Project Server Training Material Version 1-0

Contents
OBJECTIVES............................................................................................................1
INTRODUCTION.......................................................................................................1
1.1 TERMINOLOGY
1.2 ARCHITECTURE
2
4
PROJECT PLAN DEVELOPMENT.........................................................................10

2.1 PROJECT SET-UP / INITIATION
2.1.1
Project Information Dialogue
2.1.2
On Scheduling a Project from Finish
2.1.3
Save to Microsoft Project Server
2.1.4
Project Guide
2.1.5
Calculation Tab
2.1.6
Schedule Tab
2.1.7
Calendars
17
18
20
23
24
25
27
30
2.1.7.1
32
Working Time Options and Calendars
2.1.7.2
33
Working Time Formatting
2.1.7.3
34
Base Calendars
2.1.7.4
34
Project Calendars
2.1.7.5
35
Resource Calendars
2.1.7.6
36
Work Offline
Task Calendars
2.1.8.1
36
Save an Enterprise Project Offline:
2.1.8
2.1.9
36
2.1.8.2
37
Grouping and Deleting Projects
2.1.9.1
37
Save Online
37
Grouping Projects
2.1.9.2
38
2.1.10
Project Set-Up / Initiation Lab
2.2 ENTERING TASKS
2.2.1
Working with Tasks
2.2.2
Task Durations
2.2.3
Summary Tasks
2.2.4
Project Summary Task
2.2.5
Entering Milestones
Deleting Projects
39
42
43
45
46
48
48
1
Microsoft Office Enterprise Project Management Solution End User Training Kit
2.2.6
Task Information Form
49
2.2.6.1
49
General Tab
2.2.6.2
50
Predecessors Tab
2.2.6.3
50
Resources Tab
2.2.6.4
51
Advanced Tab
2.2.6.5
51
Notes Tab
2.2.7
2.2.8
2.2.6.6
51
Recurring Tasks
Additional Ways to Create Tasks
Custom Fields Tab

52
55
2.2.8.1
55
In a Gantt Chart or Calendar View
2.2.8.2
55
2.2.9
Entering Tasks Lab
2.3 LINK TASKS OR SET DEPENDENCIES
2.3.1
Dependency Types
2.3.2
Creating Dependency Links
2.3.3
Lead or Lag Time
2.3.4
Multiple Critical Paths
2.3.5
Task Constraints
2.3.6
2.3.5.1
63
Task Deadlines
In a Network Diagram
56
58
58
58
59
60
62
Tasks Will Always Honor their Constraint Dates
2.3.6.1
65
2.3.7
Comparison of Deadlines and Constraints
2.3.8
Link Tasks Lab
2.4 ASSIGN RESOURCES AND COSTS
2.4.1
Skill-based Resource Planning
2.4.2
Creating Resource Entries
65
Additional Deadline Features
66
67
69
70
74
2.4.2.1
75
Resource Information General Tab
2.4.2.2
76
Resource Availability Table
2.4.2.3
81
Resource Information Cost Tab
2.4.3
2.4.4
2.4.2.4
86
Resource Information Notes and Custom Fields Tabs
2.4.2.5
86
Building Your Team from the ERP
2.4.3.1
89
Assigning Resources
Resource Fields that Reflect Availability

88
Using Team Builder
95
2.4.4.1
104
2.4.4.2
105
Task Form Views
2.4.5
2.4.4.3
Editing Assignment Start and Finish Dates
106
Assignments and Assignment Contours
107
2.4.5.1
107
Parts of an Assignment
2.4.5.2
108
Assignment Contours
2.4.5.3
109
How Assignment Contours Work
2.4.5.4
110
What Happens When Changes Occur
2.4.5.5
111
Calculated Changes at the Assignment Timephased Level
2.4.5.6
113
Assignment Information Dialog Box
2.4.6
2.4.5.7
114
Overtime Work
Edited Contours
125
2.4.6.1
126
How Overtime is Scheduled
2.4.6.2
129
How Changes to Task Duration Impacts Overtime
2.4.6.3
129
How Changes to Assignment Units Impacts Overtime
2.4.6.4
129
How Overtime is Scheduled Within a Day
2.4.6.5
130
Actual Overtime
2.4.6.6
130
How Overtime is Related to Other Assignment Fields
2.4.6.7
132
2.4.6.8
133
Splitting Project Tasks
2.4.7
Editing Remaining Work

Editing Actual Overtime Work
133
2.4.7.1
135
To Change the Duration of a Split Task
2.4.7.2
135
Duration and Task Splits
2.4.7.3
136
Extending or Reducing Gantt Task Portions
2.4.7.4
138
To Move a Split Task
2.4.7.5
138
To Remove a Split from a Task
2.4.7.6
138
Linking and Split Tasks
2.4.7.7
138
Splitting Completed Portions
2.4.7.8
139
Dragging to Reschedule the Remaining Section
2.4.7.9
140
Creating a New Split Section
2.4.7.10
140
How Work is Assigned to the New Section
2.4.7.11
141
Assigning Resources to Split Tasks
2.4.7.12
141
Splits and Resource Contours
2.4.7.13
141
Split In-Progress Tasks
2.4.8
2.4.7.14
142
Material Resources
Stop and Resume Fields

144
2.4.8.1
144
Setting Up a Material Resource
2.4.8.2
146
Material Labels
2.4.8.3
147
Assigning Material Resources
2.4.8.4
148
Consumption Rate
2.4.8.5
149
Scheduling Issues and Calculations Related to Material
2.4.8.6
151
Behavior of Work Field
2.4.8.7
151
Leveling
2.4.8.8
151
Entering Actuals for Material Resources
Resources
2.4.8.9
Resource Graph View of Material
151
2.4.9
Assign Resources and Costs Lab
152
2.5 CONVERT GENERIC SKILLS TO NAMED RESOURCES [RESOURCE SUBSTITUTION WIZARD] 156
2.5.1
Step 1 Choose Projects
157
2.5.2
Step 2 Choose Resources
158
2.5.3
Step 3 Related Projects
159
2.5.4
Step 4 Scheduling Options
160
2.5.5
Step 5 Execution
161
2.5.6
Step 6 Results
161
2.5.7
Step 7 Choose Update Options
163
2.5.8
Step 8 Finish Page
163
2.5.9
Resource Substitution Wizard Lab
164
2.6 RESOLVING RESOURCE OVER ALLOCATIONS [RESOURCE LEVELING]
165
2.6.1
When and Why Resources Should be Leveled
166
2.6.2
Leveling Results
167
2.6.3
Manual Leveling
168
2.6.4
Basic Leveling
169
2.6.4.1
170
Resource Leveling Dialog Box Controls
2.6.4.2
175
Task, Resource and Assignment Fields Related to Leveling
2.6.4.3
Tools Options Settings that Affect Leveling
176
2.6.5
Leveling Gantt View
176
2.6.6
Constraints
177
2.6.7
Contouring Resource Availability
178
2.6.8
Leveling Progress Indicator
179
2.6.9
Resource Substitution vs. Resource Leveling
180
2.6.10
Resource Leveling Lab
180
2.7 PROJECT BASELINES
182
2.7.1
How to Save a Baseline
182
2.7.2
Protecting Baselines
184
2.7.3
Prompting for a Baseline
185
2.7.4
Clear a Baseline
186
2.7.5
Project Baseline Lab
186
2.8 PUBLISH THE PROJECT PLAN TO PWA

2.8.1
Preparing Projects for Project Server
2.8.2
Setting Up the Collaboration Options
2.8.3
Customizing the Published Fields for Time
2.8.4
Publishing a Plan to Project Server
187
187
187
190
192
2.8.4.1
193
All Information
2.8.4.2
193
New and Changed Assignments
2.8.4.3
195
Project Plan
2.8.5
2.8.6
2.8.7
2.8.8
2.8.4.4
195
Multiple Project Manager Support
Using the Microsoft Project Server Spooler
Requesting Project Progress
Creating Pick Lists for Timesheets
Republish Assignments
196
197
197
198
2.8.8.1
199
Procedure: Creating a Custom Enterprise Field
2.8.8.2
200
Procedure: Project Web Access Timesheet View
2.8.8.3
201
Procedure: Adding the Custom Field to the Timesheet
2.8.8.4
202
Timesheet Entry
2.8.8.5
203
2.8.9
Publish the Project Plan to PWA Lab
2.9 MASTER PROJECTS AND CROSS-PROJECT LINKING
2.9.1
Cross-Project Links
2.9.2
Cross-Project Linking Terminology
2.9.3
Linking Between Projects
2.9.4
2.9.3.1
207
Timesheet Update
204
205
206
206
207
To Create a Dependency Between Tasks in Different Projects
2.9.3.2
208
Editing Ghost Tasks
Task Dependency Dialog Box

209
2.9.4.1
210
Synchronized and Editable Ghost Fields
2.9.4.2
212
Formatting Ghost Tasks
2.9.4.3
212
Gantt Chart Wizard
2.9.5
2.9.6
212
213
2.9.6.1
213
Behavior on Open
2.9.6.2
216
Deleting External Links
2.9.6.3
216
Project Calculations
2.9.7
Baseline Information for Ghost Tasks

Cross Project Linking Options
2.9.6.4
216
Cross-Project Linking Lab
Circular Loop Detection

217
TRACKING PROGRESS AND REPORTING STATUS.........................................218

3.1 HOME PAGE
3.1.1
Changing Passwords
3.1.2
Set Alert Me Notifications
220
224
225
3.1.2.1
228
To Set Alert Me Notifications for Tasks and Status Reports
3.1.2.2
229
Work Offline
To Set Alert Me Notifications for Resources
3.1.3.1
230
To Go Offline:
3.1.3
230
3.1.4
3.1.3.2
To Go Back Online
232
Exporting Print Grid Data to other Applications - Copy/Paste
237
Exporting Print Grid Data to Excel
3.1.4.1
237
3.1.5
Home Page Lab
3.2 TEAM MEMBERS ROLE IN TRACKING PROGRESS
3.2.1
Viewing and Updating Tasks
238
239
240
3.2.1.1
240
Tasks in the Task Sheet
3.2.1.2
241
Fields in the Task Sheet
3.2.1.3
241
Setting the Fields in View My Tasks
3.2.2
3.2.1.4
242
Task Actions Menu Bar
3.2.2.1
243
Indicator Icons
243
Hide Task
3.2.2.2
244
Reject Task
3.2.2.3
244
Insert Notes
3.2.2.4
245
Link Documents
3.2.2.5
245
Link Risks
3.2.3
3.2.4
3.2.5
3.2.6
3.2.7
3.2.8
3.2.9
3.2.2.6
245
View Types in View my Tasks
3.2.3.1
246
3.2.3.2
247
Customizing Views in View my Tasks
3.2.4.1
247
3.2.4.2
248
Updating Tasks
Creating New Tasks
Creating New Assignments as a Team Member
Assigning Yourself to a Task
Delegating Tasks
Link Issues
246
Gantt Chart
Timesheet View
247
View Options
Filter, Group, Search Options
249
254
255
256
258
3.2.9.1
260
Step 1. Delegation Process
3.2.9.2
260
3.2.9.3
261
Delegating the Lead Role
3.2.9.4
Requesting the Status of a Delegated Task
261
3.2.10
Using Alert Me for Notifications and Reminders
262
3.2.11
Working with Outlook
263
3.2.12
Notifying Managers of Time Not Available For Work
265
3.2.13
Print Grid Printing Options for Timesheets
266
3.2.14
Team Members Lab
267
3.3 ROLE OF PROJECT MANAGERS IN UPDATING PROGRESS
269
3.3.1
Viewing Task Updates
271
3.3.1.1
272
Update Action Menu Bar
3.3.2
3.3.3
3.3.4
3.3.1.2
Customizing the Task Updates View
273
Updating Task Changes into Project Plans
274
Set Rules to Automate Changes
276
Protecting, Approving, and Adjusting Actual Work
280
3.3.4.1
280
Protecting Actual Work Feature
3.3.4.2
283
Locking Down Entry to Submitted Timesheets
3.3.4.3
283
Updating and Publishing Projects with Protected Actuals
3.3.4.4
284
Updating the Protected Actual Work in a Project Plan
3.3.4.5
285
Results of Implementing Protected Actuals for Existing Projects
3.3.4.6
285
Displaying Actual Work Protected in Usage Views
3.3.4.7
285
Republishing the Project Plan without Overwriting Protected
Actual Work
3.3.5
3.3.6
3.3.7
3.3.4.8
286
Changing Actual Work
3.3.4.9
288
Task Change History
Alert Me About My Resources
Earned Value
Adjusting Locked Down Actual Work

290
291
293
3.3.7.1
293
Performing Earned Value Analysis
3.3.7.2
294
Earned Value Fields
3.3.7.3
296
Date Fields Used in Earned Value Calculations
3.3.7.4
297
Earned Value Options
3.3.7.5
298
3.3.8
Project Mangers Lab
3.4 STATUS REPORTS
3.4.1
User Groups and Status Reports
3.4.2
Request a Status Report
3.4.3
Submit a Status Report
3.4.4
Submit an Unrequested Status Report
3.4.5
Viewing Status Reports
Defaults for Earned Value Calculations

305
307
308
308
313
315
316
3.4.6
Status Reports Archive
3.4.7
Accessing and Modifying Status Notifications and Reminders
3.4.8
Status Report Lab
3.5 WINDOWS SHAREPOINT SERVICES
3.5.1
Windows SharePoint Services Architecture
3.5.2
Communication Between the Client and Server
3.5.3
Handling ASP.NET Pages (ASPX Pages)
3.5.4
Integration Architecture
3.5.5
Communication Between Project Server and a Server running Windows
SharePoint Services
3.5.6
Windows SharePoint Services Subsites
3.5.7
Custom Roles Created for Windows SharePoint Services Subsites
3.5.8
Public Documents Subsite
3.6 DOCUMENT MANAGEMENT
3.6.1
Viewing and Uploading Project Documents
3.6.2
Document Library
3.6.3
Uploading Project Documents
3.6.4
Other Functions in the Library Page
3.6.5
Public Documents
3.6.6
Search Documents
3.6.7
Document Versioning
3.6.8
Checking Documents In and Out
3.6.9
Document Management Lab
3.7 ISSUE MANAGEMENT
3.7.1
View Issues by Individual Project
3.7.2
Submit New Issues
3.7.3
Create a New Issue Fields
3.7.4
Attaching a File
3.7.5
Filtering Issues
3.7.6
Exporting Data into a Datasheet
3.7.7
Reviewing and Editing an Issue
3.7.8
Deleting an Issue
3.7.9
The Side Pane Select a View and Actions
3.7.10
Alert Me
3.7.11
Export to Spreadsheet
3.7.12
Modify Settings and Columns
3.7.13
Synchronize with Project Server
3.7.14
Issues Lab
3.8 RISK MANAGEMENT
3.8.1
View Risks by Individual Project
3.8.2
Submit New Risk
3.8.3
Attaching a File
3.8.4
Filtering Risks
3.8.5
Exporting Data into A Datasheet
3.8.6
Reviewing and Editing an Existing Risk
320
321
323
325
325
327
327
327
328
329
329
330
331
331
332
334
335
337
337
338
340
342
344
345
345
346
348
349
349
349
351
351
353
353
354
354
355
356
357
357
361
361
362
362
10
3.8.7
Deleting a Risk
3.8.8
The Side Pane - Select a View and Actions
3.8.9
Alert Me
3.8.10
3.8.11
3.8.12
3.8.13
Risk Management Lab
3.9 COMMUNICATING RESULTS WITH MICROSOFT PROJECT PROFESSIONAL
3.9.1
Sorting, Filtering and Grouping
364
364
367
367
368
369
370
371
371
3.9.1.1
371
Sorting in Task Views
3.9.1.2
373
Sorting in Resource Views
3.9.1.3
374
About Filters
3.9.1.4
376
Task Filters List
3.9.1.5
378
Resource Filters List
3.9.1.6
379
Filter Definition
3.9.1.7
381
AutoFilter
3.9.1.8
383
Filters in Usage Views
3.9.1.9
385
Filters Based on Custom Value Lists
3.9.1.10
386
Filters Based on Custom Date Fields
3.9.1.11
386
Filters Based on Graphical Indicator Custom Value Lists
3.9.1.12
387
Enterprise Resource Multi-Value Fields
3.9.1.13
387
Fields with Value Lists
3.9.1.14
388
Applying and Defining Groups
3.9.1.15
393
General Grouping Behavior
3.9.1.16
399
Grouping By Custom Outline Codes
3.9.1.17
400
Group Summary Rollup Calculations for Summary Tasks
11
3.9.1.18
401
Sorting and Filtering Combined with Grouping
3.9.1.19
401
Network Diagram View Grouping
3.9.1.20
402
Calendar Views Grouping
3.9.2
3.9.1.21
402
Working With Tables
Sorting, Filtering, and Grouping Lab

404
3.9.2.1
407
Default Tables Defined
3.9.2.2
410
Task Fields
3.9.2.3
410
Resource Fields
3.9.2.4
411
Assignment Fields
3.9.2.5
411
Timephased Fields
3.9.2.6
411
Field Definitions
3.9.2.7
411
Custom Fields
3.9.2.8
413
To Create an Outline Code
3.9.2.9
414
To Create a Fixed Value List
3.9.2.10
416
To Assign a Graphical Indicator to a Field
3.9.2.11
417
To Create a Calculated Field
3.9.3
3.9.2.12
418
Working With Views
Working With Tables Lab

420
3.9.3.1
421
Create a New View
3.9.3.2
423
Timescale Views
3.9.3.3
426
Formatting Gridlines
3.9.3.4
426
The Gantt Chart
12
3.9.3.5
429
Adding Drawings to the Timescale
3.9.3.6
431
The Gantt Chart Wizard
3.9.3.7
432
Formatting the Gantt Chart Bar Styles
3.9.3.8
434
Formatting Single Bars, Text Style, Font, and Gridlines
3.9.3.9
437
Usage Views
3.9.3.10
441
The Unassigned Resource
3.9.3.11
441
Displaying and Formatting Different Sets of Timephased Data
3.9.3.12
445
Default Format of the Task Usage View
3.9.3.13
448
Moving (changing the cell with focus) in a Timescaled Grid
3.9.3.14
449
Fill Up/Down/Left/Right in a Timescaled Grid
3.9.3.15
451
Inserting and Deleting in a Timescaled Grid
3.9.3.16
451
Deleting Rows in Usage Views
3.9.3.17
452
Inserting Rows in Usage Views
3.9.3.18
452
Inserting Assignment Rows
3.9.3.19
452
Editing Names in Usage Views
3.9.3.20
455
Task Fields Shared with Assignments
3.9.3.21
457
Calendar View
3.9.3.22
458
Calendar Formatting
3.9.3.23
460
Calendar Zoom
3.9.3.24
461
Calendar Task Layout
3.9.3.25
461
Creating Tasks in Calendar View
13
3.9.3.26
462
Form Views
3.9.3.27
463
Bar Rollup View
3.9.3.28
467
Milestone Rollup View
3.9.3.29
467
Milestone Date Rollup View
3.9.3.30
468
Leveling Gantt View
3.9.3.31
470
Resource Sheet Views
3.9.3.32
470
Resource Graph Views
3.9.3.33
472
Resource Usage Views
3.9.3.34
473
Network Diagram
3.9.3.35
474
Network Diagram Formatting Box Styles
3.9.3.36
476
Network Data Templates
3.9.3.37
476
Creating New Network Data Templates
3.9.3.38
478
Formatting Individual Network Nodes
3.9.3.39
479
Network Diagram Layout
3.9.3.40
482
Manual Layout Mode Extras
3.9.3.41
483
Printing Network Diagrams
3.9.3.42
483
Filtering in the Network Diagram View
3.9.3.43
484
Displaying Task Chains in Network Diagrams
3.9.3.44
484
Copying Views from The Global File
3.9.3.45
485
The Organizer
3.9.3.46
487
Printing Views
Working With Views
3.9.4
490
14
3.9.4.1
491
Page Setup Dialog Box
3.9.4.2
493
Page Restricted Elements
3.9.4.3
495
Margins and Borders
3.9.4.4
495
Headers Footers and Legends
3.9.4.5
498
Legend tab
3.9.4.6
499
View tab
3.9.4.7
501
Rich Edit Support
3.9.4.8
502
Insert Pictures
3.9.4.9
502
Calendar Options
3.9.4.10
504
Print Wizard
3.9.4.11
507
3.10 ANALYZING AND COMMUNICATING RESULTS WITH PROJECT WEB ACCESS
3.10.1
The Projects Page
Printing Lab
509
510
3.10.1.1
511
Project Center
3.10.1.2
513
Action Bar Features
3.10.1.3
515
Viewing Tasks Through the Hyperlink
3.10.1.4
516
Action Bar Features
3.10.1.5
516
View Options
3.10.1.6
516
Filter, Group, Search
3.10.1.7
517
Analyze Projects in Portfolio Analyzer and Portfolio Modeler
3.10.1.8
517
Check In My Projects
3.10.1.9
519
Build Team
15
3.10.1.10
520
Add Enterprise Global Resources to a Project
3.10.1.11
521
Remove Enterprise Global Resources from the Project
3.10.1.12
521
Replace a Resource with Another
3.10.1.13
522
Match Enterprise Resources
3.10.1.14 Finding Specific Resources in the Enterprise Global Resource

523
Pool
3.10.1.15
524
How to Change the Booking Type for a Resource
3.10.1.16
525
Open a Master Project
3.10.2
3.10.1.17
527
The Resources Page
Projects Page Lab

529
3.10.2.1
529
Resource Center
3.10.2.2
530
View Options
3.10.2.3
531
3.10.2.4
532
Action Bar Features
3.10.2.5
533
Viewing Availability
3.10.2.6
537
View Resource Assignments
3.10.2.7
538
Format
3.10.2.8
538
Gantt chart
3.10.2.9
540
Timesheet Format
3.10.2.10
542
Assignments Display
3.10.2.11
542
Add/Remove Resources
3.10.2.12
542
Choosing a View
3.10.2.13
543
Link Documents
16
3.10.2.14
543
Save Link
3.10.2.15
543
Saved Link Navigator
3.10.2.16
545
Link Risks
3.10.2.17
545
Link Issues
3.10.2.18
545
Adjust Actuals
3.10.2.19
547
View Timesheet Summary
3.10.2.20
549
Approve Timesheets
3.10.3
3.10.2.21
551
Portfolio Modeler
Resource Page Lab

553
3.10.3.1
553
To start Portfolio Modeler
3.10.3.2
554
Define a New Model
3.10.3.3
555
Modify an Existing Model
3.10.3.4
566
Comparing Models
3.10.3.5
567
Analyzing Models
3.10.4
3.10.3.6
573
Portfolio Analyzer
Portfolio Modeler Lab

574
3.10.4.1
575
Creating a View
3.10.4.2
582
Modify View
3.10.4.3
587
Copy View
3.10.4.4
588
Understanding Pivot Tables
3.10.4.5
590
Using Portfolio Analyzer Views
3.10.4.6
590
Portfolio Analyzer Lab
17
ENTERPRISE OPTIONS.......................................................................................595
CREATING A MICROSOFT OFFICE PROJECT 2003 VIRTUAL PC IMAGE.......597

5.1.1
Microsoft Office Project 2003 Virtual PC Requirements

5.1.1.1
597
5.1.1.2
597
5.2 CREATING A NEW VIRTUAL PC
597
Hardware Requirements
Software Requirements
598
5.2.1.1
598
To Create a New Virtual PC
5.2.1.2
598
Install All Supporting Software
5.2.1.3
598
Install the PC Additions
5.3 INSTALLING MICROSOFT OFFICE PROJECT 2003

5.3.1
Create User Accounts
5.3.2
To Create a Local User Account
5.3.3
To Create a SQL Server 2000 Account
5.3.4
Create an OLAP Administrator
5.4 CONFIGURE SQL SERVER AUTHENTICATION
5.5 CONFIGURE INTERNET INFORMATION SERVICES
5.5.1
To Enable IIS on Windows Server 2003
5.5.2
Uninstall Internet Explorer Enhanced Security
599
599
599
599
599
600
600
600
601
5.5.2.1
To Uninstall Internet Explorer Enhanced Security Configuration
601
5.6 INSTALL WINDOWS SHAREPOINT SERVICES
601
5.6.1
Configure the Admin Virtual Server
602
5.6.2
Set the Configuration Database Server
602
5.6.3
Extend the Virtual Server
602
5.6.4
Run the Windows SharePoint Services Configuration Wizard
603
5.6.5
Create a Windows SharePoint Services Administrator
604
5.7 INSTALL PROJECT SERVER 2003
604
5.8 INSTALL MICROSOFT OFFICE PROJECT PROFESSIONAL
606
5.8.1
Add Project Server to Your Trusted Sites List
606
5.9 CONFIGURE THE SAMPLE DATABASE
607
5.10 CONFIGURING WINDOWS SHAREPOINT SERVICES FOR THE PROJECT SERVER SAMPLE
DATABASE
608
5.10.1
Creating a New Virtual Server
608
5.10.2
Setting Application Pool ID Permissions on the New Database
609
5.10.3
Extending Windows SharePoint Services and Adding the Restored
Database
609
5.10.4
Add Project Server to the Windows SharePoint Services Exclusion List 610
5.10.5
Finish Integrating Windows SharePoint Services and Project Server
610
18
5.11 BUILDING THE OLAP CUBE

5.11.1
Troubleshooting Building the OLAP Cube
5.11.2
Granting Users Access to View Portfolio Analyzer
5.12 CREATE PROJECT SERVER ACCOUNTS FOR PROJECT PROFESSIONAL USERS
5.13 CONFIGURING INTERNET EXPLORER
5.14 SETTING UP OUTLOOK INTEGRATION
611
611
612
612
613
614
19
20
OBJECTIVES
INTRODUCTION
The material in this manual the associated DVD addresses ENTERPRISE-WIDE project planning
and management using Microsofts Enterprise Project Management Solution. The material
in this training kit addresses enterprise-wide project planning and management, based on
Microsoft Office Project 2003 and its supporting technologies, Windows 2003 Server, including
Windows SharePoint Services, SQL Server 2000, and Office System 2003. The objectives of this
training kit are:
The development of project plans / schedules using Microsofts Enterprise Project

Management (EPM) Solution. The emphasis of this section of the training klit is the role and
responsibility of the project managers, especially project managers working with clearly
defined enterprise-wide standards.
.The second major section addresses first the tracking of projects progress. The people
involved this is aspect of project planning and managing are team members / resources
the people assigned to the project tasks who are actually responsible for doing the work.
This section also addresses the role of project managers in using the input from the team
members to update their project plans / schedules.
The second section has material that can be utilized by resource managers to use the
capability of the EPM Solution to assit them in the managing of the resources assigned to
the various enterprise project plans. Portions of this material can also be used by executives
who need to understand the capabilities of the EPM Solution to provide both enterprise-wide
project and resource management.
To enhance the learning process, the majority of the modules in the manual have associated labs.
Each lab consists of a series of questions and answers. The labs relate directly to the enterprisewide implementation of the EPM Solution as demonstrated by the Sample database that ships
with the Microsoft Office Project 2003 software. The enterprise standars implemented in the
sample database are document in Enterprise Options module on page 599.
For those people taking the training that do not have access to full implementation of the EPM
Solution, the module Creating a Microsoft Office Project 2003 Virtual PC image page 601 defines
how to create a virtual image of the EPM Solution.
TERMINOLOGY
1.1
This module defines three very important terms that are used through out the remainder of this
manual.
Project the Project Management Institute1 [PMI] defines a project as a unique undertaking
with a defined starting point and duration directed at achieving defined objectives, utilizing finite
or infinite resources.
The key parts of this definition:
A project has a unique objective.
A project has a definite start, duration, and finish. It has a temporary rather than open-ended
duration.
Projects are undertaken at all levels of the organization. They may involve a single person or
many thousands. They may require less than 100 hours to complete or over 10,000,000. Projects
may involve a single unit of one organization or may cross-organizational boundaries as in joint
ventures and partnering. Projects are often critical components of the performing organizations
business strategy. Examples of projects include:
Building a house.
Relocating a data center.
Writing a book.
Developing a software program.
Project Management is the management of an organized set of activities directed toward a

common goal, using specialized management structures and techniques. It includes:
Determining project objectives what is the goal (or goals) of the project? Examples of
project goals include building a bridge, relocating the MIS department to a new site, or
installing a new phone system. More importantly, some examples of things that are not
projects include scheduling the usage for a training facility or scheduling engineers in a
technical service department. These are not projects because they do not meet all the
criteria of a project. They do not have a definitive start, finish, and duration.
Managing manpower, budgets, and resources projects do not get done without people
and other resources to do them. To ensure successful completion of a project, it is important
to estimate correctly the number of personnel and the amount of equipment needed. In
many organizations, it is also important to estimate the cost of the project. Some projects
can be completed in a shorter time by increasing the resources on the project. However,
doing this also increases the cost. One of the project managers jobs is to maintain a
balance between reducing costs and reducing the time to complete the project.
1 For a thorough discussion of Project Management and related fields, see the Project
Management Body of Knowledge (PMBOK), a widely-accepted standard reference for Critical
Path project management. For information visit the PMI Web site www.pmi.org.
Reporting Progress a key to project management is reporting progress. It is essential

that key players in a project know what is happening, and whether they are behind or ahead
of schedule. By reviewing progress on a regular basis, you can avoid possible problems in
advance. For example, if you notice that a certain task was scheduled to take 10 days to
accomplish, but on day 5 only 25% of the work was finished, you could try to reallocate
resources to that task in order to complete it on time.
Evaluating efficiency and effectiveness during and after a project, it is important to

review and analyze the performance of the project. This information can provide valuable
insight into possible changes to make for future projects. For example, your project was to
build a house, and one of those steps was landscaping. After the project is finished, you
notice that it took less time to do the landscaping than you originally planned. If you build
another house, and the scope of the landscaping is comparable in both projects, this
information could be valuable because you could reduce the time allocated for landscaping.
By constantly reviewing the efficiency and effectiveness of your project, you can more
accurately plan future projects.
Project Managers the person or persons responsible for managing projects. They coordinate
projects and related tasks, and sometimes have direct management responsibilities for resources
assigned to their project. The resources involved in one project may not be the same resources
involved in another project. Project managers focus only on work that is specific to their project or
projects, and are primarily task and time-constrained. How do I ensure my project gets finished
in the shortest amount of time? is a question on every project managers mind each day.
ARCHITECTURE
1.2
The main products in the Microsoft Office Project 2003 family are:
Microsoft Office Project Standard 2003.
Microsoft Office Project Professional 2003.
Microsoft Office Project Server 2003.
Microsoft Office Project Web Access 2003.
Microsoft Office Project 2003 Standard and Professional editions continue to be the core products
necessary for project managers to create and manage project plans.
The components required to support an Enterprise Project Management (EPM) solution are
Microsoft Office Project Server 2003 and Microsoft Office Project Web Access 2003 along with
Microsoft Office Project Standard 2003 is a stand-alone product and it is not designed to
exchange data with Project Server 2003. Microsoft Project Professional 2003 is needed to
connect to the server. Project Standard is meant for those project managers who do not need the
enterprise project management functionality. This product is not covered in this manual nor
the associated training.
Microsoft Office Project Professional 2003 is the Microsoft desktop enterprise project
management program that is used with Project Server 2003 and Project Web Access to make up
the Microsoft solution for Enterprise Project Management (EPM). This is the scheduling
product that is the focus of this manual and the associated training.
Enterprise Project Management (EPM) brings together client, server, and Web-based
technology to give you everything you need to manage organization-wide projects.
Enterprise project management features are based on a 3-tiered architecture see Figure 1 on
page 7. The client tier is provided by Microsoft Project Professional and Project Web Access. The
middle tier of the architecture is provided by Project Server. Project Server combines aspects of
an n-tiered Web server application with a two-tiered client-server database application. The
database tier of the solution is provided by Microsoft SQL Server 2000. The total EPM solution
also includes document library, risk tracking, and issue tracking features provided by the
integration of Project Server with Microsoft Windows SharePoint Services 2.0. The following
examines each of the 3-tieres in detail:
Client Layer Project Web Access provides access to timesheet, project views, status
reports, and to-do lists. It also provides access to the document library and risk and issue
tracking through Windows SharePoint Services integration. Project Web Access consists of a
set of ActiveX controls (primarily a grid control) and HTML pages provided through Active
Server Pages. Project Web Access requires Microsoft Internet Explorer 5 or later.
While Project Web Access provides limited offline features, it is primarily intended for use
when connected to Project Server. Resource managers can add proposed or committed
resources to a project by using Team Builder Lite in Project Web Access.
Microsoft Project Professional runs on Microsoft Windows 2000 and later. Microsoft Project
Professional can publish information to Project Server and update information from Project
Server into project plans. Microsoft Project Professional can also open and save enterprise
projects and resources from Project Server.
When publishing an enterprise project plan Microsoft Project Professional sends a project
summary record to the server and makes a request to the Project Data Service (PDS) to
check-in the project file. The PDS makes a request to the Project Business objects (PBO) to
publish the Project Summary Record to the Project Server Tables. The PBO gets the unique
Project ID from the Project Server Tables. If the ID exists then the ID is passed; otherwise, a
unique ID is assigned. PBO publishes the summary record and returns a success to PDS.
PDS makes a request to the PBO to publish the project file to the Project tables. PBO makes
a request to OLEDB provider to open a connection with the Project tables and publishes the
new data. Finally, the OLEDB refreshes data in the view tables and enterprise tables.
Application Server Layer Project Server provides both workgroup and enterprise project
management features to client applications. Workgroup features primarily interact with
Project Server using the server business object. This object is called by Microsoft Project
Professional when project plans are published to the server. Clients communicate with the
business object by posting XML documents to Project Server ASP pages. Project Server
runs on Windows 2000 Server or later and requires IIS 5.0 or later.
Database Layer Microsoft SQL Server provides the database layer for Project Server and
merges and extends the Microsoft Project Professional database schema. Microsoft Project
Professional and Project Web Access work with both the workgroup and enterprise tables in
the SQL Server database. Project Server uses view tables containing timephased data for all
projects published to the server to reduce the load on the SQL Server and allow for greater
scalability.
Windows SharePoint Services Windows SharePoint Services provides a central

repository for documents, issues, and risks, and allows users to work interactively with these
items. Project Server uses Windows SharePoint Services for issue and risk tracking, and for
a document library.
SQL Server or Microsoft SQL Server 2000 Desktop Engine is used to store all Windows
SharePoint Services data, including documents. This allows for both full-text searching and
backing up data by backing up the database.
Windows SharePoint Services scales from a single server to a server farm with multiple
front-end Web servers and back-end database servers. Front-end Web servers are
stateless, so the load can be balanced across them.
Active Directory the Active Directory connector in Project Server facilitates

synchronization of users and groups from Active Directory to Project Server. Through this
component, Active Directory writes data to the Enterprise Resource Pool and security tables
in the Project Server database based on the presence and status of users in Active Directory
compared to the presence and status of users and groups in mapped security groups or
users in the Enterprise Resource Pool
Figure 1. Enterprise Project Architecture
Microsoft Outlook the Outlook Integration add-in for Project Server allows users to view
Project assignments in their Outlook Calendar. A Project Web Access tab is added to each
appointment. Users will be able to interact with this information in Outlook in the same way
they are able to interact with this information in Project Web Access.
After connecting Outlook to Project Server, users can import their assignments and have
Outlook apply the same reminders for project assignments as they are already using in
Outlook, or they can apply custom reminder settings.
The following describes technologies and software that supports Microsoft Office Project 2003
functions.
Microsoft Project Professional Supporting Technologies Microsoft Project

Professional provides a rich object model and support for Microsoft Visual Basic for
Applications. Developers can access and automate most of the features available from the
Microsoft Project Professional user interface, including the new enterprise project
management features. Microsoft Project Professional has the ability to open and save
projects as XML documents. XML can be extremely useful when exchanging data between
applications or systems. The Project XML schema is provided in the document Microsoft
Project XML Schema (Projxml.xml) that is shipped on the Microsoft Office Project 2003 CDROM. In addition, Microsoft Project Professional introduces the Project Guide, which
integrates HTML pages with the Project client. While Microsoft Project Professional is
shipped with a full set of Project Guide pages, developers can replace and extend Project
Guide pages with full access to the Project object model. Customizing Project Guide pages
allows developers to integrate custom solutions into the Microsoft Project Professional user
interface.
Project Web Access Supporting Technologies Project Web Access continues to

support reuse of the ActiveX grid controls and Web Parts based on Project Web Access
pages, and the ability to extend or modify the Project Web Access menu.
Project Server Supporting Technologies Enterprise global template. The enterprise

global template allows users to define and reuse elements such as views, field definitions,
and macros. When Microsoft Project Professional is started, the enterprise global template
that is stored in the Project Server database is loaded. The enterprise global template
contains all the fields in Global.mpt (the global file that has always been included with
Project), plus additional enterprise-only fields. Project Server administrators can define the
value lists and look-up tables for these fields, and they can define whether the fields are
required. This process ensures that all enterprise projects use a consistent set of fields to
generate cross-enterprise reports.
Project Server Supporting Technologies Enterprise resources. Microsoft Project

Professional uses a pool of resources to enable multiple project managers to share a
common set of resources, thus allowing project managers to view how a resource is used
across multiple projects, and to gain an accurate picture of the resource's workload and
availability. Microsoft Project Professional can access resources from the enterprise
resources stored in the Project Server database.
Terminal Services Terminal Services uses terminal emulation software to send

keystrokes and mouse movements from the Windows client to a copy of Microsoft Project
Professional installed on a Terminal Services server. Interaction with the Project Server
database is handled between the Terminal Services server and the Project Server. Any user
with permission to access both the Terminal Services server and Project Server will be able
to use the copy of Microsoft Project Professional and Project Web Access on the Terminal
Services server. A profile can be set up for each user of Microsoft Project Professional.
There are two primary benefits to using Terminal Services as part of your Project Server
deployment:
o
To overcome slow WAN link performance. Some users of Microsoft Project Professional
experience slower connections when connecting to Project Server over WAN links.
Terminal Services is an effective way of overcoming a slow WAN link connection.

o
To enable access to Project Server for users who work outside of the domain. If your
organization has members who are not part of a domain that can easily access Project
Server, or if your organization has many small satellite offices, Terminal Services can be
used to make it easier for these users to access Project Server.
SQL Server 2000 SQL Server 2000 is the recommended database management system
for users who want to take advantage of all enterprise functionality built into Project Server in
a scalable environment. Both SQL Server 2000 Standard and SQL Server 2000 Enterprise
support the enterprise functionality of Project Server, but only SQL Server 2000 Enterprise
will support advanced deployment features like failover or HTTP Internet Support. SQL
Server 2000 must be installed before you can install Project Server or configure Windows
SharePoint Services for Project Server.
Microsoft Data Engine 2000 (MSDE 2000) is included and installed during the Project Server
installation when you select the Install Now option during Setup if SQL Server 2000 has not
been installed on the server. MSDE 2000 supports enterprise functionality, but it has some
severe limitations in the number of concurrent users, database size, and memory usage. This
database is not recommended outside of demonstrations, test pilot deployments, and very
small deployments.
Analysis Services Microsoft SQL Server 2000 Analysis Services is a middle-tier server
for online analytical processing (OLAP) and data mining. It supports the portfolio analyzer
feature of Project Server. The Analysis Services system includes a server that manages
multidimensional cubes of data for analysis and provides rapid client access to cube
information. Analysis Services organizes data from a data warehouse into cubes with
precalculated aggregation data to provide rapid answers to complex analytical queries.
Analysis Services also allows you to create data mining models from both multidimensional
(OLAP) and relational data sources. You can apply data mining models to both data types.
Microsoft Office XP Microsoft Office XP or greater is required on computers using

Project Web Access to get full advantage of the Office Web Controls (for example, to create
new Portfolio Analyzer views) or to use data access pages. If Microsoft Office XP is not
installed, views are read-only.
Windows SharePoint Services project can be integrated with Windows SharePoint

Services to provide enhanced functionality for issue and risk tracking, as well as a
documentation library. Windows SharePoint Services uses SQL Server to store documents
and other data, and allows for version control. Windows authentication is required to access
Windows SharePoint Services features.
Project Data Services enterprise features interact with Project Server using the Project
Data Service (PDS). Requests from Microsoft Project Professional to read or save enterprise
projects or resources to the server are first made by an XML request to the PDS. The PDS
checks the permission for the authenticated user and then returns a list of available objects
and/or connection string information. Microsoft Project Professional then uses the
connection string information to bind to the enterprise database using ODBC.
Requests from Project Web Access for enterprise resource information are also made to the
PDS. In this case, the PDS checks security and then directly queries the enterprise database
and returns resource information to Project Web Access. The PDS is indirectly involved
when Project Server administrators use Project Web Access to generate a Portfolio Analyzer
OLAP cube or when users create and analyze models using Portfolio Modeler.
The PDS is the key middle-tier object for the Microsoft Office Project 2003 enterprise project
management features. Developers can call PDS methods through its SOAP interface. PDS
allows custom solutions for accessing many of the enterprise features of Microsoft Project
Professional and Project Web Access.
ActiveX Controls Project Web Access consists of a set of ActiveX controls (primarily a
grid control) and HTML pages provided through Active Server Pages. The first time a
computer accesses Project Server through Project Web Access, the ActiveX controls are
downloaded and installed. The user must have the necessary permissions to install the
ActiveX control.
In an environment where users do not have permissions to install ActiveX controls, the
controls can be distributed using Microsoft Systems Management Server.
10
PROJECT PLAN DEVELOPMENT

The process of building project plans with Microsoft Office Project Professional 2003 has not
changed significantly from previous versions
of Microsoft Project. The side bar is one
How to Build /Create Project
approach to the creation of project plans. It is
Plans
the one that will be utilized in this module.
1.
Projects need to be initiated/set-up

and basic information defined. Also,
the project options that affect how
Microsoft Project Professional
schedules the plan need to be at
least reviewed and possible revised.
Also included is the Publishing of the
new project data to the Microsoft
Office Project Server 2003 database
of projects.
See the Project Set-Up / Initiation
module page 19 for details.
2.
1.
2.
Project Set Up/Initiation
3.
Link the tasks or set the

dependencies or establish
the activity relationships.
4.
5.
Assign resources and costs
6.
Resolve resource
allocations.
7.
8.
Baseline the plan.
Enter Task Details,

Duration and Outline the
Plan.
[Optional] Convert generic

skills to actual resources.
Publish the task

Project Plans consist of activities or
assignments
tasks and their relationship(s).
Entering Task Details or activity
definition involves identifying and documenting the specific activities that must be
performed in order to produce the deliverables and sub-deliverables identified in the Work
Breakdown Structure. Implicit in this process is the need to define the activities such that
the project objectives will be met.
Tasks have durations, project managers can accept the default duration assigned when
they define a task or they can get an initial project plan by assigning estimated duration.
The action of assigning task durations to get an initial or first-pass project plan is
considered optional by some project managers.
See the Entering Tasks module page 44 for details.
3.
The project manager not the software is responsible for linking the tasks to reflect the
order in which the work will be performed. In the absence of any other information
Microsoft Project Professional will start all tasks when the project starts. This part of the
planning process is also referred to as setting dependencies or defining activity
relationships.
See the Link Tasks or Set Dependencies module page 60 for details.
11
4.
The next step and by far the most critical and in many case the most time consuming is
the assigning of resources and material costs.
See the Assign Resources and Costs module page 71 for details
5.
If the organization is using Generic resources, then the project manager uses the
Microsoft Project Professional Resource Substitution Wizard to convert/replace their
generic resources with actual enterprise resources.
See Convert Generic Skills to Named Resources [Resource Substitution Wizard] module
page 158 for details.
6.
In the world of project planning, resource will very often be over allocated assigned to
tasks beyond their assigned capacity or in excess of their assigned Max[imum] Units.
Project managers can elect to ignore this reality, manually work to resolve the over
allocations or use the power of Microsoft Project Professional to resolve these over
allocations.
See the Resolving Resource Over Allocations [Resource Leveling] module page 166 for
details.
The next action before the project starts to execute is to have the project plan/schedule
approved. The actual approval process can be very simplesomeone in passing says to the
project manager, it is ok to go ahead, to a very formala senior management committee of the
organization reviews the project plan and authorizes the project to proceed and/or authorize the
spending of the funds necessary to carry out the work defined in the plan. The actual approval
process is outside the scope of this manual, we are simply going to assume it happened.
7.
To allow an analysis of actual vs. planned performance projects must be baselined. When
a project plan is baselined Microsoft Project Professional stores the current value for
dates, and costs to a special set of fields. For example Work is stored to Baseline Work.
In this way a comparison between actual and plan is possible. In our example is it
possible to get a variance between Baseline Work and Actual Work.
See the Project Baselines module page 183.
8.
So far in the process we are using to plan our project the team members have not been
advised / informed about the tasks they have been assigned. If the team members are
going to use Project Web Access to report progress we must publishing their Task
Assignments to Project Server Web Access.
See the Publish the Project Plan to PWA module page 188.
Microsoft Project Professional provides some additional planning capabilities, ranging from
adding notes to more accurate define the work involved in tasks to creating links / dependencies
between multiple projects. The following additional topics are covered in this section:
Creating Pick Lists for Timesheets see page 199.
Cross-Project Links see page 207.
Work Offline see page 39.
12
Grouping and Deleting Projects see page 40.
13
Microsoft Project Professional uses the Critical Path Method (CPM) of scheduling. The following
is an over view of CPM scheduling assuming a simple project consisting of a set of tasks, task
dependencies, and task constraints.
Task dependency this occurs if the start or finish of one task (the successor task)
depends on the start or finish of another task (the predecessor task). For example, if Task B
can start when Task A finishes or later, then Task A is a predecessor of Task B with a Finishto-Start relationship. Other relationships are Start-to-Start, Finish-to-Finish, and Start-toFinish. Lag time or lead time (negative lag time) can be specified in a relationship to allow
the successor to start later or earlier than the original plain relationship. For example, a
Start-to-Finish relationship with negative 2 days of lag time means that the successor can
start 2 days before the predecessor finishes, or later.
Task constraint these are limits on when the task can occur, independent of other project
tasks. For example, if a task cannot start any earlier than 8/1/03, then it would have a Start
No Earlier Than (SNET) type of constraint with a constraint date of 8/1/03.
Critical Path Method (CPM) this is a method of calculating the total duration of a project
based on a specified project start date and on the individual duration of tasks and on their
dependencies. CPM also provides information about how far a task can slip into the future
before it moves other tasks or makes the project finish later.
For a specified project start date and a set of tasks along with their dependencies and
constraints, the CPM method calculates the following:
The earliest each task can start and finish, and the earliest the project can finish.
The latest each task can start and finish, without causing the project to finish later.
How far into the future each task can slip without causing any other task to finish later, and
how far into the future each task can slip without causing any other task to finish later.
Which tasks are critical, for example which tasks will cause the project to finish later if they
slip.
Before looking at how the CPM works, here are a few related definitions:
CPM Related Terms and Definitions
Term
Definition
Critical path
The series of tasks (or even a single task) that dictates the calculated finish date.
That is, when the last task in the critical path is completed, the project is
completed. By knowing and tracking the critical path for your project, as well as the
resources assigned to critical tasks, the project manager can determine which
tasks can affect your project's finish date and whether your project will finish on
time. If it is important for your project to finish on schedule, pay close attention to
the tasks on the critical path and the resources assigned to them. These elements
determine whether your project will finish on time. The series of tasks are generally
interrelated by task dependencies. Although there are likely to be many such
networks of tasks throughout your project plan, the network finishing the latest is
the project's critical path. Be aware that the critical path can change from one
series of tasks to another as the project manager progress through the schedule.
The critical path can change as critical tasks are completed, or as tasks in another
14
Term
Definition
series of tasks are delayed. There is always one overall critical path for any project
schedule. The new critical path then becomes the series of tasks the project
manager tracks more closely to ensure the desired finish date.
Critical Path Method

(CPM)
A project management method of calculating the total duration of a project based

on individual task durations and their interdependencies.
Critical task
A task that must be completed on schedule for the project to finish on time. If a
critical task is delayed, the project completion date is also delayed. A series of
critical tasks makes up a project's critical path.
Early Finish
The earliest date that a task could possibly finish, based on early finish dates of
predecessor and successor tasks, other constraints, and any leveling delay.
Early Start
This is the earliest date that a task could possibly begin, based on the early start
dates of predecessor and successor tasks, and other constraints.
Free Slack
The amount of time that a task can be delayed without delaying its successor
tasks. For a task without successors, free slack is the amount of time that the task
can be delayed without delaying the finish date of the project.)
Lag Time
A delay between tasks that have a dependency. For example, if the project
manager needs a two-day delay between the finish of one task and the start of
another, the project manager can establish a finish-to-start dependency and
specify a two-day lag time [has a positive value].)
Late Finish
The latest date that a task can finish without delaying the finish of the project. It is
based on the task's late start date, as well as the late start and late finish dates of
predecessor and successor tasks, and other constraints
Late Start
This is the latest date that a task can start without delaying the finish of the project.
This date is based on the tasks start date, as well as the late start and late finish
dates of predecessor and successor tasks, and other constraints.
Predecessor
A task whose start or finish determines the start or finish of another task.
Slack (or float)
The amount of time that a task can slip before it affects another task or the
project's finish date. Free slack is how much a task can slip before it delays
another task. Total slack is how much a task can slip before it delays the project.)
Successor
A task that cannot start or finish until another task starts or finishes.
Task Dependency
A relationship between two linked tasks; linked by a dependency between their

finish and start dates. There are four kinds of task dependencies: Finish-to-start
[FS], Start-to-start [SS], Finish-to-finish [FF], and Start-to-finish [SF].)
By using these dependencies effectively, the project manager can modify the
critical path and shorten your project schedule slack.
Total Slack
The amount of time a task can slip before it delays the project finish date. When
the total slack is negative, the duration for a task is too long for its successor to
begin on the date required by its constraint.
CPM produces results by doing a Forward Pass calculation followed by a Backward Pass
calculation (shown in the following table).
Definition of Forward and Backward Pass
Term
Definition
Forward Pass
All tasks are calculated to start as early as possible

for the specified task dependencies and constraints,
15
and the specified project start date. The latest

finishing task(s) determines the project finish date.
The Early Start and Early Finish dates for each task
are calculated during this pass
Backward Pass
All tasks are calculated to finish as late as possible

for the specified task dependencies and constraints,
and the project finish date calculated from the
Forward Pass. The Late Start and Late Finish dates
are calculated for each task during this pass.
The following is an example of how a project Critical Path is calculated. The project starts on Jan.
1, 2003 and every day is a working day. The four columns in the following table are the specified
task ID, Duration (in days), Predecessors, and Successors. All the relationships are Finish to
Start, and there are no other constraints (like Start No Earlier Than).
PM Overview Exercise Task
ID
Duration
2d
4d
3d
2d
3d
Predecessor
Successor
1,2
5
4
Forward Pass in the following table, the cells filled with the letter E show how the task
Early Start and Early Finish dates are calculated during the Forward Pass. Notice that tasks
with no predecessors start at the specified project start date (Jan. 1), and other tasks are
scheduled as early as possible for the specified relationships. The calculated project finish
date is Jan. 7.
PM Overview Early Start/Early Finish Dates
ID
Dur.
Pred
.
Succ
.
Jan
1
Jan
2
2d
4d
3d
2d
3d
Jan
3
Jan
4
E
5
E
E
Jan
6
Jan
7
1,2
Jan
5
Jan
8
Jan
9
Earl
y
Start
Early
Finis
h
Jan
1
Jan 2
Jan
1
Jan 4
Jan
5
Jan 7
Jan
1
Jan 2
Jan
3
Jan 5
16
Backward Pass in, the following table, the cells filled with the letter L show how the task
Late Start and Late Finish dates are calculated during the Backward Pass. Notice that tasks
with no successors start at the project finish date that was calculated during the Forward
Pass (Jan 7), and that other tasks are scheduled as late as possible for the specified
relationships.
PM Overview Late Start/Late Finish Dates
ID
Dur.
Pred.
Succ
.
2d
4d
3d
2d
3d
Jan 1
Jan 2
Jan 3
Jan 4
L
L
Late
Start
Late
Finis
h
Jan 3
Jan 4
Jan 1
Jan 4
Jan 5
Jan 7
Jan 3
Jan 4
Jan 5
Jan 7
1,2
Jan 5
L
5
Jan 6
Jan 7
A comparison of the Early and Late dates for a task is used to compute its Total Slack and to
determine if the task is critical (zero Total Slack). The following table shows that you can see that
the only critical tasks are task 2 and 3, and that they form a single critical path from the start to
the end of the project.
PM Overview Slack
ID
Dur.
2d
Pred.
4d
3d
Jan 1
Jan 2
Jan 3
Jan 4
1,2
2d
3d
Succ
.
Jan 5
Jan 6
Jan 7
E
L
E
L
Total
Slack
Critica
l
2d
No
0d
Yes
0d
Yes
2d
No
2d
No
More complicated projects can have more than one critical path. These project management
principles form the basis for the way that Microsoft Project Professional operates and you will see
them utilized as you move through this manual
In addition to the CPM scheduling there are Microsoft Project Professional features that affect
scheduling or the way that a projects schedule is perceived. Figure 2 outlines the features that
17
are related to the scheduling in Microsoft Project Professional. All of these features are covered in
the remainder of this Section.
Figure 2. Scheduling in Microsoft Project Professional
18
PROJECT SET-UP / INITIATION
2.1
Microsoft Project Professional offers two

options when project managers want to
create / start a new project. Specifically:
Topics Covered in This Module
1.
Project Information
dialogue.
2.
On Scheduling a Project
One approach is to base new projects on
from Finish.
an organization-specific customized
3.
Saving to Microsoft Office
template. A template is a copy of a
Project Server.
typical set of tasks and other information.
A template is like any other project,
4.
Project Options
Calculations tab.
except the project manager uses it as a
starting point when creating a new
5.
Project Options Schedule
project. Templates are developed most
tab.
frequently after an organization has been
6.
Calendars.
using Microsoft Project for a period of
time. From the XP Paneif the XP Pane
is not displayed, select File New commandselect General Templates and then select the
appropriate Tab. For Enterprise TemplatesTemplates developed by your organization to
cover their requirements, select the Enterprise Tab (Figure 3).
Figure 3. Open Enterprise Global
19
The other method to define a new project plan / schedule is to create/develop it in an empty /
blank project schedule that Microsoft Project Professional generates. This approach is the
focus of this manual. Select File New or if in a blank project display the Save to Microsoft
Project Server dialog box and start the process of creating a new project plan.
Project Information Dialogue
2.1.1
This dialog box displays by default when a blank project is opened. The options in this dialog box
are very important in determining how tasks will be scheduled, how resource assignments will
affect task scheduling, and project information even plays a role in tracking progress on the
project plan.
The Project Information dialogue (Figure 4) can be opened and updated at anytime. Specifically:
1.
From the Project menu.
2.
Select Project Information.
If the same default options will be used for subsequent project plans this dialog box can be
suppressed by deselecting the option Prompt for project info for new projects in the General
tab (from the Tools menu select Options).
Figure 4. Project Information dialog box
Start Date the project start date specifies the first day of the first task. By default, tasks
are scheduled from or after this date.
20
Finish Date the project finish date specifies the date when all tasks should be complete.
Schedule from this option designates how a project is scheduled. There are two options
Project Start Date and Project Finish Date. The differences in behavior are outlined below.
When scheduled from start, the following is true:
o
The projects finish date is calculated.
Delay values are positive and applied at the start of a task.
ALAP [As Late As Possible] tasks ignore any Leveling Delay values, as the task is
already as late as possible.
Calculations are conducted as follows:

o
For MSO [Must Start On] and SNLT [Start No Later Than] tasks: Late Finish [LF] = Late
Start [LS] + Duration.
For the predecessor task of an Start-to-Start (SS) link / dependency: Late Finish [LF] =
Late Start [LS] + Duration.
On the forward pass (performed first when scheduled from start):

o
Early Finish [EF] = Early Start [ES] + span of task + task leveling delay.
Start-to-Start dependency [SS] = Early Start [ES] + task leveling delay.
Start-to-Finish dependency [SF] = Start-to-Start [SS] + span of task.
On the backward pass:

o
Late Start LS] = Late Finish [LF] span of task.
Predecessor Late Finish [LF] = successor Late Start [LS] successor task leveling
delay (if finish is linked).
Predecessor Late Start [LS] = successor Late Start [LS] successor task leveling delay
(if start is linked).
When a project is scheduled from finish, the following is true:

o
The projects start date is calculated.
Delay values are negative and applied at the finish of a task.
As Soon As Possible [ASAP] tasks ignore any Leveling Delay values as the task is
already as soon as possible.
Calculations are conducted as follows:

o
For Must Finish On [MFO] and Finish No Earlier Than [FNET] tasks: Early Start [ES] =
Early Finish [EF] Duration.
For a successor task of a Finish-to-Finish [FF] link: Early Start [ES] = Early Finish [EF] +
21
Duration.
On the backward pass (performed first when scheduled from finish):
o
Late Start [LS] = Late Finish [LF] span of task + task leveling delay.
Start-to-Finish dependencies [SF] = Late Finish [LF] + task leveling delay.
Start-to-Start dependencies [SS] = Start-to-Finish dependencies [SF] span of task.
On the forward pass:

o
Early Finish [EF] = Early Start [ES] + span of task.
Successor Early Start [ES] = predecessor Early Finish [EF] predecessor task
leveling delay (if start is linked).
Successor Early Finish [EF] = predecessor Early Finish [EF] predecessor task
leveling delay (if finish is linked).
Current Date .this setting specifies the current date. It is used in place of the status date
for the complete-through date in the Update Project dialog box if the current date is later
than the status date, or the status date is set to NA.
Status Date Microsoft Project Professional uses the status date to identify the completethrough date in the Update Project dialog box unless it is earlier than the current date
setting. If the project manager sets the status date to NA, Microsoft Project Professional
uses the current date as the status date.
Calendar.- this specifies which calendar will be used to schedule tasks.
Priority this sets the leveling order of importance for the project as a whole. It is used
when leveling a project with inserted projects. Priority may be set from 0 to 1000 with 1000
being the higher priority. For details on leveling see Resolving Resource Over Allocations
[Resource Leveling] module page 166.
On Scheduling a Project from Finish
2.1.2
Most project plans are scheduled from start even when there is a known delivery date, deadline
or end of the project. However for some users scheduling from finish relates better to the way
they do business.
As the project manager works with the project scheduled from a finish date, the project manager
should be aware of differences in the way Project handles some activities. For example:
When the project manager enters tasks in a project scheduled from a finish date, Project
automatically assigns the As Late As Possible constraint. The project manager should set
other constraints only when necessary.
If the project manager changes the project to schedule from a finish date, and it was
previously scheduled from a start date, it removes all leveling delays and leveling splits from
tasks and assignments.
22
If the project manager drags a Gantt bar to change the finish date of a task, Project
automatically assigns a Finish No Later Than constraint.
If the project manager uses automatic leveling to reduce resource overallocations in the
project, Project will add leveling delay after a task, rather than before a task.
The Leveling Delay field contains the amount of time that a task is to be delayed from its
early start date (when the project is planned from start date) as a result of resource leveling.
Task leveling delay is expressed in elapsed duration units, while assignment leveling delay is
expressed in regular duration units. It supports negative delay values in schedule from finish
projects. This causes a task or assignments finish date to occur earlier in time as the delay is
applied from the finish end of the task or assignment. It only uses positive delay values when
leveling a project that is scheduled from start and only uses negative delay values when
scheduling a project that is scheduled from finish.
When Microsoft Project Professional performs resource leveling that requires tasks to be
shifted, a delay value is entered in the Leveling Delay field to reflect this shift.
The following examples will show the difference between schedule from start and schedule from
finish when the project is resource leveled.
Example 1: Project plan Scheduled From Start (Figure 5). There are 3 tasks A, B and C as
shown, and all days are working days.
Figure 5. Schedule from start
23
Example 2: In a Schedule From Start Project with a positive 3 day task leveling delay on B, the
tasks are scheduled as shown in Figure 6.
Figure 6. Schedule from start with delay
In the forward pass, the delay is added to Bs Early Start to give a new scheduled start and a new
Early Finish date.
In the backward pass, the delay is applied to the Bs predecessor link with A, giving A the Late
Finish that is 3 days earlier than would normally have been calculated.
Example 3: In a Schedule From Finish Project with a negative 3 day task leveling delay on B,
the tasks are scheduled as shown in Figure 7:
Figure 7. Schedule from finish with negative delay
In the backward pass (which is performed first) the negative delay is added to Bs Late Finish
date to produce an earlier scheduled finish and earlier last start date than would have normally
been calculated.
In the forward pass, the negative delay on B is subtracted from Bs Early Finish date (subtracting
a negative number results in addition), giving C a later Early Start date than would normally have
been calculated.
24
Save to Microsoft Project Server
2.1.3
One of the major changes between project managers working in the enterprise mode and the
more traditional file mode is where Microsoft Project Professional saves the project
plans/schedules. When a project manager does a File Save and they are connected to the
Figure 8. Save to Microsoft Project Server dialogue
Microsoft Project Server database, they are writing the data to the Project Server database
(Figure 8).
Name enter the name for the project plan/schedule. Care must be taken as project
managers cannot change the name of a project plan once it has been saved/stored in the
Project Server database. Microsoft Project Professional adds the extension Published to
the name entered in this dialogue.
Type can store Templates in the Project Server database.
Versionthe initial version must be Published. If the organization has established multiple
versions, a subsequent File Save As can assign a different version.
Calendar select the calendar local or enterprise that will be used by this project plan. If
the organization has implemented standardized enterprise calendars then these will be the
ONLY options available to project managers.
Custom fields enter the mandatory/optional custom fields and/or codes that the
organization has established.
The Manadatory Enterprise Code fields are identified by means of the Astericks (*) following
the name.
Select Save to store the data in the Project Server database.
25
2.1.4
Select Save as File to store the data as a non-database, traditional Windows file. If you type
the name of an existing project file, Microsoft Project Professional asks whether you want to
replace that project file. To save a new version of the active project and keep the old version,
type a new name. The project file is saved in the current directory unless you select a
different directory in the Directories box or type a different path before the filename. If you do
not include a filename extension, Microsoft Project Professional adds .MPP to the filename.
Project Guide
The Project Guide is a customizable piece of functionality that guides the user through the project
management process and empowers users to learn, explore, and discover Microsoft Project. The
Guide consists of the following core elements: (Figure 9 shows the positions of the Project Guide
toolbar, side pane, and main view area).
Project Guide toolbar. The toolbar is the top level of a navigation hierarchy that organizes
the product into phases or goal areas that correspond to a users goals. It is essentially a
menu or command bar that exists in addition to the traditional menus in Microsoft Project.
Side pane. A side pane is used for further navigation within a particular goal area. It contains
a list of tasks for that goal area. Once the user selects a particular task, the side pane is
used to display some UI and controls for accomplishing that task, as well as links to related
tasks, domain information, Help, feedback, and status text.
Figure 9 - Position of Project Guide Components
Main view area. The area to the right of the side pane is the main view area; similar to what
the user saw in previous versions of Microsoft Project. This area changes depending on the
26
task the user is following in the Project Guide. For example, if the user is entering tasks, the
Gantt Chart is displayed on the right, but when the user is entering resource information
through the Project Guide the Resource Sheet may be displayed on the right.
The Guide has four side panes tasks Figure 10 , resources, track and report.
Figure 10 - Guide Task Goal Areas
Readers are encouraged to experiment with the Guides to determine how appropriate they are to
the type of project planning they are performing.
Calculation Tab
2.1.5
The options on the Calculation tab (Figure 11) have effects on how the scheduling engine will
calculate. To access the options on the Calculation tab, select the Tools menu and then click
Options.
Calculation mode setting this option to Automatic specifies that the project will
automatically recalculate when information within the project changes. Setting this option to
Manual allows the user to choose when to recalculate the information.
27
Calculate identifies what projects to calculate.
Calculate Now pressing this button will invoke a recalculation. Pressing F9 will also
recalculate.
These two settings persist for all project file opened on the client machine.
Updating task status updates resource status this option allows Project to
automatically calculate the actual and remaining work for resources assigned to a task as
task percent complete information is entered into the project plan. If this option is selected,
Project recalculates actual work whenever information is entered into the %Complete,
Actual Duration, or Remaining Duration fields. If this option is not selected, all Actual Work
values for resources must be manually entered. This is a local setting saved with the active
project. There is more information on this option in the lesson on tracking.
Move end of completed task parts after status date back to status date and Move start
of remaining parts before status date forward to status date these options use the
status date to determine on what date actuals are to be applied to a task and where the
remaining work for that task will be scheduled. The options are:
o
Move end of completed task parts after status date back to status date.
And move start of remaining parts back to status date.
Move start of remaining parts before status date forward to status date.
And move end of completed parts forward to status date.
The second option is not available unless the first option is selected,
If remaining work is to be rescheduled then the option Split in progress tasks on the
Schedule tab must also be selected.
28
Figure 11. Calculation Tab Options
If status date is NA (not set) then the current date will be used.
Constraints on tasks will be ignored if these options are selected; actual start always
overrides a constraint.
The options will not apply when actuals are set on summary tasks.
These options only apply when making total actual value edits such as: task total actual
work, task actual duration, total %Complete, and %Work complete. For example, if timesheet
actuals for a resource are sent via Project Web Access the options will not apply.
Earned Value there is more information on this option in Earned Value module page 294..
Edits to total task % complete will spread to the Status date this options when
selected will task the total % complete for a task and divide the values evenly from the actual
start of the task to the status date.
Inserted projects are calculated like summary tasks Microsoft Project Professional
calculates the Summary Level %Complete value based on its immediate subordinate tasks
(summary and detail tasks). This method of calculation can cause the percent complete for a
higher-level summary task to differ from a calculation done by hand if only the detail tasks
and not the subordinate summary tasks are used.
The %Complete for a summary task is a weighted average of its immediate subordinates.
Actual costs are always calculated by Microsoft Office Project when selected,
Microsoft Project Professional will use the actual work and/or actual duration to calculate
actual costs. When deselected, all actual costs must be entered manually.
Edits to total actual cost will be spread to the Status date .this option is only available
when the previous option is selected. This will fill in the actual costs up to the status date.
Default Fixed costs accrual this option determines when fixed costs will be calculated
for tasks. There are three values for this option, Start, Prorated, and End.
Calculate multiple critical paths this option determines if multiple critical paths should
be calculated.
Tasks are critical if slack is less than or equal today by default Microsoft Office Project
considers a task as critical when slack equals zero. By entering a new value the critical path
will be calculated based on the new value.
Set Default selecting this button will save these settings in the registry and new projects
will take on the same options.
Schedule Tab
2.1.6
The Schedule tab (Figure 12) also has options that will affect the way Microsoft Office Project
calculates. Those options will be discussed below.
Show Schedule Messages enabling this option displays warnings regarding problems
with your projects schedule. If this option is disabled, the project manager will not be alerted
29
to potential problems with the schedule. Additionally scheduling messages may suggest
alternatives as how to workaround the issue and accomplish the operation.
Show Assignments Units there are two options, show resource assignments as a
percentage or a decimal. The default setting is percentage.
New tasks there are two options for when newly added tasks should be schedule to start;
Start On Project Start Date or Current Date.
Duration is entered in a this specifies the default unit of time (minutes, hours, days,
weeks, or months) used in the work field. Project uses this time unit when ever it displays
work values, regardless of the unit used to enter the work. This is a local setting saved with
the active project. The default setting is hours.
Default task type .this option determines how Project will calculate work on a task when
resources are assigned. Task type will be discussed in more detail later in this lesson.
New Tasks are effort driven if this task is selected then as additional resources are
assigned to a task the total work on the task will remain constant and the duration will
decrease. If not selected as resources are assigned the work increases and duration
remains constant. For details on this option see Assigning Resources module page 97.
Autolink inserted or moved tasks select this option to automatically re-link tasks when
they are cut, moved, or inserted. If the project manager clears this check box, Project does
not create any task dependencies when tasks are cut, moved, or inserted. This option only
works for Finish-To-Start relationships. This is a local setting saved with the active project.
30
Figure 12. Schedule Tab Options
Split In-Progress Tasks select the Split in-progress tasks checkbox to allow
rescheduling of remaining duration and work when a task slips. If you select this check box,
when you update task-tracking information, you can enter the date you stopped work on the
task and the date you resumed work. Project reschedules the remaining duration and work.
If the checkbox is cleared, the project manager cannot edit the Stop and Resume fields
when updating task-tracking information. This is a local setting saved with the active project.
Tasks will always honor their constraint dates when this option is selected, two things
occur. First, leveling cannot make adjustments to tasks that would violate their constraints.
Second, a successor task must honor its constraint even if it means violating a relationship
with a predecessor. When this option is not selected, Leveling can adjust tasks regardless of
their constraints. Also, a successor can be scheduled as its predecessors dictate, even if it
means that the successor constraint will be violated.
Show that tasks have estimated durations displays a question mark (?) after the
duration unit of any task with an estimated duration.
New tasks have estimated durations specifies that all new tasks have estimated
durations. To remove an estimated duration, click Task Information, and then clear the
Estimated checkbox, or edit the duration of the task and omit the question mark.
31
Set as default this will save the settings to the registry so that new projects will take on
the same options.
Calendars
2.1.7
Microsoft Project Professional supports the following types of calendars:
Project Calendar the project calendar is used to schedule summary tasks, fixed duration
tasks, tasks with no task calendar, and tasks with no assignments.
Task Calendars task calendars affect the dates that a task is scheduled. For example,
setting Wednesday as a nonworking day in a task calendar day will cause a 5 day duration
task that starts on Monday to finish the following Monday. This is true even on a fixedduration task. Task calendars are covered in more detail later in this course.
Figure 13. Change Working Time Options
Resource Calendars resource calendars affect the dates of fixed units and fixed work
tasks. For example, the project manager cannot edit timephased work for days specified as
nonworking in these calendars.
32
Note: In the Change Working Time dialog box, the New button in will not be available (shown) in
Microsoft Project Professional in enterprise mode by default (Figure 14). The Project Server
administrator must select the option Allow projects to use local base calendars to enable the New
button. If the option is not selected, only those base calendars listed in the Enterprise Global file will
be available for use.
Figure 14. Enterprise Change Work Time
Selecting Options from the Tools menu opens the Options dialog box. Select the Calendar tab
(Figure 13).
The Calendar options function as follows:
Week starts on. This field identifies the day of the week that the week starts on. This applies
to the Gantt Chart where a dividing line is displayed on the chart, with the start day
immediately to the right of the line. The date of the starting day is displayed in the timescale
panel when selected. It does not affect calendar working hours.
Fiscal year starts in. The month of the year that is the start of the financial year. This
enables the project manager to display fiscal year settings in combination with calendar year
settings on the timescale in a view to reflect the correct dates for overlapping fiscal year
units.
Default start time. This time is used for any start date times when no specific time is
specified. This applies to the project start, task starts, and any start constraints. It does not
affect calendar working hours.
33
2.1.7.1
Default end time. This time is used for any finish dates when no specific time is specified.
This applies to the project finish, task finishes, and any finish constraints. It does not affect
calendar working hours.
Hours per day. This field identifies the number of hours in a working day. This does not
affect, or depend on, any calendar settings. The default setting is 8 hrs.
Hours per week. This field identifies the number of hours in a working week. This does not
affect, or depend on, any calendar settings. The default setting is 40 hrs.
Days per month. This represents the number of working days in any given month where the
Duration setting is month and time phasing is carried out in intervals of months. Care must
be taken as the variance in the number of days in a calendar month over a long period can
impact on the expected calendar completion time.
Set as default. These settings are for the individual project. If the Set As Default button is
pressed, these values are saved to the Microsoft Windows Registry file and are then used
as defaults when new projects are created.
Working Time Options and Calendars
The working times project calendar and resource calendars are used to establish when resources
are available to be scheduled for tasks. The project manager can also use the calendars to
establish a shorter work day or work week for all resources. For example, the project manager
might want to set up a 6-hour day and a 30-hour week to account for non-project tasks the
resources are responsible for.
However, if the project manager changes the working times, keep in mind that Microsoft Project
Professional will still operate on an 8 hour per day, 40 hour per week calendar basis until the
project manager changes how Microsoft Project Professional calculates the durations and other
time abbreviations entered. If you want Microsoft Project Professional to interpret 1 day as 6
hours, or 1 week as 30 hours, you need to change the settings on the Calendar tab of the
Options dialog box.
On the Calendar tab, the project manager can indicate the default start and end time for any
dates entered in Microsoft Project Professional for example, constraint or actual dates. The
project manager can also establish the number of hours in a day, the number of hours in a week,
and number of days in a month. If the project manager indicates that there are 6 hours to a day,
when entering a 1-day duration for a task, Project schedules this as a 6-hour day, regardless of
whether resources are assigned. Likewise, when the project manager enters a 1-week duration
for a task, Project schedules this as a 30-hour week.
By synchronizing the task scheduling defaults with the calendars, the project manager can ensure
that the schedule accurately reflects the work days and work weeks of the project.
Saving Calendars calendars are saved as part of the individual project file (.mpp). The default
Standard calendar is contained in the Global.mpt file and copied to new project files as they are
created. Any changes made to the Standard calendar, or any new calendars created, are then
saved as part of the project file.
34
The Organizer may be used to copy new calendars into the global file, or between project files. It
may also be used to delete or rename calendars.
Selecting Weekday letters versus date cells in the Change Working Time dialog box, if the
project manager selects a weekday letter (S,M,T) and then chooses working or nonworking or
edits the working times, the changes for that weekday apply to all months.
If the project manager selects one or more date cells, the changes apply only to the selected
dates.
Dragging to select multiple cells in different weeks automatically selects all the days in between.
For example, continuous selections use continuous date ranges. You can use Ctrl + Click to
select discontinuous cells in the same or different weeks within the same month. You cannot
select multiple dates from different months.
Working Time Formatting
2.1.7.2
Shading and bold underlining Shading is used in a consistent way, for all calendars, to make
it easy to tell which weekdays or specific dates are working or nonworking, which are using the
default setting, and which have modified shift hours. The legend at the bottom left of the dialog
box shows how to interpret shading, bold, and underlining. All calendars have the same date cell
shading and bold underlining formatting scheme (Figure 15):
White: Working day.
Medium gray: Nonworking day.
Light gray: Working day with modified shift times.
Bold underline: Exception created in that calendar (not in the parent base calendar).
Exceptions created in calendars are indicated by bold underlined day letters or date cell numbers.
If the exception applies to a day letter, then that day letter has the bold underline format, not the
individual date cells below it.
35
Figure 15. Working Time Formatting
A resource calendar inherits the shading from its parent base calendar, but not the bold
underlining from exceptions created in the base calendar. Calendar exceptions created in the
resource calendar do use the bold underlining.
Formatting from changes made in the resource calendar overrides inherited formatting.
Base Calendars
2.1.7.3
The base calendar is a calendar that specifies working and nonworking time for a project, a task,
a resource, or set of resources. The project manager chooses a base calendar to be the default
project calendar, and can apply a base calendar to tasks as a task calendar or to resources as a
resources calendar. Three base calendars are provided with Project:
Standard.
24-Hours.
Night Shift.
The Standard calendar is the base calendar that is used as the default for the project, resource,
and task calendars. This calendar reflects a traditional work schedule: Monday through Friday,
8:00 A.M. to 5:00 P.M., with an hour break.
The 24-Hours calendar reflects a schedule with no nonworking time at all. The 24-Hours calendar
can be used when resources and tasks are scheduled for different shifts around the clock, or
when equipment resources work on tasks continuously.
The Night Shift calendar reflects a graveyard shift schedule of Monday night through Saturday
morning, 11:00 P.M. to 8:00 A.M., with an hour break.
36
You can also create your own base calendars. Creating your own base calendar is particularly
useful if you have alternative schedules for multiple resources, such as a part-time schedule, a
swing-shift schedule, a 12-hour shift schedule, or a weekend schedule.
Project Calendars
2.1.7.4
The Project calendar is the base calendar used for a project. By default, the Standard base
calendar is the project calendar. The working time hours defined on the Standard calendar are
the default working hours and days off for each resource.
The project manager can set up the working days and hours for the project calendar to reflect the
working days and hours for everyone working on your project. The project manager can specify
regular nonworking time (such as weekends and evenings), as well as special days off (such as
company holidays). The project manager can also indicate other nonworking times to reflect
periods when the entire team will be working on non-project activities, such as company meetings
or departmental retreats.
To specify which base calendar is the project calendar for the active project, from the Project
menu, click Project Information, then select a calendar from the Calendar drop-down list in the
Project Information dialog box. The list includes all the base calendars stored in Global.mpt and
those stored in the active project.
Note
Choosing a project calendar does not change the calendar that exists or the calendar on which new
resources are based. A discussion on how to select a base calendar for a resource follows.
2.1.7.5
Resource Calendars
Resource calendars are used for unique exceptions for individual resources. The working hours
and days off defined on the Standard calendar are the default working times for each resource or
resource group. In other words, the Resource calendar is initially identical to the Standard
calendar.
If desired, the project manager can customize the resource calendars for individual resources to
indicate specific working hours, vacations, leaves of absence, and planned personal time. This
can help the project manager create a more accurate schedule, especially if there are significant
variations of working time among resources. Project only schedules resources when they are
available, according to their Resource calendars.
If the project manager has alternative schedules that a number of resources work, such as a parttime schedule, a swing-shift schedule, or a 24-hour schedule, the project manager can set up and
apply a separate base calendar. The base calendar the project manager creates becomes the
resource calendar for the selected resources. The project manager can then customize the
individual calendars for the individual resource schedules.
If the project manager changes working times on a resource calendar, and the resource is
assigned to a task, the task is scheduled during the working time on the Resource calendar.
37
If the project manager is working with resources from a shared resource pool, or if they are
sharing resources from another project, there are probably different calendars in effect. Take note
of which project's calendars are in effect when sharing resources.
To specify the base calendar for a resource, apply a Resource view, such as the Resource
Sheet, select one resource record, click Project, click Resource Information, select the
Working Time tab, then from the Base Calendar field, click on the drop-down tab, and select a
calendar from the Base Calendar drop-down list. The project manager may also double click the
resource in the Assign Resources dialog box (use the Assign Resources toolbar button to
display it) to display the Resource Information dialog box. The project manager may also double
click the resource record in a resource table (such as in the Resource Sheet view), or use the
shortcut menu for resource information in a resource view. There is also a field on the Entry table
in the Resource Sheet called Base Calendar.
To view/change the resource calendar working days/times, select the resource calendar from the
list of calendars in the Change Working Time dialog box, or display the new Resource
Information dialog box Working Time tab as described above. Resource calendars inherit
changes made to the parent base calendar, and can override the parent base calendar with
resource calendar changes, called resource calendar exceptions.
2.1.7.6
Task Calendars
Task calendars allow the project manager to schedule a task based on working and nonworking
times that are unrelated to the Project Calendar. When a task calendar is assigned, resources will
not be scheduled during either task or resource calendar nonworking periods. Thus it is not
necessary to edit the resources' assignments in order to make them available for other tasks. If
resources are assigned, tasks are scheduled according to the assigned resources calendar and
the task calendar. There is, however, an option on the Task Information dialog box for
scheduling to ignore resource calendars.
For example, let's suppose the progress on a task depends on the availability of a particular piece
of equipment. Every Wednesday morning, this equipment undergoes routine maintenance that
takes 4 hours. During this time no other resources can do any work on the task. The project
manager can create a base calendar that shows the 4 hours as nonworking time and apply it to
the task, allowing the other assigned resources to be automatically scheduled on other tasks
during that time.
Task calendars are not really a third type of calendar; rather they represent a new use for base
calendars. If a suitable base calendar already exists in the project, it can be assigned as a task
calendar. Otherwise, a new base calendar can be created to meet the needs of the task, using
the Change Working Times dialog box just as for any base calendar.
The project manager creates a task calendar in the Change Working Time dialog box as a new
base calendar. The project manager then applies the base calendar to a task using the
Advanced tab in the Task Information dialog box.
If the project manager has a task calendar applied as well as resources assigned to a task, by
default, the task is scheduled for the working times that the task calendar and resource calendars
have in common. If the project manager wants the task to be scheduled using only the task
38
calendar, also on the Advanced tab in the Task Information dialog box, select the Scheduling
ignores resource calendars checkbox.
Work Offline
2.1.8
Enterprise projects can be saved offline so that:
They can be worked on while disconnected from the Project Server.
They can be worked upon over multiple sessions, avoiding the check-in of incomplete
changes.
When a project schedule is saved offline, a special status for that project is marked within the
Project Server database. Anyone who attempts to open a project that is marked Offline will open
that project with Read Only permissions. The original person who saved the project Offline must
redeposit that project by using the Save Online menu function.
Save an Enterprise Project Offline:
2.1.8.1
1.
Connect to Project Server.
2.
Open the enterprise project that you want to work with from the server.
3.
Choose Save Offline from the File menu.
Only the user who saves an enterprise project offline can work with it Read/write and only on the
computer on which the project was saved. Other users can open the project read-only but will
only view the project as it was at the time it was saved offline. Changes made in offline sessions
will not be visible until the project is saved online again.
2.1.8.2
Save Online
All the changes made to an offline project, even over multiple sessions, are not saved to the
Project Server database until the project is saved online. The original person who used the Save
Offline function must return the project to the Project Server database by using the Save Online
function.
To save an offline project back to the server
1. Start Microsoft Project Professional on the computer that the project was saved offline with an
account on the Project Server (from which the offline project came, either connected or
working offline).
2. From the File menu, click Open, and open the offline project.
3. From the File menu, choose Save Online.
4. In the Microsoft Project Professional save dialog box (Figure 16), choose Yes to save all
changes made offline back to the Project Server, choose No to discard the changes, or
choose Cancel to return to the project.
39
Figure 16. Save dialog box
1. The project will now be checked in and available to other users.

2.1.9
Grouping and Deleting Projects

Microsoft Project Professional includes two features to simplify the task of handling multiple
projects. These features are grouping and deleting projects.
2.1.9.1
Grouping Projects
Microsoft Project Professional allows the project manager to sort and group projects based on the
enterprise project outline codes created by the organization. For example, if you are the project
manager of all projects for the Pennsylvania district, you can select the enterprise project outline
code Region to display the group of projects under Pennsylvania. This way, the project manager
can find and access a project faster instead of searching for a project from the entire list of
projects.
To use this feature, in the File menu in Microsoft Project Professional, click Open. Then in the
Open from Microsoft Project Server dialog box, select Group by, as shown in Figure 17.
The Group By field displays the list of available groupings, Based on Enterprise Global Project
Codes created by the organization.
40
Figure 17. Microsoft Project Professional 2003: Group By
2.1.9.2
Deleting Projects
The Open from Microsoft Project Server 2003 dialog box also includes a delete button that
allows the project manager to easily delete unnecessary projects. Anyone who has permissions
to save a project can delete a project. The project manager should consider the drawbacks of this
permission before assigning this permission.
Warning: Any project manager, who can save a project, can also delete any project: Someone
could accidentally delete someone elses project.
Note You cannot delete the published version of a project until you have deleted all other versions
of the project.
To use this feature, open the projects from the File menu in Microsoft Project Professional. Then
in the Open from Microsoft Project Server dialog box, select the project you would like to
delete and click the delete button (Figure 18). You can also press the Delete key on your
keyboard to delete the project. The project manager can only delete one project at a time.
A dialog box displays prompting you to confirm whether you want to delete the project. Click Yes
to confirm the deletion.
Figure 18. Microsoft Project Professional: Delete project
41
Please note that when you delete projects, Windows SharePoint Services subsites for any issues,
risks, or documents attached to the project are not deleted. You might want to create a procedure
to inform your administrator when you delete a project, in case subsites need to be deleted from
Project Server. For more information, see Windows SharePoint Services module page 326.
2.1.10
Project Set-Up / Initiation Lab

Questions
1. What does the Project Information dialog box do?
2. What is the Calendar field at the Project level used for?
3. What is a task constraint used for?
4. What kind for leveling delay is added to tasks when the project is scheduled from finish?
5. Can a task that has actual work or an actual start date or a percent complete be rescheduled
by Microsoft Office Project?
6. What kinds of scenarios are best suited for setting up a project to schedule from finish?
7. Why should Show Schedule messages option be enabled?
8. How is a deadline date different from a constraint?
9. What is the name of the calendar used by default for both project calendars and resource
calendars?
10. What option does Project use to calculate how many hours one day will equal?
11. If you make a calendar exception to the Project Calendar the resource calendars:
Will inherit the same exceptions.
Are never affected.
Will inherit the same exceptions as long as both the Project Calendar and the resource
calendars are using the same base calendar.
Are always affected.
12. Task calendars allow you to schedule a task based on working and nonworking times that are
unrelated to the Project Calendar. True or False.
13. In Microsoft Project Professional in Enterprise mode, can a project manager create a new
base calendar?
14. Only a user who saves an enterprise project offline can work with it Read/write and only on
the computer which the project was saved. (True/False)
15. When can other users of a saved offline project view any changes made?
16. What kind of project information can a project manager sort and group by?
17. How can a project manager delete an enterprise project?
18. Can a project manager delete the published version of a project?
42
19. Finally participants are encouraged to create a project plan using on of the Enterprise
Templates that are part of the Sample database.
Answers
1. The Project Information dialog box determines how tasks will be scheduled, how resources
assignments will effect task scheduling, and even plays a role in tracking progress on the
project plan.
2. The project calendar is used to schedule summary tasks, fixed duration tasks, tasks with no
task calendar, and tasks with no assignments.
3. Constraints allow you to set the way you want to constrain the start or finish date of a task.
4. Negative delay is added to tasks when leveling a project that is scheduled from finish.
5. Tasks that have been started can only be rescheduled manually by the user.
6. Scheduling from finish works best when it matches the way business is conducted.
7. Scheduling messages should be turned on to alert users to conflicts and suggest alternatives.
8. Deadline dates are not used when calculating the schedule.
9. Standard
10. On the Calendar tab, the option for hours per day.
11. B
12. True
13. Yes, if the Project Server administrator has set the option to allow projects to use local base
calendars.
14. True.
15. Users can only view the changes made to a saved offline project when the project manager
saves online and publishes the project changes.
16. Any Enterprise Project code created by the administrator.
17. As long as permission is granted to delete projects, a project manager selects the project on
the Open Project dialog box and then clicks the Delete button.
18. Yes
43
ENTERING TASKS
2.2
Tasks can be entered in many ways into a

project file. Tasks can be entered in every
type of task view using either the keyboard or
a mouse. The most common way to enter
tasks is in the table area of the Gantt Chart
view. You can insert, copy, or delete tasks as
required or change the font and format, as
you would using other Microsoft applications.
Topics Covered in this Module
1.
Create, delete, edit, insert

and move tasks.
2.
3.
4.
Setting task durations.
5.
Create, delete, edit and

insert recurring tasks.
Create milestones.
Create a project summary
task and summary tasks.
Figure 19. Task Entry
Each task is a unique record in the Project Server database. The ID number of the task makes
the task unique not the name.
Field Dependencies when a task is created certain fields are required and populated by
default. Microsoft Project Professional uses the data in the default fields to calculate other
information. For example, by default, all tasks start on the Project Start date and are 1 day in
duration. The Finish date for the task is then calculated from that information. If the Finish date is
edited then the Start date will recalculate.
The constraint type of a task determines whether Start or Finish will recalculate when Duration is
modified.
Constraint Type the default constraint for tasks when the project is scheduled from start is As
Soon As Possible [ASAP]. If the project manager directly enters a start date for a task the
constraint changes to Start No Earlier Than [SNET] and if a finish date is entered a finish
constraint is applied to the task. Be aware that constraints can get set on tasks inadvertently by
the project manager user and can then cause confusion when one of the three dependant fields
is changed. Project has eight different constraint types:
As Late As Possible [ALAP].
As Soon As Possible [ASAP].
Finish No Earlier Than [FNET].
44
Finish No Later Than [FNLT}.
Must Finish On [MFO].
Must Start On [MSO].
Start No Earlier Than [SNET].
Start No Later Than [SNLT].
The calculations are part of Microsoft Project Professionals scheduling engine and the defaults
are set by options that can be modified to suit your business needs.
Tasks there are different kinds of tasks to represent specific kinds of information. There are
subtasks or normal tasks, milestones, project summary tasks, summary tasks, recurring tasks,
split tasks, and tasks that appear grayed out. All but the later two will be discussed in this module.
Split tasks are tasks that stop and then start again for various reasons. See the topic Splitting
Project Tasks page 135 for a complete discussion on this type of task. The grayed out tasks
represent relationship links to tasks in other project plans. See the topic Linking Between Projects
page 208 for a complete discussion on this type of task.
Working with Tasks
2.2.1
To Enter a Task
1.
In the Task Name field, type the name of your first task (or use the entry bar).
2.
Press Enter, or click the green check mark on the entry bar.
3.
An estimated duration of one-day (1day?) will be displayed automatically when the project
manager enters each task.
To Edit a Task Name (Figure 20)

1.
Click on the Task Name you want to edit.
Figure 20. Edit a Task Name

2.
Edit the name in the entry bar (or click a second time to edit the cell).
3.
Click the checkbox on the entry bar or click the Enter key to confirm the name change.
45
To Delete a Task (Figure 21)

1.
In the Entry table click on the gray area relating to the row of the task you want to delete. The
whole row becomes selected in the table.
2.
Press the DELETE key on the keyboard OR, click the Edit menu, choose Delete Task.
If the project manager selects just the Task Name and select Delete, a smart tag will appear to
give the option to just clear the Task Name or to delete the entire task.
Figure 21. Delete a Task
To Insert a New Task (Figure 22)

1.
On the Entry table, click on the field where a new task is to be inserted (for example, highlight
task 4).
Figure 22. Insert a Task

2.
Click on the Insert menu, choose New Task OR press INSERT key on the keyboard. A blank
row will be inserted above the highlighted row (for example, after task 3).
46
To Move a Task
1.
In the gray area of the Entry table, click on the ID of the task that you want to move. This
selects the entire row.
2.
Point the mouse at the bottom edge of the box. The mouse pointer changes to a white
arrowhead with a move cursor. Click, then drag and drop the task to its new position. A gray
indicator bar displays to visually show where the task row will be positioned. This moves all the
information about that task.
To Move a Task Name

1.
On the Entry table, click on the Task Name that you want to move.
2.
Point the mouse at the bottom left edge of the box. The mouse pointer changes to a white
arrowhead. Click, drag, and drop the task name to its new position.
Task Durations
2.2.2
When entering task durations, enter the amount of time expected to complete the task and dont
be concerned about the length of the project at this point. Later, as relationships /dependencies
between tasks are defined and resources are assigned, the finish date of the project will be
adjusted.
The default duration of tasks is one-day. To specify duration in a time unit other than day, type the
number and the abbreviation for the time unit. Or change the default time unit, choose Options
from the Tools menu and click the Schedule tab. The project manager can change what one unit
of time equals on the Calendar tab and can also change the default abbreviation used, on the
Edit tab.
To Enter a Duration
1.
Click in the Duration field.
2.
Type the number (and abbreviation if other than d for days).

The available abbreviations are:
M = Minutes
H = Hours
D = Days
W = Weeks
Mo, Mon = Months
3.
Click the checkbox on the entry bar or, press ENTER. Continue until you have entered
durations for all tasks.
47
Note
If you have more than one task with the same duration it may be quicker to select the tasks, click the
Information button on the toolbar and then type the duration. Or use the fill down by dragging the
bottom right corner of the cell and dragging down. The fill down command is also under the Edit
menu.
Estimated Duration all new tasks are automatically created with estimated durations by
default to signal that a duration has not yet been entered. This is denoted by a ? after the
duration. Users can enter a different duration followed by a ? to denote that this duration value
is not certain. This allows a duration to be entered that is only an estimate, and it is easily
recognized as such so that users know to come back later and confirm it or change it when they
have a concrete value. Tasks with estimated durations are easily found using the Tasks With
Estimated Durations filter, or by a quick visual scan for question marks in the duration column.
The ? can be typed or selected in the Task Information form (Figure 23).
Figure 23. Estimated Task Duration
Elapsed Duration type ed (or eh, etc.) to indicate an elapsed duration. Elapsed duration
ignores the project calendar and nonworking time, 1ed equals a continuous 24-hour period. This
is used where the work is to be continued or completed over non-working time e.g., over a
weekend. For example, a process that needs to run for 72 hours uninterrupted, the duration can
be entered as 3ed or 72eh.
2.2.3
Summary Tasks
A summary task is made up of subtasks and summarizes those subtasks. The project manager
can use the Project outline feature to create summary tasks. Project automatically determines
summary task information (duration costs, etc.) by using information from the subtasks. A
summary task Start date is the earliest start of its subtasks and the summary task Finish is the
finish of its latest subtask. The duration for the summary is the total of the working days between
its start and finish dates.
Figure 24 below shows what a summary task looks like in the Task Sheet view.
48
Figure 24. Summary Task in Task Sheet view
To create a Summary Task

1.
In a Gantt Chart view, insert a new task into the table above the tasks that will eventually
become the subtasks.
Or
1.
You may already have entered task names that will represent phases in your project plan, if so,
skip to Step 3.
2.
Type in the name of the task that will become the summary task.
3.
Select the task(s) that you want to identify as subtasks.
4.
Click the Indent button to indent the task (s)
(push it to a lower level of the hierarchy).
As you indent tasks summary task formatting will be applied to appropriate tasks, as shown in
Figure 24.
To undo a Summary Task
1.
On the View menu select Gantt Chart.
2.
Select the subtask(s).
3.
Click the Outdent button to outdent the subtask(s)

hierarchy).
4.
As you outdent the subtasks, summary task formatting will be removed from the appropriate
task.
(push it to a higher level of the
To show / hide Subtasks

With summary tasks created, it is possible to show or hide the subtasks beneath them.
1.
On the View menu select Gantt Chart.
2.
In the Task Name field select the summary task containing the subtasks that you would like to
show/hide.
Click to show subtasks
or
Click to hide subtasks
49
Project Summary Task
2.2.4
The project summary task displays the entire project on a single row with its own summary task
bar at the top of your project. It allows the project manager to see at a glance the entire time line
of your project. Project-level summary tasks are hidden by default.
Note
The Project Summary Tasks data in Microsoft Project Professional will display the same values as
the values in Project Web Access Project Page Project Center (Figure 498)
To show the Project Summary Task

1.
On the Tools menu, click Options, and then click the View tab.
2.
Under Outline options, select the Show project summary task checkbox.
3.
A new task will appear at the top of the table. Type in a task name.
Project summary tasks have some unusual characteristics:
1.
ID = 0 (doesn't show in ID field).
2.
Unique ID = 0.
3.
Outline Level =0.
4.
Summary = Yes.
Only project summary tasks can be created at Outline Level 0.
The values of project summary task fields are calculated just as they are for any other summary
task. These values will usually be the same as those shown in the Statistics tab under the File
menu after selecting Properties. The Start or Finish date of the project summary task may vary
from the Project Start or Project Finish if tasks are constrained to start or finish on dates other
than those specified in Project Information.
The Notes field of the project summary task is a reference to the same text string referenced by
the Comments field in the Properties dialog box accessed via the File menu; changing one of
these is equivalent to changing the other.
Entering Milestones
2.2.5
A milestone is generally considered to be a key event, typically a deliverable such as parts

delivered. For progress meetings the project manager may find it useful to filter the plan to display
milestones only. Project allows several ways of identifying milestones. For consistency, it is better
to adopt one method only.
Method 1 by allocating a task a duration of zero, Project will automatically display the
task on the Gantt Chart as a diamond symbol.
Method 2 by identifying tasks that have duration as also being milestones. To do this:
50
1.
Double-click on the Task Name to display the Task Information dialog box.
2.
Select the Advanced tab, and then click in the checkbox to Mark task as milestone.
Figure 25. Marking a task as a Milestone
Both methods set the Milestone field to Yes (Figure 25). Inserting the Milestone field into a task
table and setting the field manually, is another way to identify a task as a milestone (Figure 26).
Figure 26. Milestone Tasks
2.2.6

The Task Information form (Figure 27) that appears on the screen as a dialog box provides the
project manager with information relating to the task and enables the project manager to make
changes to the information in a single task or set of tasks. This tabbed dialog box is available
from the pop-up menu that appears when right-clicking on a task, from the Task Information
button on the Standard toolbar, or by double-clicking on a task.
2.2.6.1
General Tab
The Name, Duration, and Estimated fields are available in all tabs of this dialog box, including
the General tab.
The Percent Complete field can be modified in this dialog box, as can the Priority. There are
1000 priority values, where 1 indicates low priority and 1000 indicates high priority.
51
Although the Start and Finish dates are available, the Baseline and Actual dates are not. These
dates are not available in any of the Task Information tabs.
The Rollup Gantt Bar to Summary checkbox corresponds to the Roll up field. This toggles
whether specific task information, defined in the Gantt Bar Styles, rolls-up, and shows on its
summary task. The Hide Task Bar checkbox corresponds to the Hide Bar field. Checking this
box hides the Gantt bars associated with the task. Both these fields are used when a recurring
task is created. They can also be used independently to format bars on the Gantt Chart.
Figure 27. The Task Information dialog box
Predecessors Tab
2.2.6.2
The Predecessors tab provides a very useful interface for entering task relationships. The fields,
ID, Name, Type of relationship, and Lead / lag for each predecessor is listed in a grid. Pulldown lists are provided for task names and relationship types. If only a single task is selected, the
predecessors already linked to the task will be displayed in the grid. If multiple tasks are selected,
the grid will be blank.
Resources Tab
2.2.6.3
The Resources tab provides a grid for entering resource names and units that are assigned to
tasks. If only a single task is selected, the resources already assigned to the task will be
displayed in the grid. If multiple tasks are selected, the grid will be blank.
The Units field is parsed just as it is in the Resource Assignment dialog. If only a number is
entered, that number of resource units is assigned to the selected task(s). If a valid work value is
entered instead, then Microsoft Project calculates the units using the formula:
Units = Entered Work / Duration.
52
For example, if a task with duration of 8h is selected, and 2h is entered in the Units field for a
resource, Microsoft Project will assign 25% Units of the resource to the task, and display 25% in
the Units field.
2.2.6.4
Advanced Tab
This tab provides access to the Constraint Type and Constraint Date fields. It also allows
editing of the task type and effort driven fields; these fields play a large role in resource
assignment and are discussed in a later chapter.
A task calendar can be assigned to a task. This allows the task to be scheduled outside the
project calendar. If a task calendar is assigned then the option scheduling ignores resource
calendar is available.
The WBS field can be edited here as well as the Earned Value method.
The Mark Task as Milestone checkbox corresponds to the Milestone field.
2.2.6.5
Notes Tab
The Notes tab provides a multi-line edit box for entering task notes, in addition to the Name and
Duration fields. When the Enter key is pressed, the insertion point advances to the next line in
the note, rather than closing the form.
Selecting the Task Notes command from the default Project menu will bring up the Task
Information form with this tab active.
2.2.6.6
Custom Fields Tab

This tab allows the project manager to view any custom fields that are part of the selected task. In
addition to the Name and Duration fields, it contains Custom Fields table.
Custom Fields table lists the name and the value for each custom field. It will display ERROR in
the value field if the custom field has not been appropriately set.
The Custom Fields displays both Enterprise Custom Fields those defined at the enterpriselevel plus Custom Fields defined by the project manager (Figure 28).
Figure 28. Custom Fields
53
Recurring Tasks
2.2.7
Recurring tasks enable the project manager to add regular recurring events, such as weekly or
monthly meetings to the project plan (Figure 29). With this feature the user can specify the
following:
When the event will reoccur (for example, monthly, weekly, every 3rd Monday).
The duration of the recurring event.
When the recurrence will start and end or how many times the event will reoccur.
Figure 29. Recurring Tasks
To insert a Recurring Task

1.
From the Insert menu, select Recurring Task (this command is available anywhere that
creating a single task is available).
2.
The Recurring Task Information dialog box appears (Figure 30).
Figure 30. Recurring Task Information dialog box

3.
Specify the task name, duration, and recurrence details.
54
4.
Click OK.
Options in the Recurring Task Form and their Function:
Task Name. The name of the recurring task. Each individual occurrence of the task is
named as "Name "+ number. For instance, a recurring task named "Meeting" will have
subtasks named "Meeting 1", "Meeting 2", etc. If the name + number combination would be
greater than 255 characters, the name will be truncated to allow for the number.
Duration. The duration of each occurrence of the event. Not the total duration of the
recurring task itself.
Recurrence Pattern. The primary period of time between task occurrences. Note that
recurring periods of less than 1d are not allowed.
The title and options of the adjacent group vary depending on the time period selected (daily
weekly etc.)
o
Daily. Can select occurrences with periods of either 1-12 days, or 1-12 workdays.
Changing the Default Hours per Day on the Calendar tab has no effect on the daily
scheduling; one day in this instance is always 24 hours
Weekly. The number of occurrences each week is determined by the day(s) selected.
The period can be 1-12 weeks.
Monthly. The user can select tasks to occur on either:
A particular day number, with a period of 1-12 months. The first, second, third, fourth, or last
day of the month, with a period 1-12 months.
o
Yearly. Can select tasks to occur every year on either: A particular month and day or
the first, second, third, fourth, or last occurrence of a particular day, of a particular
month.
Range of recurrence. These options determine the overall length of the recurring
task.
Start. The earliest possible start date for the first occurrence of the task. Default is the
project start date.
End after n occurrences. For n Occurrences: Number of task occurrences that

should be created.
End by. The latest possible finish date for the last occurrence of the task. Default is the
Project Finish date. Either this date or the number of occurrences must be specified.
Calendar for Scheduling this task. Allows the task to be scheduled based on the
working times of the specified a calendar instead of the project calendar.
Scheduling ignores resource calendars. This option will allow the subtasks to be
scheduled without checking resource availability as long as a task calendar has been
specified.
55
Properties of Recurring Tasks the individual task occurrences are scheduled using the Start
No Earlier Than constraint if the project is Scheduled from Start, or the Start No Later Than
constraint if the project is Scheduled from Finish. The setting for project start is in the Project
Information dialog box.
The Roll up field is used to format the individual task bars to draw on top of the summary bar.
The Hide field is used to format the summary task bar from drawing at all. These fields are
automatically set to Yes when the project manager uses the Recurring Task dialog box. These
fields can also be used to format other kinds of tasks on the Gantt Chart.
The Priority of the subtasks for the recurring task is set to Do Not Level. This means that when
resource leveling is invoked, recurring tasks will not be rescheduled by automatic leveling. For
more information see Resolving Resource Over Allocations [Resource Leveling] topic page 166.
There is also an internal field that flags this task as a recurring task. This flag is not accessible,
but the status can be determined by double-clicking the task, the Recurring Task Information
dialog box displays instead of the standard Task Information form. It is not possible to change
the status of this flag. If the subtasks are promoted or deleted so that a recurring task is no longer
a summary, the Task Information command will display for a normal task. If any tasks are then
demoted beneath that task, it will again be regarded as a recurring task.
Editing Recurring Tasks changes to individual occurrences of the recurring task can be
made normally using the Task Information form. These individual tasks can be modified or
deleted as needed.
If just the recurring task summary is selected, then double-clicking the task brings up the
Recurring Task form. Changes to the recurring task made in this form are handled as follows:
Changes to Recurring Task
Item
changed
Result
Task
Name
All instances of the old task name will be replaced

with the new task name. For instance, if the name
changes from "Wed Meeting" to "Weekly Mtg", then
"Wed Meeting 3" would change to "Weekly Mtg 3"
on the subtask.
Duration
The duration of any uncompleted task that has the

old duration is changed to the new duration.
Recurrenc
e Pattern
If the recurrence pattern of task is changed, (e.g.,

weekly to daily) Project alerts the user that all unstarted occurrences of the task will be deleted and
replaced with new occurrences. User can OK or
Cancel.
Day
If the user changes the day of the week, month, or
56
change
year that a task begins on, Project will not delete

tasks, but rather just change the constraint date of
any un-started tasks.
Start
The Start date can only be modified if none of the

subtasks have an Actual Start date. If modified, the
constraint date of each subtask will be changed to
reflect the new date.
End after
X
occurrenc
es or End
by date
Project will add or delete tasks to or from the end of

the group as necessary. If tasks that need to be
deleted have Actual Start dates, Project will alert the
user and provide an option to Delete or Cancel.
Calendar
for
Schedulin
g this task
Changing the calendar used may affect when the

subtasks can be scheduled, Project alerts the user that
all un-started occurrences of the task will be
rescheduled. User can choose Yes, No or Cancel.
Schedulin
g ignores
resource
calendars
This option will reschedule the subtasks without

checking resource availability as long as a task
calendar has been specified.
Recurring Field there is a Yes/No read-only task field, called Recurring that can be used to
filter for recurring tasks. Only recurring tasks and their subtasks have a Yes in the Recurring
field.
Recurring Tasks Default to Do Not Level because of the complexity of leveling all the
subtasks in a recurring task, by default recurring subtasks are created with a priority of Do Not
Level. The task Leveling Can Split and Level Assignments task fields are set to No. This
means that all other tasks and assignments are leveled around recurring tasks.
However, these settings can be changed to allow the subtasks of the recurring task to level.
Additional Ways to Create Tasks
2.2.8
If the project manager types a task name in any task table a task record will be created. Or
double-click any row in a task table and enter data into the Task Information form.
The mouse can be used to draw a new task in a Gantt Chart, Calendar, or Network view.
In a Gantt Chart or Calendar View
2.2.8.1
1.
Click the left mouse button down and hold, the cursor turns into a + sign.
2.
Drag the mouse and a task bar outline is drawn in gray.
57
3.
Release the mouse when the task bar is drawn to the desired duration.
The Start date is determined by which day the bar begins and the Finish is calculated from the
Start and the Duration. Drawn tasks will have a constraint type of Start No Earlier Than, by
default.
In a Network Diagram
2.2.8.2
1.
Click the left mouse button down and hold, the cursor turns into a + sign.
2.
Drag the mouse and a task box outline is drawn in gray, release at any time.
All tasks boxes in this view are the same size and are added to the Network dialog box layout
automatically. For best results turn off the automatic setting by going to the Format menu and
selecting Layout, and then click the radio button for Allow manual box positioning. Doubleclick the task to bring up the Task Information dialog box to enter the task details (Figure 31).
Figure 31. Creating Tasks in a Network Diagram
2.2.9
Entering Tasks Lab

Questions
1) What makes a task unique?
2) By default, on what date will a task start?
3) What does the ? next to the duration indicate?
4) What is elapsed duration and how is it indicated?
5) How is a summary task created?
58
6) How are summary task Duration, Start and Finish calculated?

7) Name two ways to indicate a milestone task.
8) Where are the options to change the duration abbreviations?
9) How can the Project summary task be displayed?
10) Finally participants are encouraged to add, delete and remove tasks from the project plan that
was started in Project Set-Up / Initiation Lab page 42.
Answers
1)
2)
3)
4)
5)
6)
7)
8)
9)
The Task ID makes the task unique.

The Project Start date is the default start for all tasks.
The ? stands for estimated durations.
Elapsed duration is indicated with the abbreviation ed and it stands for a continuous time period and
ignores non-working time.
Summary tasks are created by using the outlining tools.
Summary task duration is calculated as the total working days between the earliest start of the subtasks
and the latest finish.
Milestones can be either zero day duration or marked as a milestone using the task information form or
entering yes in the milestone field.
From the Tools menu select Options and click the Edit tab.
From the Tools menu select Options and click the View tab.
59
LINK TASKS OR SET DEPENDENCIES
2.3
Task dependencies provide a way to

schedule tasks based on their relationships to
other tasks independent of actual dates. That
way, if a tasks schedule changes, tasks
dependant on that task will also reschedule.
In Microsoft Project Professional these
dependencies are called task links or task
relationships. The driving task in the
dependency is called a predecessor and the
dependant task is called the successor.
Topics Covered in this Module
1.
2.
3.
4.
5.
6.
Dependency types.
Creating dependency links.
Lead or Lag Time.
Multiple Critical Paths.
Task Constraints.
Task Deadlines.
For example, the first task in a project plan starts on the project start date and all subsequent
tasks are linked one to the next. If the project start date is rescheduled then all the tasks
reschedule. The only date that needs to be reentered is the project start date (with the
understanding that no progress has been reported on any tasks).
However it is only that easy if all the tasks have the constraint As Soon As Possible. If tasks have
constraints that limit them in the future, those constraint dates will have to be reentered or the
constraint set back to ASAP. For more information see the topic Task Constraints page 64.
Dependency Types
2.3.1
There are four different types of task dependencies in Project. The following list states the name
of the dependency, the abbreviation for the dependency and how they affect Task 2 when Task 1
is the predecessor.
Finish--to-Start (FS). Task 2 cannot start until task 1 finishes.
Start-to-Finish (SF). Task 2 cannot finish until task 1 starts.
Start-to-Start (SS). Task 2 cannot start until task 1 starts.
Finish-to-Finish (FF). Task 2 cannot finish until task 1 finishes.

Creating Dependency Links
2.3.2
To create a dependency between two tasks there are several methods as listed below:
Method 1. Highlight two or more tasks and click the Link button
Method 2. Highlight two or more tasks, form the Edit menu click Link tasks.
Method 3. Highlight two or more tasks, hold the down the Ctrl key + function key F2.
Method 4. Double click the task that will be a successor, this brings up the Task
Information form. Click the Predecessor tab, enter the task ID or task Name and click OK.
Method 5. On the Gantt Chart click on the task that will be the predecessor and drag the
mouse to the task that will be the successor, release the mouse.
the Standard toolbar.
60
Method 6. In the Entry table insert the predecessor column. Enter the task ID number of the
predecessor in the predecessor field for the successor task.
Dependency type is set to Finish-to-Start by default. To set a different relationship, enter the
dependency type into the predecessor field after the task ID. For example see Figure 32.
Figure 32. Predecessor field showing type of dependency
The dependency type can also be selected in the Task Information dialog box on the
Predecessor tab as well (Figure 33). Select the type form the drop-down list in the Type field.
Figure 33. Task Information Predecessor tab
2.3.3
Lead or Lag Time

In the above dialog box is the field for lag time is displayed. Lag time allows gaps to be created in
a dependency. For example, supplies must be ordered one week before they are delivered. In
order to reflect the gap between the order and the delivery, lag time of 1w is entered into the Lag
field.
Figure 34 is a picture of the notation in the Predecessor field in the Entry table after lag time is
added. First the task ID is listed, and then the dependency type, plus the lag time of 1w.
61
Figure 34. Lag time as noted in the Predecessor field
Lead time is entered by typing a negative number in the Lag field.

2.3.4
Multiple Critical Paths

Microsoft Project Professional has an option Calculate multiple critical paths setting from the
Tools menu select Options and click the Calculation tab (Figure 35).
Figure 35. Set Multiple Critical Paths
If this is selected then tasks that normally have slack to the end of the project (no successors or
future limiting constraints) will instead have 0 slack. This makes it even more difficult to level if the
Level only within available slack option is selected.
The Calculate multiple critical paths setting works whether the project is scheduled from start
or finish, however, the behavior of various constraints such as ASAP and ALAP are reversed.
For the rest of this lesson, it is assumed the project is scheduled from Start.
The Calculate multiple critical paths feature allows the project manager to see multiple critical
paths in a schedule. When this setting is selected, then any task that does not have a successor
or a future limiting constraint, such as FNLT, has its Late Finish date set to its Early Finish date,
so it has zero slack.
Whether or not zero slack means the task is critical still depends on the setting, Tasks are
critical if slack is less than or equal to ... days (Figure 36) from the Tools menu select
Options then Calculation tab.
Figure 36. Tools Options Calculation tab
In the rest of this module, it is assumed that the previous setting is 0, so that a task is critical only
if it has 0 slack.
Calculate multiple critical paths is a per project setting. It is stored with individual project files,
but the project manager can use the Set as Default button in the Calculation tab so all new
projects use the current setting. The option is set to OFF (not selected) by default.
If the Calculate multiple critical paths setting is not selected, then the usual slack calculations
occur. For example, any non-ALAP task that does not have a successor or a future limiting
constraint has its Late Finish date set to its Early Finish date, and its slack is the difference
between its early and Late Finish dates, zero.
62
ALAP tasks An ALAP task has a special behavior in a project scheduled from start when the
Calculate multiple critical paths setting is turned on.
If it has no parent summary task other than the project summary task, then the previously
mentioned setting has no impact and the ALAP task is scheduled as usual. The ALAP task moves
as far into the future as possible, until it bumps up against the project or against a successor task
that can't move any farther.
If it is indented below a parent summary task, (other than the project summary task) then its
usual behavior is modified to be relative to its summary parent task, as though the parent
summary task and its child tasks were a separate project.
If the ALAP task has no successors, then the above behavior means its Late Finish date is
set equal to the Finish of its parent summary task.
If the ALAP task has successors, the ALAP constraint is ignored.
An ALAP task is scheduled relative to its parent task only if the Calculate multiple critical paths
setting is turned on.
Note
If the project is scheduled from Finish, then the roles of ASAP and ALAP are reversed.
The following illustrates the impact of the Calculate multiple critical paths setting on summary
tasks, ALAP tasks, task relationships, and total slack. The project is scheduled from start. The
before (Figure 37) and after (Figure 38) pictures below show the schedule when the setting is off
compared to when it is on. In both cases, the task spanning the entire project, T1, it is on the
critical path. The summary task S1 is greatly affected because of its ALAP child task, s1c. Both
summary tasks calculate slack like independent projects when the setting is turned on.
Critical tasks are shown by the lighter colored bar style.
Figure 37. Calculate multiple critical paths setting is OFF
63
Figure 38. Calculate multiple critical paths setting is ON
2.3.5
Task Constraints
Constraints provide some flexibility in how tasks are scheduled within Project. It allows control of
the specific Start or Finish dates that may not be controlled by the availability of a resource or
predecessor. Constraints allow time limits to be imposed for such things as contract milestones,
deliverables or funding start dates.
Misconception occurs when project managers dont realize a constraint has been placed on a
task and do not understand why a task is being scheduled at an unexpected date.
An indicator will display (Figure 39) when a constraint other than As Soon As Possible is on a
task. Below is a picture of the indicator and the tool tip that appears when you hold your mouse
over it.
Figure 39. Indicator for Start No Earlier Than constraint
With a hard constraint the indicator will be red in color instead of blue. A constraint is considered
hard when it restricts tasks to starting or finishing on a specific date.
Every task in Microsoft Project Professional has a constraint. If the project manager creates a
task in and doesnt specify a start or finish date then Microsoft Project Professional will assign an
As Soon As Possible constraint to the task. If the project manager were to type in a start date
for a task, Microsoft Project Professional will assign a Start No Earlier Than constraint. If the
project manager were to type in a finish date for a task, Microsoft Project Professional will assign
a Finish No Earlier Than constraint. The constraint must be assigned for the task to be
scheduled at the date the project manager specifies. If the project manager must assign a
constraint to a task, Start No Earlier Than is probably the best choice since this will still allow a
task to be delayed forward in the schedule. Constraints can also be assigned to tasks through the
Task Information dialog box on the Advanced tab.
The following table lists and describes the constraints available in Microsoft Project Professional:
Constraint Types
64
Constraint
Description
As Late As Possible (ALAP)
Schedules the task as late as it can

occur in the schedule without
delaying subsequent tasks. Do
not enter a constraint date
with this constraint.
As Soon As Possible (ASAP)
Schedules the task to begin as

early as it can occur. This is
the default constraint for
tasks. Do not enter a
constraint date with this
constraint.
Finish No Earlier Than (FNET)
Schedules the task to finish on or

after the constraint date. Use
it to ensure that a task does
not finish before a certain
date.
Finish No Later Than (FNLT)
Schedules the task to finish on or

before the constraint date.
Use it to ensure that a task
does not finish after a certain
date.
Must Finish On (MFO)
Schedules the task to finish on the

constraint date. Sets the early,
scheduled, and late finish
dates to the date you type,
and anchors the task in the
schedule.
Must Start On (MSO)
Schedules the task to start on the

constraint date. Sets the early,
scheduled, and late start dates
to the date you type, and
anchors the task in the
schedule.
Start No Earlier Than (SNET)
Schedules the task to start on or

after the constraint date. Use
it to ensure that a task does
not start before a specified
date.
65
Start No Later Than (SNLT)
Schedules the task to start on or

before the constraint date.
Use it to ensure that a task
does not start after a specified
date.
Tasks Will Always Honor their Constraint Dates
2.3.5.1
In Microsoft Project Professional the option Tasks will always honor their constraint dates
controls whether or not constraints can be violated in order to obey predecessor/successor
relationships, or to resolve overallocations during leveling (Figure 40). From the Tools menu,
click Options, and then click the Schedule tab.
Figure 40. Honor Task Constraints
This setting is selected by default and is a per project setting.

The setting behaves as follows:
If selected, then leveling cannot make adjustments to tasks that would violate their
constraints, such as MSO (Must Start On), MFO (Must Finish On), FNLT (Finish No Later
Than), and SNLT (Start No Later Than). Also, a successor task must honor its constraint
even if it means violating a relationship with a predecessor.
If not selected, then leveling can adjust tasks regardless of their constraints. Also, a
successor can be scheduled as its predecessors dictate, even if it means that the successor
constraint will be violated. In cases where a constraint is ignored to satisfy a relationship, the
successor still has negative slack, although it is scheduled as the relationship dictates.
When the setting is on, it can impact the behavior of the MSO and MFO constraints, whether the
project is scheduled from finish or start. It impacts the behavior of the future limiting FNLT and
SNLT constraints only if the project is scheduled from start, and it impacts the past limiting FNET
and SNET constraints only if the project is scheduled from finish.
The following example illustrates the impact of the new Tasks will always honor their
constraint dates setting in a project scheduled from start.
Figure 41 displays the original schedule with no scheduling problems. Task T2 is the predecessor
of task T3, with a Finish-to-Start relationship with no lag time, and T3 has the future limiting
constraint of FNLT 6/4.
Figure 41. Original schedule before moving the predecessor
66
The bar for the predecessor T2 is dragged into the future to 6/6 (giving it an SNET constraint);
giving T2 an Actual Start date of 6/6 would have had the same impact. After dragging T2 to 6/6
and dropping it, the following alert displayed in Figure 42, regardless of the Tasks will always
honor their constraint dates setting:
Figure 42. Planning Wizard
After you click OK, the result depends on the Tasks will always honor their constraint dates
setting, as shown in Figure 43 and Figure 44 below:
Figure 43. Tasks will always honor their constraint dates' setting is ON
Figure 44. Tasks will always honor their constraint dates' setting is OFF
Task Deadlines
2.3.6
Deadline dates can be added to any task, with the exception of the project summary task, a
summary task representing an inserted project, or the summary task of a recurring task series.
Deadlines are entered in the Constrain task grouping on the Advanced tab of the Task
Information dialog box.
To assign a deadline to a task:
1.
Double click the task that will be assigned a deadline date.
2.
Click on the Advanced tab of the Task Information dialog box.
67
3.
In the Deadline field, set a deadline date. Click OK.
With a deadline date assigned, an indicator (Figure 45) will be displayed if a tasks finish date is
later than the deadline. No indicator displays if a task finishes before the deadline. This provides
the user with a visible yet unobtrusive notification that the current scheduled Finish is later than
the planned deadline. The indicator tip reads as follows:
Figure 45. Deadline indicator tip
2.3.6.1
Additional Deadline Features

A column for the Deadline field can also be added to any task table. Like other date fields, if no
deadline date has been entered, the field contains NA.
In addition a bar style for deadline date is also visible in the Bar Styles definitions for the Gantt
Chart (Figure 46).
Figure 46. Bar Styles/Deadline Styles
Notice that the bar is defined at the lowest position in the Bar Styles list, so that it will always
draw on top of other bars for the same task. Because the Show For Tasks column is left
empty, the definition will be applied to tasks, summary tasks, and milestones.
68
The Deadline field is available in the From and To columns of the Bar Styles dialog box, as well
as in the Text tab.
The first task in the Gantt Chart Figure 47 shows a 5-day task as originally scheduled. The tasks
deadline marker appears as a downward pointing open arrow, and appears at the rightmost end
of the tasks Gantt bar. In the second task in the Gantt Chart, the tasks Finish date has moved
past the deadline date, so the deadline now appears at a midway point on the tasks Gantt bar.
Figure 47. Deadline Indicator
It is also possible to filter tasks as, Tasks with Deadlines.

Deadline Not Used When Calculating Schedule
The Deadline field affects only the Late Finish date, and is not used when calculating the project
schedule. However, because Late Finish is used in the calculation of total slack, deadlines can
affect the critical path.
Comparison of Deadlines and Constraints
2.3.7
A constraint tied to a specific date is used when calculating the schedule, and, depending on the
constraint type and option settings, can contribute to the scheduling conflicts that generate
scheduling error messages.
Deadlines, on the other hand, are not used when calculating the schedule, and do not generate
scheduling errors. Also, the user is not notified if a deadline conflicts with a tasks constraint date,
even when originally entering the deadline or the constraint.
How a Deadline Affects Late Finish in Microsoft Project Professional the calculation of Late
Finish is defined as: When you first create a task, its Late Finish date is the same as the project
finish date. As you link the task to predecessors and successors and apply any other constraints,
Microsoft Project Professional calculates the late finish date as the latest possible date this task
could be finished, if all predecessor and successor tasks also start and finish on their late start
and late finish dates. These calculations are based on a fixed task duration. If there is a leveling
delay on the successor task, this delay is also figured into the date in the Late Finish field.
When a deadline is added to the task, Late Finish equals the earlier of the deadline date or the
date calculated according to the preceding definition, except for the following special cases:
When a task has a MSO or MFO constraint and the option Tasks will always honor their
constraint dates is set to ON, the Late Finish equals the Early Finish.
When one of the tasks successors Late Start minus lag is earlier than the deadline, the Late
Finish equals that successors Late Start minus the lag.
When a task has a SNLT or FNLT constraint, Late Finish is the earliest of Early Finish,
Deadline, and any successors Late Start minus lag.
When a task has no successor and the option Calculate Multiple Critical Paths is set to
on, the Late Finish equals the Early Finish.
69
Slack may be increased or decreased according to the effect of the Deadline on Late Finish. This
means that it is possible to have positive or negative slack that is greater than if the Deadline was
not present.
Start Slack and Finish Slack Fields the Start Slack and Finish Slack Fields are used to store
and display the start and finish slack calculations of a task. These fields are also related to
leveling. Start Slack and Finish Slack are calculated as follows:
2.3.8
Start Slack = Late Start minus Early Start
Finish Slack = Late Finish minus Early Finish

Link Tasks Lab
Questions
1. What are the four types of dependencies?
2. What does lag time allow you to do?
3. Does the Calculate Multiple Critical Paths setting work if the project is scheduled from the
finish date?
4. How is a task with an ALAP constraint scheduled?
5. How can a Deadline date affect the critical path?
6. Finally participants should define the dependencies for the new and or revised tasks that they
added to their project schedule in Entering Tasks Lab page 58.
Answers
1. FS; SF; SS; FF
2. Lag time allows you to create gaps in a dependency.
3. Yes
4. As late as it can occur in the schedule without delaying subsequent tasks.
5. The Deadline field affects the Late Finish date of a task and Late Finish is used in the
calculation of total slack.
70
ASSIGN RESOURCES AND COSTS
2.4
Until resources are assigned to tasks, no

work is associated with tasks in Microsoft
Project Professional so only an estimate of
the task duration is displayed. Microsoft
Project Professional calculates the work for a
task when the resource is assigned. The
distinction between work and duration is an
important when it comes to completing a
project on schedule. Duration is how long the
task will take to complete and work is the
amount of effort is needed to complete the
task.
For example, painting the interior of a room
takes one person two days to complete.
However assigning a second person to work
along side the first, the job can be completed
in one day. Its the same amount of effort, but
the duration is reduced.
1.
Skill-based Resource
Planning.
2.
3.
4.
Creating Resource Entries.
5.
6.
Assigning Resources.
7.
Assigning Material
Resources.
8.
9.
Overtime Work.
Material Resources.
Build Your Team from the
ERP.
Assignments and
Assignment Contours.
Splitting Project Tasks.
In this module we will discuss the kinds or resources available, the required data set by default,
and the options that affect the work resource do, as well as what cost information is needed to
calculate total costs for a project. Working with resources in Microsofts Enterprise Management
[EPM] solution is vastly different than working with resources in an non-enterprise environment.
The following defines the resource types that can be utilized in the enterprise solution:
Enterprise Resource these are the resources/team members that have been defined by
an administrator. This resource information has been entered/imported into the Enterprise
Resource Pool.
Local Resource these are resources defined/created by a project manager. When project
managers determine that they require a resource that is not part of the Enterprise Resource
Pool, for example, they need to hire a specialist, they can create a resource entry that is
specific to that particular project plan.
To make the understanding of the above two resources complete, it is important to understand
that in Microsoft Project Professional there is a third category of user that is not an enterprise
resource. These are Microsoft Project Server Users who have not been added to the Enterprise
Resource Pool. The following table categorizes these three types of resources.
71
Comparison of Resource Types
Local Resources
Enterprise Resources
Project Server Users
Exist ONLY in specific project plans.
Project managers can use any
Can logon to Microsoft Project
Cannot be used by other project
Enterprise Resource they are given
Server using Microsoft Project Web
managers, unless they are added to
permission to view on any task in
Access or Microsoft Project
the Enterprise Resource Pool by an
anyone of their project plans.
Professional client.
Must be a Project Server User.
May be a member of the Enterprise
administrator .
May be a Microsoft Project Server

User.
Resources. This is NOT automatic.
Importing Resources to the
Imported Enterprise Resource
Enterprise AUTOMATICALLY adds
Entries AUTOMATICALLY becomes
them to the Enterprise Resource
a Microsoft Project Server User.
Pool.
Local Resources become Enterprise
Enterprise Resources
Enterprise Resources created in the
Resources if there tasks assignments
created/added in the Checked Out
Checked Out Enterprise Resource
are published to Microsoft Project
Enterprise Resource Pool, are
file, automatically become Microsoft
Server
automatically added to the
Project Server Users. Project
Enterprise Resource Pool.
managers that publish/save to

Microsoft Project Server
AUTOMATICALLY become a
Microsoft Project Server project
manager.
Controlled by the individual project
Controlled by the Project Server
Controlled by the Project Server
manager.
administrator.
administrator.
Skill-based Resource Planning
2.4.1
Another area where Microsofts Enterprise Project Management [EPM] solution differs from nonenterprise solutions is that enterprise resources can be assigned Skills. Skills are resource
outline codes with the Use to match generic resources property enabled. Microsofts EPM
solution allows for the definition of a maximum of 29 skills. 10 of the 29 skill codes are multi-value
outline codes. Each multi-value field can have any number of skills. Each resource can ONLY be
assigned up-to 255 skill values in each multi-value field.
72
Consider the data in the following table If these skills codes are assigned to one of the multivalue outline codes it would be possible to assign a resources the following skill sets:
o
o
o
IT.Database, IT.Development.ASP DOT NET,IT.Hardware-Desktop

Corporate.HR-Staffing,Corporate.HR-Compensation
Corporate Finance-Accounting [Multi-value skill code fields can have a single value
the resource only has one skill].
Example of Resource Skills
A Datum
Skill Codes
Generic Resource
Resources With Skill
[Skills]
1]
Corporate
1.1. Finance-Accounting
Corporate Accountant
1.2. Finance-Taxation
Taxation Specialist
1.3. HR-Compensation
Compensation
Specialist
1.4. HR-Staffing
Staffing Specialist
1.5. Management
1.6. Marketing
1.6.1. Management
1.6.2. Research
Marketing Research
Specialist
1.6.3. Support
Marketing Support
Specialist
2]
IT
2.1. Communications-Data
Data Specialist
2.2. CommunicationsVoice
Voice Specialist
2.3. Database
Database Specialist
2.4. Development
2.4.1. ASP DOT NET
ASP
Resource1,
Resource2,Resou
73
A Datum
Skill Codes
Generic Resource
Resources With Skill
[Skills]
2.4.2. C#
C#
Resource1,Resource2
2.4.3. VB DOT NET
VB
Resource3,Resource4
2.5. Project Management
IT Project
Resource5,Resource6
2.6. Hardware-Desktop
Desktop Hardware
Management
Resource6, Resource7
Specialist
Figure 48. Multivalue Skill Code
Each multi-value skill code has a single value primary/principal skill code field. Consider Figure
48 this Enterprise Resource has a primary/principal resource of IT.Development.ASP DOT NET.
In terms of all of her skills they are IT.Development.ASP DOT NET, IT.Development.C#,
IT.Development.VB.DOT NET.
Generic resources are a special type of resource used in Microsoft Project Professional to
support skill-based resource assignment and replacement. This type of resource entry allows
organizations to define and save frequently used skill(s) or code profiles (specific values for one
or more enterprise resource fields).
Generic resources are handled much like work resources except that since they are not actual
resources, Project Server accounts are not created for them and task assignments are not sent to
them via Project Web Access.
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The following defines how the Skill-code that has been identified as Use this code to match
generic resources functions. Consider the data in the previous table: Example of Resource
Skills:
o
If you asked the system to list all resource with IT.Development,ASP DOT NET skill it
would return Resource1,Resource2 and Resource3.
If you had a task that required a resource with the generic skill ASP and asked the
system to find an appropriate resource it would offer you the choice of Resource1, or
Resource2 or Resource3. If this task also need required another resource with the
generic skill of VB the system would offer you the choice of Resource3, or Resource5
Resource3 has both skills.
If you asked the system to list all of the resources with IT.Development.ASP DOT NET,
IT.Development.C#, IT.Development.VB skills the one person must have all three skills
the system would return no answer nobody has all three skills.
If you had a task that required a project manager generic skill and asked the system to
find an appropriate resource it would offer you the choice of Resource5 or Resource6. If
you had another task in the same project plan that required a project manager with
Desktop Hardware Specialist skills the system would give you Resource6.
Industry Experience Codes
Industry Specialization
Communications
IT Infrastructure
IT Software Development
IT Hardware Development
Pharmaceuticals
Auto
Steel
Legal
Government Federal
Government State
Resource6
Government Local
Resource8
When a system is implemented with multiple skill codes then the system processes requests in a
very specific manner. It looks at the first requested skill and if the resource has it looks at the
second. If resource has the second skill it looks at the third. As soon as a resource fails test the
system STOPS considering the resource. Consider the data in the two previous tables: Example
of Resource Skills and Industry Experience Codes.
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If you asked the system to list the resources with Project Management skill, with
experience [skill] in IT Infrastructure it would offer you the choice of Resource5, or
Resource7.
If you asked the system to list the resources with Project Management skill, that had
IT Infrastructure and Government Federal skills you would get Resource5.
If you asked the system to list the resources with Government State skill, who were
also IT Infrastructure and IT Project Management Specialist the system would return
no values. It would never test for the third value as no one with State Government
experience has IT Infrastructure experience.
The two activities in Microsoft Office Project 2003 that are most closely related to generic
resources skill-based resourcing is:
2.4.2
Build Team from the Enterprise Picking resources from the Enterprise Resource Pool
and using them as resources/team members on tasks. See Building Your Team from the ERP
topic page 90.
Resource Substitution Wizard Using the software to replace generic resource entries
with a specific person that has the required skill and is available when required. See Convert
Generic Skills to Named Resources [Resource Substitution Wizard] topic page 158.
Creating Resource Entries
Microsoft Project Professional offers two types of resource designations, Work and Material. The
selection is made from the Type field which is found on the Resource Sheet. Work resources are
generally people and are covered in this topic. Material resources are supplies or other
consumables used to complete a task of a project and are covered in Material Resources topic
page 145.
In an Enterprise Project Management [EPM] solution project managers will generally only be able
to create local resources.
Resource type can be specified either in a resource table or in the Resource Information dialog
box.
When the user clicks in the Type column, a drop-down list is enabled with Work and Material as
the two options to choose from (Figure 49),
Figure 49. Resource Type field in the Resource Sheet view
If the option Automatically add new resources and tasks is not selected then the user will be
prompted every time a resource name is added to the project plan. A default standard rate and
overtime rate for a resource can also be set using the Tools command, Options dialogue,
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General tab (Figure 50. If the button Set as Default is selected then all new projects will have the
same default information.
Figure 50. General Tab Default Resource Rates
2.4.2.1
Resource Information General Tab

To enter or modify most resource fields there is a Resource Information dialog box (Figure 51).
Each tab and its features will be discussed.
Figure 51. Resource Information dialog box, General tab
The features in this General tab of the dialog box functions as follows:
Resource name. The name entered here can have spaces such as first and last name but will be
treated as one value.
Initials. This field will default to the first letter/s of value in the Resource name field.
E-mail. Optional, e-mail address can be entered. The e-mail address is used with collaboration
commands discussed in the tracking lesson.
Group. Optional, a text value can be entered for grouping and filtering purposes.
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Workgroup. This field allows user to select Default, Project Server, None for the type of
workgroup. Default is the default value.
Code. Optional, for grouping and filtering purposes same behavior as group.
Windows Account. This button will pull Microsoft Windows user account information from the
address book of a MAPI compliant e-mail client.
Type. This can be either work or material. Work resources are people and equipment. Material
resources are supplies or other consumables used to complete a task of a project. The
differences between work and material resources are discussed in detail later in this lesson.
Booking Type. This field provides a selection of Committed or Proposed, depending on the
resource type.
Material Label. This feature is available when the resource type is material and explained in
more detail later in this lesson.
Two options may be unavailable, Generic and Inactive. These features do not operate / relate to
non-enterprise / local resources.
Resource Availability. This grid allows dates to be entered for when a resource is available for
working on this project plan and is independent of the resource calendar. This table is discussed
in detail later in this lesson.
Details. This button will access information from the address book.
Help, OK and Cancel buttons behave as in other dialog boxes and Microsoft Office applications.
2.4.2.2
Resource Availability Table

Microsoft Project Professional allows contouring a resources availability to reflect the maximum
units of work that a resource may be available for over the course of a project. This feature will be
most useful in defining available maximum units over time for a resource that represents a group
of multiple available units, such as engineers, because resource calendars already provide this
functionality for individual resources. Contoured resource availability is not available for material
resources.
For example, suppose a building contractor employs two electricians year-round. For May
through September, they plan to hire three additional electricians to handle increased summer
workload; and in August they know that one of them will retire. They need to reflect this in their
resource list or pool so that their project plans will reflect this variable availability and flag over
allocations, and so that the information will be available when leveling.
Resource availability is entered in the Resource Availability table (Figure 52) on the General
tab of the Resource Information dialog box. The Maximum Units, Availability From, and
Availability To fields are available to insert in a resource table. Up to 100 unit changes can be
specified for each resource. In the table, the Date fields have date picker controls, and the Units
field has a spin control that increments by 50%.
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Figure 52. Resource Availability Table
Units. This field represents the percentage of time that a resource is available to work on the
project plan. The default is 100%, based on the standard calendar that equates to 8 hours per
day. Likewise if 50% was entered the resource would be available time or 4 hours per day.
This value can also be displayed as a decimal. To change the default select the Tools menu,
select Options and click the Schedule tab and change Show Assignment units as a: from the
drop-down list (Figure 53).
Figure 53. Option to change default Units display method
Meaning of NA in the Resource Availability Table before the table has been edited, the
first row contains NA in both the From and To fields. Units defaults to 100%, unless a different
Units value has previously been specified. The units value can be edited in the Maximum Units
field in the Resource Information dialog box or another Resource view.
NA in the From date of the first row of the table implies that the units specified are applicable
from the start of time until the To date specified. Similarly, NA in the To date of the last row of
the table implies that the units specified are applicable from the From date specified to the end of
time.
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If the first From date or last To date is not filled with NA, but rather has a date, then zero
availability is assumed for the period before the From date or following the To date. If nothing is
entered in the From or To date then NA is filled in by default.
Editing the Resource Availability Table in the Resource Availability table, all From dates
start at 12:00 midnight, and all To dates end at 12:00 midnight. The project manager cannot enter
a different time of day here. This is so that the resource can have its calendar working time set to
any time of day.
The user is allowed to enter rows out of sequence, but when the dialog box is closed or the user
clicks another tab, the rows are automatically resorted by the Available From field.
When a user enters a From or To date in a new row, Microsoft Project Professional will try to
interpret the users intent, supplying default dates according to the following logic:
If the user enters a From date and then moves to another row, check whether there is a conflict
with the date range in another row.
5.
If there is a conflict, the To date is left blank.
6.
If there is no conflict, the To date is filled with a date one day earlier than the earliest From
date in the table that is later than the From date just entered.
7.
If there is no later From date, the To date is filled with NA.

If the user enters a From date and then selects the blank To date in the same row, the same
rules as above are applied.
If the user enters the To date first in a new row and then moves to another row, Microsoft
Professional checks whether there is a conflict with the date range in another row.
1.
If there is a conflict, an alert will display (Figure 54).
2.
If there is no conflict, the From date is filled with a date one day later than the latest To date in
the table that is earlier than the To date just entered.
3.
If there is no earlier To date, the To date is filled with NA.
If the user enters a To date and then selects the blank From date in the same row, the same
rules as above are applied.
After both the From and To dates are filled, Microsoft Project Professional fills the units with the
same value as in the preceding row, or with 100% if there are no other rows.
If there is a gap in the time periods entered, the gap will be considered as a period of zero
availability for the resource, but no row representing the gap will show in the table. However, the
user can enter a period specifying zero as the units, and a row entered in this way will be retained
in the table.
Consistency Within Rows When the user moves to another row and tries to exit the
Resource Information dialog box, or clicks another tab within the dialog box, Microsoft
Professional checks the row just edited for a From date that is earlier than the corresponding To
date. If this is not the case, the following message is displayed:
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Figure 54. Conflict between Availability from and Availability to dates
On clicking OK, the user is returned to the Resource Availability table, with the focus placed on
the row containing the inconsistency.
Consistency Across Multiple Rows when the user tries to exit the Resource Information
dialog box, or clicks another tab within the dialog box, Microsoft Project Professional first checks
for consistency within the last edited row as described above. If no inconsistency is found, the
entire table is next sorted by the Available From date and then checked for inconsistencies
across multiple rows.
If a row is found with a missing From or To value, the following message is displayed (Figure 55):
Figure 55. Missing To or From dates
If the user clicks OK, the row is deleted and returned to the Application view. If the user clicks
Cancel, they are returned to the Resource Availability table with the focus on the row containing
the blank date.
If an overlapping date range is found, the following message is displayed (Figure 56):
Figure 56. Overlapping dates
Resource Information Working Time Tab generally resource calendars are used to
determine how Microsoft Project Professional calculates when work on a task can occur. If a
resource has a day off in the middle of a week long task then the task duration will adjust to six
days to accommodate the resources working time. There are exceptions; Microsoft Project
Professional will display scheduling messages when issues occur.
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The Working Time tab (Figure 57) shows the resource calendar details. This is where the project
manager can enter exceptions to the working time for a specific resource, such as time off or
training schedule.
If a resource or a group of resources have a schedule far different than the default Standard
calendar represents, then assigning a new Base calendar is a more efficient option. For example
if this resource works a night shift schedule, then change the resources Base calendar to the
predefined Night shift calendar. If the calendars that ship with Microsoft Project Professional do
not meet your organizations need, then create a new base calendar. For more information on
creating calendars see Calendars topic page 32.
Note Project Managers are cautioned that in an enterprise environment they may not be able to alter
/ create calendars.
They may also may not be able to create anything but Local Resources and they will have to use
Enterprise calendars.
Figure 57. Resource Information dialog box, Working Time tab
Resource name. This field is for display only
Base calendar. By default all resources are based on the Standard calendar, which
represents working time for 5 days a week and 8 hours a day. A new calendar to base the
resource working time on can be selected from the drop-down list. Once additional Base
calendars are created they will then display in the drop-down list.
Legend. The legend explains the kinds of edits that were made to the calendar.
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2.4.2.3
Select Date(s). This feature allows exceptions to be made to a Resources calendar, such as
time off or extended working hours and works in conjunction with the next feature.
Set selected Date(s) to. When a date/s is selected to the left, the radio buttons can be used
to designate nonworking or nondefault working time. If nondefault working time is selected
then the From and To fields should be edited to reflect the new working time.
Help, Details, OK and Cancel are the buttons from the General tab.
Resource Information Cost Tab

As a project progresses over time the cost of resources may change. In order to reflect that
change in the project the ability to enter multiple costs for one resource is needed. Another case
where different costs may be required is when a program manager wants to keep track of one
cost internally and another cost for billing purposes or a resource has more than one skill and
gets a different pay rate depending on which task they are performing.
Microsoft Project Professional allows each resource five cost rate tables, labeled A through E. In
each rate table, the project manager can define up to 25 custom time specific rates (a cost rate
for a specific date range). For each resource's assignments, the project manager can choose one
of that resource's five rate tables. This is done through the Assignment Information Dialog Box
topic page 115.
Figure 58. Resource Information dialog box, Costs tab
Cost rate tables can be customized in the Resource Information dialog box Costs tab as shown
in Figure 58:
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Note The Resource Sheet field, Cost/Use, is labeled Per Use Cost in the Resource Information Cost
tab.
Rate Tables and the Resource Rate Fields the resource Standard Rate, Overtime Rate,
and Per Use Cost fields, as listed in a resource Entry table, have a two-way link to the row in the
resources rate Table A that corresponds to the current date (in the Project Information dialog
box). As the current date changes, the rates listed in the Resource Sheet change to match the
appropriate row in the resources Rate Table A
In the Figure 58 the current date falls between 02/04/02 and 03/04/02. The resource sheet shows
the rates from rate table A relative to the current date. Because the current date is between
02/04/02 and 03/04/02, rates from the second row of rate table A are listed in the Resource
Sheet. When the current date changes to 03/04/02, the Resource Sheet will list the rates from the
third row of rate table A.
When the project manager assigns a resource to a task, the assignment uses rate table A by
default.
Default Resource Cost Rate Tables when a resource is created, it is given the default
standard and overtime rates as defined in the Tools menu Options, General tab (Figure 59).
This default rate only affects cost rate table A for the resource. The other cost rate tables, B
through E, have their first line of rates set to zero.
Figure 59. Default Rates for Resources, on the Options General dialog
Editing Rate Tables each of the rate tables for a resource in the Resource Information
dialog box Costs tab consists of up to 25 sets (for example, rows) of date and cost rate fields
(Figure 58).
The default display for the grid is blank, except for the first row. For rate table A, the default first
row corresponds to the Standard Rate, Overtime Rate, and Cost per use fields as viewed in the
Resource Sheet. For rate tables B-E, the first row defaults to $0.00.
In the first row of a rate table, the Effective Date column always has and cannot be edited.
The other three fields can be edited. The project manager cannot delete the first row.
All other rows in the rate table can be edited or deleted.
Editing the Effective Date the Effective Date column in a rate table (Figure 58) specifies the
date on which the new rates in that row take effect. Dates can be typed or the date picker control
used to edit the Effective Date. It uses the Date Format setting View tab (from the Tools menu
select Options).
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If dates are entered out of order, they are automatically sorted the next time the dialog box is
displayed. If duplicate dates are entered in the Effective Date column, Figure 60 alert is
displayed when you click OK.
Figure 60. Duplicate Effective Date alert
Default Values if the project manager enters some values in a row (other than the first row) in
a rate table but leave some rates blank, they get their values from the row above.
If the project manager enters some values in a row in a rate table but leave the Effective Date
blank, it uses the Effective Date from the row above, plus one year later, but not past the end of
project time, 12/31/2049.
Selections the project manager can select a cell or block of cells, whole rows, whole columns,
or the whole grid, the same way you can in a spreadsheet, except that discontinuous blocks are
not supported (no support for CTRL+click).
Copy, Cut and Paste the project manager can use the keyboard to cut, copy or paste
(CTRL+X, CTRL+C, and CTRL+V) data within or between rate tables for the same resource
while the dialog box remains open (Figure 58). In particular, copied data is not saved to the
clipboard, so the project manager can't copy rate table data and paste it outside of the dialog box,
or copy data outside of the dialog box and paste it into a rate table.
The project manager can paste a cell or block of cells, whole rows, whole columns, or the whole
grid within or between rate tables while the dialog box remains open. Data is pasted into those
cells where the data is the correct data type. Invalid data types are ignored without an alert.
Insert and Delete the project manager can insert a blank row into the grid using the Insert key
(Figure 58). If the project manager attempts to insert a row before the first row of the grid, then
the Figure 61 alert is displayed:
Figure 61. Insert warning
The project manager can also delete any row except the first row using the DELETE key. No alert
is given when attempting to delete the first row.
Deleting a Cell Value if the project manager tries to enter a blank in a specific cell, then the
previous value is simply reassigned.
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Using Percent to Enter a Rate in addition to entering a numeric value for a rate, the project
manager can enter a positive or negative percentage change, which converts to a rate when
pressing the ENTER key or move out of the cell (Figure 62). The percentage is converted to a
rate as follows: The new rate is 100% plus the entered percentage multiplied by the rate in the
corresponding cell in the row above.
Figure 62. Rate Table Instructions, Resource Information Costs tab
The ability to enter a percent change is a shortcut for entering a rate value. The percentage the
project manager enters is not remembered once it has been converted. There is no permanent
link to the cell above the one in which the percentage was entered.
Cells cannot be linked changing the value in one cell in the grid has no affect on any existing
values in other cells.
Resource Cost Accrual Setting at the bottom of the Resource Information dialog box
Costs tab is the Cost accrual setting (Figure 63):
Figure 63. Cost Accrual setting on the Resource Information dialog box
Do not confuse the resource Cost Accrual setting with the Task Fixed Cost Accrual setting.
They are completely independent..
If the resource costs accrue at Start or End, the total cost of the assignment is still calculated
using all of the appropriate time specific rates across the span of the assignment. Microsoft
Project Professional does not use the rate at the Start or the rate at the End but rather uses all
rates for the time period. The resulting cost displays at either the Start or End of the assignment.
Note The accrual of cost is relative to the assignment, not the task. For example, if the assignment
does not begin when the task begins, then accrue at start means the start of the assignment, not the
start of the task.
Figure 64 illustrates how timephased cost distributes for variable resource rates and different
accrual settings.
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The resource R is assigned to the task T, using rate table A as shown below.
Figure 64. Rate Table example
Figure 65, Figure 66 and Figure 67 show the distribution of timephased cost for the three different
resource accrual settings. Note that in all three cases, the total cost of the assignment is the
same.
Figure 65. Cost accrued at Start
Figure 66. Prorated Cost
Figure 67. Cost accrued at End
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2.4.2.4
Resource Information Notes and Custom Fields Tabs

There are two more tabs in the Resource Information dialog box. The Notes tab is a place to
enter comments that pertain to the selected resource. This is a memo type field that supports rich
text formatting.
Figure 68. Example of Enterprise Resource Codes
The Custom fields tab is a place to enter values for custom fields. This tab will contain any
resource custom fields defined for enterprise resources. Figure 68 is an example of how
Enterprise Resource fields are displayed in the Resource Information dialogue. The actual values
that individual project manager will see depends totally on what enterprise resource options have
been established by their organization.
2.4.2.5
Resource Fields that Reflect Availability

Resource Availability resource availability can be viewed in a Resource Usage view by
inserting Unit Avail. and/or Work Avail. details in the timephased portion of the view (Figure 69).
These fields are for reference only. For complete details see Timescale Views topic page 427
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Figure 69. Resource Usage
Changing availability dates does not affect a resources calendar. Changes to resource availability
settings do not cause tasks to reschedule automatically, but will be taken into account when
leveling, see Resolving Resource Over Allocations [Resource Leveling] module 166. If resource
availability changes such that fewer units are now available than are required to complete tasks
for that period, the resource will become overallocated and require leveling.
Unit Availability unit availability is a read-only field available in the Resource Usage view,
containing the percentage or number of maximum units that a work resource is available to
accomplish any tasks during any selected time period, as distributed over time. When inserted in
the timephased area of the Resource Usage view, this field shows a timephased representation
for any changes in unit availability for different time periods, as established in the Resource
Availability table of the Resource Information dialog box. Because the resource availability
periods do not always coincide with the periods represented by the resource usage timescale, the
units displayed for unit availability are calculated as average availability for the timescale period,
calculated against working time periods only and using minute values rather than hours in order
to account for small changes in the resource calendar.
Work Availability the Work Availability field is also a read-only field in the Resource Usage
view and contains the maximum amount of time a work resource is available to be scheduled for
work during any selected time period, as distributed over time. When inserted in the timephased
area of the Resource Usage view, this field shows a timephased representation for any changes
in unit availability for different time periods. The displayed amount of work is based on the
resource calendar and the Resource Availability table in the Resource Information dialog box,
and is calculated as follows:
Work Availability = Unit Availability x Time in Resource Calendar (that is, 4 hours = 50% x 8
hours).
Max Units Field if there is no resource availability contour (the From and To dates in the top
row of the Resource Availability table both contain NA), the Maximum Units field in the
Resource Sheet will contain the same value as the Units column in the Resource Availability
table. If the value is edited in either location, the other location will reflect the change.
If there is a resource availability contour, then the Maximum Units field contains the current
Units value derived from the Resource Availability table and the current date as shown in the
Project Information dialog box. If the current date is outside the range of any period currently
shown in the table, then the Maximum Units field will contain 0%.
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If the project manager edits the Maximum Units field, then Microsoft Project Professional will
update the Units value of the corresponding row in the Resource Availability table. If the current
date is outside the range of any period currently shown in the table, then the behavior is as
follows:
If the current date is before any shown period, then a new row will be added to the table with
a From date of NA and a To date equal to the latest From date minus 1.
If the current date is after any shown period, then a new row will be added to the table with a
To date of NA and a From date equal to the latest To date plus 1.
If the current date is between two shown periods, a new row will be added between the two
rows, which chronologically bracket the current date. The new row will have a From date
that is one day later than the To date on the previous row, and a To date that is one day
earlier than the From date on the following row.
Default Units For New Assignments when a resource is assigned to a task, the default
assignment units value is the lesser of either the value of Maximum Units or 100%. The value of
Maximum Units for the assignment is calculated as the value from the Resource Availability
table for the period, which corresponds to the Start date of the assignment. The exception is
when the value from the table is 0%, then the last known Maximum Units or 100% whichever is
less, will be used (because it makes no sense to have a default assignment of 0%).
Note If a resource is based on a split shift calendar such as the night shift base calendar, there
may be cases where the unit assignment value is not calculated as desired. A calendar must be set
up with the earliest period in the day listed first even though the resources workday really begins
before midnight, whereas the From and To dates in the Resource Availability table always begin/end
at midnight.
Availability From and Availability To Fields these two fields are read-only in the Resource
Sheet view, and will contain the values of the period in the Resource Availability table
corresponding to the current date. If there is no contour, or if the current date is outside the range
of any period currently shown in the Resource Availability table, then these fields will both
contain NA.
2.4.3
Building Your Team from the ERP

Before project managers can assign Enterprise Resources they must use Team Builder which is
available from within Microsoft Project Professional to select the resources from the Enterprise
Resource Pool (Figure 70). Team Builder can also be used to replace resources currently
assigned in a project plan.
Figure 70. Build Team from the Enterprise
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Note To ensure project performance, if you have permission to view more than 1000 resources from
the resource pool, a pre-filter dialog will automatically be displayed. If this happens, you will need to
select either an existing filter or create a customized filter in the dialog. The filters are based on
enterprise custom outline code fields created by the Project Server administrator.
If the number of resources matching the criteria is still over 1000 then the pre-filter dialog will be
displayed a second time. You should then either add additional criteria to further refine the data or
just click OK and all the resources display.
If your selection results in no resources matching the selection criteria that you have entered, an
alert is displayed, which states that no resources meet your criteria.
2.4.3.1
Using Team Builder

Select Tools command, Build Team from Enterprise from inside Microsoft Project Professional.
The Team Builder dialog Figure 70 shows for the active project. The two main boxes at the
bottom of the dialogue show resources from the Enterprise Resource Pool (left) and from the
currently active project (right).
If the Indicator column contains a project plan and head , then it is a local resource to the
project and does not exist in the enterprise resource pool. If the Indicator column contains
double heads
, then it is a generic resource in the enterprise resource pool; i.e., it represents a
skill set. If the Indicator column contains both symbols
, then it is a generic resource that
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exists only in the local project resource pool. And if there is no icon in the Indicator column, then
it is a specific named resource in the enterprise resource Pool.
Any resources from the Enterprise Resource Pool, which are already part of the local resource
pool, will be shown grayed out in the resource list in the left-hand pane.
The following list defines all of the possible actions that the project manager can take using the
Build Team from Enterprise:
Add specific/named resources to their project team this is where the project manger
has been told or knows the Enterprise Resource that they can utilize on the project.
Specifically:
In the Enterprise Resource list, select the name(s) you want to assign to the project team.
Select the Add button to place the selected name(s) in the project team.
Add generic resources to their project team this is most common when the project
manager knows the skills required and intends to use the Resource Substitution Wizard to
make the specific assignments, see page 158 for details on this wizard. Specifically:
In the Group by dialog, select Generic.
Collapse the No entry [these are the non-generic entries].
From the list of generic resources select an entry, and select Add button.
Continue until all generic resources are added to the projects team.
Available to work it is possible to select resources based on their current

workload/availability. This filter is always available, with or without other filters being applied
to the list of resources. The filter searches through the non-material resources returned from
the enterprise resource pool and selects resources with remaining availability equal to or
greater than the number entered for the work required value between the dates specified.
Specifically:
o Select the resource in either the left or right columns and select the Graphs button.
o The options are to display a graph of Remaining Availability, Work or Assignment Work
(Figure 71)..
Figure 71. Team Builder Available to Work Options
o Selecting multiple resources and then selecting the Graphs button will display the data for
all of the resources selected.
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Replace Generic resources with specific people that have the required skills this is
most often used when the project plan started as a template and the builders of the template
defined the skills required to perform each detailed task (Figure 72).
o Select the generic resource in the right pane this will have the system display the
Enterprise Resources that have the same skills in the left pane.
Figure 72. Replacing Generic Resources
o Select the Match Button to have the system display all of the Enterprise Resources that
have the same skills.
o When the project manager determines which specific resource they want, select the
Replace button to move this resource to the team and remove/replace the generic
resource.
Note 1 If the project manager wants to review the resources data Max. Units, Std Costs, etc. they
simple select the Details button.
Note 2 If the project manager wants to view one of the resources or more of the resources
availability they simple select the resources and the select the Graphs button (Figure 73)
93
Figure 73. Build Team Resource Graphs
Add specific resources based on some criteria other than their skill set the previous point
showed how to use a resources skill to create the team, however the Team Builder dialogue
allows project managers to filter the list of resources from which they can select using one of the
Existing Filters (Figure 74).
o
Remove the generic filter, if it is active.
Open the list of Existing filters.
From the list of filters, select the one you want the system to apply to the Enterprise
Resource Pool.
From the list of resources presented in the left column, select the one(s) to be
added to the team and select the Add button.
Figure 74. Pre-built Resource Filters
94
Note To remove these filter open the list at the top of the dialogue and select All Resources (No
Filter).
Add specific resources based on some criteria other than their skill set and not part of
the built-in list of filters the previous point showed how to use a pre-built filter to define
and list of resources that meet specific criteria however the Team Builder dialogue allows
project managers to build their own filter that can be applied to the list of resources from
which they can select those they want to add to their team (Figure 75).
o Remove the generic filter, if is it active.
o Open the list of Existing filters.
o Expand the Customize Filters button.
o Build the filter by defining selecting the field you want to test. Select the test you want
apply to the field and finally type the value that you want to test for.
Caution: You must type the Value(s). There is no pick list.
Note When you are typing/entering the value for Custom Outline Codes you must include the
correct separator. Consider the data in RBS associated with our Sample data. If the project manager
wants to select any resource in the USA you would type/enter A Datum.USA this assumes that the
separator character for the RBS was set to . [period].
95
Figure 75. Advanced Team Builder Filter
o Select the Apply Filter button to have it activated.

o You can then select any enterprise resource and add them to your team.
Note To remove these filter open the list at the top of the dialogue and select All Resources (No
Filter).
Note: If this is filter that a project manager will be using again, it can be named and saved.
Removing Team Members if you want to remove a previously selected entry either
specific or generic simple select the entry or entries in the Team List and select Remove
button.
Note The project manager can return to the Enterprise Resource Pool as often as they require
adding or hanging the entries in their tea
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Assigning Resources
2.4.4
Microsoft Project Professional provides a couple of methods for assigning resources to tasks. The
Resource Assignment dialog box and the Task Information form, or splitting the screen and
using the Task Form, each make the process of assigning resources to tasks much easier.
The Resource Assignment dialog box (Figure 76) is a floating dialog box that can be
moved anywhere on the screen. Once the dialog box appears, it will remain in the same
place on the screen, which is on top of the current view until closed or moved. It is available
by choosing the Resource Assignment button from the Standard toolbar.
Figure 76. Resource Assignment Dialog Box
This dialog box will display the names of resources already selected from the Enterprise
Resource Pool plus local resources. Local Resources can be added to the project file by
entering the names in this dialog box. Because this is equivalent to entering names in the
Resource Sheet, the user will not be prompted for new resource information when the
Automatically add new resources and tasks option is off (From the Tools menu select
Options and click the General tab to find the option Automatically add new resources
and tasks).
Resources can also be added to the project file by clicking the Add Resources button
not displayed in the collapsed dialog box. To access the Add Resources button the
dialog box needs to be expanded.
To expand the Resource Assignment dialog box, click the plus button next to Resource
list options. Figure 77 shows the dialog box expanded and the Add Resources button
97
has been clicked and displays a submenu from which to choose where to add resources
from.
Figure 77. Expanded Resource Assignment Dialog Box
The submenu contains three choices for adding resources (Figure 77). Depending on the
systems configuration, all or none of these choices may be available.
The Add Resources feature allows resource information to be selectively added into a
project plan. This can save time in data entry and insure consistent and accurate resource
information.
o
From Active Directory this option is enabled if the system is connected to a

network domain that has Microsoft Windows Active Directory services installed on its
Domain Controller. Additionally, the Domain Controller must have access to a DNS
(Domain Name Service) server that supports Service Location (SRV) resource records.
This enables services to be mapped to servers. (A DNS server resolves computer
names that end users understand to the IP addresses that computers understand.)
Select a directory, the system will be searched for user names. Once the names are
found, then select the name of a user and click the Add button. Repeat the process for
each resource to be added. Click OK to merge them into the current project file.
From Address Book this option is available when the system has a MAPI
compliant e-mail client installed. When clicked the global address book associated with
the e-mail client will display. Search for a user name, select it, and click the Add button.
98
Repeat the process for each resource to be added. Click OK to merge them into the
current project file.
o
From Project Server this option is available when the project file is setup to access
Project Server. Project Server is a Web application that enables project team
collaboration. From the Tools menu select Options and click the Collaborate tab. The
URL for Project Server is entered here. Select From Project Server and a dialog box
will display with a list of users. Select all the user names and click the Add button.
There are radio buttons at the bottom of the dialog box that will either Merge the
resources into the current project or Import resources into a new project. Then click
OK.
The options in the Assign Resources dialog box function as follows (Figure 77):
Note: The name of the selected task will display in the upper left of the dialog box. If multiple tasks
are selected or no tasks selected, that will be displayed instead.
Resource list options. A minus sign will display to the left when the dialog box is expanded
and a plus sign when collapsed.
Filter by. A filter can be applied in the dialog box as in a Resource view. Resources that
meet the filter criteria will be displayed as well as any resources that may be already
assigned to selected tasks.
Checkbox next to filter name. The filter named in the entry field will be applied if the
checkbox is selected, or else All Resources will display. When the check mark is selected
again, the filter named will be reapplied.
More Filters. When clicked, the list of all available filters will display. New filters can be
created or added to the file via the Organizer. All other options are disabled.
Available to work. This is a calculated filter that compares the working hours available for a
resource on a selected task, with the value entered in the box to the right. Resources with a
number equal to or less than the value selected will be shown in the list along with the
resources already assigned to the selected task.
Available to work hours for a resource on a selected task is calculated as follows:
For each resource, the calendar and availability contour is known. The duration for the task
is known. Based on the resources calendar, the number of working hours for the resource
on the selected task is calculated. However, the availability contour may increase or
decrease the number of working hours, and availability is further reduced by concurrent
assignments for the resource on the same days. So the available working hours are
multiplied by the availability contour numbers and then the existing assignment work is
subtracted. This calculates the total remaining Available to work hours. Below is the equation
for the calculation:
AWH AC ExAW AtoW
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Where AWH is available working hours, AC is available contour units in decimal, ExAW is
existing assignment work and AtoW = available to work.
Below are examples to illustrate the calculation:
Example 1. A task starts at day 1 and finishes at day 12. Days 6 and 7 are the weekend and
day 8 is a holiday in the project calendar, hence the duration for the task is 9 days or 72
hours. The resource is assigned at 100% or 1 unit and is not assigned to any other tasks.
The Available to Work value would be 72 hours.
72 1 0 72
All resources available 72 hours or more will be listed in the Assignment dialog box.
Example 2 Using the same task and resource, but the resources availability contour is set
to 50% or .5 units, this reduces the Available to Work to 36 hours.
72 .5 0 36
Example 3. Use the same task and resource with resource availability contour at 50%. If the
resource is already assigned to another task at 50% or .5 that spans day 1 and day 2 (8 hour
total), the total remaining hours available to work is then 28 hours
72 .5 8 28
If both filters are selected then resources that meet both criteria are displayed.
Resource Name. This column lists each resource available in the project based on the
filters applied. Resources are listed in the Resource Assignment dialog box in alphabetical
order. A checkmark next to a resource name indicates that the resource is already assigned
to the currently selected task(s). If the resource is assigned to some, but not all, of the
selected tasks, then the checkmark is grayed. No checkmark is visible if the resource is not
assigned to any of the selected tasks.
R/D (Dropdown). Each resource can have one of 3 status indications within the R/D
column. Each of these status conditions is used by the Convert Generic Skills to Named
Resources [Resource Substitution Wizard] see page 158 to determine if a given resource
can be substituted for another. The control conditions are:
Blank. Indicates the resource is not specifically controlled for the select task(s).
Request. Means the resource is favored to work on the selected task(s).
Demand. Indicates the Resource Substitution wizard will NOT alter the resource
settings for the selected task(s).
Units. This represents the units of the resource assigned to the selected task(s). This field
will be blank if the resource is not assigned to the currently selected task(s). If multiple tasks
100
are selected and a resource is assigned at different units to those tasks then -.- will display
in the units field.
Microsoft Project Professional does a special parsing of values entered in the Units field. If
only a number is entered, that number of resource units is assigned to the selected task(s). If
a valid work value is entered instead, then Microsoft Project Professional calculates the units
using the formula: Units = Entered Work / Duration.
For example, if a task with a duration of 8h is selected, and 2h is entered in the Units field
for a resource, Microsoft Project Professional will assign .25 Units of the resource to the
task, and display 25% in the Units field.
Assignment Units can be displayed in percentage or decimal by selecting the option Show
assignment units as from the Tools menu click Options and choose the Schedule tab.
Assign. Selecting this button assigns the selected resource(s) to the currently selected
task(s). Resources can also be assigned from this dialog box by dragging and dropping
them on a task. The following describes the factors used by Microsoft Project Professional
when making task assignments:
o
Microsoft Project Professional uses a standard equation of Work = Duration * Units.

The project manager fixes one of these variables on a task-by-task basis.
Specifically:
Fixed Work = Duration * Units
Work = Fixed Duration * Units
Work = Duration * Fixed Units
Durationthis is the period of time over which a task occurs. The Fixed
Duration setting allows the project manager to edit the work or resources units of
a task and have the software calculate the resources units or work required to
perform the work over the fixed/existing span of the assignments.
If a task has a fixed duration, its duration is not affected by the amount of
resources or work of the resources assigned to the task.
Examples of fixed-duration tasks include travel, drying time for paint, and events
such as training, seminars, and meetings. In none of these activities will the
assigning of additional resources cause the activity to be completed sooner.
[Resource] Unitsthis is the allocation percentage for each resource

assignment to the task. The Fixed Units setting allows the project manager to
edit the work or duration of a task and have the software calculate the work
required over the span/duration of the assignment.
If a task has fixed units, the duration increases if more work is required or the
duration is reduced.
Workthis is the amount of time resources actually spends performing the task.
The Fixed Work setting allows the project manager to edit the units of resources
101
or duration of a task and have the software calculate the resource units required
to perform the work over the existing span/duration of the assignment.
If a task has fixed work, the work remains unchanged if resources are added or
removed, the duration decreases or increases.
Examples of fixed-work tasks include many of the tasks performed in todays
offices. The problem is finding the time to do the work, not the amount of work.
The [total] work related to a task is the sum of the work of all the resources
assigned to a task.
The following table summarizes the effect on the other two components when
resources are added or one of the other factors is altered:
Work Vs Duration Vs Units
Task Type
Fixed
When PM
When PM
When PM
When PM
adds
chan
chan
chan
ges
ges
ges
resou
durat
work
units,
rce,
ion,
, this
this
this
this
will
will
will
will
chan
chan
chan
chan
ge
ge
ge
ge
Units
Work
Units
Work
Duration
Units
Duration
Duration
Duration
Work
Duration
Duration
Dur
atio
n
Fixed
Wor
k
Fixed
Unit
s
Effort Driven Scheduling is a task-level setting that determines if assigning

or removing resources from a task affects the total work on the task.
Microsoft Project Professional keeps the tasks total work fixed and
redistributes work to the assigned resources any time there is a change in the
number of assigned resources on the task.
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Fixed DurationWork Increased, Microsoft Project Professional Increased Units

Fixed WorkDuration Increased, Microsoft Project Professional Reduced Units
Fixed UnitsWork Increased, Microsoft Project Professional Increased Duration
Effort driven scheduling is mandatory for Fixed Work Tasks. It is optional for either Fixed
Duration or Fixed Units.
o Project managers can set / alter the Task Type on a task-by-task basis using the
Advanced Tab of the Task Information dialog (Figure 78)..
Figure 78. Task Information Advanced Tab
Note Anytime the project manager changes a task to the fixed work, the effort driven setting is
turned on
Project managers can set the default Task Type for all new tasks using the Tools
Command, Options, Schedule Tab (Figure 79).
Figure 79. Project Options Schedule Tab
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Remove. Selecting this button removes the selected resource(s) from the currently selected
task(s).
Replace. Selecting this button allows a user to replace one resource assignment with
another on all selected tasks. This is equivalent to deleting the assignment for the resource
being replaced, and then assigning the new resource to the task. Any actual information
associated with the original resources assignment is lost.
Graphs. This feature displays graphs of Work, Remaining Availability and Assignment Work
for the selected resource(s) (Figure 80). This feature will allow a project manager to look at
how a selected resource(s) is being used in the project plan before assigning the resource,
there by mitigating overallocations before they can occur. Below is a picture of the Gantt
Chart with resources assigned to tasks and then examples of the graphs available based on
the project plan.
Figure 80. After clicking Graph button with three resources selected
104
This graph is showing Adam Barr and Alan Brewer Remaining Availability per day on all
tasks in the project plan. This is because only their resource names are checked under
Resources on the right side of the dialog box. Brad Sutton can also be checked and then
that data will be shown on the graph. Total availability for the each resource is listed in the
table below.
This graph cannot be formatted, for instance to show different bars types or other fields of
data.
The features in the resource Graph dialog box function as follows:
o
Select graph. From the drop-down menu Work, Remaining Availability, and
Assignment Work can be selected.
Include proposed booking when determining availability and total assigned

work. This checkbox allows the project manager to simulate the workloads for each
resource if the individual resource status is marked Proposed versus the default
Committed condition.
Zoom buttons. Clicking the Plus button will change the timescale to smaller time units.
Clicking the Minus button makes the time units larger.
Resources. This is a list of all the resources that were selected in the Assignment
dialog box. The check box adds or removes resource data from the graph.
Graph data lines and table. The X axis displays the timescale across the top and is
independent of the Gantt Chart timescale. Two time tiers are always displayed in the
graph view. The Y axis will automatically scale to the max units needed to display the
total work the individual resource with the largest values. The table below the graph
105
displays individual totals per time unit. This data varies on what data has been selected
to display.
o
Close. Selecting this button closes the dialog box.
2.4.4.1
The Resources tab in the Task Information form (Figure 81) allows resources to be assigned to
a single task, or a group of selected tasks.
Resource Name. Resources can be created by directly entering names into the Resource Name
field. The dialog box provides a drop-down list of resource names already in the project plan, as
seen in the below picture. When a name is selected, the resource is assigned to the task.
Figure 81. Task Information form with Resource tab selected
Name. This field displays the name of the task selected. If multiple tasks are selected then
no name is displayed.
Duration. This is the task duration.
Estimated. If the checkbox is selected then the duration is an estimate, so a question mark
appears after the duration value.
Request/Demand [Drop down] Each resource can have one of 3 status indications
within the R/D column. Each of these status conditions is used by the Convert Generic Skills
to Named Resources [Resource Substitution Wizard] see page 158 to determine if a given
resource can be substituted for another. The control conditions are:
Blank. Indicates the resource is not specifically controlled for the select task(s).
106
Request. Means the resource is favored to work on the selected task(s).
Demand. Indicates the Resource Substitution wizard will NOT alter the resource
settings for the selected task(s).
Units. The Units field in this dialog box is parsed in the same way as the Units field in the
Resource Assignment dialog box. Work values can be entered in the Units field, and Project
will calculate the units based on the formula, Units = Entered Work / Duration.
If only a single task is selected when the dialog box is displayed, the resources assigned to
that task will be listed in the Resources tab. If multiple tasks are selected, the list will be
empty.
2.4.4.2
Task Form Views

The Task Form view can be displayed in the bottom half of most task views (Figure 82) by
splitting the window. To access the Task Form View, select More Views from the left pane and
then select Task Form from the displayed window. When a task is selected in the top half of the
window, the Task Form will display only information for the selected task in the bottom.
Figure 82. Task Form default view
In the gray area of the Task Form is information about the selected task. The fields below display
a variety of fields that can be edited on the assignment level. To change which fields display,
select the Format menu and click Details (Figure 83). You can also change the Details if you use
the mouse and right-click in the lower of the split screen view.
107
Figure 83. Details submenu
Selecting Resource Work will display the Overtime Work field (among other work fields) where
the amount of total work that will be charged at overtime rates can be entered.
Selecting Resource Schedule displays the Assignment Start and Finish fields, for editing.
No changes to tasks will take effect until the OK button is selected. The Previous button will
change to an OK button when edits are made to the view. Previous and Next buttons navigate
through the list of tasks in the project plan.
Editing Assignment Start and Finish Dates
2.4.4.3
The information in this topic applies to projects that are scheduled from Start. The process in this
section is reversed between Assignment Start and Finish if the project is scheduled from
Finish. Refer to the Project Information function from the Project main menu see Project
Information Dialogue topic page 20.
Microsoft Project Professional remembers if you edited the Assignment Start and Finish dates
and uses this information intelligently when you make future edits.
The Assignment Start, Finish, and Duration fields are related by the equation:
Assignment Finish = Assignment Start + Assignment Duration
When one of these three fields is edited, which one of the other two changes depends on
previous edits:
If you edit an Assignment Start date (but not its Finish), then Microsoft Project Professional
adjusts the Assignment Finish.
108
If you edit an Assignment Start date after editing its Finish, then Microsoft Project
Professional adjusts the Assignment Duration, unless you make the Start greater than the
Finish, in which case it calculates the Finish.
If you then edit the Finish date (regardless of whether you ever edited the Start), then the
Assignment Duration is calculated, unless you make the Finish smaller than the Start, in
which case it calculates a new Start.
Assignment Start Date Before The Task Start Date entering timephased assignment work
for a date before the current task Start, or entering an Assignment Start earlier than the current
task Start changes the task Start to this earlier date, and any assignments without actuals move
back in time to the adjusted Start date. There are no warning messages pertaining directly to this
change. There may be other warning if the new task Start will be before the Project Start date, or
the task duration must change to accommodate the assignment duration, etc.
2.4.5
Assignments and Assignment Contours

Assignments and assignment contours can be confusing, so it is important to gain a firm
understanding of them. Before we look at assignment contours, lets take a look at assignments
and break them down into some simple parts that we can use to discuss assignment contours.
2.4.5.1
Parts of an Assignment
An assignment is created when a resource is assigned to a task. An assignment consists of two
levels: the assignment level and the assignment timephased level. Within each level, there are
fields that display essentially the same information. For example, there is a work field in both
levels. The way the fields of each level are calculated, however, is different.
At the assignment level, we have three fields that we are concerned with for this discussion:
Duration, Units, and Work. As we know from the Scheduling lesson, these three fields are
interdependent and a change in one can affect the others. At the assignment level, we can
summarize the interaction of these three fields via the following equation:
D U W
Where D is duration, U is units, and W is work.
Note For the purpose of our discussion, when we refer to the assignment level, we are not referring
specifically to assignment fields. The assignment level is referring to that area that is not
timephased. In other words, it incorporates task, resource, and assignment fields.
At the assignment timephased level, we have timephased information that essentially displays the
information displayed at the assignment level in more detail. Contours, by definition, exist at the
assignment timephased level. However, to preserve predefined contours, changes can only be
made at the assignment level. When changes are made at the assignment timephased level, a
contour instantly changes to an edited contour. Edited contours are discussed later on in this
lesson.
109
To understand how changes at the assignment level affect contours, we must first understand the
changes that happen at this level. We shall then look at how Microsoft Project Professional
recalculates the assignment timephased level based on this data.
Assignment Contours
2.4.5.2
An assignment contour is the timephased distribution of resource units on an assignment. (Note:

In most cases, assignment contours refer to the distribution of work. However, in order to better
understand how Microsoft Project Professional calculates the work distribution in a contour, we
will define it as the distribution of units.) There are two main categories of contours in Microsoft
Project Professional: predefined contours and edited contours.
Predefined Contours understanding predefined contours and their behaviors will help us in
understanding edited contours, so lets take a look at them first. Microsoft Project Professional
has eight predefined contours. Each contour takes an assignment and divides it into ten
segments. In each segment, work is calculated using the units predefined per that contours
definition. Below are the eight predefined contours and a table showing how each distributes units
in each of the ten segments.
Note Tables show the percentage of the units a resource is assigned for a particular timephased
segment in relationship to the units a resource is assigned to a task as a whole.
Example. If a resource were assigned to a task at 50%, it would be shown as being assigned at
5% for the first segment of an assignment with a back loaded contour applied. (See table for back
loaded contours.)
The eight predefined contours and their contour definition tables are:
Units
Units
Units
Flat
10
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
Back Loaded
10
10%
15%
25%
50%
50%
75%
75%
100%
100%
100%
Front Loaded
10
100%
100%
100%
75%
75%
50%
50%
25%
15%
10%
110
Double Peak
Units
10
25%
50%
100%
50%
25%
25%
50%
100%
50%
25%
10
25%
50%
100%
100%
75%
50%
50%
25%
15%
10%
10
10%
15%
25%
50%
50%
75%
100%
100%
50%
25%
10
10%
20%
40%
80%
100%
100%
80%
40%
20%
10%
10
25%
50%
75%
100%
100%
100%
100%
75%
50%
25%
Early Peak
Units
Late Peak
Units
Bell
Units
Turtle
Units
A 9th type of assignment settings is called Contoured, where you can control every work amount
across a duration timeframe. The Contoured mode is best controlled within the Task Usage or
Resource Usage views [see Usage Views topic page 441 for details] or, where you can enter
work values for each time incrementlike days. This form of control is NOT limited to 10
increments like the predefined contour types.
2.4.5.3
How Assignment Contours Work

Assignment contours work in the following manner:
First, Microsoft Project Professional takes the duration of a task and divides the assignment
into 10 equal contour segments. This is done on a minute-by-minute level of detail.
111
Next, Microsoft Project Professional applies Units to each contour segment per the
contours definition as shown in the tables above. Remember, the contour definition tables
show the percentage of the units a resource is assigned for a particular timephased
segment in relationship to the units a resource is assigned to a task as a whole.
The work for each contour segment is then calculated based on units and duration for the
segment.
Finally, the above figures are calculated for display in the timephased segment that is
specified.
What Happens When Changes Occur
2.4.5.4
Understanding the definition of a contour and its basic functionality is important, but seeing how it
really works when changes occur in a project is where we really begin to understand assignment
contours. And to understand this, its important to remember the two levels of an assignment: the
assignment level and the assignment timephased level. Because predefined contours, by
definition, cannot be edited at the timephased level, we shall only look at the assignment level.
Making a Change at the Assignment Level at the assignment level, making a change to
duration, units, or work will cause a change in one of the other two variables, depending on the
task type. This is accordance with the following equation:
D U W
Where D is duration, U is units, and W is work.
The changes that can occur when a variable is changed are reflected in the three tables below.
Each table represents a task type as denoted in the upper left hand corner. The leftmost column
shows the variable that is changed by the user. Each subsequent column shows status of the
variable upon making the change. A changed variable is denoted by the Greek symbol delta ()
that is generally used in mathematics as the symbol to denote change. When delta () is followed
by the variables first letter, it denotes the variable that has been changed by the user. When delta
appears alone, it means that Microsoft Project Professional has calculated that variables value
based on the change by the user and the task type.
Fixed Duration Task
Duration
Units
Work
No Change
No Change
No Change
Fixed Duration Task
Duration
Units
Work
112
No Change
No Change
No Change
Fixed Duration Task
Duration
Units
Work
No Change
No Change
No Change
Calculated Changes at the Assignment Timephased Level
2.4.5.5
At the assignment timephased level, there are three possible scenarios. These are reflected in
the table below.
When this situation occurs
Microsoft Project Professional does the

following for contours.
Duration and Units have both changed at the

Assignment Level (D & U)
1. The 10 Contour Segments are re-calculated.

2. Units are applied to each contour segment per the
contour definition.
3. Work for each segment is recalculated.
Duration and Work have both changed at the

Assignment Level (D & W)
1. The 10 Contour Segments are re-calculated.

contour definition.
Units and Work have both changed at the Assignment

Level (U & W)

contour definition.
Other Possible Changes at the Assignment Level

Changing one of the three variables (duration, units, work) is not the only thing that can affect a
predefined contour:
Assigning Additional Resources to a Task assigning additional resources to a task can

also affect a current assignment contour. Assignment contours will only be affected if a task
has the Effort Driven option turned on for the task (double click the task, in the Task
Information dialog box click the Advanced tab, check Effort Driven). Assigning additional
resources to a non-effort driven task does not affect an existing resource contour at all.
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When new resources are assigned to an effort driven task, the first thing Microsoft Project
Professional must do is distribute work on the task amongst the assigned resources. To
divide up the work amongst each resource (or to calculate each assignments work),
Microsoft Project Professional does the following:
First, Microsoft Project Professional calculates a temporary value for the newly assigned
resources assignment work by assuming it was assigned without the effort driven option
being turned on. It does this by using the following equation next to the equation is the same
equation with values to demonstrate the calculations:
Wat
Dt
40hr
40hr
Ua
1
Where Wat is the temporary assignment work, Dt is the task duration, and Ua is the
assignment units.
Next, Microsoft Project Professional calculates a temporary value for the total work on the
task by summing all temporary assignment work values. This gives a value that we will call
the temporary task work, or Wtt.
Microsoft Project Professional then calculates a temporary value for the assignment units (or
Uat) by using the following equation:
Uat
Wat
Wtt
.5units
40hr
80hr
Where Uat is the temporary assignment units, Wat is the temporary assignment work, and
Wtt is the temporary task work.
Next, the effort driven assignment work is calculated using the following equation:
Wa Uat Wt
20hr .5 40hr
Where Wa is the assignment work, Uat is the temporary assignment units, and Wt is the
original task work.
Once the assignment work is calculated, Microsoft Project Professional then makes the
following calculations depending on the task type:
For a fixed duration task, Microsoft Project Professional recalculates the assignment units
using the following equation:
Wa
Dt
Ua
Usa
20hr
1unit 40hr
.5units
Where Ua is the assignment units, Wa is the assignment work, Dt is the task duration, and
Usa is the assignment units scaled average.
For a fixed units or fixed work task, Microsoft Project Professional recalculates the task
duration using the following equation:
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Wa
Ua
Dt
Usa
20hr
20hr 1unit
1unit
Where Dt is the task duration, Wa is the assignment work, Ua is the assignment units, and Usa is
the assignment units scaled average.
Note The Assignment Units Scaled Average (Usa) is the variable that takes predefined contours into
account. When assigning new resources to a task that has an assigned resource with a predefined
contour, this value maintains the contoured assignments relevancy when calculating duration or
assigned units. This value is calculated by taking the average value of the units from each
predefined contour segment.
Once the new values are calculated, Microsoft Project Professional calculates the new
assignment contours as noted above, using the new values.
Changing Working Times changing working times may also appear to affect assignment
contours. However, when working times change, assignment contours remain essentially
unchanged. That is to say, when working times are changed, the contour is simply moved
around non-working times. For example, if you had a two-day task with a flat contour,
inserting a non-working day (day two) between the two working days leaves the contour
setting at flat. It does not change to contoured.
However, that in a literal sense (and too many users), the contour has changed. This is
because units have gone from being distributed over two days at 100%, to being distributed
over three days in the following manner:
Day One
Day Two
Day Three
100%
0%
100%
Actually, the value for day two is blank in Microsoft Project Professional . However, it is
important to understand how other users of Microsoft Project Professional may view
contours. As noted before, many users define assignment contours as the timephased
distribution of work. If viewed from this viewpoint, the contour appears to have changed. It is
important to be able to understand both views in order to explain Microsoft Project
Professional s behavior to others.
2.4.5.6
Moving a task when a task start date is changed the entire task will be moved to the new
start date and the contour will remain the same because the duration has not changed. The
same is true for changing the finish date. However, if the finish date is changed by dragging
the task, this does change task duration and therefore the assignment contour.
Assignment Information Dialog Box
In a usage view when an assignment is double clicked, an Assignment Information dialog box
will display (Figure 84).
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Figure 84. Assignment Information
The features function as follows:
2.4.5.7
Task. Displays the task name of that the currently selected assignment belongs to.
Resource. The resource name associated with this assignment. Only one name will ever
display.
Work. The total work for the assignment over the duration of the task.
Work contour. Names the predefined contour selected.
Start. The assignment start or the date when the resource is scheduled to start work.
Finish. The assignment finish or the date when the resource is scheduled to finish.
Cost. The total cost calculated of the task as scheduled based on work x standard rate.
Units: The effort at which this resource has been assigned to the task.
Cost Rate Table. The current Cost Rate Table applied and used in cost calculations for this
resource.
OK and Cancel buttons. Click OK to apply changes and close, click Cancel to close dialog
box without changes.
Edited Contours
So far, weve taken a broad look at predefined resource contours and what happens when we
make changes at the assignment level. On many occasions, however, we may want to make
changes to an assignment at the assignment timephased level. Doing so changes our contour
from a predefined contour to an edited contour. In other words, an edited contour is, by definition,
a contour that has been edited at the timephased level.
116
Making Changes at the Assignment Level when a change is made at the assignment
timephased level, we are actually creating a new edited contour. Once a contour is an edited
contour, it has different behavior when responding to changes made at the assignment level.
To understand these changes, we must first understand how edited contours differ
structurally from predefined contours. (That is, we need to understand how contour
segments behave in edited contours.)
As discussed earlier, predefined contours are divided into ten equal contour segments. Each
contour segment has a predefined level of units that is applied to that segment based on the
contour definition table. Edited contours, however, differ in that they are not divided into ten
segments of equal duration. First, the number of contour segments in an edited assignment
contour depends on the actual edits made. The duration of each contour segment depends
on the timescale in which the edit was made.
For example, suppose you had a 12-day task and you edited the assignment contour as
follows:
10
11
12
20%
15%
20%
15%
20%
25%
40%
25%
40%
25%
15%
20%
1.6h
1.2h
1.6h
1.2h
1.6h
2h
3.2h
2h
3.2h
2h
1.2h
1.6h
Note In the timescaled view, you cannot directly edit the units assigned to each timephased
segment; instead, you would directly edit the work. However, to better understand edited contour
segments, we will look at the units assigned.
In this example, you have 12 contour segments of equal duration. However, if you
changed your minor timescale to weeks, you would end up with the following:
Week 1
Week 2
Week 3
20%
40%
25%
At this point, the assignment contour still consists of 12 segments of equal duration.
However, if we then make an edit to Week 2, our contour segments change. The five
segments that make up Week 2 become one segment with a five-day duration, and we
are left with a total of eight contour segments. In our example, if we change Week 2 to
38%, we are left with the following contour segments.
Contour
Segment
Number
Units
20%
15%
20%
15%
20%
38%
15%
20%
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Duration
1d
1d
1d
1d
1d
5d
1d
1d
Notice that Contour Segment Number 6 has a five-day duration. If we subsequently were
to change our timescale back to days, we would see that units are spread evenly over the
segment. In other words, each day of the second week would have 38%.
It is important to recognize that contour segments are independent from the timescale
units that we view timephased information with. When we change our timescale units to
days, we do not suddenly have additional assignment contour segments. We are simply
viewing existing segments differently. This will be shown in more detail in the following
example.
Now that we understand how edited contours deal with contour segments, lets take a
look at what happens when we begin to make changes to assignments with edited
contours.
If both duration and work are changed at the assignment level, contour segment length
proportionality will not be maintained. Instead, Microsoft Project Professional will simply
extend or truncate the right most contour segment as needed. All other contour segments
will maintain the same length.
The way that changes at the assignment level affects contour segments of edited
assignment contours is detailed in the following table. There are three distinct scenarios
for edited contours when making changes at the assignment level. They are as follows:
Changes at the Assignment Level
Reaction of Contour Segment Lengths
D, U
Segment lengths recalculated, proportionality

maintained.
D, W
Last Segment Extended/Truncated
U, W
Segment Length doesnt change.
Example lets look at an example that shows some of the possible changes and
calculations. Suppose we had a fixed units task with a three-day duration and that we
edited the assignment contour as shown below.
Day One
Day Two
Day Three
38%
88%
50%
3.03h
7.03h
4h
If we increase the assignment units from 88% to 100%, we get a timephased assignment
information as shown in the following table:
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Day One
Day Two
Day Three
100%
100%
57%
4h
7.17h
2.9h
At first glance, it may appear that Microsoft Project Professional is randomly changing our
assigned units. In fact, however, it is being very consistent in how it maintains our
assignment contour. Because the task is a fixed units task and we are changing units at
the assignment level, duration must be recalculated. This will cause contour segment
lengths to change, but their proportionality to be retained.
This gives us a situation where our timescale units (days) overlap our contour segments
as shown in the following table:
Day One 100%
Day Two 100%
Day Three 57%
Contour One 42.94%
Contour Two 100%
Contour Three 56.5%
Now lets look at how Microsoft Project Professional makes the exact calculations to
come up with the scenario shown in the above table. The first thing that Microsoft Project
Professional does in this situation is calculate duration. To do this, Microsoft Project
Professional first calculates the assigned units scaled average (Usa) for the edited
contour by using the following equation:
Usa
Us
Ns
Where Usa is the units scaled average, Us is the sum of all of the segments units, and
Ns is the number of segments.
Note Contour segments units are usually not the units for the assignment during a period of time.
In other words, Us does not usually correspond to the % allocation values found in the time-phased
portion of the Task Usage view. Rather, Us values correspond to the values shown in the definition
tables for predefined contours. In equation form:
Us
%A
Ua
Where Us is the units for the contour segment, %A is the % allocation for the time period and Ua is
the units for the assignment.
In our scenario, calculating the Usa value gives us the following:
Usa
42.94% 100% 56.5%

3
119
OR
Usa 66.48%
When segments are of unequal duration, Usa should be calculated as follows:
Usa
Usx Dsx
Da
Note Where x is the segment number, Usx is the Units of the segment number x, Dsx is the duration
of segment number x,
duration that is,
Usx Dsx is the sum of all segment units multiplied by their segment
Us1 Ds1 Us2 Ds 2... , and Da is the duration of the assignment.
Once Usa is calculated, Microsoft Project Professional then recalculates the duration of
the assignment according to the following equation:
Where Dt is the task duration, Wa is the assigned work, Ua is the assigned units, and Usa is the
units scaled average.
In our example, this works out to the following:
14.07 h
100%
Dt
66.48% OR Dt 21.16h OR Dt 2.64d
Because duration changes, Microsoft Project Professional is forced to recalculate the
assignment contour segments while maintaining their proportionality. This it does in two
steps. First, it calculates a ratio for the change in duration. This is done using the
following equation:
Dt
Do
.88
2.64d
3d
Where R is the ratio, Dt is the new task duration calculated above and Do is the old task
duration. In our scenario, R = 0.88.
Then Microsoft Project Professional multiplies each contour segments duration by this
ratio to determine the new contour segment duration. In this scenario, all contour
segments are equal and end up being 7 hours in length.
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Note When both duration and work change, contour segments are not recalculated. Instead, the
rightmost contour is extended or truncated. In such a scenario, if duration is increased, the
rightmost segment is extended. If duration is decreased, the rightmost contours are truncated as
needed.
Once segment durations are recalculated0, Microsoft Project Professional calculates a

multiplier by which to proportionately adjust our contour segments units. This is done
using the following equation:
Uan
Ua
1.13
100%
88%
Where M is the multiplier, Uan is the new assigned units and Ua is the assigned units. In
our scenario, M = 1.13 or
Next, Microsoft Project Professional recalculates the assigned units for each contour
segment by multiplying the assigned units for each segment by the multiplier. The results
for our scenario are shown in the following table:
Contour One
Contour Two
Contour Three
42.94%
100%
56.5%
Microsoft Project Professional then calculates what is displayed to the user based on
what timescale is selected. In our example, we are showing days. Because our contours
are only 7 hours in duration, segment contours overlap timephased contours. Microsoft
Project Professional averages the contour segments units as they overlap the
timephased segment and displays the value as the timephased segments units. This is
demonstrated in the following table:
Day One 100%
Day Two 100%
Contour One 42.94%
Contour Two 100%
Day Three 57%
Contour Three 56.5%
Making Changes at the Assignment Timephased Level when changes are made at
the assignment timephased level, the change only affects the timescale segment in which
that edit was made. Note however, that the timescale segment may overlap contour
segments. Take the following table for example:
Day One 100%
Day Two 100%
Contour One 42.94%
Contour Two 100%
Day Three 57%

Contour Three 56.5%
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If you changed the units on day two to 50%, you would end up with the following:
Day One 50%
Contour One 42.94%
1
C2
100%
6
Day Two 50%
Day Three 36%
Contour Two 100%
Contour Three 56.5%
Notice that there are now have four assignment contours of varying length.
All edits to the timescale segment are spread evenly throughout the segment. For example,
if you assigned 50% units to a day and then changed the timescale to hours, you would see
50% units for each hour as well.
Adding/Removing Assignments on task with Actual Work if the task already has
some actuals entered against it and then assignments are added or removed, Microsoft
Project Professional keeps the task work at its original value and tries to preserve the Actual
Work values as well.
Adding an Assignment to an Effort Driven task that has Actual Work regardless of
the Effort Driven setting, the new assignment starts at the task current Resume date (which
is the earliest assignment resume date).
No actual work is added to the new assignment. Only remaining work is distributed among
the assigned resources. The task original remaining work value is distributed to the
assignments based on the ratios of their remaining work values.
Example Figure 85 illustrates the impact of the Effort Driven setting in combination with
the different Type settings, when adding an assignment to a task that already has actual
work.
Resources R1 and R2 have already been assigned to the task T. Their timephased work and
actual work contours have been edited as shown in the Task Usage view below.
Figure 85. Original Task Assignments
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Notice that the assignments for R1 and R2 have resumes dates of Day4 at 8am and
Day2 at 8am respectively, so the task Resume date is Day2 at 8 A.M. (the task resume
date is always the earliest assignment resume date).
Next, resource R3 is assigned to the task without specifying the amount of assignment
work or units. Microsoft Project Professional gives the new assignment the default units
of 100% and gives it the default amount of work, 24h, based on the current task resume
and finish dates. It then calculates the proportions of total task remaining work that each
assignment would have had if the task had not been Effort Driven. The picture below
shows what the result would have been for a fixed duration or fixed units task that is not
Effort Driven. This picture is for illustration purposes only. It is not displayed by Microsoft
Project Professional during its internal Effort Driven calculations.
Results if the task had not been Effort Driven (Figure 86).
Figure 86. Illustration of internal calculations
Microsoft Project Professional internally uses the above hypothetical case to calculate the
ratios that it uses to distribute the original task remaining work value (48h remaining
work, not the 65h work):
For R1: 8h/48h = 1/6
For R2: 16h/48h = 1/3
For R3: 24h/48h =
Because the task really is Effort Driven, the task remaining work does not change from
24h to 48h after R3 is assigned, but instead stays at 24h. Microsoft Project Professional
uses the above internally calculated factors to distribute the original 24h of remaining
work across the three assignments:
For R1: 1/6 of 24h = 4h
For R2: 1/3 of 24h = 8h
For R3: of 24h = 12h
Once the assignment remaining work values are calculated, the final result depends on
the task Type as shown in Figure 87 and Figure 88:
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Figure 87. Task Type Effort Driven and Fixed Duration
Figure 88. Effort Driven and Fixed Units or Effort Driven and Fixed Work
Removing an assignment with actual work from an effort driven task

Microsoft Project Professional displays an alert if you try to delete an assignment that has
actual work. You can choose to proceed with the operation or cancel it.
If you proceed, Microsoft Project Professional removes the resource assignment and
adds all of its work (actual and remaining) to the task remaining work, which is then
distributed to the other resources in proportion to their remaining work. If all of the other
assignments are already completed, then the removed work is assigned as remaining
work to all the resources in proportion to their actual work.
Example this example illustrates the impact of the Effort Driven setting in
combination with the different Type settings, when removing an assignment that has
actual work from a task.
Resources R1, R2 and R3 have already been assigned to the task T. Their timephased
work and actual work contours have been edited as shown Figure 89.
Figure 89. Original task assignment
124
Next, the assignment for R3 is selected and the Delete key is pressed, causing the alert
shown in Figure 90.
Figure 90. Alert when deleting an assignment with actual work
After clicking Yes to the alert, Microsoft Project Professional then calculates the
proportions of total task remaining work that each assignment would have had if the task
had not been Effort Driven when R3s assignment was deleted. Figure 91 shows what
the result would have been for a fixed duration or fixed units task that is not Effort
Driven. This picture is for illustration purposes only. It is not displayed by Microsoft
Project Professional during its internal Effort Driven calculations.
Figure 91. Results of internal calculations
Microsoft Project Professional internally uses the above hypothetical case to calculate the
ratios that it uses to redistribute R3s 12h of work.
For R1: 8h/24h = 1/3
For R2: 16h/24h = 2/3
Because the task really is Effort Driven, the task work does not change from 53h to 41h
after R3 is removed, but instead stays at 53h. Microsoft Project Professional uses the
above internally calculated factors to redistribute the original 12h of work (actual and
remaining) that R3 had before it was removed. This increases the remaining work of R1
and R2 as shown below:
Remaining work for R1 increases by: 1/3 of 12h = 4h
New remaining work for R1 is its original plus the increase = 8h + 4h = 12h
Remaining work for R2 increases by: 2/3 of 12h = 8h
New remaining work for R2 is its original plus the increase = 16h + 8h = 24h
Once the new assignment remaining work values are calculated, the final result depends
on the task Type as shown in Figure 92 and Figure 93:
125
Figure 92. Results on Effort Driven and Fixed Duration tasks
Figure 93. Effort Driven and Fixed Units or Effort Driven and Fixed Work tasks
Restrictions When Assigning a Resource to an Effort Driven Task

If you attempt to enter a work value when creating an assignment on an Effort Driven
task, the alert shown in Figure 94:
Figure 94. Alert when specifying work
For example, the above alert is displayed in the following cases for an Effort Driven task:
In the Task Form view, you type an assignment resource name and assignment work
before clicking OK.
In the Assign Resources dialog box (displayed by the Assign Resources toolbar
button), you type a work value in the Units field before clicking the Assign button (if the
task were not Effort Driven, Microsoft Project Professional would calculate the units for
you based on the entered work).
If you attempt to enter a units value when creating an assignment on an Effort Driven
task that has the fixed duration type, the alert in Figure 95 is displayed:
126
Figure 95. Alert when specifying units
Overtime Work
2.4.6
The following tables show the various work related assignment total and timephased fields:
Scheduled Field
Corresponding Actual Field
Corresponding Remaining Field
Work
Actual Work
Remaining Work
Regular Work
Not exposed
Not exposed
Overtime Work
Actual Overtime Work
Remaining Overtime Work
Scheduled Field
Corresponding Actual Field
Corresponding Remaining Field
Work
Actual Work
Not exposed
Regular Work
Not exposed
Not exposed
Overtime Work
Not exposed
The fields in these tables that are labeled not exposed, for example remaining regular work, can
be useful in discussing editing behavior, but these fields or values cannot be displayed and
accessed in any view. These unexposed values are mentioned in the following discussion. Refer
to the above tables to avoid confusion about which fields are exposed and which arent.
In general the following relationships exist in the above tables, across the rows.
Scheduled = Actual + Remaining
and down the columns ...
Total = Regular + Overtime
Going across the rows in the Assignment Fields table:

Work = Actual Work + Remaining Work
Overtime Work = Actual Overtime Work + Remaining Overtime Work
You can also say that
Regular Work = Actual Regular Work + Remaining Regular Work
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Keeping in mind that the two fields on the right of the equation are not exposed.
Going down the columns in the Assignment Fields table:

Work = Regular Work + Overtime Work
You can also say that
Actual Work = Actual Regular Work + Actual Overtime Work
Keeping in mind that Actual Regular Work is not exposed.
Like regular actual work, overtime-actual values on the assignment level can be edited in
non-working periods. For example, it is possible to give actual overtime work that occurs
on a Saturday or other non-working days without first changing the resource calendar.
If a task or assignment that has overtime is moved to another point in time, then the
contoured actual overtime values are moved relative to the Start of the Assignment.
2.4.6.1
Overtime, Overallocation and Leveling overtime work is ignored when Microsoft Project
Professional determines which resources are overallocated. If Leveling moves an
assignment, the overtime work moves with it.
Splits if there is a split day on the Assignment contour, then that day does not get any
overtime work.
Fixed Duration Tasks and Overtime the project manager can have overtime on
assignments on a fixed-duration task. The overtime shortens the Assignment span, but wont
impact the overall duration of the task. For example, if a task has a 5d fixed-duration task
and Bob is assigned to the entire task, then giving Bob 8h of overtime work shortens his
assignment to 4d with the 8h of overtime spread out over 4d. The duration of the task stays
5d. In a Usage view, there is a blank for the assignment on the last day, not a zero.
How Overtime is Scheduled
Unless specified otherwise, this discussion assumes no actuals. The last two examples in this
section illustrate how remaining overtime work is scheduled when there are actuals.
When the project manager enters overtime work, the regular work is calculated from
Regular Work = Work Overtime Work
As the project manager increases overtime work (but not bigger than work), the regular work
decreases and work is unchanged. The assignment span is adjusted to the lower regular work.
Then the remaining overtime work is distributed evenly over the new assignment remaining
regular work segments in proportion to their new spans, not proportional to their segment units
For example, if due to calendar exceptions or detailed contour edits, an assignment is only
working for half a day, then the overtime work for that day is half of what it would be on a day that
the assignment is doing work over the entire day.
If the project manager enters a value for overtime work that is bigger than work, then the work is
set equal to the overtime work and the regular work becomes zero.
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Remaining overtime work is normally spread evenly over the remaining span of the assignment. If
there is no remaining regular work on an assignment, then the remaining overtime work is put
onto the last minute of the assignment.
Example 1 The before/after examples below illustrate how overtime work is distributed, and how
entering overtime work reduces regular work and can allow the task to finish sooner. Overtime
work is distributed.
Figure 96. Before entering Overtime
Figure 97. After entering 9h assignment Overtime
In Figure 96 and Figure 97 , note that the units on Day3 is 5h/8h = 63% and the units on Day1
and Day4 are both 8h/8h = 100%, but that the overtime work was distributed evenly across all the
days that had work. Heres what happened:
The increase in overtime work by 9h caused the remaining regular work to decrease by 9h to
21h.
The reduction in remaining regular work truncated the contour from the right end, leaving
only three nonzero segments, Day1={8h over 1d}, Day3={5h over 1d} and Day4 = {8h over
1d}.
The units and work of each of the three segments doesnt matter when distributing the 9h of
overtime work. It only cares that there are 3d total of remaining segment contours left and it
spreads the 9h overtime uniformly across those 3 days.
129
Example 2 In Example 2 (Figure 98) the same task from the previous example was used and
8 hours of work is added to Day 5. Remaining overtime work will be redistributed over the new
remaining duration of the task.
Figure 98. Enter timephased assignment work in Day 5
Heres what happened when the span of the assignment increased from 4d to 5d, the
remaining overtime was redistributed over the new remaining assignment span. Thats 9 hours of
overtime spread over 4d of remaining assignment span, which is 2.25 hours of overtime per day.
Example 3 Figure 99, Figure 100 and Figure 101 illustrate how assignment remaining
overtime work is scheduled when actuals are involved. Only the assignment record is shown.
Work, actual work, overtime work, and actual overtime work column titles are abbreviated.
Figure 99. Before the Actuals are entered
Figure 100. After entering 16h for assignment Actual Work
Figure 101. Next enter 4h for Overtime Work
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Heres what happened After entering the 16h of actual work, there was 28h-16h = 12h of
remaining regular work, spread over 3 days.
When the 4h of overtime work was entered, the remaining regular work decreased by 4h leaving
8h. The 2h in Day5 and 2h on Day4 were truncated. That leaves a day and a quarter over which
the remaining regular 8h of work is spread.
The 4h of remaining overtime work is distributed evenly over the remaining regular work span of
1.25 days. Because Day3 has 1d of the 1.25 day span and Day4 has 0.25d of the 1.25 day span,
the overtime work is distributed in a ratio of 1d to 0.25d over those two days. I.e. Day3 gets four
times as much of the overtime as Day4. Also, the sum of overtime has to be 4h. Thats where the
3.2h and .8h come from.
Another way to look at this is that the 4h of overtime is spread over 5 quarter days. Thats
equivalent to 4h divided by 5 half days = .8h per quarter day. Thats 4*.8 = 3.2h for Day3 and .8
for Day4.
How Changes to Task Duration Impacts Overtime
2.4.6.2
If the project manager changes the task duration, then the overtime on an assignment only
changes when the change in task duration impacts the span of the assignment. This does not
impact the total amount of scheduled overtime work, but it impacts when that overtime work is
done
If the task duration is increased, Microsoft Project Professional redistributes the remaining
overtime evenly over the new longer remaining span of the assignment.
If the task duration is reduced, then Microsoft Project Professional truncates the regular work
contour of the task.
How Changes to Assignment Units Impacts Overtime
2.4.6.3
If an assignment has some overtime, and the project manager changes the units on the
assignment, Microsoft Project Professional redistributes the remaining overtime work over the
new span of the assignment. This has the impact of keeping the overtime work and the regular
work totals the same.
How Overtime is Scheduled Within a Day
2.4.6.4
How overtime is distributed within days depends on whether that day is working or nonworking in
the resource calendar for the resource involved in the assignment. Overtime is never scheduled
on nonworking days, but actual overtime can be entered on a nonworking day.
Working day. Calculated scheduled overtime and entered actual overtime are spread
evenly over the resource worktime for that day. So if Monday 8:00am to 4:00pm is working
time in the resource calendar, then any overtime on Monday is spread evenly over 8:00am to
4:00pm.
Nonworking day. Entered actual overtime is displayed over the default task Start time and
default task Finish time.
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Actual Overtime
2.4.6.5
There are assignment total and timephased Actual Overtime Work fields. The project manager
can enter overtime actuals for the assignment as a whole or on a timephased basis. When the
project manager edits any regular Actual Work values, some of that Actual Work is given to
overtime Actual Work, if any was scheduled on the assignment.
The assignment Overtime and Actual Overtime fields can both be edited. The timephased
Overtime field cannot be edited, but the timephased Actual Overtime work can.
Edits to the %Work Complete or the %Complete fields impact the assignment Actual Work and
Actual Overtime Work values.
Note There are assignment total and timephased Actual Work and Actual Overtime Work fields, but
no total or timephased Actual Regular Work fields.
How Overtime is Related to Other Assignment Fields
2.4.6.6
This topic discusses how various assignment total and timephased fields are related to
assignment overtime work and actual overtime work.
Editing Work the Work field shows the sum of regular work plus overtime work on the
assignment. Editing the Work field only impacts regular work data. The exception is when
Work is set below the overtime work value, then regular work is set to zero and overtime
work is set to the Work value.
The table below shows sample data and a sequence of edits to the assignment Work field and
the resulting changes to assignment overtime work or regular work. The Regular Work field is
displayed in the table, but keep in mind that there is no timephased Regular Work field.
Sequence of Edits
Work
Overtime Work
Regular Work
Original Work, Overtime

Work, and Regular Work
values entered.
20h
5h
15h
30h is entered for Work.

This causes Regular
Work to change..
30h
5h
25h
4h is entered for Work

This causes Overtime
Work to change.
4h
4h
0h
24h is entered for Work.

This causes Regular
Work to change..
24h
4h
20h
Editing Actual Work Figure 102, Figure 103, Figure 104. Figure 105 and Figure 106
illustrate how editing assignment actual work impacts related assignment and timephased
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fields. Only the assignment record is shown. Work, regular work, overtime work, actual work,
and actual overtime work column titles are abbreviated.
Figure 102. Before any Overtime Work is entered
Figure 103. After 6h of Overtime Work is entered
Figure 104. Next 5h of Actual Work is entered
Figure 105. Next change Actual Work back to 0h, and then change it to 30h
Figure 106. Next change Actual Work directly from 30h to 34h
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In all of the above cases, notice that if actual work is nonzero, then:
Ratio of Actual Overtime Work to Actual Work = Ratio of Overtime Work to Work
This is true for timephased values as well in the pictures, except for the picture Figure 106.
In Figure 105, the task assignment is done (Actual Work = Work = 30h). In Figure 106, the actual
work was then increased from 30h to 34h. The existing timephased actuals were left alone, and
the additional 4h of actual work was placed after the current end of the assignment.
2.4.6.7
Editing Remaining Work

Edits to this field can impact the span of the assignment, causing any remaining Overtime Work
to be redistributed over the new remaining span.
If the project manager enters remaining work that is lower than the current remaining overtime
work, then the overtime work is set to the new lower remaining work, and the regular remaining
work goes to zero.
The Figure 107 and Figure 108 illustrate how editing assignment remaining work impacts related
assignment and timephased fields. Only the assignment record is shown. Work, overtime work,
remaining work, and remaining overtime work column titles are abbreviated.
Figure 107. Before any Remaining Work is changed
Figure 108. After Remaining Work is edited from 30h to 26h
This causes the assignment work to be truncated by 4h. The remaining scheduled overtime
changes in proportion to the scheduled remaining work (Figure 109).
Figure 109. Next change Remaining Work back to 30h, and then change it to 34h
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This causes additional work to be added to the regular work after the current end of the task. The
remaining scheduled overtime is redistributed accordingly.
Editing Actual Overtime Work
2.4.6.8
If the project manager decreases actual overtime work, then remaining overtime work is
increased.
If the project manager increases actual overtime work (but not greater than remaining overtime
work) then the remaining overtime work is decreased.
If the project manager enters a value for actual overtime work that is larger than the current
remaining overtime work, then the remaining overtime work goes to zero and remaining regular
work will decrease
%Work Complete %Work Complete is actual work divided by (total scheduled) work.
This is a task and assignment field.
Edits to %Work Complete impact Actual Overtime Work and vice versa If the project
manager edits %Work Complete, Microsoft Project Professional sets actual regular work to
be that percentage the total regular work, and sets actual overtime work to be that
percentage of the total overtime work. Changes in these assignment fields impact the
timephased fields as discussed in previous sections.
Note Changing the %Work Complete may change timephased actual work values that were
previously entered.
Splitting Project Tasks
2.4.7
Task splitting is a useful way to model interruptions to a task. For example, stopping work on a
task for a period of time and starting up again. Or it can take more complex forms, such as
assigning resources to different sections of the task, or to model a number of similar tasks as a
single task.
Microsoft Project Professional supports relative splits, not absolute splits. The difference is
described below:
Absolute splits. An absolute split means that the split gap dates are fixed and if the tasks
start date changes, the task flows around the fixed gaps. It may even move entirely beyond
a fixed gap. Microsoft Project Professional does not support absolute splits.
Relative Splits. A relative split means that if the tasks start date changes, the gaps move
with it. For example, if a 5-day break must occur in a task exactly 2 working days after the
task starts, regardless of when the task starts, then a relative split could be used.
To Split a Task
The project manager can split a task so that the task is interrupted, and then resumes later in the
schedule.
1. On the View bar, click Gantt Chart.
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2. Click the Split Task button on the Standard toolbar (Figure 110).
OR
3. From the Edit menu, select Split Task
OR
4. In the Gantt Chart right click on the tasks in question and select Split Task from the shortcut
menu that appears.
5. Move the cursor over the task bar you would like to split, and then click on the task bar under
the date where you want the split to occur.
Figure 110. Splitting a Task
The project manager can use the Split Task tool repeatedly to split pieces into smaller pieces,
creating multiple splits as illustrated in Figure 111:
Figure 111. Multiple Splits
The number of splits allowed per task is only limited by the memory on the machine.
Splits are sometimes referred to as gaps. In the above figure, the splits are represented by the
dotted lines. The length of each gap is called the span of the split, measured in working days. The
date at the beginning and end of a dotted line segment are called the split start and split finish
dates.
The project manager can use this method to split tasks only in views with timescales such as the
Gantt Chart. There is an alternate method discussed later in this section on how to split tasks in
Usage views. The project manager cannot create splits in any other kinds of views and the
Calendar view is the only other view that will display split tasks.
Tip If you drag a portion of the split task so that it touches another portion, you will remove the split.
A split is relative to the start of the task, so when the entire task is moved to another point in time,
the split is moved with the task.
If the units of an assignment change, the split is moved, but the span of the split does not change.
The split span is based on working time and not elapsed time.
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2.4.7.1
To Change the Duration of a Split Task

On the View Bar, click Gantt Chart.
Position the cursor over the right end of any portion of the split task, until the cursor changes to
an expansion arrow.
Drag to the left to shorten the duration, or drag to the right to lengthen the duration.
If the project manager clicks and moves the last split section of a task without changing the
duration of the task, Microsoft Project Professional will insert zero work between it and the
previous split section. Extending a task in this way does not increase the work on the task.
When the project manager drags the Finish of the last split section, an outline bar is drawn for the
entire task (Figure 112):
Figure 112. Extending the finish of the last split section of the task
However, if the project manager drags the cursor back before the start of the split section, the
outline bar snaps back to the Finish of the previous split section, because if the project manager
releases the mouse button at that point, the new task Finish will be the Finish of the previous split
section (Figure 113).
Figure 113. Dragging the task finish to the left of the last split section
To change the duration of the entire task, type a new duration in the Duration field. The project
manager may want to move portions of the split task after changing the duration.
2.4.7.2
Duration and Task Splits

Splits in a fixed-duration task count as part of the total task duration.
Splits in a non-fixed duration task do not count as part of the total task duration.
The Before Figure 114 After Figure 115 illustrate the impact splits have on duration of the task
types:
Before splitting:
Figure 114. Effect of splitting on different task types section I
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After splitting:
Figure 115. Effect of splitting on different task types section II
2.4.7.3
Extending or Reducing Gantt Task Portions

The project manager can use the mouse to extend or reduce the duration of individual pieces.
When adjusting the duration of an individual piece, only assignments that have work at the end of
that piece are impacted. If an assignment does not have work at the end of a piece, then
increasing the duration of that piece doesnt impact the contour of that assignment, and
decreasing the duration of that piece will not impact the contour of that assignment as long as it
doesnt decrease earlier than the original finish of the assignment.
The impact on the resource contour depends on whether the task type is fixed work or not.
Example Figure 116 illustrates the impact of extending one of the pieces of a split task, and
how it depends on task type. Split tasks T1 and T2 begin with identical schedules except that T1
is fixed work and T2 is not. The sequence of pictures below shows what happens when the first
piece of each task is dragged to the right one day. Note that R2 on each task does not work to the
end of the first piece on T1 and T2.
Figure 116. Impact of extending one of the pieces of a split task and the effect on fixed work and fixed units task
types section I
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Start with the same resource contours on split fixed work and fixed units task (Figure 117):
types section II
Figure 118 is the corresponding Gantt Chart:
types section III
Next, drag the right end of the first piece of each task 1d to the right (Figure 119) and the
timephased table Figure 120:
types section IV
types section V
Corresponding Task Usage:

R1 had work at the end of the first piece of each task, so its contour was impacted when the
duration of the first piece increased.
For the fixed work task T1: R1 originally had 24h spread over the 3d first piece of T1. The
duration of the first piece was dragged to 4d so now R1s 24h of work on the first piece of T1 has
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to be spread over 4d. Thats 24h divided by 4d, which is 6h per day.
For the non-fixed work task T2: Extending the duration of the first piece simply extends R1s
contour, using R1s units (work rate) at the end of the first piece, which was a rate of 100% (8h
per day). Extending 1d to the right at that same work rate gives 8h on Day4.
R2 on the other hand did not originally work at the end of the first piece on either task, so
increasing the duration of each task didnt change either contour for R2.
Notice that if you now drag the first piece of T1 and T2 back to the left to their original positions,
the reverse impact occurs, and everything ends up as it was at the start.
To Move a Split Task
2.4.7.4
Two methods that can be used to do this:
Method 1. Move the cursor over the first split section of a task until the cursor changes to
the move cursor , Click and drag the bar to its new location.
Method 2. Hold down the Shift key and click any split section of the bar and then drag the
bar.
As the task moves outlines of all the split sections move as well.
2.4.7.5
To Remove a Split from a Task

To remove a split on a task, drag a portion of the Gantt bar so that it touches another portion.
If the project manager uses any calendar to specify the span as nonworking time instead of
splitting the task, the nonworking time will not appear as a split task on the Gantt Chart.
2.4.7.6
Linking and Split Tasks

The project manager cannot create relationships where the predecessor, successor, or both are
single sections of a split task. The project manager cannot create links between split sections of
different tasks or between a split section and another task.
2.4.7.7
Splitting Completed Portions

Typically, you do not want to split the completed section of a task, however, the Split Task
command allows you to create task splits in completed portions of tasks and assignments.
Splitting an in-progress task with no assignments behaves the same as a task without progress.
Splitting a task with assignments similarly behaves the same as a task with progress.
Figure 121 and Figure 122 illustrate using the Split Task tool to split a completed portion of a task
that has assignments. In each picture, the Gantt Chart is in the top pane and the task usage is in
the bottom pane, showing timephased Work and Actual Work.
The Split Task tool is clicked and then the bar is split after Day 1 and starts again on Day 4,
creating a 2-day gap in work.
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Before splitting the task:
Figure 121. Splitting a completed portion of task with assignments section I
After splitting the progress portion:
Figure 122. Splitting a completed portion of task with assignments section II
Dragging to Reschedule the Remaining Section
2.4.7.8
The Split Task tool is not being used here; you are simply clicking on section of a bar and
dragging.
The feature of dragging the remaining portion of a task to split it without the Split Task command
requires the following:
Click the Schedule tab of the Options dialog box (Tools menu). Select the Split In
Progress Tasks option.
In the Bar Styles dialog box, there must be a progress bar defined to run From Start or
Actual Start to %Complete or CompleteThrough.
If the Split In-Progress Tasks option in the Schedule tab of the Options dialog box (Tools
menu) is not selected, then you will not be able use the drag method to reschedule
uncompleted work.
However, if the Split In-Progress Tasks option is enabled, then clicking on the portion of the
bar that is not progressed and dragging it, creates a split at the end of the progress bar and
the tasks resumes on the date where the bar is dropped.
Progress bars use the %Complete or CompleteThrough (internal calculation), which are both
related to Actual Duration. If the Tools Options, Calculation tab, Updating Task Status
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Updates Resource Status option is not selected, then %Complete and assignment Actual
Work are independent, and the project manager cannot split the task by manually dragging the
uncompleted portion.
Creating a New Split Section
2.4.7.9
The project manager can create new tasks by dragging the cursor while holding down the left
mouse button. The project manager can also create new split sections the same way.
Dragging in an existing task row to create a new split (Figure 123):
Figure 123. Creating a new split section
The project manager can drag the outline of the new section to the left or right. If you drag the
outlined bar until you hit an existing piece and then release the mouse button, the new section is
appended to the existing one.
The project manager can cancel the drag operation by moving the cursor off of the task row and
releasing the mouse button.
How Work is Assigned to the New Section
2.4.7.10
For tasks with assigned work, the following rules are used for assigning work to the new task
section:
2.4.7.11
For split sections created before the start of a task, Microsoft Project Professional assigns
only the resources that were already scheduled at the previous start of the task and assigns
them at the units they had there.
For split sections created between other split sections, Microsoft Project Professional
assigns only the resources that were already scheduled at the finish of the section on the left
of the new section and assigns them at the units they had there.
For split sections created after the finish of a task, Microsoft Project Professional assigns the
resources that were already working at the finish of the task and assigns them at the units
they had there.
Assigning Resources to Split Tasks
The project manager cannot assign resources to individual split sections in the Gantt Chart or
Calendar view. If the project manager assigns a resource to a task it is assigned to all split
sections of the task.
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The project manager can, however, edit the assignment timephased work contour so that the
resource does work only on specific sections. If the entire task is moved later, the contours move
too.
Splits and Resource Contours
2.4.7.12
A split on a task automatically gives all of the tasks resources zero work during the gap period.
The Usage views show the zeroes in the timescaled grid.
If a task has resources, a split is equivalent to giving all of its resources zero work during the
desired split gap.
To create a split in a Usage view, select where the split is to begin and drag to where it will
resume. Then from the Insert menu select Cells or use the Insert key.
If zeroes had been inserted for only one of the resources, then it does not create a split.
Splits can also be removed in a Usage view by selecting a timescaled range in the grid in the
task row, and then using the Edit menu, Delete Cells command, or pressing the Delete key.
Storage of Split Dates in addition to looking at zero work gaps, Microsoft Project Professional
internally stores pairs of split dates for all splits on a task. Splits created with the Split Task tool in
the Gantt Chart view are rolled down to assignments if there are any, and edits to assignments
are rolled up to the internal task split dates. The split dates can only be observed in a Usage view
by looking at periods of zero work. There are no fields the project manager can insert it a table to
see these split dates.
Nonworking Time is not a Split a split gap is different than specifying a nonworking period on
project or resource calendars by using the Change Working Times command, or the Working
Times tab in the Resource Information dialog box. It impacts the start and finish of tasks, but
does not split them.
Split In-Progress Tasks
2.4.7.13
This setting is located in the Schedule tab; select the Tools menu and click Options.
Selecting this option is required to enable the following features:
Remaining work on an in-progress successor task that violates a relationship with a

predecessor task is automatically rescheduled to honor the relationship with the
predecessor.
The Stop and Resume fields for non-summary tasks can be edited. If the Split In-Progress
Tasks option is not selected, Stop and Resume fields are still calculated, but cannot be
edited.
These features, Tools, Tracking, Update Project, and Reschedule uncompleted work to start
after, can split in-progress tasks to reschedule remaining work. Otherwise this feature can only
move tasks that have not started (by giving them SNET constraints).
The project manager can click on the remaining portion of an in-progress task Gantt bar and drag
it to reschedule it. This creates a split that runs from the original stop date to the new resume
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date, and you do not need the Split Task tool to do this.
Stop and Resume Fields
2.4.7.14
Stop and Resume fields, are used to split the remaining portion of a task from the work done on
the first portion. The Stop and Resume fields can be edited directly if the option to Spilt in
progress tasks is on.
Editing the Stop field has the same impact as using the Update Work as Complete Through,
Set 0% - 100% option in the Update Project dialog box.
Editing the Resume field has the same impact as using the Update Project, Reschedule
uncompleted work to start option.
In progress tasks are split when using the Update Project command form the Tools menu
(Figure 124), click Tracking with the Reschedule Uncompleted Work to Start option.
Figure 124. Update Project dialog box
There are two options that impact Stop and Resume dates and the use of the Update Project
command as follows:
Split In-Progress Tasks (available through the Tools menu, click Options then select the
Schedule tab). If selected, then remaining work on an in-progress successor task that
violates a relationship with a predecessor task is automatically rescheduled to honor the
relationship with the predecessor. Also, the setting must be selected in order to have Stop
and Resume dates, and for the Reschedule Uncompleted Work to Start feature to have
any impact on in-progress tasks.
Updating Task Status Updates Resource Status (available through the Tools menu, click
Options then select the Calculation tab): If this option is selected, then edits to % Complete
cause assignment Actual Work to recalculate, at that percentage of the assignment work.
This is a two way setting. Edits to Actual Work and Stop dates cause %Complete to be
calculated. When the setting is not selected, %Complete is independent of Actual Work and
Stop dates.
There are also two options that impact Stop and Resume dates when editing %Complete or using
the Update Project command as follows:
Move end of completed task sections after status date back to status date (available
through the Tools menu, click Options and select the Calculation tab). If this option is
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selected, this edits to %Complete move the completed section of the task to end at the
Status date, which is the same as the Stop date. The Resume date equals the original
scheduled Start.
A subordinate option, And move start of remaining sections back to status date
becomes available when the parent option is selected. When selected there will be no split in
the task. The Resume date equals the status date.
Move start of remaining sections before status date forward to status date (available
through the Tools menu, click Options then select Calculation tab): If this option is
selected, then edits to % Complete will reschedule uncompleted work immediately after the
Status date. The Resume date equals the Status date + 1 minute. Stop date equals Actual
Start plus Actual Duration.
o
A subordinate option, And move end of completed sections forward to status

date, becomes available when the parent option is selected. When selected there
will be no split in the task. The Stop date is equal to the Status date.
Note That setting a new Stop and Resume date does not impact existing Actual Work contours. Only
remaining work is scheduled on or after the Resume date, after the current Actual Work already on
the assignment
The following apply to both Stop and Resume:
If Split In-Progress Tasks is not selected, then Stop and Resume are NA.
If %Complete is 0, then Stop and Resume are NA.

Assuming that Split In-Progress Tasks is selected and that %Complete is nonzero, then the
following rules apply:
If a task has no resources, then the task Stop is the date derived from Actual Start + Actual
Duration.
If a task has resources, then the task Stop is the earliest of all of the internal assignment
stop dates.
The Resume date is the first working day after the Stop date by default.
If the project manager repeatedly reschedules uncompleted work, the split history is lost. Each
time the project manager reschedules remaining work in Microsoft Project Professional it simply
assumes the current Actual Work was done as scheduled.
2.4.8
Material Resources
Material resources are supplies or other consumable resources such as concrete, steel or cable.
The Type and Material Label fields on the Resource Sheet enable Microsoft Project
Professional to identify and manage material resources. Material resources are designated
through the Type field. The Type field allows the user to specify one of two valid resource types,
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Work or Material, while the Material Label field indicates the type of units by which the material
resource is measured.
2.4.8.1
Setting Up a Material Resource

Resource type can be specified either in a resource table or in the Resource Information dialog
box.
When resource type is material, the Maximum Units field in a resource table is blank and
unavailable.
When the user clicks in the Type column, a drop-down list is enabled with Work and Material as
the two options to choose from, as shown in Figure 125. Once Material has been selected as the
type, the Material Label column is enabled for that resource. For more information see Material
Labels topic page 148.
Figure 125. Resource Type field in the Resource
Sheet view
When resource type is Material, the Maximum
Units field in a resource table is blank and
unavailable. The Units field will be used when the
material resource is assigned to a task see Assigning Material Resources topic page 149.
Material modifications have also been made to the Resource Information dialog box to
accommodate setup of material resources. The modified dialog box appears as shown below
when a material resource has been selected.
Resources can also be added or modified through the Resource Information dialog box (Figure
126).
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Figure 126. Resource Information dialog box for Material entries
General tab. Contains general information related to the material. Here the Type and Material
Label fields can be entered, as well as initials, group, and code.
When the resource type is material, the E-mail, Workgroup Collaborate using, Windows Account,
and Resource Availability grid items are all unavailable.
Working Time tab. Because Resource calendars are not available for material resources; the
Working Time tab in the Resource Information dialog box is unavailable if the resource type is
material.
Costs tab. All items in the cost rate table are available for material resources, but the functionality
is different than for work resources in the following ways:
Standard Rate. Does not include the time value. Time value has a different meaning for
material resources, and is specified when assigning the resource. For more information,
refer to the Resource Assignments lesson.
Overtime Rate. Unavailable in the cost rate table for a material resource.
Per Use Cost. Cost per use is only charged once, regardless of the number of units of the
material resource that are assigned.
Otherwise, editing of the cost rate table is the same as for a work resource.
Figure 127 is an example of the Costs tab, in the Resource Information dialog box, filled in
for a material resource.
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Figure 127. Resource Information Cost Tab
Notes tab. This tab shows any notes made related to the resource.
Custom fields tab. This field shows any customized resource fields built for the project.
Material Labels
2.4.8.2
The Material Label field indicates the kind of units or materials that the material resource is
measured in, for example, gallons, feet, tons, or reams. After a resource is assigned, Material
Labels are displayed in the Units column of the Assign Resources and Task Information
dialog boxes, and are viewable in the Resource Names column in a Gantt Chart view or Task
Usage view, and in the Work column in Resource Usage view. The labels are also appended to
the detail style headings in the Resource Usage view, but are not displayed in the timescaled
columns of the Resource Usage view.
Labels must adhere to the following rules:
Cannot exceed 32 characters in length.
Cannot contain square brackets or the list separator character.
Cannot consist solely of duration, work, or other reserved time units, although these can be
used in a modified form, such as by adding a period.
If a Material Label is entered that does not follow the above rules, a message Figure 128 is
displayed:
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Figure 128. Invalid Material Label
When the user clicks OK, they are returned to the dialog box or table where the Material Label
was entered, with the focus on the cell containing the entry (Figure 129).
Figure 129. Example of Material Labels
Figure 130 shows the Gantt Chart with these resources assigned to tasks. One unit of each
resources was assigned to each task.
Figure 130. Example of how Material Labels display

2.4.8.3
Assigning Material Resources

Material resources can be assigned in the same dialog boxes and views as work resources. This
section discusses the general differences in behavior when a material resource is assigned.
The option Show assignment units as a has no effect on material resources. Material resource
assignments are always displayed as a decimal value.
If the resource is assigned in the Assign Resources or Task Information dialog box, the
number of units to be assigned are entered in the Units column. If the resource is assigned in the
Resource Names column of a task view, the number of units to be assigned are typed in square
brackets ([ ]) following the resources name; if no units are entered, 1 unit is assumed.
When entering the units for a material resource, the user can simply specify the number of units,
in which case the resources default Material Label will be appended. For example, if the material
resource has the label tons and the user enters 4 in the Units field, the resulting assignment
Units will display as 4 tons. If the resource has the label gallons/hour and the user enters 5
Units, the resulting assignment Units will display as 5 gallons/hour. Note, however, that this
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does not mean that a Variable consumption rate has been set for this assignment. For more
information, see Consumption Rate later in this lesson.
The user can also enter both the units and the label, but in this case the label must match the
current value of the Material Label field; if the label does not match, an error message is
generated. For example, if the Material Label is reams and the user enters Units as 4 boxes,
the message in Figure 131 will be displayed:
Figure 131. Alert displayed for invalid unit value
Consumption Rate
2.4.8.4
When a material resource is assigned, the user has the option to specify whether the units
assigned are a fixed quantity regardless of the task duration (fixed consumption rate), or will
change when the task duration increases or decreases (variable consumption rate).
Fixed Consumption Rate fixed consumption means that no matter the duration of a task,
the same quantity of material is consumed. The total work for the assignment will equal the
units specified. To specify a fixed consumption rate, the user simply enters either the number
of units, or the number of units plus the material label. The resulting assignment value will
display as <units> <label>.
Variable Consumption Rate variable consumption means that the quantity consumed is
based on the length of the task, that is, the longer the task, the more quantity is consumed.
The total work for the assignment will be calculated as:
Units x <time unit> x Task Duration
To specify a variable consumption rate, the user enters the assignment units followed by a
forward slash and a valid time unit. The resulting value will have the form <units> <Material
Label>/<time unit>. For example, if the Material Label is gallons and the user enters
assignment Units of 4/hr, the resulting assignment value will be 4 gallons/hr. In this
example, if the task has a duration of 2 days and days are defined as 8 hours, the total
assignment Work will be calculated as 4 gallons per hour times 16 hours, or 64.
Note Because a slash is a valid character for a material label, it is possible that an assignment may
incorrectly appear to be a variable consumption rate. For example, if the user creates a label such as
feet/day and then assigns 4 units of the resource, the resulting assignment would have the value
4 feet/day but would still be a fixed consumption rate. For this same example, if the Units were
entered as 4/day, the resulting assignment would have the value 4 feet/day/day and would then
be a Variable consumption rate.
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Regardless of whether the consumption rate is fixed or variable, in the timephased

assignment, the total calculated assignment work will be spread across the timephased
segments according to the assignments preset contour, just as for a work resource.
Consumption Rate Examples Figure 132 illustrates a material resource assigned at
a fixed consumption rate with a flat work contour, as it would appear in the Task Usage
view:
Resource Name
Material Label
Assignment Value
Task Duration
Assignment Work
Concrete
Tons
5 tons
5 days
5 tons
Figure 132. Material resource assigned at a fixed consumption rate
Figure 133 duplicates the above assignment, except a front-loaded contour has been applied:
Figure 133. Material resource with fixed consumption front loaded
Figure 134 illustrates a material resource assigned at a Variable consumption rate with a flat work
contour:
Resource Name
Material Label
Assignment Value
Task Duration
Assignment Work
Concrete
Tons
5 tons/hr
5 days
200 tons
Figure 134. Material resource with a variable consumption rate, flat contour
Scheduling Issues and Calculations Related to Material Resources
2.4.8.5
Calendars material resources do not have a resource calendar. Material resources are
scheduled according to the Project Calendar, unless a task calendar is assigned to the task,
in which case the material resource is scheduled according to the task calendar.
Effect of Task Types task types affect only material resource assignments that have a
variable consumption rate. Behavior according to task type setting when a field is edited by
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the user is summarized as follows:
Field that is changed
Fixed Duration
Fixed Units
Fixed Work
Work
Units are recalculated
Duration is recalculated
Duration
Work is recalculated
Unites are recalculated
Units
This is the only case where material resources are not treated like work resources with
respect to task type. The assumption is made that users will regard the work value as a
function of duration and units.
Effect of Effort Driven Setting the Effort Driven setting has no direct relationship to
material resources, because the work value for material resources is not included in total
task work. Thus, if a material resource is assigned or removed, there is no effect either on
task scheduling or on the assignments of any work resources.
However, when a work resource is assigned or removed on a task that also has material
resources assigned, if the task duration changes due to the Effort Driven setting, the
material resource assignment duration will change. If the assignment units were Fixed
consumption type, total assignment work value will remain the same and timephased work
will be redistributed according to the assignment contour. If assignment units were variable
consumption type, total assignment work will change and will then be redistributed according
to the assignment contour.
Effect of Changing Definition of Day if the definition of a day is changed (From the
Tools menu select Options and click the Calendar tab), the unit value for a variable
consumption material resource assignment will be recalculated to accommodate the new
definition so that the total work value of existing assignments is kept constant.
For example, if the definition of day is changed from 8 hours to 4 hours, that is, divided by
2, an assignment that was originally 80/day will be changed to 40/day, and an assignment
that was originally 1/day will be changed to .5/day. If the definition is changed from 8 hours to
24 hours, that is, multiplied by 3, an assignment that was originally 80/day will be changed to
240/day.
Assignment Start and Finish Assignment Start and Finish can be edited, but this will
have no effect on total work or units for the assignment, only on when the start of the
consumption will begin (see Effect of Task Types above).
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Behavior of Work Field
2.4.8.6
Task Level Work (task views). At task level, work for a material resource is not included in
calculation of the Work field. Only work values for work resources are included. If only
material resources are assigned to a task, task level work will be 0 hrs unless the user has
manually entered a Work value.
Resource and Assignment Level Work (usage views). At resource and assignment level,
the Work column displays the number of units assigned, with the material label appended if
present. Resource-level work represents the sum of calculated work for all units assigned to
all tasks in the project. Assignment-level work represents the calculated Work value for the
assignment.
Timescaled Work (usage views). Timescaled assignment work can be edited and manually
contoured as for work resources, and edits will impact the resources total assignment work
and assignment unit values if the sum of the edited values is different than the work value
before editing. This is true for both fixed and variable consumption types.
The underlying assumption is that if the user deliberately edits timescaled work, they want
the manually edited values to take precedence over the previous values, even if this means
new total work for a fixed-consumption assignment.
Leveling
2.4.8.7
Leveling does not apply to material resources. The Max. Units field and Resource Availability
grid are not applicable to material resources, and the Overallocated field is always set to No for
a material resource. For details on leveling resources see Resolving Resource Over Allocations
[Resource Leveling] topic page 166.
Entering Actuals for Material Resources
2.4.8.8
Behavior when tracking progress for material resources generally works the same as tracking
work resources, with the following exceptions:
2.4.8.9
If there are both work and material resource assignments on a task, only work resources are
considered in calculation of task %Complete, task Actual Duration, and task Actual Work.
If there are only material resource assignments on a task, task Actual Work is set to 0%.
Task %Complete is calculated as the sum of all assignment actual durations divided by the
sum of all assignment durations, and task %Work Complete is set to equal task
%Complete and is read-only.
At the assignment level, if a material resource assignment with a fixed consumption rate has
Actual Work and the task Duration changes, the Remaining Work value will not change
but will be redistributed over the new remaining contour.
Resource Graph View of Material
How the Resource Graph view displays material resources are summarized as follows:
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Because they do not apply to material resources, the following details are disabled for material
resources in the Resource Graph view:
Overallocation
Percent Allocation
Availability
Work Availability
Unit Availability
The availability line cannot be drawn for a material resource. If a graph is set to display
any of the details listed above, and the user switches from a work to a material resource,
all bars will be drawn with 0 values.
Unit totals only (without the associated material label or time unit) will be shown for the
following details:
o
Peak Units.
o
Work.
Cumulative Work.
For the following graph details, when in dual pane mode with a combination of resource types
selected, material resources will be ignored when calculating the total value for the Selected
Resources bar:
o
Peak Units.
Work.
Cumulative Work.
Overallocation.
Percent Allocation.
Remaining Availability.
Work Availability.
Unit Availability.
If the selection includes only material resources, total value for these details will be zero.
2.4.9
Assign Resources and Costs Lab

Questions
1. What are the three types of resources or team members in an Enterprise solution?
2. What are skill codes?
3. What special type of resource is used to support skill-based resource assignment and
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replacement?
4. What two types of resource designations are selectable from the Type field on the Resource
Sheet?
5. What default information is entered for a work resource automatically when the resource
name is added to the project plan?
6. In the Assign Resource dialog box the Add Resources button pulls resources into the
project from what three sources?
7. How is work availability calculated?
8. What is the main difference between the two types of resources?
9. What are two methods to indicate when resources are available to work on a project?
10. What is the difference between the two methods mentioned in question 7?
11. How is the cost rate table used?
12. Name three ways to assign resources to tasks.
13. What option should you use to add resources from the Enterprise Resource Pool to a project
plan?
14. If a work value is entered into the units field of the Assign Resources dialog box what value
will be calculated?
15. Name a way that a project manager can view resource assignment information, work or
remaining availability without leaving the Gantt Chart view.
16. What is an assignment contour?
17. How many predefined contours are available in Microsoft Project?
18. How many timephased segments in a predefined contour
19. How many segments in an edited contour and how long is their duration?
20. What is the equation that represents the relationship between Duration, Work and Unit fields
in Microsoft Project?
21. How does task type effect the above equation?
22. How is work affected when a second resource is assigned to a task that is not effort driven
vs. one that is effort driven?
23. How can the Assignment Information dialog box be accessed?
24. What happens when a resource with actual work values is removed from a task?
25. How does task type effect material resources?
26. How is overtime work assigned to a task?
27. Does the resource calendar need to be modified to allow for overtime work to be completed?
28. How does changing work affect overtime work?
29. In what views can you split a task?
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30. What is consumption rate as it pertains to material resources?

31. Finally you are encouraged to add yourself as an Enterprise Resource with the skill of project
management. Use Build Team from the Enterprise to add resources, including yourself, to
the project schedule that created in the previous three labs Project Set-Up / Initiation Lab
page 42, Entering Tasks Lab page 58 and Link Tasks Lab page 70. To assist you in doing the
lab associated with the next section Convert Generic Skills to Named Resources [Resource
Substitution Wizard].you should leave some of the resources as generic.
Answers
1. The three types of resources or team members are Local, Enterprise and Project Server
Users.
2. Skills are Enterprise Resource Outline Codes with the Use to match generic resources
property enabled.
3. Generic resources.
4. Work and Material resource types.
5. The default information automatically entered for a work resource when the resource name is
added to the project plan are resource initials, max units, standard rate, overtime rate, cost
per use, accrual method, and base calendar.
6. In the Assign Resource dialog box the Add Resources button pulls resources into the
project from Active Directory, Address Book, and Project Server.
7. Work availability is calculated using the following equation: Work Availability = Duration x
Units.
8. The main difference between work and material resources is that work resource put out effort
on tasks while material resources are consumed.
9. The two methods to indicate when resources are available to work on a project are Resource
Availability table and Resource calendar.
10. The difference between Resource Availability table and Resource calendar is that the
calendar is used to specify exceptions to an individual resources working time and the
resource availability table is used to represent how many units of a group of resources is
available over time.
11. The cost rate table used is used to indicate a change in resource cost over time, or to
substitute one cost rate for another.
12. The three ways to assign resources to tasks are: Task Information dialog box, Assign
Resources dialog box and in the Task Form view.
13. The option for adding resources into a project plan is Build Team from the Enterprise.
14. When a valid work value is entered into the units field the units are calculated based on the
duration of the task (Units = Duration/Work)
15. Project managers can view resource assignment information by clicking the Graph button in
the Assign Resources dialog box.
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16. Assignment contours are timephased distribution of resource units at the assignment level.
17. There are eight predefined contours in Microsoft Project.
18. There are 10 timephased segments in a predefined contour.
19. The number of segments in an edited contour depends on the number of edits made to the
assignment and the timescale in which the edits were made.
20. The equation D=UxW represents the relationship between Duration, Units and Work fields
in Microsoft Project.
21. Each task type will fix one of the three fields in the equation D=UxW, if one of the other fields
change then last variable will recalculate.
22. When a the Effort Driven option is not selected the work on the task will increase with
additional resources.
23. The Assignment Information dialog box is accessed by double clicking an assignment in a
Usage view.
24. When a resource is removed from a task that has actuals reported against it an alert will
display letting the use know that the actuals will be lost. The actual work is then added back
into the total work and redistributed across the remaining resources.
25. Task type only effects material resources with variable consumption rates when the duration
changes.
26. Overtime work is a part of the total work value and is entered at the assignment level in a
Task Form or Usage view.
27. No, the calendar for a resource does not need to be modified for overtime to be scheduled.
Overtime is distributed evenly over the resource work time for the day.
28. Overtime work is not effected by changing the total work value for a task until the regular
work reaches zero, then overtime will increase.
29. You can manually create task splits in view with timescales such as the Gantt Chart and
Usage views.
30. Consumption rate is the rate at which a material resource is used. Fixed consumption is a
fixed number of units that will be used. Variable consumption changes with task duration, the
longer the task the more material is used.
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CONVERT GENERIC SKILLS TO NAMED RESOURCES [RESOURCE SUBSTITUTION WIZARD]
2.5
The Resource Substitution Wizard provides a way for the project manager to re-assign or replace
either named or generic resources in one or more project plans. This substitution is based on the
skill demands defined in the project plan and the skills of resources defined in the Enterprise
Resource Pool. The wizard allows the user to develop and test a range of different models of
resource staffing across projects and aids the user in configuring the wizard to assign resources
and save results in a project version.
There are several things that need to have been defined and completed before the wizard is
executed. These are:
Figure 135. Enterprise Resource code used for matching generic resources
All resources that will be utilized by the wizard must be entered successfully into the
Enterprise Resource Pool.
At least one Enterprise Resource Custom Outline Codes must have been set up to be used
with the Resource Substitution Wizard by selecting the Use this code for matching
generic resources box.
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Resources in the Enterprise Resource Pool have valid values set for the Enterprise Resource
Custom Outline Code designated for use in matching resources.
The task assignments have resources, either generic or named, that have valid values set for
the Enterprise Resource Custom Outline Code designated for use in matching resources.
The Resource Substitution Wizard is selected from within Microsoft Project Professional by
selecting the Tools menu and choosing Substitute Resources.
The Welcome page: This is an initial page which describes the steps in preparing the Resource
Substitution Wizard. No actions press the Next button.
2.5.1
Step 1 Choose Projects

This step (Figure 136) defines the projects that are initially required as part of the scope for the
Resource Substitution Wizard. The list contains a list of all currently open projects. Projects are
included in the scope of the Resource Substitution Wizard by selecting them with the tick box on
the left hand side of the dialog.
Figure 136. Resource Substitution Wizard - Step 1
2.5.2
Step 2 Choose Resources

The resources page (Figure 137) defines the resources that will be included in the scope of the
wizard when the re-scheduling process takes place. There are three options that can be made,
but only one chosen for any run of the Resource Substitution Wizard:
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Figure 137. Resource Substitution Wizard Step 2
In the selected as all the resources that exist in any of the projects selected in the next
step. This will include all projects that have so far been selected, but may also include an
additional list.
At or below a level in the RBS (Resource Breakdown Structure) all the resources which are
linked to the selected branch of the RBS, plus any resources that are linked to any of the levels
beneath that point. The drop-down box provides a list of all valid entries in the RBS for selection.
Selected Resources Provides an opportunity to select any combination or selection of

resources from the list of all the resources in the Enterprise Resource Pool.
Selecting the Add button will initiate the Team Builder dialog and new or additional resources
can be added to the list of available resources for the wizard.
Allow Resources with proposed bookings type to be assigned to tasks if this option
is checked, then resource with proposed bookings/assignments will be consider for
assignment to tasks. This may make these resources over allocated if the proposed booking
becomes a reality.
Resource freeze horizon this date is selected from a calendar spin control and the date
selected provides the date before which no resource assignments will be reviewed or
changed. I.e. the date before which all assignments will be frozen. This date applies
regardless of which resource selection parameters are made
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2.5.3
Step 3 Related Projects

This screen (Figure 138) defines the projects that will be included in the scope of the substitution
process when it runs. This page uses the wizards context navigation functionality to identify
projects associated with the open project through cross-project links or shared resources. See
For a special use of the Resource Substitution Wizard where this Step plays a critical role.
When searching for related projects, the wizard looks for projects with the following relationships
to those projects selected in Step 2 Choosing Projects:
Shares a common resource
Cross-project links
Once these directly related projects have been identified, the Resource Substitution Wizard then
identifies the indirect links. These may be thought of as the next layer of projects. For example, of
the selected projects, Project A uses John as a resource, and the Resource Substitution Wizard
may find Project B which uses John and David as resources (i.e. a direct link) because they share
a common resource. It may then find Project C which uses David and Pete. This is an indirect
link. If the Resource Substitution Wizard reschedules Projects A and B then there is a possible
impact on project C.
2.5.4
Step 4 Scheduling Options

This screen (Figure 139) allows the project manager to specify how the wizard should reschedule
the projects selected in the Projects and Related Projects screens and the scheduling options
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allow the project manager to control how the wizard reassigns resources for each project. The
options are:
Use the resources from the Project.
Use the resources of the Pool
The selection of these options defines the scope of the resource pool that the Resource
Substitution Wizard should use when calculating the best resource fit. For each selected project
the Resource Substitution Wizard will use the resources defined in the projects own resource
pool or it will use the combined resource pool from all the projects.
If this distinction is to be drawn, it is important that project plans use only the resources they need
in their resource pools; i.e., all resources in a projects local resource pool should be assigned to
at least one task in the project plan. If this is not the case, then the scope of resources for the
Resource Substitution Wizard may be larger than expected.
The other parameter that is set at this point is the Priority. This is a 3 digit field with a value
range of 1-999. It is set at the project level and defaults to a value of 500. Higher-priority projects
have a higher value. When resources are allocated by the Resource Substitution Wizard, the
higher-priority project receives their resources first, and in any conflict the higher-priority project
always wins.
2.5.5
Step 5 Execution
This screen (Figure 140) shows the current settings that have been selected from the previous
screens. It shows the projects that been selected, the resource pool decision and the resource
freeze horizon. If everything is set correctly then the Run button is pressed and status feedback
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is provided while the Resource substitution wizard is running and can be cancelled while it is
executing. When the process has completed the Next button which was grayed out should be
active and can be selected.
2.5.6
Step
6 Results
Once the wizard has completed, it displays the results (Figure 141) of the process that is has just
performed. The dialog shows each task for each project that has been processed and for each
task it shows:
Task Name the name of the task in the Microsoft Project Professional plan
Skill Profile set by the first generic resource assigned to the task. This can be changed in
the Task Usage View
Assigned Resource the resource assigned to the task by the Resource Substitution
Wizard as the best option to complete the tasks on time, given the selected resource pool
Requested Resource the original resource assigned to the task in the plan as it is
currently stored in Project Server
Request / Demand an indication of how that specific assignment was set in the project
plan i.e. was it demanded (D) or requested.
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2.5.7
Step
7 Choose Update Options

The this page of the Resource Substitution Wizard (Figure 142) determines the actions that
should now be taken. In the execution of the Substitution Wizard step 7 is the most critical.
If the Cancel button is selected then the Wizard is stopped and no further action is taken.
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2.5.8
When Update projects with result of the Wizard is selected the suggested changes to the
each of the assignments will be made in the relevant project plans. This does not alter any
project plan PERMANENTLY; the project manager must select to Save the project plans
before the changes are stored into the Project Server database.
When Save results of the wizard is selected the Wizard retains a copy of the decisions
taken e.g. which projects were used in the Wizard and what re-sorting options were chosen
for each of them.
Step 8 Finish Page
This final screen reports progress on the update process and provides reminders. This page
enables you to stop updates to projects and return to the Wizard. When all changes have been
made the Wizard should be closed with the Finish button, though it is possible to review and rerun the Wizard by selecting the Back button which returns the control to Step 7.
Note: The process has not yet saved the project plans back to the database. This must be
performed by saving each open project plan.
2.5.9
Resource Substitution Wizard Lab

Questions
1. You can use Local Generic resources with the Resource Substitution Wizard (True/False).
2. What two conditions select projects directly related to the chosen projects in the Resource
Substitution Wizard?
3. What two ways can the Resource Substitution Wizard reassign resources for each project
selected?
4. During resource substitution, how can you control which project gets assigned resources
first?
5. Finally you are encouraged to run the Resource Substitution Wizard on the project
plan/schedule that you have been developing as part of the previous labs.
Answers
1. False
2. If the project a) shares a common resource or if there are b) cross-project links.
3. Either by a) using the resource from the Project or b) use the resources from the Pool.
4. Set the Priority value to a higher number.
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RESOLVING RESOURCE OVER ALLOCATIONS [RESOURCE LEVELING]
2.6
Resource leveling is a way to resolve having

too much work assigned to resources, known
as resource over allocation.
One way to level is to delay a task until the
assigned resource has time to work on it.
Another method is to split a task, so that part
of a task is done when planned, and the rest
of it is done later when the assigned
resource has time.
Resources can be leveled by the user or
Microsoft Project Professional can
automatically level resources. The Microsoft
Project Professional leveling feature
examines the following factors to determine
which tasks should be delayed or split:
Task ID.
Available slack time.
Task priority.
Task duration.
Task constraints.
Scheduling dates.
Resource availability.
Resource assignment units.
1.
When and Why Resources

Should be Leveled.
2.
3.
4.
5.
6.
7.
Leveling Results.
8.
Resource Substitution vs.

Resource Leveling.
Manual Leveling.
Basic Leveling.
Leveling Gantt View.
Constraints.
Contouring Resource
Availability.
When Microsoft Project Professional automatically levels resources, it does not change resource
assignments, and it does not change task information. It only delays or splits tasks.
When you level resources manually, the same factors should be considered, but you can also
adjust resources to resolve over allocation problems. For example, the task can be delayed or
additional resources assigned to share the work.
The methods chosen to reduce over allocations depend on the design of the Work Breakdown
Structure (WBS) and other factors like; budget, resource availability, finish dates, and the amount
of slack available for shifting task dates.
An over allocated resource has more work assigned than can be done in the resource's available
time. When Microsoft Project Professional schedules tasks, it calculates the schedule based on
the requirements of the task, not the availability of resources assigned. For example, Susan's
availability is eight hours a day; however, Microsoft Project Professional might still schedule one
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four-hour task and one eight-hour task assigned to her for the same day. It's not until Susan's
over allocation is leveled that this conflict is resolved.
Over allocations can result from the following:
The total resource Units assigned for multiple tasks, within a given time increment, is
greater than the resource Max Units setting.
Decreased duration of tasks.
Decreased Units availability for resources.
A resource being assigned to a summary task as well as one or more of the associated
subtasks.
When and Why Resources Should be Leveled
2.6.1
Resources should be leveled when there are known over allocations and only after all information
about task scheduling and resource availability has been entered. Automatic resource leveling is
only one step you can use to resolve over allocated resources. Automatic leveling will not
optimize a project schedule so you need to fine-tune the results to suite your needs.
Over allocations can be identified when reviewing any Resource view (such as Resource Usage
view, Resource Sheet, or Resource Graph), over allocated resources are highlighted in red.
Over allocations can be seen in single projects as well as resources shared across multiple
projects.
When entering information about task scheduling, the following should be kept in mind to help
reduce over allocations:
If tasks occur in a sequence, then use task-linking techniques to create that sequence in the
Work Breakdown Structure (WBS).
Use date constraints (such as must start on and must finish on) sparingly and only when
required to control critical dates. Constraints limit the adjustments that Microsoft Project
Professional can make when determining which tasks to level.
Use priorities with caution, because complex WBS designs can yield unexpected results if
you also set task priorities. Use a task priority 1000 (meaning do not level this task) only
when a task absolutely cannot be delayed or split. The following guide can help you decide
what priority to set to a task:
Microsoft Project Professional Value

Do Not Level
901 - 1000
Highest
801 - 900
Very High
701 - 800
Higher
601 - 700
High
501 - 600
Medium
401 - 500
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Low
301 - 400
Lower
201 - 300
Very Low
101 - 200
Lowest
1 - 100
Priority values can also be used to set the priority of project summary tasks (set in the Project
Information dialog box). Because of this, inserted projects can contain a priority level and this
priority can be taken into account when leveling multiple inserted projects.
Note Leveling ignores any overtime work when looking for over allocations that need to be
resolved.
Leveling Results
2.6.2
When Microsoft Project Professional levels an over allocated resource, certain tasks assigned to
this resource are split or delayed. The split or delayed tasks are then scheduled for when the
resource has time to work on them.
The project manager can see the results of leveling in the Leveling Gantt, which graphically
shows pre-leveled values compared with post-leveled values, including newly added task delays
and splits.
Which tasks are delayed or split first depends on the leveling order chosen in the Resource
Leveling dialog box: Standard, ID Only, or Priority and Standard. With the standard leveling
order, Microsoft Project Professional examines predecessor dependencies, slack time, dates,
constraints, and priorities. When leveling by ID, Microsoft Project Professional simply goes down
the task list in order by task ID. When leveling by Priority and Standard, Project first examines
any task, summary task, or a project priority set, and then examines the standard factors.
Two types of delay can be added in your schedule: assignment delay and leveling delay.
Assignment delay indicates how much time an assigned resource should wait after the tasks
start date before starting work on the assignment. Assignment delay can be added by the user to
relieve resource overallocations. Be aware that when leveling delay is added manually, this value
is cleared when the Clear Leveling or Level Now button in the Resource Leveling dialog box is
clicked.
Keep in mind that leveling does not:
2.6.3
Reassign tasks.
Reassign units.
Level material resources, only people and equipment resources.

Manual Leveling
Resolving over allocations manually can be useful when Microsoft Project Professional's leveling
doesn't result in the schedule or assignment adjustments desired or when more control over
exactly how over allocations are alleviated is required.
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To resolve over allocations, tasks can be adjusted to:
Adjust task duration, so the assigned resources have more time for other tasks.
Delay a task using the Leveling Delay field.
Split a task.
Change the resource Units for appropriate tasks.
Use task lead and lag settings to change how linked tasks overlap within the schedule.
Adjust resource Contour to reload the work effort for parallel tasks
Assign more resources to tasks to redistribute the work.
Replace an over allocated resource with an under allocated one.

Remove an over allocated resource from an assignment.
The project manager can also account for over allocations, rather than resolve them, by adding
overtime.
Note With these methods, the finish date may be extended, which also may happen when you use
Microsoft Project Professional to level resources.
The project manager should aim to delay tasks first with free slack and then total slack (Figure
143):
Figure 143. Table View showing Free Slack and Total Slack
Free slack. Time a task can be delayed without affecting another task.
169
Total slack. Time a task can be delayed without affecting the critical path of the project or
sequence of tasks.
Basic Leveling
2.6.4
1.
From the View menu, click Resource Sheet or other convenient view that shows resources.
2.
Select the task rows or resource names you want to level. To select multiple adjacent
resources, click the first resource, hold down SHIFT, and then select the last resource. To
select multiple nonadjacent resources, click the first resource, hold down CTRL, and then click
the other resources.
3.
From the Tools menu, click Level Resources. Make sure that the Manual leveling option is
selected; this means that Microsoft Project Professional will level only when you click the Level
Now. Automatic leveling dynamically levels resources when ever you change a task or
resource.
4.
Under Leveling range for select whether the entire project should be leveled or only those
tasks falling within a specific time range.
5.
After clicking Level Now a dialog box will display, choose to level selected resources. Note
that it is possible to level the entire resource pool as well.
6.
Microsoft Project Professional will level your selected resources accordingly (Figure 144).
Figure 144. Resource Leveling dialog box
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Note Leveling tasks in projects scheduled from a finish date will have negative delay values applied
to them. This will cause a task or resource assignments finish date to occur earlier because the
delay will be applied from the finish of the task or assignment.
2.6.4.1
Resource Leveling Dialog Box Controls

As previously described, the Resource Leveling dialog box can be accessed from the Tools
menu. A discussion of the controls in the Resource Leveling dialog box follows below.
Automatic/Manual the default setting is Manual. This option determines whether leveling is
done all the time or only when initiated by choosing the Level Now button. When the setting is
set to Automatic, leveling uses the existing settings to perform automatic leveling between the
Level From and To dates. This is a global setting. Any change to this setting affects all projects
that are open or that will be opened while this setting is still enabled.
Tip If you choose Automatic leveling, make sure the Clear leveling values before leveling checkbox
is empty. This checkbox is selected by default, but when leveling automatically, this can significantly
slow down your work in the schedule.
Look for overallocations on a < by > basis the default is Day by Day (Figure 145). This
setting is also referred to as the leveling granularity or leveling sensitivity. This setting establishes
the point at which you want leveling to intervene: when you have an overallocation within just one
minute, one day, one week, or one month.
Figure 145. Resource Leveling look for overallocations command
In Microsoft Project Professional the Look for overallocations on a <... by ...> basis option
allows the project manager to control the leveling sensitivity. A resource is leveled only if the
resource is scheduled to do more work than they have capacity in the specified period. See more
detailed information later in this section.
Leveling range for '<project> the default is setting is Level entire project. It is a per project
setting.
Level From/To the project manager can change the dates so that leveling only operates on
overallocations that fall within the specified date range.
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Resolving overallocations these settings are saved to the global and will persist for all
project files until changed. For Enterprise projects the project manager must have permissions to
save settings to the global file.
Leveling order the default is Standard. Figure 146 shows the leveling order choices
available.
Figure 146. Resource Leveling leveling order
ID Only levels tasks as needed in ascending order of their ID numbers before considering
other criteria.
Standard the default leveling order, first examines predecessor dependencies, slack,
dates, priorities, and constraints to determine whether and how tasks should be leveled.
Priority, Standard levels by checking task priorities first, and then checking the standard
criteria.
There is a further discussion of leveling order later in this topic.
Level only within available slack the default is off (not selected).
This setting levels by delaying tasks only within slack and also restricts new leveling features
regarding how tasks and assignments can be split during leveling.
In addition, if the Calculate multiple critical paths setting in the Calculation tab (from Tools
menu select Options) is selected, tasks that normally have slack to the end of the project (no
successors or future limiting constraints) instead have zero slack. This makes it even more
difficult to level if the Level only within available slack option is selected.
Leveling can adjust individual assignments on a task the default is on (selected).

When the Leveling can adjust individual assignments on a task setting is selected then
leveling can move or split individual assignments for a task. However the option can be
overridden if the task field Level Assignments is set to No. Yes is the default for this field.
Leveling can create splits in remaining work the default is on (selected).

When this setting is on there is an equivalent task level field that allows the project manager
to control on a per task basis whether leveling can create splits in remaining work or not.
This field is called Leveling Can Split, and its default value is Yes.
Level resources with the proposed booking type each resource can be defined within
a project to be the default Committed or optional Proposed status. When resources are set
to Proposed, the default leveling technique will skip all resources with this designation. If
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you want the leveling algorithms to adjust Proposed resources, then you set the checkbox
to allow these resources to be changed (Figure 146).
Level Now when the project manager clicks the Level Now button in Microsoft Project
Professional (Figure 147) resource assignments will be delayed based on the options selected in
the Level Resources dialog box, except for in tasks with the Do Not Level priority.
If a Resource view such as the Resource Sheet view is active when you level, you get a choice
to level the entire project, or selected resources (default is selected resources).
Figure 147. Level Now dialog box
Clear Leveling the Clear Leveling command clears all the values in the task Leveling
Delay field and any splits created by leveling for the selected tasks or for all tasks in the
project, except for tasks with the Do Not Level priority. The Clear Leveling command
processes all tasks and resources within the project schedule, it does not use the From/To
date range settings. The project manager cannot clear leveling for a specified date range.
With Clear Leveling off, any previous leveling delay remains and can only be added to
which means the result of a previous leveling will likely be unchanged and only newly over
allocated assignments and their tasks will be leveled. For example, if a task currently has 3 rd
of leveling delay, with this option turned off, during subsequent leveling passes, this value
may increase, but will not decrease.
Discussion on the Look for overallocations on a < by >basis Option this is a

global setting that impacts all projects. It is not saved per project.
In deciding whether to resolve an over allocation, Microsoft Project Professional looks at the
work capacity for the resource on time periods of the size determined by the previously
mentioned granularity setting. If the scheduled work for the period exceeds the work capacity
for the period then Microsoft Project Professional s leveling tries to resolve the over
allocation. Otherwise it moves on to the next period, even if there is some over allocation
within the period at a finer granularity.
The time slices that leveling examines start on integral time boundaries. For the Hour by
Hour settings it looks at whole hours (starting at 12 A.M., 1 A.M., and so on), and for the Day
by Day setting it looks at whole days. For the Week by Week setting, it looks at whole
weeks as defined by the Week starts on setting in the Calendar tab from the Tools menu
under Options. For the Month by Month setting it looks at whole months.
Microsoft Project Professional compensates for project start dates and calendar working
times that do not align with the period by period setting. For example, if the Week starts on
setting is Sunday and the granularity setting is Week by Week, and if the project starts on a
Wednesday, then leveling knows that the resource capacity is 24h that first week, not 40h.
Likewise, if the working day begins at 8:30 A.M. instead of 8:00 A.M., then when using the
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Hour by Hour granularity, leveling knows that the resource capacity is 0.5h during the hour
starting at 8A.M.
Figure 148 illustrates a common over allocation problem that can be addressed by the Look for
overallocations on a ... by ... basis option. Default working times are used in the schedule
shown below. The generic resource Executive is over allocated because the resource is assigned
to work 2 tasks the same start date.
Figure 148. Example of looking for overallocations Before and After Leveling
Leveling takes the following actions depending on the granularity:
Day by Day or lower. The Initiate Budget Process task is delayed 3 days.
Week by Week. This setting allows the Initiate Budget Process to be delayed as expected
because the 2 tasks span more than 1 week of duration. Special note: The Week starts on
setting in the Calendar tab (from the Tools menu select Options) can affect leveling. If the
week starts on Sun or Mon, then Initiate Budget Process is delayed as expected, but if the
week starts on any other day then leveling does not resolve the over allocation.
Month by Month. Leveling does not resolve the over allocation because the duration of the
tasks occurred within the bounds of a single month.
Leveling can split assignments multiple times. In a practical sense, there is no limit on the number
or size of splits that leveling can perform on an assignment, so it's possible in some very complex
cases to have a task or assignment split so many resources or with such wide gaps as to not be
practical. In that case leveling should be cleared and the Leveling Can Split field set to No for
individual tasks. Or, unselect the Leveling can create splits in remaining work setting. This
prevents any task or assignment in the entire project from being split by leveling.
Microsoft Project Professional internally keeps track of the leveling splits (splits created by
leveling), so that when you use the Clear Leveling command in the Resource Leveling dialog
box, the splits created by leveling are undone, and the task and assignment Leveling Delay
fields are cleared.
The following examples look at cases where Microsoft Project Professional is required to carry
out leveling to resolve the over allocation of the assistant in the Gantt Chart shown in Figure 149.
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Figure 149. Gantt Chart view of an overallocation that will need to be leveled
Figure 150 shows the results of leveling if the setting.
Leveling can adjust individual assignments on a task, is ON (selected).
Leveling can create splits in remaining work, is OFF.
Figure 150. Gantt Chart view of result of leveling
Figure 151 shows the results of leveling if the setting.
Leveling can adjust individual assignments on a task, is OFF (selected).
Leveling can create splits in remaining work, is ON.
Figure 151. Gantt Chart view of leveling result in example 2
In Microsoft Project Professional leveling can delay and split individual assignments instead of
entire tasks when resolving over allocations. It does this by using the assignment Leveling Delay
field. The standard assignment Delay field is only used for manual delay of assignments and it is
not used by leveling.
Note The assignment Delay field is titled Delay in the Task Form or Resource Form view with Details
set to show Resource Schedule, but is named Assignment Delay when inserted in a task or resource
tables (normally displayed in a Usage view to see assignment records (Figure 152).
Figure 152. Part of the Task Form view with Details set to Resource Schedule
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Task, Resource and Assignment Fields Related to Leveling
2.6.4.2
The following table lists some of the Task, Resource, and Assignment fields that are related to
leveling and describes what each field does. The fields can be seen for Assignment records in the
Task Usage view.
Field
Description
Level
Assignments
This Yes/No task-only field controls whether leveling is allowed to adjust

assignments. Default is Yes.
When the Level Assignments field is Yes, then leveling is allowed to adjust the task's
assignments only if the Leveling can adjust individual assignments on a task setting is
also selected in the Tools Resource Leveling dialog box. An adjustment to an
assignment is either a move or split. See the Leveling Can Split field that follows for
possible restrictions to assignment splitting.
When the Level Assignments field is No, it means leveling cannot adjust the task's
assignments, regardless of the Leveling can adjust individual assignments on a task
setting.
Leveling Can Split
This Yes/No task-only field controls whether or not leveling is allowed to create splits
in the remaining portion of a task or one of its assignments*. Default is Yes.
When the Leveling Can Split field is Yes, then leveling is allowed to split the
remaining work on the task or one of its assignments* only if the Leveling can create
splits in remaining work setting is also selected in the Tools Resource Leveling dialog
box.
When the Level Assignments field is No, it means leveling cannot split the task or
any of its assignments, regardless of the Leveling can create splits in remaining work
setting.
See the previous comments on the Level Assignments field for settings that can
prevent assignment adjustments, including splitting.
Leveling Delay
If leveling decides to solve an over allocation by moving an entire task or assignment,

it puts an elapsed Duration in the Leveling Delay field for the task or a working
Duration for the assignment.
You can also manually edit these fields. In the Task Usage picture below, the task has
been shifted 0ed, and the assignment 1d, as shown in the figure below
Can Level
This Yes/No resource-only field controls whether a specific resource can be leveled
or not. Default is Yes.
Priority
Used by leveling as a tiebreaker when deciding which task or assignment should be

moved or split to solve an over allocation. The priority column can be inserted into the
table view so that priority of different tasks can be displayed. The 500 priority prevents
any changes from being made to a task or its assignments. The same priority is
displayed for tasks and assignments (in the Task Usage view), but can only be edited
for tasks.
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Tools Options Settings that Affect Leveling
2.6.4.3
The following table lists some of the settings in the Tools Options dialog box that impact leveling:
Setting
Description
Tasks will always honor their

constraint dates
Located in the Tools Options If selected, then leveling cannot make

adjustments to tasks that violate their constraints, such as MSO (Must
Start On).
If not selected, then leveling can adjust tasks regardless of their
constraints.
Split in-progress tasks
Located in the Tools Options Schedule tab. If selected, then leveling can
split the remaining portion of a task from the completed portion, even if the
Leveling can create splits in remaining work setting is not selected in
the Tools Resource Leveling dialog box.
Schedule tab
Calculate multiple critical paths located in the Tools Options

Calculation tab.
If selected, then tasks that normally have slack to the end of the project
(no successors or future limiting constraints) will instead have 0 slack.
This makes it more difficult to level if the Level only within available
slack option is selected in the Tools Resource Leveling dialog box.
Leveling Gantt View
2.6.5
The Leveling Gantt view (Figure 153) was designed specifically to show before and after leveling
bars on the same chart, making it easy to see the impacts of leveling. It saves dates to the
Preleveled Start and Preleveled Finish task fields. It also saves split dates (internal only, not
accessible) so the preleveled splits can be shown.
To view the Leveling Gantt:
1.
From the View menu, click More Views.
2.
Click Leveling Gantt, and then click Apply.
3.
Review tasks in the Leveling Gantt. This view displays what effect the leveling has had, and
how much leveling delay has been added to tasks.
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Figure 153. Leveling Gantt view
Note You can also use the Resource Allocation view with the Leveling Gantt applied in the bottom
pane. This shows the effect of leveling on both task and resource details at the same time. On the
View menu, click More Views, click Resource Allocation, and then click Apply. Click in the bottom
pane then on the View menu, click More Views and click Leveling Gantt.
2.6.6
Constraints
Microsoft Project Professional can do partial leveling in cases when it can't completely resolve an
over allocation due to task constraints. For example, if there are three or more tasks causing an
over allocation and two of them have MSO (Must Start On) constraints. Microsoft Project
Professional can resolve part of the over allocation by moving or changing some of the
unconstrained tasks or assignments, even it cant resolve all of the overallocations.
Figure 154 illustrates how Microsoft Project Professional can level part of an over allocation even
if it can't solve the over allocation completely. It also shows the impact of the new tasks will
always honor their constraint dates setting in the Tools Options Schedule tab.
Figure 154. Leveling with Task Constraints
Before leveling if on the Schedule tab (from the Tools menu select Options,) Tasks will
always honor their constraint dates setting is selected, then Review papers and Approve
process cannot be moved because of their MSO (Must Start On) constraints. Microsoft Project
Professional displays the message shown in Figure 155 when you level:
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Figure 155. Error message generated when overallocations cannot be resolved
If you choose the Skip button, then another message is displayed for 6/3/97. If you choose Skip
again, or if you chose Skip All in the first message then leveling provides the partial solution
(Figure 156).
Figure 156. Partial solution to overallocation problem in Figure 154
Microsoft Project Professional solution if the Tasks will always honor their constraint dates
setting is selected.
If the tasks will always honor their constraint dates setting is not selected, then Review papers
and Approve process can be moved despite their MSO (Must Start On) constraints, and leveling
provides the following full solution without any messages. Note that in this case, leveling has
resulted in split tasks (Figure 157).
Figure 157. Solution if 'Tasks will always honor their constraint dates' is not selected
2.6.7
Contouring Resource Availability

We know that contoured resource availability does not change work. Instead, it changes the
percentage a resource is allocated. When this percentage is over 100%, the resource is marked
as over allocated.
Like manually editing a resource contour, contoured resource availability spreads evenly
throughout the segment in which its designated. In other words, if the project manager sets a
resources availability at 50% for a week, that availability is 50% from the minute level on up
through the week. If an assignment is made at 100%, leveling cannot schedule any work during
that week and will move it to another time where resource availability is 100% or greater.
For example, suppose we had a 10-day task and assigned a resource to it so that the resource
has 80 hours of work and is assigned at 100% every day of the task. If we then contoured the
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resources availability so that the resource is only available 50% of the time during the first 5 days
of the task, the resource will appear as over allocated. (Note: the resource is available 100% of
the time for all other periods.) If we then level the task, the resource will not be scheduled to work
during the week at which he is available 50% of the time. Instead his work will begin in the
second week.
This behavior may be different from what you might first expect. Because the resource has four
hours of available time each day during the first week, the project manager may assume that
leveling should fill those hours first. It is at this point that we must remember that leveling only
adds delay or splits work. It cannot change work or units. Thus, leveling cannot schedule four
hours of work each day during the first week. Instead it must move the assignment to an
availability contour that can accommodate the assigned units:
Leveling from a Finish Date in Project Leveling Delay uses negative numbers to level
tasks and assignments backward when a project is scheduled from Finish.
Recurring Tasks Default to Do Not Level because of the complexity of leveling all the
subtasks in a recurring task, by default recurring subtasks are created with a priority of Do
Not Level and the task Leveling Can Split and Level Assignments task fields are set to
No. This means that all other tasks and assignments are leveled around recurring tasks.
However, these settings can be changed to allow the subtasks of the recurring task to level.
Leveling and Task Calendars in Microsoft Project Professional, the calendar used by an
assignment is not necessarily the resource calendar. It may be the task calendar. When
leveling, now looks at any applied task calendars and also checks to see if the Ignore
Resource Calendar setting is enabled.
Leveling and Material Resources material resources are normally not leveled by
Microsoft Project Professional . This is because they have no way of measuring capacity
(that is, max units) and thus cannot tell when they are over allocated.
Leveling will affect material resources, however, when they are assigned with other resources
and those resources assignments are delayed. In this situation, material resources use the task
delay value to move their assignments.
2.6.8
Leveling Progress Indicator

A standard progress meter is displayed in the Status bar at the bottom of the Project window
during leveling, indicating approximately how far along the leveling process is (Figure 158).
This progress indicator does not correspond to the amount of time involved. It approximates
leveling progress, not time. It shows how far along the leveling date- range the leveling process
is. The number of assignments that need to be checked may vary from one date to the next, and
require more or less calculation time.
Figure 158. Leveling Progress Indicator
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2.6.9
Resource Substitution vs. Resource Leveling

The Resource Substitution Wizard and the use of the Microsoft Project Professional resource
leveling functionality each use their own independent scheduling engine. This is a set of rules or
mathematical formulae that define how to analyze the data, how to assess the issues, the options
for improvement, and the constraints that need to be applied.
Each of the features approaches this complex area of the project plan from a different direction.
The Resource Substitution Wizard does not concern itself with the amount of effort allocated to
an assignment in terms of dates, only in terms of resources allocated to it. The scheduling engine
examines the required and demanded skills to assess the best combination of resources on each
assignment. It will not, for example, move a task along the time frame or split a task to get a
better fit. Resource substitution scheduling is basically the optimum resource allocation for fixed
tasks.
The Microsoft Project Professional resource leveling does not concern itself with the amount of
effort allocated to an assignment in terms of resources assigned to a task, only the total amount
of work assigned to a specific resource across all tasks in the project and all related projects. The
scheduling engine examines the total allocation at a project level and amends either the start date
of tasks, or the start date of assignments, or splits tasks until any over-allocation at project level is
removed. The exact actions taken will depend on the options that have been set for this project
when the leveling was initiated. Resource leveling will not move resources from one task to
another to resolve over-allocation. But it should also be remembered that it would not level any
task where the resource allocation for any individual resource exceeds 100%. The process skips
such tasks. So a resource leveled plan is only completely leveled when all tasks have a
percentage allocation for all assignments of less than 100%.
So the two processes can, and should, work in tandem. In many ways it is like any matrix solution
with each process driving from one of the axes. The Resource Substitution Wizard finding the
best resource combination and the resource leveling finding the first dates that these
assignments can be met.
Obviously, there are different rules that can be applied to the scheduling criteria for the Resource
Substitution Wizard and it may be useful to perform this process several times to assess the
difference that the parameters have made. To do this would, of course, require several versions to
be kept. But it will support a business decision where the impact of various scheduling criteria,
e.g., Project A has a higher level of priority than all other projects rather than all projects are
equal.
2.6.10
Resource Leveling Lab

Questions
1. What's the difference between Level Assignments and Leveling Can Split?
2. Can you set the leveling Priority for individual assignments?
3. What settings in the Schedule tab (from Tools select Options) can effect leveling and how?
What about in the Calculation tab?
4. If you set the Look for overallocations on a ... basis setting to Week by Week, what is the
effect on leveling?
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5. What is the effect of using the Level From/To settings?

6. If leveling created splits in tasks or assignments, does the Clear Leveling command remove
these splits?
7. What task fields are related to leveling?
8. What resource fields are related to leveling?
9. What assignment fields are related to leveling?
10. In a Task Usage view, you can edit the Leveling Delay field and the Assignment Delay field
for assignment records. What's the difference between these two assignment fields?
11. What is the main difference between the Leveling Delay values when you level a project that
is scheduled from start versus a project that is scheduled from finish?
12. What view allows you to see the before and after effects of leveling?
13. Will using the Resource Substitution Wizard split a task to get a better fit?
Answers
1. Level Assignments is a per task setting that when set to Yes allows individual resource
assignments to be split only if the option Leveling can adjust individual assignments is
also enabled. Leveling Can Split is a per task setting that when set to Yes, allows remaining
work for an assignment to be split if the option Leveling can split remaining work is also
enabled.
2. No, Priority cannot be set on individual assignments.
3. Tasks will always honor their constraints and Split in progress tasks on the Schedule
tab. Calculate multiple critical paths on the Calendar tab.
4. Resources over allocated for the week will be resolved, over allocations on a single day will
not.
5. Level Form/To is used to specify a date range to be leveled instead of the entire project.
6. Yes, Clear Leveling removes any delay that the leveling command added to tasks and
assignments.
7. Task fields related to leveling are; Level Assignments, Leveling Can Split, and Leveling
Delay
8. Resource field related to leveling is Can Level.
9. Assignment field related to leveling is Leveling Delay.
10. Task Leveling Delay changes the task start date and uses elapsed time periods.
Assignment Leveling Delay changes the assignment start date not the task start and uses
working days.
11. Scheduling a project from finish will cause Leveling Delay to be negative.
12. The Leveling Gantt will display before and after leveling effects.
13. No.
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2.7
PROJECT BASELINES
At the point where the plan is approved and
is ready to commence, a baseline of the entire
project should be saved. Saving a baseline is
like taking a snapshot of the project. Saving a
baseline does not stop additional tasks or
other information from being added to the
plan. As the project progresses actual data
can be entered so that the plan can be
updated and compared against the plan.
Adjustments to the schedule should be made
as needed.
1.
How to Save a
Baseline.
2.
3.
Protecting Baselines.
4.
Clear Baselines.
Prompting for a
Baseline.
Comparing the adjusted schedule with the baseline is a recommended best practice. The data
that a baseline provides can help evaluate the effectiveness of the plan for future projects.
2.7.1
How to Save a Baseline

From the Tools menu select Tracking, and then click Save Baseline.
Figure 159 shows the dialog box and descriptions of the features available in the Save Baseline
dialog box.
Figure 159. Saving a Baseline
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Save baseline. This feature saves all baseline fields up to 11 times for one project. The
dialog box has a drop-down list for each of the 11 baselines. When a baseline is saved, the
last date saved is stored with the baseline and will be displayed in the dialog box next to the
baseline name for future reference.
When this option is selected, choosing OK copies the Start, Finish, Duration, Work, and
Cost fields for the appropriate tasks into the corresponding Baseline fields. If there are
resources assigned to the tasks, the Work and Cost fields for each resource assignment are
copied into the corresponding Baseline fields as well.
Selecting Save Baseline disables the Copy and Into lists.
Save Interim Plan. If this option is selected, the Copy and Into lists will become available.
This feature manages baseline information and stores baseline data for historical purposes.
Data stored in one set of fields can be copied into another set of fields so that the
information can be compared over time with the original plan. Copying the data into other
Baseline fields is also useful when viewing and reporting information. For example, it is
easier to move Baseline data into Baseline1 data fields and then resave the Baseline, as
most views and reports are set up to show data from the Baseline fields not Baseline1
fields.
Copy. This field is used to select what information will be copied. The drop-down list
includes Baseline through Baseline10 and Start/Finish through Start10/Finish10.
Into. This field is used to identify where to copy the data to. The drop-down list includes
Baseline through Baseline10 and Start/Finish through Start10/Finish10.
Choosing to copy Start/Finish into Start1/Finish1 saves the plans schedule start and
scheduled finish into the fields Start1 and Finish1 fields. If Baseline is selected to be copied
into Start1/Finish1, only the data in Baseline Start and Baseline Finish will be copied.
For. This option determines what information will be saved, the Entire project or Selected
tasks. If Selected tasks is checked then the tasks whose baseline data is to be saved,
should have already been selected before entering the dialog box.
Roll up baselines. This feature becomes available when Selected tasks is checked. By
default, after the initial baseline is saved, a summary task is not updated when a subtask is
modified, added, or deleted. There are two options that will determine when summary task
baseline information should be refreshed.
To all summary tasks. All summary task baseline data will be refreshed.
From subtasks into selected summary task(s). This option is disabled when a summary
and its subtasks are in the same selection. The first option will take care of the refresh so the
second is not necessary.
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Protecting Baselines
2.7.2
In Microsoft Project Professional it is possible to specify who should be able to modify the project
baseline data3. For example, permissions can be assigned so that the project baseline can be
saved and cleared only by the project management office personnel or senior project managers.
To protect project baselines from being saved or cleared by everyone, a Project Server
administrator assigns permissions to only those users or groups who can modify the project
baselines.
Important
This feature protects only the original baseline. All users who can edit projects in Microsoft Project
Professional can clear or save baselines data numbered 1 through 10...
The following table describes the baseline information saved and protected for the various
categories of data in Microsoft Project Professional.
Protected Baseline Fields
Tasks
Resource
Assignment
Start Date
Start Date
Start Date
Finish Date
Finish Date
Finish Date
Costs
Costs
Timephased Work
Duration
Work
Timephased Cost
Work
Timephased Work
Split Tasks
Timephased Cost
Timephased Work
Timephased Cost
Implementing protected baselines also prevents the baseline from being saved, cleared or edited
offline. When a project is taken offline, Project Server stores the protected baseline information
internally. At check-in, the stored protected baseline data is compared with the current baseline
data. If a change is detected, the project is checked in with the stored protected baseline values.
Saving Baselines without Appropriate Permissions a user who has not been allowed the
Save Baseline permission will continue to see the Save Baseline option available under Tracking
in the Tools menu. Clicking the Save Baseline menu option, will cause the dialog box in Figure
159 to be displayed. (A similar dialog box appears if the project manager clicks Clear Baseline.)
3 In prior versions of Project, any one who can access the project can save or clear the baseline.
Therefore, Project Management Offices or other groups tracking projects against baseline cannot
depend upon the project's baseline data to be correct and might have to store such data
externally or keep copies of baseline projects separately.
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If you click OK, and you do not have permissions to modify the existing baseline, you will receive
the following error message (Figure 160).
Figure 160. Cannot Clear or Save Baseline message
NoteThe same message appears whether you are clearing a baseline, changing an existing baseline,
or saving a baseline for the first time.
2.7.3
Prompting for a Baseline

Under certain circumstances, Microsoft Project Professional will prompt the user to save or
update their baseline information. When a user closes their project and none, or only some, of the
tasks or assignments have baseline information, Microsoft Project Professional will prompt with a
Planning Wizard dialog box (Figure 161).
Figure 161. Prompt for A Baseline
The user can then specify that baseline information for all tasks be set before actually closing the
project file.
186
Clear a Baseline
2.7.4
There are situations where the baseline data for the project plan needs to be removed. For
example, when using one project plan to start a new project plan. However, resaving the baseline
to the same set of baseline fields will overwrite the data in the corresponding baseline fields, but
the prompt to save a baseline for the new project would not be invoked.
Figure 162. Clear Baseline dialog box
The features in the Clear Baseline dialog box (Figure 162) function as follows:
2.7.5
Clear baseline plan. This option determines which Baseline fields are to be cleared of data.
The drop-down list contains Baseline through Baseline10.
Clear interim plan. This option determines which fields are to be cleared of data. The dropdown list contains Baseline through Baseline10 and Start/Finish through
Start10/Finish10.
For. This option indicates whether the Entire project or Selected tasks will have their
baseline and interim plan data cleared.
Project Baseline Lab
Questions
1. How many project baselines can be saved for one project?
2. How can a baseline be protected from being cleared or changed?
Answers
1. Eleven.
2. A Project Server administrator can assign appropriate permissions to allow or deny saving of
a baseline.
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PUBLISH THE PROJECT PLAN TO PWA
2.8
Once the project plans has been built a

project manager can publish their plan
information to Project Server to allow their
assigned resources to start working on it and
other stakeholders to view information about
it.
In order to do this, the project manager first
needs to prepare the plans for publishing.
This involves setting the Collaboration and
Customization options so that Microsoft
Project Professional knows where and what to
publish to Project Server.
Once these options are set, the project
manager can then publish the plan. This can
be achieved in different ways depending on
what needs to be published.
This module describes these actions and
others that a project manager can carry out
within the Collaboration menu of Microsoft
Project Professional.
1.
Preparing Project for

Microsoft Office Project
Server 2003.
2.
Setting up the
Collaboration Options.
3.
Customizing the Published

Fields for Time.
4.
Publishing a Plan to
Microsoft Project Server.
5.
Multiple Project Manager

Support.
6.
Using the Microsoft Project

Server Spooler.
7.
Requesting Project
Progress.
8.
Creating Pick Lists for

Timesheets.
Preparing Projects for Project Server
2.8.1
In order to publish plans to Project Server, Microsoft Project Professional needs to know the
details of the server where the plan will be published, the options for control of the project plan,
and the fields that are to be published.
These details are set up in Microsoft Project Professional using the Collaboration Options
dialog box, the Collaborate tab, and Published Fields dialog box.
Setting Up the Collaboration Options
2.8.2
The Collaborate tab on the Options dialog box (Figure 163) is where the project manager sets
the name of the server, identification options, and save and publish options.
To open the dialog box
1.
From the Tools menu, click Options, and select the Collaborate tab.
-Or-
2.
Select the Collaborate menu and select Collaboration Options.
188
Figure 163. Collaboration options dialog box
The first drop-down menu specifies the Collaboration options for your projectfor example,
select Project Server from the list if you want to use it.
The URL of the Project Server where the user is publishing the plans is typed in the next box.
This URL should be given to you by your Project Server administrator. It should take the form of:
http://<server name>/<virtual directory name>
Where:
<server name> is the name of the server where the Project Server is located. (Needs to be
trusted, set in Internet Explorer).
<virtual directory name> is the name of the virtual directory that Project Server was
installed under. The default directory is projectserver.
The Test Connection button allows the project manager to test whether the connection to the
URL specified is working. An error message occurs if the connection does not work and the
project manager should see the administrator.
The Identification for Project Server options have a dual purpose. They are the authentication
details used to connect to the server when publishing and they identify that person as the project
manager for the plan.
Identification for the server can be either the Microsoft Windows NT account of the person
logged on to the local machine or a Project Server user account. This is selected using the
appropriate option button.
If the Microsoft Office Project user option is selected, the user name specified on the General
tab (Figure 164) of the Options dialog box will be used as the account name. This should be a
Project Server account name or the name of a Project Server account that the user wishes to
create.
189
Figure 164. General tab in the Options dialog box
If the Microsoft Project Server user name is selected and the account does not exist within
Project Server, it will automatically be created and designated as a user within the project
manager group, with a project managers security profile. The ability to create accounts in this
way is governed by the security permissions set by the Project Server administrator.
An alternative way of creating an account on Project Server without first publishing the plan is the
Create Account button. This will create a Windows NT or Project Server account using
whichever option is specified. The ability to perform this action is also governed by the
administrator.
The e-mail address box is used to specify the account e-mail address. This is used for
notifications and reminders.
The Allow resources to delegate tasks using Project Server checkbox allows or denies
resources with task assignments in the plan to delegate those assignments. This can be
overridden by the security profiles the users have within Project Server set by the administrator
The Publish New and Changed Assignments updates resources' assignments when option
allows the project manager to specify when a resources assignments are published if changes
are made to the plan. The two options cover the scope of changes to the assignments. If a
schedule-related field such as Duration, Start, and Finish has been changed, and the project
manager selects this option, then the affected resources assignments will be included in the
assignment list when Publish New and Changed Assignments is selected. If the project
manager selects the Any task information changes option, changes such as new notes will
trigger the assignments to be published.
The On every save option allows the user to automatically publish changes to the plan
when saving the plan. The fields published will depend on the options selected:
New and Changed assignments. Resource task assignments that are new or have
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changed since last being published.
Project summary. The rolled up project summary fields (task ID 0) are published.
Including full project plan. The full project plan is published.
The Set as Default button will store the settings shown on the Collaborate tab in the global
template. This means that if a new project is created, the Collaborate tab (Options menu) will
show these settings.
Customizing the Published Fields for Time
2.8.3
Each project that is published to the Project Server can be customized to use a specific progress
reporting method (if allowed by the administrator), and view/edit specific fields in a resources
task sheet in Project Web Access.
The Customize Published Fields dialog box is shown in Figure 165. To open the dialog box,
from the Tools menu, select the Customize submenu, and then click Published Fields.
Figure 165. Customize Published Fields With Progress Method Locked Down
The upper section of the dialog box is where the progress reporting method is specified. There
are three choices for tracking progress on projects:
Percent of Work complete.
Actual Work Done and Work Remaining.
Hours of work done per time period.
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Depending on the selection made, different fields will be available for resources to view and edit.
These fields are listed in the right-hand pane next to the resource method section. See Figure
166 and Figure 167for the Fields published.
Figure 166 - Collaboration Options Per Cent Complete Method
The default progress tracking method is set at the organizational level by the administrator.. If the
administrator chose the option to Force project managers to use the progress reporting
method specified above for all projects in the Admin function of Project Web Access, the
three selections listed above will be grayed out and the project manager will not be able to
change the time tracking method (as shown in Figure 165 above). If the administrator has allowed
the project manager to choose the time tracking method, the project manager can choose one of
the time tracking methods listed.
Before the Customize Published Fields dialog box can be displayed, the connection with
Project Server is checked so that the default tracking method can be found and displayed. If the
connection cannot be made, then an error message will display. The tracking method is updated
to the Project Server so that the resources timesheets will display the correct fields for tracking
progress.
The project manager can also have a different tracking method for various projects they manage.
In the case of a resource having assignments using all three tracking modes, the editable fields
for each method will be viewable for each task with a white cell background on the Tasks page
for the resource. For instance, on one project, the resource will be able to edit Percent Complete
but not Actual Work, while on another project the resource can edit Actual Work, but not
Percent Complete.
Figure 167 - Hours of Work and Remaining Work
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Additional fields can be added to the task assignments being published. These will appear in
resources timesheets on the Tasks page. This is achieved by selecting a field from the Available
fields column and moving it to the Fields in Tasks View column. If the field is to be edited by the
resource, the Let Resource change field box should be checked. For many fields, this option
will be grayed out as these fields are calculated.
See the topic below called Creating Picklists for Timesheets for detailed instructions for setting
up fields for the Hours of Work done per time period time tracking method for resources.
Publishing a Plan to Project Server
2.8.4
Once a project manager has created a plan, assigned resources to carry out the tasks, and
prepared the options ready for publishing, he or she can then send this information to Project
Server.
In Microsoft Project Professional, assignment information, project summary information, and the
whole plan are sent to the server when a plan is published. This enables the project plan to be
viewed in detail by project stakeholders with the correct permissions.
The publishing options menu (Figure 168) is accessed by selecting the Collaborate menu and
clicking Publish. From here there are four options:
All Information. Publishes the project plan information, as well as the changed assignments
in one step.
New and Changed Assignments. Allows the project manager to send new task
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assignments as well as changes to task assignments.
Project Plan. Copies the project plan information to the Project Server where it can be used
for project views.
Republish Assignments. Allows the project manager to resynchronize the server with
Microsoft Project Professional.
Figure 168. Collaborate menu in Microsoft Project Professional
The following section discusses each of these four publishing options in more detail.
2.8.4.1
All Information
This option publishes all project information, the project summary, the plan, and the assignments
in one step. If this has been successful, a Publish Operation message will appear (Figure 169).
You can check the box Dont tell me about this again for any publishing action, and you will
not receive the message for future publishing operations.
Figure 169. Publish Operation dialog box
2.8.4.2
New and Changed Assignments

This option will allow the project manager to send new task assignments, as well as changes to
task assignments. If any changes are made to the Microsoft Project Professional plan, an icon
appears in the Task Information column indicating that a change has occurred and the project
should be republished. This icon is shown below:
- New or changed task information icon in Microsoft Project. Professional
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When this option is selected, the dialog box in Figure 170 appears.
Figure 170. Publish New and Changed Assignments dialog box
This dialog box lists the tasks that will be published to Project Server. This list can be grouped by
resource or task by selecting the appropriate option button beneath the list.
New and changed assignments can be published for the entire project: current view (as in a
filtered or collapsed view) or selected items (by selecting the required option from the drop-down
box). This is useful if the project manager is working on the plan and has only partially updated it,
if the project manager only wishes to send out task assignments for the coming period, or for a
specific resource.
The Notify all affected resources via e-mail checkbox, if selected, will send an e-mail
notification to resources, even if they have deselected this option in for their Alert me about my
tasks and status reports selected via the Project Web Access Home page. The Edit message
text will allow you to review and modify the e-mail message sent to your resources (Figure 171).
Figure 171. Edit Message dialog box
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2.8.4.3
Project Plan
This option posts the project summary information and the project plan to Project Server. The
project summary is the rolled up values shown in the Microsoft summary task (Task ID 0).
Microsoft Project Professional users can choose between posting just summary information for
the project plan or the full project plan (Figure 172).
Figure 172. Publish Project Plan dialog box
2.8.4.4
Republish Assignments
This option allows the project manager to resynchronize the server with Microsoft Project
Professional. Figure 173 shows the dialog box that appears when this option is selected.
Similar to the New or Changed Assignments dialog box, it shows a list of the assignments that
are to be republished, which can be grouped by resource or task. The user can also select
whether to send the entire project, current view, or selected items. A notification can also be sent
to the resource via a customizable e-mail.
The Overwrite any actual work entered by resources option, if checked, sends assignments to
Project Server and overwrites any actual work that has not yet been updated in the project plan. If
not checked, the assignment information is sent to Project Server but leaves any actuals that are
already recorded. This is grayed out (as shown in Figure 9) if the administrator has set locked
down time periods and protected actuals for the organization.
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Figure 173. Republish Assignments dialog box
The Become the manager for these assignments allows another project manager to take over
as manger for selected tasks. This option is discussed in more detail in the Multiple Project
Manager Support section of this document
2.8.5
Multiple Project Manager Support

Microsoft Project Professional supports more than one manager in a number of different
scenarios by eliminating the dependency on the project manager name to uniquely identify a
project published to Project Server. What makes a project plan unique are the project name and
the project file creation timestamp.
It is very common for project managers to use a completed project plan to create a new one so
that the project name and timestamp will be the same as a file already published to Project
Server. In such a case, Microsoft Project Professional will display an alert if this conflict exists.
The alert will ask the user if the file location has been changed and whether they would like to
update this information to Project Server, or if it is a new file.
An e-mail address field specifically for the project manager in the Collaborate tab on the Options
menu (see previous lesson) ensures that notifications about assignment updates will be sent to
the correct manager.
The project manager of an assignment is determined by publishing an assignment for a task, not
by publishing the project plan. As a result another manager can take over the project manager
responsibility on assignments by selecting to Republish Assignments on selected assignments
and checking the option Become the manager on these assignments. Project managers can
only view and process resource updates for the assignments they have published.
Thus, if one project manager leaves a company, their replacement can take on responsibility for
managing these tasks using the Become the manager on these assignments option. If the plan
is to be managed by a number of people, the same option can be used, this time to transfer
ownership on selected tasks.
2.8.6
Using the Microsoft Project Server Spooler

The Project Server Spooler transfers published information from Microsoft Project Professional to
Project Server, in a similar way to a printer spooler. When any information is published, the
spooler starts running, and an icon appears in the Microsoft Windows status bar near the time
indicator.
Project spooler icon
If an error occurs during an attempt to update information to the Project Server, an alert will
display with an explanation of the error, more details, and command buttons.
If an error occurs while publishing assignments, the dialog box shows command buttons for
Undo, Retry, and Cancel. If the error occurs while publishing the project plan, only two
commands Retry and Cancel are available. If both kinds of errors occur at the same time as with
Publish All Information, then all three commands will be available.
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There will also be a Tell me more button that will take you to Microsoft Office Project Help. There
is also a Show Details button that you can expand that will have a text error message.
A spooler icon will display in the system tray as well where the project manager can get detailed
information about the error and menu options to rollback and resubmit requests to post
information to Project Server.
Project spooler error icon
This dialog box (Figure 174) can be opened by double clicking the Project Spooler icon.
Figure 174. Microsoft Project Server Spooler dialog box
2.8.7
Requesting Project Progress

Typically, resources report project progress to the project manager on a regular periodic updating
or reporting cycle. See Team Members Role In Tracking Progress module page 240. In some
cases, however, it may be necessary to request an update on task assignments outside this
cycle, or remind resources that an update is required. This can be achieved by selecting the
Request Progress Information option in the Collaborate menu in Microsoft Project
Professional.
This option sends a notification to resources requesting a task update and places an icon in their
timesheet against the tasks for which a request for information has been made. It also places an
information icon in the Microsoft Project plan against the tasks for which a request for an update
has been made. These are shown below:
Icon shown in the information column of Microsoft Project Professional indicating that an
update has been requested for that task.
Icon shown in a resources task list information column of Project Web Access indicating
that an update on that task is required.
Selecting this command opens the Request Project Information dialog box (Figure 175). This
displays a preview of the tasks for which the user is requesting progress that can be grouped by
resource and task.
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Figure 175. Request Progress Information dialog box
The user can select the entire project, the current view, or selected tasks to send out a request for
progress information. This will filter the list in the dialog box.
Resources will be sent an e-mail message, as this is a special request. The project manager can
modify the message using the Edit message text button.
The time period for which the project manager is requesting a progress report can be specified by
setting the dates in the dialog box.
Creating Pick Lists for Timesheets
2.8.8
Microsoft Project Professional extends the ability to use custom outline code value lists by
allowing team members to view and modify each defined code within the Project Web Access
Tasks timesheet view. This feature enables better project data collaboration between project
managers and team members by allowing team members to change information that was
previously restricted to project managers.
The following list summarizes the features in Microsoft Project Professional for creating additional
fields:
The project manager can display Enterprise task-level custom codes in the timesheet view
and modify them by selecting values from a pick list (also called a value list).
Project managers can control team members ability to dynamically change the values of
task-level codes displayed in the timesheet view pick lists.
Creating timesheet pick lists involves the following procedures.

1.
Create an Enterprise Task Custom Field or Outline Code with a with a predefined value list.
This can be performed by anyone who is able to open, modify and save changes to the
Enterprise Global.
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Note In many organizations project managers will not have the Project Server security permissions
required to create Enterprise Fields. The process is presented here so project managers will be able
to request that the Project Server administrator set-up the necessary Enterprise fields or options.
2.
In Project Web Access, add the field to the Timesheet view. This must be performed by an
administrator for Project Web Access.
3.
In Microsoft Project Professional, add the field to the Published Fields for each project, and
republish the appropriate information to enable the field in the timesheet. This is generally
performed by a project manager.
Procedure: Creating a Custom Enterprise Field
2.8.8.1
The first step in creating a timesheet pick list is to create a custom Enterprise task field with a
predefined value list. The following describes how to create an Enterprise Custom Field; however,
the procedure for creating an Enterprise Outline Code is the same.
1.
In the Tools menu, point to Enterprise Options and then click Open Enterprise Global.
2.
To set up the codes, in the Tools menu, point to Customize, and then click Enterprise Fields.
3.
Make sure the Task button is selected and in the Type field enter the type of code you are
creating.
The following figure illustrates how to create an Enterprise Task Custom Field to define billing
codes (Figure 176).
Figure 176. Setup Enterprise Global Custom Task Fields

4.
Add values in the look up table, as shown in the example in Figure 177.
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Figure 177. Enterprise Global Custom Task Fields Value List

5.
Click OK. Save and close the Enterprise Global.

Procedure: Project Web Access Timesheet View
2.8.8.2
After the project manager creates the Enterprise Task custom field or Outline Code, modify the
Tasks Timesheet view to display the new field. This procedure is performed by the administrator
in Project Web Access.
To display the Enterprise Task Custom Field:
1.
In Project Web Access, select Admin.
2.
Click Manage Views.
3.
Scroll down to the end of the list, click Timesheet, and then click Modify View.
4.
Move the custom field or outline code from the Available fields to the Displayed fields. In the
figure below, the Billing Code custom field has been moved to Displayed fields (Figure 178).
5.
Use the Up and Down buttons to reposition the field in the list.
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Figure 178. Project Web Access Modify Timesheet View
Note Resource assignment-level codes can be displayed within timesheets, but the Pick List
feature only works with Enterprise Task Outline Codes and Custom Fields.
The field will not be available in resource Timesheets until the project manager completes the
next section.
Procedure: Adding the Custom Field to the Timesheet
2.8.8.3
After the pick list is add to the timesheet view, the project manager needs to update the project
schedule so that the new field is available on each team members timesheet for updating.
To update project schedules:
1.
Open a project schedule and from the Tools menu, select Customize.
2.
Select Published Fields.
3.
In the Additional fields you can add to the Tasks View section, move the custom
field/outline code from Available fields to Fields in the Tasks View.
4.
Under Custom field type, select the Task button.
5.
Verify that Let resource change field is checked (Figure 179). If Let resource change field is
not enabled and you enable it, you will see the following message (Figure 180). Click Yes to
allow the resources to enter the pick list data in the fields. If you click No, the resources will not
be able to select the pick list values for the field.
6.
Click OK to close the Customize Published Fields dialog.
Note You must enable Let resource change field to allow resources to use the pick-list function on
the timesheet.
7.
In the Collaborate menu, point to Publish, and then click Republish Assignments.
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Figure 179. Establish Published Timesheet Fields
Figure 180. Warning if Let resources change field values is checked
When the project manager publishes the project schedule, all of the affected resources can view
the Enterprise Task Custom Field on their personal timesheet. It is important to note that only the
although the new Enterprise custom field is visible in the entire timesheet, it is only enabled for
those project where the project manager has completed steps 1 7 above. For those projects
where the steps have not been completed, the field will appear blank with no pick list displayed
when the resource clicks the cell for assignments in those projects.
2.8.8.4
Timesheet Entry
After the project manager publishes a project schedule that includes the Enterprise Task Custom
Field, the team members can see those fields in their timesheet tasks. If the project manager has
checked the Let resources change field permission for the Enterprise custom fields, then the
team member can use the pick list to select a value from the predefined list as illustrated in the
following figure (Figure 181).
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Figure 181. Timesheet use Pick List to select a value from list
2.8.8.5
Timesheet Update
After the timesheets are submitted, the project manager can accept the timesheet changes from
the team members. The project manager uses the Update view in Project Web Access to review
each assignment record. The new pick list value selected by the team member appears at the
right end of the task row. (Figure 182).
Figure 182. Timesheet Update code fields appear to the right within the Update view
The pick-list feature functions on the task level only which implies that only one value will be
accepted for the Enterprise Task Custom Field at a time. It is important, therefore, to understand
that a scenario could arise where the pick list value submitted by one resource overwrites a value
submitted by another resource.
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2.8.9
Publish the Project Plan to PWA Lab

Questions
1. What Microsoft Project Professional options do project managers need to make sure are set
up to prepare the plan to be published?
2. What is the purpose of the Identification for Project Server option?
3. How can a project manager publish fields other than the default ones when publishing the
plan?
4. What publishing method would project managers use to resynchronize the server with
Microsoft Project Professional?
5. How can a project manager take over responsibility for assignments that have already been
published by a different project manager?
6. What steps are necessary to create a Pick List for Timesheets?
7. How can a project manager allow resources to change or select the values from a Pick List
on their timesheet?
8. If you built a project plan/schedule in the previous modules, you should publish the results to
PWA.
Answers
1. Project Managers need to prepare the Collaboration and Customization options to prepare
the plan to be published.
2. It serves a dual purpose of a) providing authentication details used to connect to the server
when publishing plans and b) serves to identify that person as the project manager for the
plan.
3. Select the additional fields on the Customize Published Fields dialog box.
4. A project managers would select Republish Assignments.
5. A new project manager can select to Republish Assignments and also select the option
Become the manager on these assignments.
6. First, create a custom Enterprise Task code with a predefined value list. Second, add the
field to the Timesheet view. Third, add the field to the Customize Published Field list.
7. When adding the field to the list of published fields, ensure the Let resources change field
option is selected.
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2.9
MASTER PROJECTS AND CROSS-PROJECT LINKING

Using master projects to provide rolled-up reports across multiple projects and create external
dependencies between tasks in different projects is valuable when using Microsoft Project
Professional as stand-alone applications, but does not work as well when all projects are
integrated into a common repository like the Project Server database.
Note . Master projects are not recommended to be used in Project Server, especially if you want to
use them to provide cross-project reporting or if you plan on publishing assignments from the
master project. Not allowing master projects to be published to Project Server is recommended.
Because of the way projects are stored in the Project Server database and the way that this
affects project-to-project interaction, project managers should avoid saving projects to the Project
Server database that would normally be considered to be master projects in Microsoft Project
Professional. Saving master projects and their sub-projects may cause double-counting of
resource assignments and ultimately produce inaccurate Project Web Access views.
Project Server provides several useful alternatives to the traditional master project:
Administrative projects allows users to simulate traditional master projects in Microsoft
Project Professional using projects saved and published to the Project Server database.
An Administrative project is a project without any tasks or resources that have been saved or
published to the Project Server database from Microsoft Project Professional. To create external
dependencies or retain familiar reports, you should create local master projects on your client
computer in Microsoft Project Professional by inserting projects checked out from the Project
Server database. Users can then save the sub-projects (inserted projects) back to the Project
Server database while saving the master project to their local computers. Using this method will
allow users to work with master projects in a familiar way and will help maintain accurate
enterprise project and resource data in the Project Server database
Enterprise Outline Codes allows organization to add custom elements into cross-project
reporting that traditional master projects cannot do as well. Using the Enterprise Global Template
to define custom Enterprise Outline Codes can help provide better reporting results for project
data.
Portfolio Analyzer provides users with better reporting and data results across projects than
the traditional use of master projects can.
Microsoft Office Project 2003 has two administrative options that affect what project managers
can take relative to master projects.
To allow master projects to be saved to Project Server.
To allow master projects to be published to Project Server
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2.9.1
Cross-Project Links
Cross-project linking enables project managers to link tasks in one project to tasks in another
project.
Microsoft Project Professional supports true cross-project linking. The user can include a path
and filename in the Predecessor and Successor fields, followed by a slash and the usual
relationship syntax.
For example, if <>\1 Exabyte Desktop Drive.Published\24FS+3d is entered in the Predecessor
field, then the predecessor has ID 24 in the project server stored project plan 1 Exabyte Desktop
Drive.Published and the relationship is Finish-to-Start with 3 days of lag.
2.9.2
Cross-Project Linking Terminology

The term internal is used to describe those tasks that exist in a project. External relates to those
tasks outside of a project. Use of either of these terms depends on the specific project in
question. To avoid confusion, this discussion assumes the active project is the internal project
unless stated otherwise.
When an external link is created in the active project, replicated tasks are created in both the
external and active projects.
The term ghost task is used to refer to an external (replicated) task, however, an external task is
not displayed with the ghost task formatting in the active project if the parent of the external task
has been inserted into the active project.
One project gets an external successor task and the other gets an external predecessor task.
When either project is displayed alone (for example, does not contain the other as an inserted
project), the external task is displayed with special light gray ghost formatting so it can be easily
distinguished from other tasks.
If an external task is displayed as a ghost task in the active project, it gets its own ID in the active
project (not necessarily the same ID it has in its parent project). A predecessor ghost task is
inserted just before the corresponding internal successor task, and a successor ghost task is
inserted just after the corresponding internal predecessor task. However, if a ghost task
representing the external task already exists, then that ghost task is used to represent the
external task in all the relationships it may have with tasks in the active project. In other words, if
two tasks in the active project both have the same external predecessor, there is only one ghost
task representing that external task in the active project.
Figure 183 illustrates the relative use of the terms internal and external, in relation to crossproject linking.
207
Figure 183. Internal- External task links
From the perspective of 1 Exabyte Desktop Drive.Published task 55 is the external link.
The task in each individual project that represents an external task is also called a ghost task.
Linking Between Projects
2.9.3
There are two ways to link information between Microsoft Project Professional files: by using
dependency links between project files, or by using object linking and embedding via Copy/Paste
Special.
When a project relies on a task that is in another project, cross-project links can be used to create
a dependency between them. When a dependency between tasks in different projects is created
in this way, any changes to the start or finish dates of the external task are automatically reflected
in the successor task of the other project.
When links between only certain fields of information need to be created, links between fields in
two project files can be pasted by using the Paste Special command instead. For example, where
the same job descriptions and pay rates exist in two projects, but the tasks occur in both projects,
the Paste Special command enables the user to connect the selected fields in the two plans so
that the information stays synchronized.
To Create a Dependency Between Tasks in Different Projects
2.9.3.1
1.
Open both projects - the file containing the task you want to link to and the file containing the
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task you want to link from. (If necessary, you can search for your file.)
2.
In the Window menu, click Arrange All.
3.
Use the mouse to drag a link between two tasks.
or
4.
In the Task Name field, click the task for which you want to create a task dependency to an
external predecessor.
5.
Click Task Information and then click the Predecessors tab.
Figure 184. Creating cross project task dependency
2.9.3.2
1.
In the ID field, type the full path of the project location, the project name, and ID number of the
external predecessor, separated by a backslash, for example: <>\Project1.published\1
for Task ID 1 in a project plan stored as Project 1 (Figure 184).
2.
To change the dependency to a type other than finish-to-start, select a different dependency
type in the Type field.
3.
To enter lag time for the dependency, enter a value in the Lag field.
4.
To enter lead time, enter a negative value in the Lag field, such as 2 for two days of lead time.
Task Dependency Dialog Box
The Task Dependency dialog box is displayed by double-clicking a link line in a consolidated or
stand-alone project.
209
There are two versions of the Task Dependency dialog box, one version if the link does not
involve a ghost task (but may involve inserted external tasks), and a different version for a link
between an internal task and a ghost task.
To display a Task Dependency dialog box, double-click a link line between two tasks that are not
ghosted (Figure 185).
Figure 185. Link between two internal tasks
For a link between an internal task and a ghost task, the full path and filename of the ghost task
are appended in parentheses after the ghost task name (Figure 186).
Figure 186. Link from a ghost task to an internal task
2.9.4
Editing Ghost Tasks

If a cell of a ghost task is double-clicked, Microsoft Project Professional opens the external
project, if it is not already open, and places the cursor at the top of the file. If the file is already
open, double clicking the ghost task will activate that file and place the cursor at the proper task.
The cross project link can be edited in either project.
The ghost task can be deleted from the internal task's project. This removes the link and removes
the ghost task from the internal project. This action has no affect on the external task in the
external project except to remove the cross-project link (and the appropriate ghost task) when
that project is updated. For example, deleting a ghost task breaks the link, but does not delete the
task record from the parent project.
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Synchronized and Editable Ghost Fields
2.9.4.1
Some information in a ghost task is synchronized with the information in the external project, and
some information is editable in the internal project. In general most fields are synchronized except
for custom fields, notes, and baseline fields (so that the user can set a baseline in the internal
project) and some fields are only used to show assignment fields.
Cost and work fields are synchronized, but they are not included in rollup calculations because
they are not counted against the internal project. Also, fields that are synchronized are not
editable because the synchronization would wipe out any edits.
The following split table shows what information is synchronized with the information in the
external project. It also shows what information can be edited in the internal project. The X at the
end of some of the field names in the table is a placeholder for numbered fields. For example,
TextX means Text1, Text2, and so on.
Name
Sync
Editable
Name
Sync
Editable
Actual Cost
Yes
No
Marked
No
Yes
Actual Duration
Yes
No
Milestone
Yes
No
Actual Finish
Yes
No
Name
Yes
No
Actual Overtime
Cost
Yes
No
Notes
No
Yes
Actual Overtime
Work
Yes
No
NumberX
No
Yes
Actual Start
Yes
No
Objects
No
No
Actual Work
Yes
No
Outline Level
No
No
Baseline Cost
No
Yes
Overallocated
No
No
Baseline
Duration
No
Yes
Overtime Cost
Yes
No
Baseline Finish
No
Yes
Overtime Work
Yes
No
Baseline Start
No
Yes
% Complete
Yes
No
Baseline Work
No
Yes
% Work
Complete
Yes
No
BCWP
No
No
Predecessors
No
No
BCWS
No
No
Preleveled
Finish
Yes
No
Confirmed
No
No
Preleveled Start
Yes
No
Constraint Date
Yes
No
Priority
Yes
No
Constraint Type
Yes
No
Project
Yes
No
Contact
No
Yes
Recurring
No
No
Cost
Yes
No
Regular Work
Yes
No
211
Cost Rate Table
No
No
Remaining Cost
Yes
No
Cost Variance
No
No
Remaining
Duration
Yes
No
CostX
No
Yes
Remaining
Overtime Cost
Yes
No
Created
No
No
Remaining
Overtime Work
Yes
No
Critical
Yes
No
Remaining Work
Yes
No
CV
No
No
Resource Group
No
No
DateX
No
Yes
Resource Initials
No
No
Assignment
Delay
No
No
Resource
Names
No
No
Duration
Yes
No
Resource
Phonetics
No
No
DurationX
No
Yes
Resume
Yes
No
Early Finish
Yes
No
Rollup
No
Yes
Early Start
Yes
No
Start
Yes
No
Effort Driven
Yes
No
Start Variance
No
No
External Project
Name
No
No
StartX
No
Yes
Finish
Yes
No
Stop
Yes
No
Finish Variance
No
No
Subproject File
No
No
FinishX
No
Yes
Subproject
Read-Only
No
No
Fixed Cost
Yes
No
Successors
No
No
Fixed Cost
Accrual
Yes
No
Summary
No
No
FlagX
No
Yes
SV
Yes
No
Free Slack
Yes
No
TeamStatus
Pending
No
No
Hide Bar
No
Yes
TextX
No
Yes
Hyperlink
No
Yes
Total Slack
Yes
No
Hyperlink
Address
No
Yes
Type
Yes
No
Hyperlink Href
No
Yes
Unique ID
No
No
Hyperlink
SubAddress
No
Yes
Predecessors
Unique ID
No
No
ID
No
No
Unique ID
Successors
No
No
Indicators
No
No
Assignment
No
No
212
Units
2.9.4.2
Late Finish
Yes
No
Update Needed
No
No
Late Start
Yes
No
WBS
Yes
No
Level
Assignments
No
No
Work
Yes
No
Leveling Can
Split
No
No
Work Contour
No
No
Leveling Delay
Yes
No
Work Variance
No
No
Linked Fields
No
No
Formatting Ghost Tasks

To allow formatting of the ghost tasks, the following items are included in the following dialog
boxes:
View
2.9.4.3
Dialog box
Item
Default formatting
Calendar
Text Styles
external task
Color: Gray
Calendar
Bar Styles
external task
Color: GrayBar Type:

BarPattern: Hollow
Gantt
Text Styles
external task
Color: Gray
Gantt
Bar Styles
External (Show For)
Color: GrayBar: Light

Dither
Network Diagram
Text Styles
external task
Color: Gray
Network Diagram
Box Styles
external task
Color: GrayBox: Dotted

Box
Task Sheet
Text Styles
external task
Color: Gray
Task Usage
Text Styles
external task
Color: Gray
Task Report
Text
external task
Color: Gray
Crosstab Report
Text
external task
Color: Gray
Gantt Chart Wizard

The Gantt Chart Wizard see The Gantt Chart Wizard page 435 preserves ghost task
formatting, but provides no options to change it. Formatting for ghost task bars must be carried
out using the Format Bar or Format Bar Styles menu commands.
2.9.5
Baseline Information for Ghost Tasks

Unlike all other information about the ghost task, the baseline information comes from the internal
project rather than the external project.
213
An external task has two independent sets of baseline field values. One set is in its parent
project, and the other set is in the internal project. This allows the user to see how much the
ghost task has moved or changed from the last time the internal project baseline was set.
2.9.6
Cross Project Linking Options

The View tab of the Options dialog box available in the Tools menu contains options to control
how links are updated when files are opened, as well as whether or not ghost tasks are displayed
.(Figure 187).
Figure 187. Cross-Project Linking Options in Tools Options View tab
The first two settings, Show external successors and Show external predecessors, determine
if the ghost predecessors or successors are displayed as tasks or hidden in the current project.
This setting does not impact the predecessor or successor fields of the linked internal task that
show the external links as text.
If the parent project of an external task is inserted into the active project, then the external task is
not displayed as a ghost task, but is instead displayed as any other task in an inserted project.
If the Show Links Between Projects dialog box on open option is ON (selected) then the
Automatically accept new external data option is disabled and unchecked. If Show Links
Between Projects dialog box on open is OFF (not selected), then the Automatically accept
new external data option is enabled and this option can be turned ON or OFF.
If the Show Links Between Projects dialog box on open setting is ON, then Microsoft Project
Professional displays the Links between Projects dialog box whenever the file is opened, but
only if there has been a change to an external task or link. If this setting is OFF, then Microsoft
Project Professional does not display the dialog box on file open even if there have been changes
to the external tasks or links. In that case, choose the Links between Projects command from
the Tools menu to display the dialog box.
If Automatically accept new external data is ON, then Microsoft Project Professional
automatically accepts any new external link information without prompting the user. Because it
automatically synchronizes the data, if Microsoft Project Professional cannot find the external link
(because the link was removed or the project file was moved), then the external task is deleted.
By default, the first three checkboxes are ON.
These options are saved per project and cannot be saved globally.
2.9.6.1
Behavior on Open
Suppose there is a link between a task in project Test1 and a task in project Test2, and project
Test2 is opened. Various scenarios are discussed as follows.
214
If project Test1 is already open in memory, then the linked task in project Test2 reflects the
current information from project Test1, and Test2s ghost in project Test1 reflects the current
task data of that task in project Test2.
Provided calculation is ON, any open project reflects the current data of the external tasks
and links.
If project Test1 is not currently open, then Microsoft Project Professional looks for the
external data in the external project (which would cause the project to be loaded in the
background). If this external data is different than the current data stored in the first project
being opened (project Test2) then Microsoft Project Professional displays the Cross-Project
Links dialog box that shows all external links. Those links that have changed can be easily
found by looking in the Differences column.
When opening the project, it looks for the external data in the external project. Any changed data
automatically is updated in the current project without prompting from the user.
When opening the project, it does not look for the external data. If the Links Between Projects
dialog box is displayed, at that point it looks for the external data.
The Tools menu, Links Between Projects command is used to see the cross-project links.
Figure 188. Links Between Projects dialog box
The Links Between Projects dialog box (Figure 188) displays all the cross-project predecessors
and successors for the current project with information about what changed in the current project.
This dialog box also shows links whose source project cannot be found, or whose source task
cannot be found.
From this dialog box it is possible to repair broken links, choose to accept or refuse new data
concerning a cross project link, and edit or delete a cross-project link (and thus the ghost task as
well).
215
When the dialog box is displayed, if it hasn't already retrieved the external information, it opens
up all the external projects in order to obtain this external information.
The dialog box has one tab that shows the External Predecessor tasks and another that shows
the External Successor tasks.
If an internal task has a predecessor and successor external link, then that task appears on both
tabs.
Task. Shows the internal and ghost task pair that constitutes a cross-project link. The
internal tasks are aligned to the left and have an ID number. The ghost task is indented
under it. On the same line as the ghost task is Type, Date, % Complete and Difference
information. The name, type, date and % Complete fields reflect the old information for
example, the information stored in the current project. The differences field is used to inform
the user what data has changed in the external project and its new value. The current
project's internal data on the external task and cross-project link changes to this new value
when the user accepts the change.
Type. Shows the link type and any lag or lead information about the external link.
Date. Either the start date or the finish date of the external task. If the link is connected to
the start date of the external task, then the date is start date. If the link is connected to the
finish date of the external task then the date is the finish date of the external task. It uses the
date format selected in the Internal project.
%Comp. Shows the % Complete value for the external task.
Differences. Provides information about what has changed in the external task from the
external project since it was last updated in the internal project, or it lets the user know that
the external task or project file could not be found. If more than one piece of information
changed, then the changes are listed on separate lines.
Kinds of information displayed in the Differences column:
o
Name to <new name> is displayed when the task name changed.
Finish to <new finish> is displayed when the finish date changed and the link depends
on the finish date.
Start to <new start> is displayed when the start date changed to a new date X and the
link depends on the start date.
Type to <new type> is displayed when the link type changed.
Link Deleted is displayed when Microsoft Project Professional detects that the link is
deleted from the other project.
Task Not Found is displayed when Microsoft Project Professional cannot find the
external task within the external project.
Project Not Found is displayed when Microsoft Project Professional can find the project
file or DSN but not the project name specified. The user can use the Browse dialog box
to find a renamed or moved project.
216
File Not Found is displayed when it cannot find the project file or DSN. The user can
use the Browse dialog box to find a moved or renamed external project file.
File Located is displayed when a File Not Found or Project Not Found condition has
been manually corrected. Note that if there are any changes in the file that it finds, it
automatically accepts them.
None is displayed to indicate that no changes have been made to the external task or
link.
The Accept button accepts all the changed information for the selected task.
The All button accepts the changed information for all links in the dialog box.
The Browse button lets the user repair the path for an external project file that may have been
moved or renamed.
The Delete Link button deletes the selected cross-project link and removes the external task
from the current project.
2.9.6.2
Deleting External Links

In Microsoft Project Professional, it is possible to delete external predecessor links to files that
cannot be found. The dialog box shown in Figure 188 will appear enabling the user to delete the
external link or relocate the file.
2.9.6.3
Project Calculations
No project is recalculated unless it is opened.
Suppose that project A has links to project B and B has links back into A, and only project B is
opened. Microsoft Project Professional reads in dates from project A (provided the user says it's
ok to update links). Microsoft Project Professional does not recalculate tasks in project A, even
though their predecessors in project B may have changed.
All the appropriate projects must be reopened before everything can be recalculated.
2.9.6.4
Circular Loop Detection

The definition of a circular loop or circular task relationship in Microsoft Project Professional is
when a series of task links, link back to the first task in the series. Circular links are not allowed in
Microsoft Project Professional as they will cause Microsoft Project Professional to stop calculating
field values and therefore must be avoided.
If the user tries to create a circular link loop in a single project, Microsoft Project Professional can
detect this condition and does not allow the link to be created. This is more difficult to detect and
solve when the links are spread among a number of different projects.
It is possible to create such loops by creating links while not having all the projects open. For
example, assume that x, y and z represent single tasks in projects A, B and C. If x is linked to y
and y is linked to z, and then B is closed, and link z is linked to x, a circular link is created.
217
x -> y -> z -> x

Microsoft Project Professional only detects such loops among currently opened projects.
2.9.7
Cross-Project Linking Lab

Questions
1. What is meant by a cross-project link?
2. How are cross-project links created?
3. Once a cross-project link is created, how is a cross link identified if only one of the project
plans is open in the current window?
4. What does Project 2003 display when a ghost task is double clicked?
5. Can a dependency be created between ghost tasks?
6. What option controls whether ghost tasks will display in the project plan?
7. What option controls how external tasks are updated?
8. What is a quick way to view all cross links in a project plan?
9. What is a circular loop and how can one be avoided?
Answers
1. A cross-project link is a task relationship between tasks in different project files.
2. Cross-project links are created by either consolidating projects using the New Window
command and dragging a link line between tasks or by entering the full path and ID number
to a task from an external project into the predecessor or successor field in the current file.
3. A cross-project link is identified by a dependency link between a task in the current project
with a ghost task.
4. When a ghost task is double clicked, the external file is opened in a new window and the
focus is switched to the original task.
5. Yes, a dependency can be created between ghost tasks but no link line will display in the
current file.
6. The options Show external successors and Show external predecessors control whether
ghost tasks will display in the project plan.
7. The options Show links between projects and Automatically accept new external data
control how external tasks are updated in the current file.
8. A quick way to view all cross links in a project plan is to display the Links Between Projects
dialog box selected from the Tools menu.
9. A circular loop is a series of task relationships that link back to the first task in the series. To
avoid creating a circular loop make sure all source projects are open when creating crossproject links.
218
TRACKING PROGRESS AND REPORTING STATUS

This Section describes the project progress
and tracking actions supported by Project
Web Access. Also included are the
capabilities of Microsoft Project
Professionals capabilities related to
coimmunicating project progress.
Specifically:
1.
Team members work with the tasks

they have been assigned. This
includes reporting progress, creating
new tasks, delegating tasks, notifying
project managers about time team
members will not be available for
project related work. This module
also covers working with Microsoft
Outlook to manage tasks
assignments.
See the Team Members Role In
Tracking Progress module page 240
for details.
2.
Project managers work with the

updated tasks submitted by team
members. This module also covers
earned value.
Tracking Progress and Reporting

Status
1.
Team Members Working

with Tasks.
2.
Project Managers Viewing

and Updating Tasks
Changes.
3.
4.
Status Reports
5.
Communicating Results
with Microsoft Project
Professional; Sorting,
Tables, Views, Reports and
Printing.
6.
Communicating Results
with Project Web Access;
Project Center, Resource
Center, Portfolio Modeler
and Portfolio Analyzer.
7.
Publish the task

assignments
Windows SharePoint
Services; Document
Management, Issues
Management and Risk
Management.
See the Role of Project Managers in Updating Progress module page 270 for details.
3.
Project Web Access allows all authorized users to request other PWA users to submit
Status Reports - reports that present informtion on a single project, portfolio of projects,
etc. The processing of the resulting results is also covered.
See the Status Reports module page 308 for details.
4.
Windows SharePoint Services when integrated with Project Server provides all authorized
stakeholders the capability to manage documents, manage issues, and manage risks.
See the Windows SharePoint Services module 326 page for on overview of Windows
SharePoint Services.
For Document Management detaisl page 332
For Issue Management details page 344.
For Risk Management details page 356.
219
5.
Microsoft Project Professional offers a wide range of capabilites that project managers
can utilize to communicating project results. This module covers sorting project data,
creating tables and views.This module also explains how to create hard copy output from
See the Communicating Results With Microsoft Project Professional module page 371 for
details.
6.
Project Web Access offers a variety of capabilites to communicate project and / or

resource results. This module presents the four communication capabilities that exist in
PWA; the Project Center, the Resource Center, Portfolio Modeler and Portfolio Analyser.
See the Analyzing and Communicating Results With Project Web Access module page
513 for details.
220
3.1
HOME PAGE
The Project Web Access Home page (Figure 189) is the personalized entry point to Project
Server.
Here users can see an overview of items that have changed since the last time the user had
accessed Project Web Access and items that require action. From here, they can navigate to the
different functional areas of Project Web Access.
Figure 189. Project Web Access Home page
The activities that can be accessed from the Home page include:
Change password allows users to reset their Project Server access password.
Note that this functionality is only available to users whose accounts use Project Server
authentication. It is not available to users whose accounts use Microsoft Windows
authentication.
Alert me about my tasks and status reports allows a user to set up a series of
alerts or reminders, which when triggered by actions within Project Server, send out a
message to the users e-mail account.
221
Alert me about my resources on tasks and status reports allows a project

manager the ability to setup reminders for resources they manage. This option will only
display if the user is part of a group with permissions to manage other users.
Go offline .allows users to take an offline copy of their tasks and status reports so
that they can be worked on when a network connection is not available (when traveling on a
plane for example), and then synchronized back to the server when the connection is
available.
These options can be selected from the actions pane by clicking on the appropriate link.
The Project Server administrator can turn on or off some of these activities availablity which will
also affect what the user will see. For example, the option to Alert me about my tasks and
status reports in the actions pane can be switched off by the administrator by adjusting a users
permissions.
The Home page displays items that are currently pending for the user logging on, such as items
that may have changed since the last login and items that require action.
Sections that may appear include:
Updates allows project managers to see when resources update tasks, delegate
tasks, and make changes to their calendars. If there are no updates, then the text will state
that no updates are pending. With default permissions, updates section does not appear for
resources, only project managers.
Timesheet this feature is available for people that are timesheet approvers,
displaying special messages indicating there are timesheets awaiting approval.
Tasks flags new tasks that may be assigned to the user.
Status Reports displays status reports that have been requested or status report
responses that have been received. If no status reports are pending, then this section will not
display on the page.
Risks shows risks pending for the users action.
Issues .shows issues pending for the users review.
Each of these areas can be accessed by clicking on the section headers or the blue text within
the items.
The sections that appear on the Home page depend on the users permissions and the items that
are pending for that user to take action on. For example, a section for status reports will not
appear for resources on the home page until a another user has made a status report request.
The Home page displays three links that enable the user to work with Outlook. This feature can
be accessed from the Home page by clicking Work with Outlook link on right. This allows users
to see their tasks in Microsoft Outlook and also report progress on them. Select the appropriate
link from the Working with Outlook page to access following features:
Display Project Web Access in Microsoft Outlook places a shortcut to, or adds
a Project Web Access page into an existing or new folder within Microsoft Outlook. By using
222
this command, the user can see the Home page hosted in Microsoft Outlook rather than
Microsoft Internet Explorer (Figure 190). This is useful if the user wants to see when items
have changed or require action within Project Web Access without having to leave Microsoft
Outlook.
Display Digital Dashboard in Microsoft Outlook. Places a shortcut or adds the

Microsoft Digital Dashboard page into an existing or new folder within Microsoft Outlook.
Again this uses Microsoft Outlook as the host for a digital dashboard page. This can be useful
if the administrator has defined digital dashboard pages that display Project Web Access
information for groups in the organization to use (Figure 191).
Figure 190. Project Web Access in Microsoft Outlook
223
Figure 191. Digital Dashboard in Microsoft Outlook
To display the Project Web Access page in Microsoft Outlook:

1.
From the Home page, click the Work with Outlook link.
2.
Click on the link Display Project Web Access in Outlook under More ways to work with
Outlook. This will display the dialog box shown in Figure 192.
3.
Select the name of the Project Web Access page that you wish to link to Microsoft Outlook from
the Add Project Web Access link drop-down menu.
4.
Select the option for how you wish the link to appear in Microsoft Outlook and click OK.
Figure 192. Display in Microsoft Outlook dialog box
To display a Digital Dashboard page in Microsoft Outlook:
224
1.
From the Home page, click the Work with Outlook link.
2.
Click on the link Display a Digital Dashboard in Outlook. This will display the dialog box
shown in Figure 193.
Figure 193. Display Digital Dashboard in Microsoft Outlook dialog box
3.
Enter the URL of the dashboard link in the dialog box.
4.
Select the option for how you wish the link to appear in Microsoft Outlook and click OK.
Changing Passwords
3.1.1
A user may change their password using the Change password option. This applies only to
those logged in using Project Server accounts. A Windows NT account password is changed in
the traditional manner via the operating system.
To Change Your Password:
1.
Click on the link Change password in the actions pane, this will display the dialog box shown
in Figure 194.
225
Figure 194. Change password page

2.
Enter the old password and new password in the appropriate boxes and click Change
password.
Note
The administrator may have set certain requirements like the minimum password length. Your new
password must meet the requirements defined by the administrator.
3.1.2
Set Alert Me Notifications

E-mail notifications are used to alert users of changes or actions within the various projects they
belong to (notifications), or alert them of upcoming or overdue events they are responsible for
(reminders), by triggering messages that are sent to their e-mail accounts when these various
events occur.
An e-mail notification is generated based on a wide range of user-initiated events. This may be
driven by the actions of other stakeholders in the projectsfor example, a project manager
sending a new task to a resource can trigger an alert to the resource so that they know there is a
new activity for them.
Reminders are driven by a timed eventfor example, if a task is due to be completed by a
resource on a certain date and it has not, a reminder is sent to the resource.
The system can be set up to send all sorts of combinations of notifications and reminders so that
every time there is a change in the information for managers and resources or a timed event
226
occurs, they will receive an e-mail. These e-mails describe the changes such as project name,
task details, and hyperlinks to the appropriate section in Project Server.
Managers are also able to set reminders for their resources, which automatically send out alerts
when certain events occur.
Typically users utilize their e-mail system on a daily, if not hourly basis. Using notifications is
therefore a useful way of directing users towards carrying out project actions when required,
particularly where they have infrequent involvement in a projects activities.
The Alert me notifications and reminders page is accessed by clicking on the following links in the
actions pane:
Alert me about my tasks and status reports.
Alert me about my resources on tasks and status reports.
If the user does not have the Set personal notifications and Set resource notifications
permissions, they will not see these links. The Project Server administrator sets the permissions
through groups, categories, or permission templates.
A user can subscribe to a set of action-driven notifications that they would like to receive in email; this way they control the amount of e-mail they receive. Subscriptions are available based
on permissions set up by the Project Server administrator.
Reminders are a per-user setting in Project Web Access for all tasks, status reports, and issues
the user might own. A manager can also set reminders for resources that have assignments in
the managers projects. A resource can turn off their own settings but cannot turn off a managers
settings.
The following user actions will generate e-mail notifications to the participants:
Publish project plan (in Microsoft Project Professional).
Publish all information (in Microsoft Project Professional).
Request assignment status (in Microsoft Project Professional).
Publish changed assignments (in Microsoft Project Professional).
Delegation requests.
Delegation of lead role.
Task updates.
New task and existing task requests.
Status report requests.
Status report responses.
New issue is opened.
New risk is opened.
227
Issue assignment.
Issue is modified.
Document changes (new, delete, modified).
Task list delegation.
The following rejection actions will automatically trigger a notification (Project Server users cannot
unsubscribe):
Rejected assignments by resource.
Rejected task updates (by manager).
Rejected new tasks (by manager).
Rejected calendar updates (by manager).
Rejected task delegation requests (by manager).
Removed from a status report (by manager).
Reminders about existing and recurring events are generated by a daily scan of the Project
Server. They are then sent out at a time specified by the Project Server administrator.
The users will receive e-mails similar to the one shown in Figure 195.
Figure 195. Example reminder e-mail
228
3.1.2.1
To Set Alert Me Notifications for Tasks and Status Reports

Figure 196 shows the Alert me about my tasks and status reports page.
Users use this page to set e-mail notifications for:
Tasks. New tasks, modified tasks, new to-do lists, modified to-do lists.
Status reports. New status report requests.
Issues. New issue assigned, assigned issue is updated, any new issue is created,
and any issue is updated.
Documents. New document is uploaded, updated, or deleted.
Resource actions. A new task is submitted, a task delegated, tasks updated, working
time and nonworking time changes submitted, or a status report is submitted (these
notifications are only available for users with manager permissions).
This page is also used to set e-mail reminders specifically for the user:
Tasks. Upcoming tasks, in progress tasks, incomplete tasks, or overdue tasks.
Status reports. Upcoming or overdue status reports.
The language of the e-mail reply can be set by changing the drop-down box for e-mail language
preference.
These settings are made by selecting the appropriate check boxes and drop-down boxes and
then clicking on the Save Changes button at the bottom of the page.
229
Figure 196. Alert me about my tasks and status reports page
3.1.2.2
To Set Alert Me Notifications for Resources

Figure 197 shows the Alert me about my resources on tasks and status reports page.
Managers can use this page to set e-mail reminders for resources about their:
Tasks. Upcoming and overdue tasks.
Status reports. Upcoming and overdue status reports.
These reminders can be sent to the manager, the managers resource, or both.
These settings are made by selecting the appropriate check boxes and drop-down menu and
then clicking on the Save Changes button at the bottom of the page.
230
Figure 197. Alert me about my resources on tasks and status reports page
Work Offline
3.1.3
Taking data offline allows use of limited amounts of functionality without the need to be connected
to the server network. This is particularly useful for those who are in a remote location without
access to a network or those traveling who want to update their information on the move.
In effect when a user goes offline, a snapshot of their project information is taken, allowing them
to view, edit, and change their timesheet and edit and save status reports. When they reconnect
to the network, the changes made to the information are synchronized with the Project Server.
To Go Offline:
3.1.3.1
1.
In the Home page action pane, click the Go Offline link (Figure 198).
2.
Select the dates of the information that you want to take offline. This is the information you will
want to view, edit, or update.
3.
Click Go Offline.
231
Figure 198. Go Offline page
To access the offline information, first make sure the Work Offline option is checked in the File
menu of Microsoft Internet Explorer. Then select Microsoft Project Offline Access from the
Favorites menu as shown in Figure 199. Project Web Access is added to the Favorites menu
automatically.
232
Figure 199. Accessing Project Web Access Offline
3.1.3.2
To Go Back Online
Figure 200 shows the offline version of Project Web Access. To go back online, select Go Online
in the side pane.
233
Figure 200. Offline Project Web Access Home Page
If the user logs on to Project Server without synchronizing the offline version first, the screen
shown in Figure 201 will appear. If the user clicks Reset at this point, any changes made offline
will not be saved.
234
Figure 201. Offline mode
Print Grid in Project Web Access

Project Web Access contains a Print Grid function that allows users to specify the grid printing
format from a Project Web Access browser session. Users can also select content from the Print
Grid display and paste that content, with formatting, into applications like Excel or Word.
The Print Grid function is located at the lower left corner beneath the data grid on many Project
Web Access pages (Figure 202).
235
Figure 202. Project Web Access Print Grid feature
Note The Print Grid function does not show graphic icons that may be displayable within Project
Center, Resource Center, or Timesheet views. For instance, in the sample above, the green and
yellow status indicator will print as the data that is the criteria to make the indicator green or yellow.
When you select the Print Grid function, the system copies the current data grid content and
opens a new window that allows you to specify the printing format (Figure 203).
2
236
Figure 203. Print Grid general format and controls
You can perform the following tasks by using the Print Grid.
1.
Manipulate the order, width, and alignment of the columns in the output by setting properties in
the Options section.
2.
Move an item up or down the list, when you select an item from the Available Columns. This
changes the relative position of the column within the data displayed in the lower section of the
screen. You can also select a data field and move it to the Excluded Columns, thus removing
the item from the data display.
3.
Use the Export to Microsoft Excel option to pass the grid data into Excel. The Reformat Grid
function refreshes the data display after you add/remove column fields
4.
Review the content of the data grid.
5.
Use the Format Columns function to control how data within the columns should be displayed
(Figure 204).
Figure 204. Control the format of data columns
Note The Print Grid displays as a separate browser instance in Project Web Access.
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3.1.4
Exporting Print Grid Data to other Applications - Copy/Paste

You can copy the contents of the Print Grid data (using Ctrl+C) and paste it to an application like
Excel (Ctrl+V). When you copy and paste the content to another application, the formatting is
retained. (Figure 205)
Figure 205. Use the keyboard copy/paste sequence to copy Print Grid content into an application like Excel
Because the Project Web Access timesheet data grid has two portions, the left (Grid Data) and
right (Timesheet,) you have two sides with different data content. You can copy and paste each
half and align the rows as was done in the example above.
3.1.4.1
Exporting Print Grid Data to Excel

You can also export the Print Grid data to Excel by clicking the Export to Microsoft Excel button.
This allows you to pass the data content into an Excel workbook for subsequent analysis and
review (Figure 206).
Figure 206. Use the Export to Microsoft Excel function
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Home Page Lab
3.1.5
Questions
1.
Why would a resources home page not display a section for Status Reports or Updates?
2.
Why does the Change password option not work for some users?
3.
How do you set up a reminder for your resources so that they are notified by e-mail the day
before any task is due?
4.
How do you access Project Web Access when you have taken it offline?
Answers
1.
Some items in the Home page area will also not appear until an action is required or change
has occurred since the last session. For example, a section for status reports will not appear
for resources on the Home page until a project manager has made a status report request.
Other sections are not shown because the user has no permissions to see the pagefor
example, resources cannot update tasks so this section will not appear on their Home page.
2.
The Change password option applies only to those logged in using Project Server accounts.
Your Windows NT account password is changed in the traditional manner.
3.
A reminder for your resources so that they are notified by e-mail the day before any task is due
to be completed can be set up by selecting Set e-mail reminders for my resources in the side
pane of the home page. Here the Remind me about my upcoming tasks box should be
checked and the E-mail my resources option selected.
4.
You can access Project Web Access when it is offline by:

o
In Microsoft Internet Explorer, verify the Work Offline option is checked in the File
menu.
From the Favorites menu, select Project Web Access page.
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TEAM MEMBERS ROLE IN TRACKING PROGRESS
3.2
The Tasks page (Figure 207) provides the

place for team members to view, edit, and
update the tasks that have been assigned
to them. It lists their individual portion of
work across multiple projects for multiple
project managers, as well as their personal
work and nonworking time such as leave.
This is the day-to-day interface for team
members to manage their work.
1.
How to view, edit and

update tasks.
2.
How to reject, create,

assign and delegate tasks.
3.
How to transfer tasks

directly to or from
Microsoft Outlook.
4.
Notify your manager of

non-project work time.
Figure 207. Tasks page
The activities that can be carried out from here include:
8.
Viewing all tasks assigned to the user and manipulating this view of the tasks.
9.
Recording actual work to update the project manager with project progress as part of the
project update cycle.
10.
Rejecting tasks assigned to the user.
11.
Linking notes, risks, issues, and documents to a task.
12.
Delegating tasks to other resources.
13.
Creating new tasks and assigning yourself to an existing task.
14.
Use the Alert Me feature.
15.
Set the interaction with Microsoft Outlook calendar entries.
16.
Notifying managers of changes to nonworking time.
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Viewing and Updating Tasks
3.2.1
Viewing and updating tasks takes place in the task sheet displayed in the View My Tasks page. It
can be selected by clicking the Tasks tab on the Microsoft Office Project Web Access menu,
or by clicking on the View My Tasks link in the tasks actions pane when within the tasks section
of the Home page.
The task sheet contains a personalized view of all the work that has been assigned to a project
resource across multiple projects by multiple project managers. This allows users to keep track of
all the work assigned to them, providing a centralized place to manage their own workload. This
can be in the form of project tasks, to-do lists, or imported Microsoft Outlook tasks. It also
provides a place to account for nonworking time such as vacation or sickness.
Additionally, the task sheet provides an interface for users to communicate updates or changes of
their tasks to other stakeholders. This could be informing a project manager that a new task
needs to be added to the project plan, the user needs to be assigned to an existing task, a task
should be delegated to another resource, or the number of hours worked on a particular task
needs to be updated.
The Tasks page can be divided into four key areas (Figure 208):
Task sheet. Displays all the tasks and associated assignment fields such as work, start, and
finish dates.
Task view pane. Displays the task information in either a Gantt Chart or Timesheet view
mode.
Tasks action menu. Drives various actions in the task sheet such as hiding tasks, rejecting
assigned tasks, inserting notes, and linking documents risks, and issues to tasks.
Customization tabs. Allows users to customize the way tasks are displayed in the task
sheet, allowing users to show summary tasks, different outline levels, filter, and group.
Customization Tabs
Action Bar
View Pane
Task Sheet
Figure 208. Task Sheet
Tasks in the Task Sheet
3.2.1.1
The tasks displayed in the task sheet can come from many sources:
Projects. Tasks assigned by project managers in Microsoft Project Professional and
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published to the Project Server.
To-do lists. Tasks created as part of a to-do list either by the user or another resource.
Nonworking time. Tasks related or not related to a project or time, such as vacation or sick
leave. These are particularly useful if the user has to account for this type of event in a
weekly timesheet. The categories for these tasks are defined by the administrator and are
organization wide (see the Administration and Customization lesson). The user can also
import Microsoft calendar entries into the nonworking time (see Transfer Nonworking Time in
this topic).
Outlook tasks. Tasks imported from Microsoft Outlook into the tasks sheet (see
Customizing Views in this lesson). It can be useful to include these tasks in the Tasks page
to have all tasks in one interface.
Fields in the Task Sheet
3.2.1.2
The fields shown in the task sheet include the Indicator field, Task Name, Work, % Work
Complete, Actual Work, Remaining Work, and Start and Finish dates. It is possible to have other
assignment project fields appearing in this view. This is achieved by adjusting the Customization
options within Microsoft Project Professional. The project manager does this before publishing the
project to the server. This administrator can also add or change fields in the Timesheet View in
the Admin function of Project Web Access.
The columns widths can be adjusted by hovering over the column dividers and dragging the
divider icon while holding down the left mouse button. The column position can also be changed
by selecting the middle of the column header and dragging the column while holding down the left
mouse key. The sort order can also be adjusted by clicking on a column header. The arrow
indicates ascending or descending order. The pane divider between the field pane and view pane
can also be moved by dragging the bar while holding down the left mouse button. These settings
will persist, so when the user logs into a new session the task list will look the same as when they
last saw it.
Special fields exist within the task field sheet to indicate status or information about a task, as a
result of actions being carried out. These include:
Indicators field. Displays a number of indicators that identify the status of tasks or other
associated information (see indicator icons below).
Update Sent field. Indicates the date and time the last update was sent for each particular
task. This field updates when changes are made to a task and the Update button is clicked.
Fields that are editable are shown in white. This is customized by the project manager when
selecting the fields to edit.
3.2.1.3
Setting the Fields in View My Tasks

The fields shown in the field pane are defined in the Microsoft Project Professional desktop client
by the project manager using the following steps.
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To set fields in view my tasks

1.
From the toolbar, select Tools.
2.
Select Customize, and then click Published Fields.
These fields are adjusted on a per-project basis, so they will be populated in resources
timesheets for the particular project that the project manager is performing this action on The
Project Server administrator can add fields in the Timesheet View in the Admin function.
3.2.1.4
Indicator Icons
The Indicator field displays a number of different icons that identify the status of tasks or other
associated information. Placing the cursor over the icon will display a tool tip with information
relevant to each task. The different icons are described below:
A status update has been sent but has not yet been updated into the plan by the project
manager.
Completed task.
Overdue uncompleted task.
Task has been updated by the project manager.
Notes inserted with task.
Document linked to task.
Issue linked to task.
New task that has been created but not yet sent to the project manager for approval.
Newly assigned task that has not yet been sent to the project manager for approval.
New task that has been created and sent to the project manager for approval but has not
been updated by the project manager in the project plan.
Newly assigned task that has been created and sent to the project manager for approval
but has not been updated by the project manager in the project plan.
Task has been delegated but has not yet been updated by the project manager into the
project plan.
Task has been delegated and approved by the project manager.
Task has been updated by the resource the user delegated the task to and needs to be
updated to the project manager.
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Task has been delegated to the user by another resource but the project manager has
not yet approved the delegation.
To-do list.
New assigned task by project manager or delegated task by another resource.
Status update has been requested for this task.
Task has been rejected by project manager.
Task Actions Menu Bar
3.2.2
The Task Actions menu bar (Figure 209) allows users to perform the following actions on tasks:
Hide Tasks.
Reject Tasks.
Insert Notes.
Link Risks.
Link Issues.
Link Documents.
Each of these actions is performed by selecting a task in the task sheet and then clicking on the
appropriate button in the menu. Each of these actions is described below.
Figure 209. Task Actions menu bar
3.2.2.1
Hide Task
The Hide Task button removes the selected task from the task sheet. This is useful for removing
completed tasks, rejected tasks, or to generally clean up your task sheet.
As the Hide Task dialog box (Figure 210) states, users will be not be able to unhide a task once
hidden so the Hide command should be used to remove those tasks that do not need to be kept
for historical purposes.
This action can be denied to the user by setting the appropriate user security.
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Figure 210. Hide dialog box
3.2.2.2
Reject Task
The Reject Task button removes the task from the users task sheet and sends it back to the
project manager for updating in Microsoft Project Professional (Figure 211). It is typically used to
notify the manager that the user is unable to do the assigned task with an inserted note (see
Inserted Notes topic) to explain.
Figure 211. Reject Task dialog box
3.2.2.3
Insert Notes
The Insert Notes button opens the Assignment notes dialog box, which displays comments
about the current task (Figure 212). The notes can contain multiple comments from resources
and the project manager with the author of each comment identified by the square brackets.
Further, comments can be added to the task by double clicking the note icon in the task sheet or
clicking the Insert Note button again. When the task is updated the notes will also appear in the
Microsoft Project Professional plan (will be appended to the Task Notes field for that task in
Microsoft Project Professional).
Figure 212. Assignment Notes dialog box
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3.2.2.4
Link Documents
Multiple documents can be linked to specific tasks by selecting the task in the task sheet to which
an associated document will be linked and clicking on the Link Documents button. This opens
the document list (Figure 213) for the specific task that is part of the Windows SharePoint
Services document library functionality within Project Server see module Windows SharePoint
Services module page 326 and the Document Management module page 332 for complete
details.
This is useful for linking project deliverables or other associated documented information to tasks.
For example, if a specification needs reviewing, place this task in the Project plan and apply all
the resources that need to review it to the task. Link the specification document to the task and
everyone who has been assigned the task of reviewing the specification will be able to find it.
Figure 213. Link documents to tasks page
3.2.2.5
Link Risks
Multiple risks can be linked to specific tasks by selecting the task in the task sheet (Figure 214) to
which an associated document will be linked and clicking on the Link Risks button, see Windows
SharePoint Services module page 326 and Risk Management module page 356 for details.. This
opens the risks list for the specific task that is part of the Windows SharePoint Services within
Project Server.
Figure 214. Link risks to Tasks page
3.2.2.6
Link Issues
Multiple issues can also be linked to specific tasks by selecting the task in the task sheet to which
you want to associate the issue and clicking on the Link Issues button. This opens the Issues
List for Tasks page (Figure 215) that is part of the Windows SharePoint Services functionality
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within Project Server, see Windows SharePoint Services module page 326 and Issue
Management module page 344 for details.
Figure 215. Link issues to Tasks page
View Types in View my Tasks
3.2.3
Two types of views exist within the tasks page:
Gantt Chart. Displays the tasks time details in a Gantt Chart.
Timesheet. Displays the tasks time details in a tabular format.
The Gantt Chart view is most useful for understanding the relative timing, length, and order of
the tasks to be performed. The Timesheet view is used for viewing assigned work and updating
actual hours against discrete time periods. Both options can be selected from the menu in the
side pane.
Note The default view presented depends on the tracking method used for the tasks the user has
been assigned. If the tracking method is set to % Work Complete or Actual Work Done & Work
Remaining, then the Gantt Chart view is displayed by default. If the tracking method is set to Hours
of Work done per time period, the Timesheet view is displayed by default, so the user can enter
timephased actual work in the right pane of the Timesheet view.
If the user has been assigned tasks from different projects with different tracking methods, then if
even one task is using Hours of Work done per time period as its tracking method, the Timesheet
view is displayed by default.
3.2.3.1
Gantt Chart
Figure 216 shows the Gantt Chart as seen in Project Web Access.
Figure 216. Gantt chart view
Three buttons, at the end of the task action menu, control the Gantt display:
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Zoom in. Changes the view to see a smaller time period.

Zoom out. Changes the view to see a larger time period.
Go to. Scrolls the timescale to the start of the selected task.
The Gantt Chart format can be changed by the administrator (see the Administration and
Customization lesson).
Timesheet View
3.2.3.2
Figure 217 shows the Timesheet view. This is a tabular view of hours worked by specified
periods. It is possible to view work and overtime in the sheet as well, and change the time period
to days, weeks, or the entire task period (see View Options in this module).
The administrator can control whether the timesheet can be seen by a user and the time period
settings. Also whether the cells in the right pane of the timesheet are editable or not depends on
the tracking method for the assigned tasks.
Figure 217. Timesheet view
The left and right arrows at the end of the task action menu scroll the timesheet through time
periods.
Current Tasks by default, only current tasks are presented to the user. Current tasks are
defined as those that are currently in progress or scheduled to start in the near future.
The Project Server administrator specifies the number of days from the current date that the
current tasks view will show. The default is 7 days.
3.2.4
All Tasks to see all assigned tasks, including those scheduled by the user, click the All
Tasks link in the task pane. This shows every task assigned to the user.
Customizing Views in View my Tasks
The views in the task sheet can be customized to show different kinds of tasks such as to-do list,
summary or outlook, outline groups, filter views, group views, or search for specific tasks.
The menu is expanded and collapsed by selecting any of three tabs: View Options; Filter,
Group Search; or Delegation, or by clicking the +/- symbol to the left of the tabs.
3.2.4.1
View Options
Figure 218 shows the View Options tab. The options include:
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Show time with date. Allows time to show as well as dates within date fields such as start
and finish. Off by default.
Show tasks from To-do lists. To-do list tasks assigned to the user can be displayed in the
task sheet by selecting this option. On by default.
Show summary tasks. Allows the summary tasks be shown in the task sheet. This is useful
to understand the context of each task. On by default.
Show All Outline Levels. If summary tasks are shown, this allows the user to display all
tasks at the entered outline level quickly. The outline level is selected by choosing a level
from the drop-down menu.
Show scheduled work. Allows all the scheduled work to be displayed. Inserts the values of
scheduled work in the timesheet in the view pane (right pane).
Show overtime work. Inserts cells for inputting and editing actual overtime work into the
timesheet in the view pane (right pane).
Show Outlook tasks. Shows the tasks that are imported from Microsoft Outlook.
Include completed Outlook tasks. Imports all the tasks that exist within the tasks folder in
Microsoft Outlook into the task sheet. This is grayed out until Show Outlook tasks is
selected.
Figure 218. View Options tab in Gantt chart view
Set dates. Sets the date range and time scale unit (days/weeks/entire period) for the date
range to be displayed in the timesheet.
3.2.4.2
Figure 219 shows the Filter, Group, Search tab. The options include:
Filter. Allows users to filter tasks by different criteria. The drop-down list has a number of
predefined filters such as overdue tasks, completed tasks, and so on. Selecting the Custom
Filter button or Custom Filter from the drop-down list enables the user to create
personalized filters using any of the columns displayed in the Tasks grid. The Autofilter
check box places drop-down lists at the top of the column headers within the task sheet. The
user can then filter on a particular value within one of the fields.
Group by. Allows users to group tasks by the values contained in the various fields. Select
the groups from the drop-down lists.
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Search for. Searches for character strings within the task field grid. Criteria are entered,
when the Find Next button is selected to cycle through the list to find a match.
For more information on creating custom filters and groups see XXX..
Figure 219. Filter, Group, Search tab
3.2.5
Updating Tasks
In order for a project manager to track the progress of the projects they are executing and report
that progress to management, resources are usually required to update the project manager as to
the progress of their tasks.
This periodic reporting process of progress on tasks by a resource to the project manager, and
corresponding responses from the project manager about changes to the plan is usually known
as the update cycle. Project Server automates this process by providing a mechanism to
exchange task update information between resources and project manager.
Figure 220 describes the update cycle. The parts of the cycle carried out by a resource, using the
Tasks page, are highlighted. Other parts of this process, carried out by the project manager, are
described in Role of Project Managers in Updating Progress page 270.
The way tasks are updated depends on the kind of task it is (project, to-do, or nonworking) and
the method defined for reporting progress (percentage work complete, actual work done and work
remaining, or actual hours per time period via the timesheet). The reporting method can be set
globally by the server administrator (see the Administration and Customization lesson) or set on a
project-by-project basis by the project manager (see the Product Overview and Setup lesson).
Different fields will be available for editing within the task sheet, depending on these two
parameters.
When an edit is made to the update fields, the text turns red to indicate the task has been edited.
This will remain red until the project manager has approved the update and saved the project
plan and republished the change. Indicator icons will also appear telling the user the status of the
update (see Indicator Icons topic in this module).
Figure 220. Update Cycle - Team Members Perspective
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The way that tasks are updated depends on the kind of task it is (project, to-do, and
administrative) and the method defined for reporting progress (percentage work complete, actual
work done and work remaining, or actual hours per time period via the timesheet).
The reporting method can be set globally by the server administrator or set on a project-byproject basis by the project manager. Different fields will be available for you to edit within
the task sheet, depending upon these two parameters.
251
When an edit is made to the update fields the text turns red to indicate the task has been
edited. This will remain until the project manager has approved the update, saved the project
plan, and republished the change. Information icons will also appear telling the user the
status of the update.
The task update is not actually sent to the project manager until the user clicks the Update
or Update Selected Tasks button. This allows the resource to edit a number of tasks before
sending an update. The Save button allows the user to save the edits made to the task sheet
without having to send the update to the project manager; this can be done at a later date by
clicking the update buttons.
As the update cycle diagram shows, it is not only updates to task actuals that are sent when
the update buttons are selected but also any new tasks that are created.
There are three methods that can be used to update progress data in PWA. The method are:
% of Work Complete the team member/resource can enter the Percentage of the Work
associated with the task they have completed. See Figure 221 for PWA page configured to
allow % of Work Complete to be entered.
The Remaining Hours of Work are shownj and can be edited.
The Work and Actual Work are shown but cannot be edited/altered by the team member.
The maximum amount/value that can be entered is 100%.
The percentage does NOT apply to the time period shown to the right in the timescale. It
represents the amount of the tasks Work tha has been completed.
For example: The original Actual Work was 40 Hrs. The % of Work Complete is 50%. The
Remaining Work would be 20 Hrs. The team member adjusts the Remaining Work to 60 Hrs.
The % of Work Complete would be adjusted to 33%.
Hours Worked and Remaining the team member/resource can enter Actual Hours of Work
and Remaining Work. See Figure 222 for PWA configured to allow Hours Worked to be
entered.
The % Work Complete and Work are shown but cannot be edited/altered by the team
member.
There is no limit on the Actual Hours of work the team member can enter.
The two values Actual Hours of Work and Remaining Work are independent in this reporting
option.
The Actual Hours Worked does NOT apply to the time period shown in the timescale. It
represents the amount of the work that has been expended on the task to-date.
The % of Work Complete is computed by Project Server to a maximum of 100%.
The team member can adjust the Remaining Work if they want to.
For example: The original Work was 50 Hrs. the Actual work was entered as 5o Hrs. The %
Work Complete was calculated as 100%. The Remaining Work would be 0Hrs. until the team
252
member entered a value. The team member enters the Remaining Work to be 50 Hrs. The
% Work Complete is adjusted to 50%.
Figure 221 - % Work Complete
Figure 222 - Hours Worked and Remaining
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Hours of Work by Time Period the team member / resource can enter the Hours of
Work per Day or per Week. They simple adjust the timecale in the right-side of the window.
See Figure 223 for a PWA screen that illustrates the entry of Hours of Work by Time Period.
The Acutal Work and % Work Complete are shown but cannot be edited/altered by the team
member.
Figure 223 - Hours of Work by Time Period
If the time period is weeks, the amount of time entered is divided between ALL of the days in
the week(s) not the work days equally.
The Project Server administrator can limit the number of hours per day that the team
member can enter. This limit applies to every cell, There is NO limit on the amount of time a
team member can enter by day or by week.
Hours of Work By Time Period, is the only method that allows for the approval of timesheets.
See Approve Timesheets page 552 for details.
The team member can adjust the Remaining Work if they want. The % of Work displayed
reflects the current value of the Remaining Work plus Actual Work as a percentage of the
Work.
Note The EPM can be implemented to allow Project Managers the option of selecting which of the three
methods they want to utilize on a project-by-proejct basis. It can also be implemented to enforce and enterprisewide standard approach to the entry of progress information.
254
The task update is not actually sent to the project manager until the user clicks the Update or
Update Selected Tasks button (Figure 220). This allows the resource to edit a number of tasks
before sending an update. The Save button (Figure 224) allows the user to save the edits made
to the task sheet without having to send the update to the project manager; sending the update
can be done at a later time by clicking the Update button. This is useful if the user is required to
send a weekly update to the project manager but wishes to record their daily activities at the end
of each day.
Figure 224. Update dialog box
Figure 225. Save dialog box
As the update cycle diagram shows it s not only updates to task actuals that are sent when the
update buttons are selected but also any new tasks that are created or existing tasks you have
assigned yourself to (see Creating New Tasks section in this document).
Tasks that have been delegated are denoted in the task sheet by being highlighted yellow. If the
user has taken the lead for a delegated task, they will receive updates from the resource working
on the task but then have to update the actual values to the project manager. When tracking
delegated tasks, the actual values are reflected in the users timesheet but do not require
updating. A task delegated to another resource with the project manager as lead will not be able
to be edited with actual values by the resource it has been delegated to until the project manager
approves the delegation. The delegation process is described in the Delegating Tasks section in
this document.
If a task update is rejected by a project manager, the resource is sent an e-mail notification and
an icon is show next to the task indicating rejection.
3.2.6
Creating New Tasks

In some cases it may be necessary for a resource to create new tasks in a project plan. This may
be because the resource has better knowledge about the tasks involved in executing the project,
the scope of the project changes requiring additional tasks to be done, or simply if the project
manager forgot to add it initially. It is also particularly useful for the project manager to only plan
at a high level for tasks well into the future and then have resources break down those tasks to a
more granular level as more detail is received during the projects progress.
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A Create a new task page is provided for such scenarios (Figure 226). To access the page, click
Create a new task in the side pane.
Figure 226. Create a task page
To create a new task, it is a matter of filling out the parameters on the Create a new task page.
The parameters include:
Where do you want the new task(s) to be created? A project name or to-do list should be
selected from the drop-down list
What outline level do you want to create the new task in? If the new task will be a
subtask, the appropriate summary task should be selected.
Task information. The task name, comment (optional), start date, and work estimate
(specify hours or days with an h or d after the value; default is hours) should be entered.
Clicking Save New Tasks will save the new task in the users timesheet. It is not until the Update
button is pressed that it is sent to the project manager for updating into the project plan.
This process will create a task as a subtask of a project or summary task of a project with an
attached duration and the user that created the task as the resource responsible for completing
the task. When creating a task, the user is not allowed to place any dependencies into the plan or
assign other resources to the task. This should be carried out by the project manager when they
update the new task into the plan.
The Project Server administrator can allow or deny resources the ability to add new task.
3.2.7
Creating New Assignments as a Team Member

In Microsoft Office Project 2003, team members can assign themselves to existing tasks in a
project to which they are assigned.
Using this new feature a team member can:
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Assign him/herself to a task that is assigned to another user.
Assign him/herself to a task that has been assigned to a generic resource.
Assign him/herself to a task that has not been assigned to any resource.
In order to enable and use this feature, the general workflow is as follows:
1.
The administrator needs grants New Task Assignment permissions to the team member.
2.
The team member assigns himself or herself to a task in a project.
3.
The project manager approves the assignment and updates the project plan.
Assigning Yourself to a Task
3.2.8
If you are a team member and want to assign yourself to a task in a project, perform the following
steps in Project Web Access:
1.
In the Tasks page (Figure 227), click Assign myself to an existing task.
Figure 227. Assign myself to an existing task selection
2.
The Assign myself to an existing task Wizard displays (Figure 227). In the Project field,
select the appropriate project.
3.
In the project document, select a task.
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Figure 228. Assign myself to an existing task Wizard

4.
In the Work Estimate field, enter the estimated time for the project. You can specify hours or
days with an h or d after the value. The default is days if you do not enter h or d.
5.
In the Comment field, enter a comment so that the project manager understands why you are
assigning the task to yourself.
6.
Click Assign me to task when you are done.
7.
A message displays prompting you to confirm your action. (Figure 229) Click OK to complete
the action.
If you press Cancel, the task will not be assigned to you. If you assign a task to yourself by
mistake, you will need to contact your project manager to make the correction.
Figure 229. Message to assign yourself to a task
Note On the Assign myself to an existing task page, you will only see projects to which you have
been assigned. In addition, all tasks that you have not already been assigned to on that project will
be listed.
After assigning yourself to a task, you will see the task on the Tasks page and the following new
indicator (Figure 230) will show the status of the task. The indicator is very similar to the one
indicating that you have created a new task.
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Figure 230. New assignment indicator
Also on the Tasks page, there is a new filter selection, New Assignments added by me so that
you can easily view all your new assignments.
3.2.9
Delegating Tasks
Sometimes it may be useful to transfer a task assignment to another resource. This may be
useful for a number of reasons; the resource may not feel they have the right skills, or there may
be someone in their team who has more time available. This is particularly useful where team
leaders are being used to manage a group of resources with similar skill sets. The project
manager can assign tasks with a generic skill to the team leader and the team leader can then
delegate the task out to a member of their team with the appropriate skill. This allows the project
manager to assign the responsibility of a task to a team lead, who is then responsible for micromanaging delivery of these tasks among their team.
Tasks are delegated by selecting the task to delegate and then clicking the Delegation tab on the
Tasks page, (Figure 231) or selecting Delegate task from the side pane (which has the same
effect). The other options allow users to filter the task list to show delegated tasks by the various
delegation roles. Show my tasks in addition to delegated tasks allows the user to filter the
tasks down to only delegated tasks by deselecting the check box.
Figure 231. Delegation tab
The Delegate Task button can then be selected on the Delegation option tab (Figure 232).
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Figure 232. Delegate tasks page
Multiple tasks can be selected for delegation. If a summary task is selected, then all the subtasks
will be selected and marked for delegation. If any of the tasks in the selection cannot be
delegated, an alert will be displayed informing the user that some of the tasks cannot be
delegated. Selecting the Show Details button on this dialog box will list the tasks that cannot be
delegated, along with the reasons why. The reasons a task cannot be delegated are:
The task is a tracking copy of a delegated task.
Actual work has been entered for this task and the project managers approval is pending.
A resource created this task and the project managers approval is pending.
This task is a nonworking time entry.
The project manager has removed this task.
The project manager has specified that tasks in this project cannot be delegated to a
different resource.
Two notifications will be sent out when a task is delegated. The first notification goes to the
resource that was delegated the task and the other to the project manager to use in the updating
of the resource information in the project plan.
If the project manager rejects the delegation, then a notification will be sent to the resource that
the task was delegated to and to the resource that delegated it, to let them know that the original
resource is still responsible for the task. Likewise, if the delegated resource rejects the delegation
then the resource that delegated it and the project manager will be notified.
Clicking Delegate Task will start a two-step wizard. In order to delegate the task the user needs
to specify:
1.
To whom they are delegating, and what their continuing role will be in tracking the delegation?
2.
Any information or comments they wish to send with the delegation message.
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3.2.9.1
Figure 233 shows the page for step 1 of the delegation process. Here the resource must specify:
Who do you want to delegate this task to? select a resource name from the drop-down
list. If the user has the appropriate rights set by the administrator, they can create a new user
to delegate to.
Selection of the continuing role the user will play in tracking the delegation this
allows three options:
o
Assume the lead role. Selecting the Yes radio button means that any update made
by the user who has been delegated the task (delegate) will be sent back to the
user who made the delegation (delegator). The update will then need to be sent to
the project manager by the delegator. This is used if the delegator wants to maintain
responsibility for the task without necessarily performing the task.
Track this task. Selecting the Yes option means that the delegator will receive a
copy of the updates that delegatee has made. The actual task update, however, will
be sent directly to the project manager. This option is used when the user wants to
keep informed of a tasks progress without having responsibility for the task.
No further role. Selecting No on both the above options means the task is
removed from the users timesheet and the user plays no further role. This option is
used when a user wants nothing more to do with the delegated task.
Note. This field is used to add comments about the task.
Figure 233. Step 1 of delegating tasks
3.2.9.2

Figure 234 shows the page for step 2 of the delegation process. Here the resource can specify
the subject and message to accompany the e-mail set to notify both the resource being delegated
the task and the project manager.
The user can also preview and edit the delegation fields defined in the previous step.
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Figure 234. Step 2 of delegating tasks
3.2.9.3
Delegating the Lead Role

Users can choose to delegate the lead role where they have assumed the lead role on a task
they have already delegated. If a user has a delegated a task on their task sheet for which they
are the lead, additional options exist on the Delegation tab (Figure 235) to delegate the lead role.
If the user wishes to transfer responsibility for tracking that delegated task, they can delegate the
lead role by clicking the Delegate Lead Role button. In this case the user will be taken through
the delegation wizard (see below) and three notifications are sent out. The first notification goes
to the resource that the user wishes to assume the lead role, the second to the resource who was
delegated the task, and the third to the project manager.
Figure 235. Delegation option buttons
3.2.9.4
Requesting the Status of a Delegated Task

If the user has the lead role in tracking a delegated task, they can request an update from the
resource that has been delegated that task. This is done by selecting such a task and clicking the
Request Task Status button on the Delegation tab (Figure 235). This will allow the user to send
a message to the appropriate resource, requesting an update. Figure 236 shows the page where
this message is specified.
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Figure 236. Status request for a delegated task
3.2.10
Using Alert Me for Notifications and Reminders

In Project Server, the email notifications and reminders feature is named Alert me. Figure 237
shows an illustration of the Alert me feature on the Tasks page.
Figure 237. Tasks page: Alert Me
The Alert me about my resources on task updates page (Figure 238) is displayed that
includes reminders and notifications about any updates to tasks on your projects. These
reminders help you decide when you or your resources should be notified about an upcoming
task that is due or when some change occurs to a task on your project.
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Figure 238. Alert me about my resources on task updates page
3.2.11
Working with Outlook

This feature allows users to import the tasks in timesheets to Outlook calendar and see them
alongside the existing appointments and/or report on the progress of tasks from within Outlook
(Figure 239).
Figure 239. Work with Outlook
This allows the user to keep all the time they have in Microsoft Outlook in synchronization with
their task-related activities, allowing them to manage all their time centrally.
This activity is carried out by selecting Work and report on your tasks from your Outlook
calendar from the side pane and then click on the Download Now. This will take the user through
a wizard that will integrate tasks in Outlook with tasks in Project Web Access. (Figure 240)
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After downloading and installing the Outlook integration add-in from Project Web Access, you can
view and report on your Microsoft Project Professional tasks in the Outlook calendar, as well as in
Project Web Access.
Figure 240. Installing Outlook integration add-on
In Outlook, the Project Web Access toolbar is displayed in the Outlook calendar and the Project
Web Access commands are added to the Tools menu. You can use the integration tools on the
toolbar or the menu to:
Import Project task assignments from your timesheet in Project Web Access and display
them in your Outlook calendar where you can see them alongside your existing
appointments.
Report on the progress of your task assignments from within Outlook and update this
information to Project Web Access.
To collaborate on task assignments from Project Web Access with Outlook, connection
information to Project Server is established upon installation of the Outlook integration add-in.
You can, however, update or change the connection information at any time directly from Outlook.
(Figure 241)
Figure 241. Displaying Outlook screen
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Notifying Managers of Time Not Available For Work
3.2.12
Within this page team members can notify your project manager of future time you will not be
available to work. In the side pane, click Notify your manager of time you are not available for
project work, then select the type of non-working time you want to submit and then enter the
number of hours in the calendar portion of the view.
If the user is not using their Microsoft Outlook calendar to record nonworking time, the user might
use Notify your manager of time your will not be available for project work option to notify
their managers of changes to their previously scheduled nonworking time by selecting this activity
from the task pane.
To use this function:
Click on Notify your manager of time your will not be available for project work on the
Tasks page (Figure 242).
Figure 242. Notifying manager of time not available for work
When you have entered the time you will unavailable, click Submit.
The time will be submitted to the manager of the administrative project, and the time will be
submitted as planned time you will be unavailable. Please note that when you want to record
actual time you spent in non-working time, you must use the non-working time categories in the
timesheet. Entries made in this view by team members will be stored as future work assignments
against an Administrative Project (if your organization is using the Administrative Project feature).
The effect on the project is to display the submission as Work against the administrative task
indicating that the project manager has accepted the proposed time off.
After a team member submits time in the Notify your manager page, the proposed time is also
displayed as scheduled work in the timesheet view. Because of this, team members are no longer
dependent on project managers to remind them of the proposed time that they may have
submitted.
Once the team member reports the time as Actual Work in the timesheet and sends the update,
then the work is changed to Actual Work in the Administrative Project once the update is
accepted by the project manager.
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When team members submit Actual Work on administrative tasks, it is important for them to
remember that these tasks will behave like normal task assignments. If they submit less time than
was originally proposed, the difference will remain in the project as Remaining Work. This is
demonstrated in the example below where the team member submitted 32 hours Actual Work
after having proposed 40 hours. The remaining 8 hours is appended to the end of the task as
Remaining Work and the duration is appended accordingly.
3.2.13
Print Grid Printing Options for Timesheets

The Print Grid provides options for printing Task timesheets (Figure 243).
Figure 243. Print Grid timesheet controls
The Grid Data option shows the tasks and their information from the project schedule, such as
Work, Start, and other schedule information as shown in Figure 244.
Figure 244. Grid Data option details
The Timesheet option displays the detail timesheet data as shown in Figure 245.
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Figure 245. Print Grid Timesheet option shows details
It is also recommended to preset the date range within the Project Web Access view before using
the Print Grid function. This will allow you to include information that spans several week or
months.
Team Members Lab
3.2.14
Questions
Log on to Microsoft Project Server as one of the resources created in the Project Plan
Development modules and go to the Tasks page.
1.
How can the task sheet be customized to show only your overdue tasks?
2.
What color do timesheet updates appear as in the task sheet? Why?
3.
What project plan field information is gathered for a task when using the Create a New Task
option?
4.
What key information is missing when these new tasks are updated into the plan?
5.
What delegation role should you use if you wish to approve the actuals of a task you have
delegated to another resource before it goes to the project manager?
6.
How do you remove a completed task from your task list? What are the disadvantages of this?
7.
What are the parameters used to specify which calendar entries are transferred when you
Import some tasks from your Microsoft Outlook Calendar?
8.
What function does Notify your manager of time your will not be available for project work
perform?
Answers
1.
Filter, Group Search tab can be used to filter for overdue tasks.
2.
Actuals are displayed in red. This indicates a change has been made to the timesheet that
hasnt been updated into the project plan by the project manager.
3.
When a new task is created, the following fields are required: Task Name, Start Date, and
Work.
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4.
When a new task is created, task dependencies cannot be created.
5.
Assume the lead role if you wish to approve task updates.
6.
To remove a task from the task sheet, select the task to remove and click the Hide Task
button. This permanently removes the task leaving no audit trail of updates. A better way of
managing completed tasks may be to filter them out.
7.
The parameters used to specify which calendar entries are transferred are the dates specified,
tasks longer than the minimum duration specified, and marked as Busy or Out of Office.
8.
Notify your manager of time your will not be available for project work updates an
administrative project so that a team members time is shown as unavailable for the time period
requested.
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ROLE OF PROJECT MANAGERS IN UPDATING PROGRESS
3.3
.
The Updates page (Figure 246) is the

interface for project managers to review
task updates from their resources, accept
or reject the update, and finally transfer the
updated task information into the
appropriate Microsoft Project Professional
plan. This page can be selected by clicking
the Updates tab on the Project Web
Access menu, clicking on the hyperlink for
Updates in the Home page, or, when within
the Updates section, clicking on the View
task changes submitted by resources
link in the side pane.
1.
View and update task

changes to Microsoft
Project.
2.
Protecting, approving, and

adjusting actual work.
3.
Set up rules to
automatically update tasks
changes.
4.
View a historical archive of

task updates.
5.
Perform earned value

analysis.
Figure 246. The Updates page
The update sheet contains a listing of all the task updates sent by the various resources working
on projects controlled by the project manager, whether they are newly created tasks, delegated
tasks, or updates on task actuals. The project manager then has the option to accept or reject the
updates from their resources before committing the changes to the appropriate Microsoft Project
Professional plan, as part of the overall plan update cycle.
Note
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Note This process ensures the project manager remains the gatekeeper between the resources and
the Microsoft Project Professional plan. Effectively all updates have to pass through the project
manager for approval before the underlying plan is changed. This maintains the integrity of the
Microsoft Project Professional plan and gives the project manager control over their resources
activities with the Microsoft Project Professional plan as part of the plan updating process.
This page will only be available to project managers and cannot be accessed by other project
stakeholders if they have not been assigned tasks. The ability to manage task changes and set
rules can also be allowed or denied according to the users security profile set by the
administrator.
The activities that can be carried out from here include:
Viewing task change updates from resources.
Accepting or rejecting these changes and updating them into the appropriate Microsoft
Project Professional plan.
Setting up rules that allow automatic updating of task changes according to set parameters.
Viewing of a task update archive, listing historical changes to tasks made by the project
manager.
Figure 247. Parts of the Update Tasks page
The Update page has three key areas (Figure 247):
The task update list. Displays all the tasks and associated update fields such as Name,
Work, Remaining Work, % Work Complete, Actual Work, Send, Start, and Finish dates,
Description, Project, From, Last Updated, Assigned To, Request Type, Cost Center. This
also includes the Accept/Reject Task column.
Updates action menu. Drives various actions in the update sheet such as, accepting all
tasks, redirecting to the historical archive of updated tasks, displaying history and inserting
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notes.
3.3.1
Customization tabs. Allows users to customize the way tasks are displayed in the update
sheet, allowing users to show summary tasks, different outline levels, filters, and groups.
Viewing Task Updates
The task update sheet lists all the updates submitted by resources on the project controlled by
the project manager. The list will show the relevant assignment fields with the task and a
timesheet view of actual hours.
The columns widths can be adjusted by hovering over the column dividers and dragging the
divider icon while holding down the left mouse button. The column position can also be changed
by selecting the middle of the column header and dragging the column while holding down the left
indicates ascending or descending order. The pane divider between the field pane and view pane
can also be moved by dragging the bar while holding down the left mouse button. These settings
will persist, so when the user logs into a new session the task list will look the same as when they
last saw it..
Two special fields exist within the update sheet: the Accept column and the Indicators column.
The Accept column allows the project manager to specify which updates they are rejecting or
accepting. This is achieved by clicking in the cell left of each task and selecting Accept or Reject
from the drop-down box. If a summary task is selected, then the Accept or Reject option will
apply to all its subtasks.
The Indicators column displays icons that identify the status of the task updates or other
associated information. Placing the cursor over an icon will display a tool tip with information
relevant to that task. The basic icons are described in the Indicator Icons topic page 243 In
addition to these icons, there are certain icons that only appear in the Updates page. These are
listed below:
A note has been added to the task. User can open the note by clicking on the icon next to
the desired task (Figure 248).
Figure 248. Note dialog box
A task has been updated into the plan but the project plan has not been saved. If a
project manager accepts the task update and clicks Update button, a message to save
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the changes is displayed when the project plan is loaded (Figure 249). If the user decides
to cancel out of the message, next time he/she accesses the Updates page, it will have
flag sign next to it because the change was not actually saved into the project plan.
Figure 249. Saving updates message
View delegation history (click this icon to get a listing of the delegation history as shown
in Figure 250).
Figure 250. Delegation History dialog box
Update Action Menu Bar
3.3.1.1
The Update Action menu bar allows users to perform the following actions on the update sheet:
3.3.1.2
Accept All. Will assign the accept option to every field in the update tasks sheet.
Show History. Accesses the archive of updated tasks.
Insert Notes. Opens the assignment notes dialog box, which displays comments about the
selected task. This is described further in the Tasks Page lesson.
Customizing the Task Updates View
The view of tasks in the update sheet can be customized to show different kinds of tasks, outline
levels, filter views, group view, or searched for specific tasks using the customization tabs at the
top of the update view.
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The menu is expanded and collapsed by selecting any of the three tabs or by clicking the +/- sign
to the left of the tabs.
The View Options tab includes options to format date fields to show time and date, show
summary tasks in the update sheet, show scheduled work and overtime in the timesheet, show
tasks only to a particular outline level, show timesheet status, and set the timescale for the
timesheet pane (Figure 251).
Figure 251. View Options tab details
The Filter, Group, Search tab allows users to filter the tasks in the update sheet by different
predefined and custom criteria, group the tasks by the various fields and parameters, and search
for character strings within the task field grid (Figure 252). There are several filter predefined that
can help the project manager view the task list to see only certain kinds of tasks such as new
tasks, newly assigned tasks, and delegated tasks.
Figure 252. Filter, Group, Search tab details
The Apply Rules tab allows the project manager to set rules to allow them to automatically
process task changes submitted by their team members and to update their projects with the
changes (Figure 253).
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Figure 253. Apply Rules tab details
3.3.2
Updating Task Changes into Project Plans

In order for the project manager to track the progress of the projects they are responsible for and
report that progress to management, they must update the task changes submitted by their
resources back into the Microsoft Project Professional plan.
With the changes updated into the project plan, the project manager can then adjust the plan
schedule to meet the project requirements and republish the plan, including any changes to
resources assignments, back to the project server.
Figure 254 describes the context of these activities in relation to the entire plan update cycle
process. The part of the cycle carried out by the project manager, using the Updates page and
Microsoft Project Professional, are highlighted in white. The grayed out areas are the other parts
of the process carried out by the projects resources and are described in Team Members Role In
Tracking Progress module page 240.
Once the project manager has specified which tasks they want to reject or accept in the update
task sheet, this information is transferred to the project plan by clicking the Update button.
Rejected tasks are sent back to the resource via an e-mail notification and an icon will show in
the team members task sheet showing the task has been rejected. Tasks originally rejected by
the resource, and rejected back again by the project manager will reappear in the resources task
sheet.
For the tasks that are accepted by the project manager, the relevant project plans will be opened
and the changes automatically applied to the appropriate plan. The plans will remain open with
icons in the information column indicating the tasks where these changes have had an impact .
This allows the project manager to assess the impact of these changes to their plan.
A flag will then appear in the updates task sheet indicating that the task has been updated but the
Microsoft Project Professional plan has not been saved. It is not until the plan is saved that the
changes become permanent within the project plan. At this point, it is still possible to rollback the
changes made to the plan by closing down the project plan without saving it. The project manager
can then revisit whether they want to accept the updates in the update task sheet.
Figure 254. Update Cycle Project Managers Perspective
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276
If the project manager is happy with the changes made in the Microsoft Project Professional plan,
they should republish the plan to Project Server and save the project plan. Once this has been
done, the updated tasks are removed from the project managers update task sheet and the
update information in the resources task sheet is changed from red text to black text.
Here are some general rules for what can be expected in the Updates page:
If a resource were to send multiple updates on a single task, only the latest update will
display.
If a resource delegates a task, one row will be displayed in the update list. If the team
member rejects the delegation, it will be on a separate row and the Accept field will not be
editable because the two updates negate each other.
The tracking mode of the pending updates determines whether to display a timesheet or a
Gantt Chart view. If specific hours are used for any update, then the timesheet will display
otherwise a Gantt Chart view will display.
If an update is rejected for whatever reason, then the team member that sent the update will
be notified by e-mail and an icon will display in their task sheet.
Microsoft Project Professional must be installed on the machine to accept the updates. If
Microsoft Project Professional is not running then it will automatically be launched and a
connection to the Project Server will be made so that updates to enterprise project plans can
be done. If any updates cannot be completed, then an alert will be displayed.
o
Delegation updates (include rejected delegations)
New task updates
Task update
Rejected assignments
o
3.3.3
Updates will be processed in the following order:
Once an update is completed successfully, the record is moved to the History page.
Any updates that were left blank are pending and will remain on the Updates page
until they are either accepted or rejected.
Set Rules to Automate Changes

In some cases where a project manager has many resources working for them, and cannot or do
not want to review all the task updates being sent to them, they can set up a set of rules that will
automatically accept changes from resources based on various parameters.
Figure 255 shows the Set rules for automatically accepting changes page that is accessed by
selecting Set rules for automatically accepting changes or by clicking on the rules link, which
is contained in the instruction text on the Apply Rules tab on the Updates page.
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Figure 255. Set rules for automatically accepting changes page
In order to process the task updates using the rules, the Run Rules Now button on the Apply
Rules tab must be clicked. This applies to each time resources updates are to be processed. The
drop-down box allows the user to apply the rules application run to selected projects or to those
specified in the rules.
The rules table lists all the rules that have been set up by the project manager. The rules action
menu contains the following commands.
New Rule. Add a new rule to the rules list. This takes you through a three-step wizard.
Modify Rule. Allows you to change an existing rule. This is done by selecting the rule in the
table to be changed, and then clicking Modify Rule. It will take the user through the same
wizard as used when a new rule is created.
Copy Rule. This option can be used to create a new rule based on an existing rule. This is
done by selecting the rule in the table to be changed, and then clicking Copy Rule. It will
take the user through the same wizard as used when a new rule is created with the default
values of the rule copied already in place.
Delete Rule. Deletes a rule from the list.
Only those names of resources with permissions to send updates and delegate tasks will be
available when creating rules. Rules take precedence. A rule may override the Accept setting in
the updates grid if the rule is satisfied.
Setting Up a Rule after selecting New Rule (or Modify Rule and Copy Rule), a three-step
wizard is started.
278
Step 1. Select the types of task changes to update automatically

This allows project managers to filter the automatic updating of tasks to only certain task types
(Figure 256).
Figure 256. Set rules (step 1)
Step 2. Select the projects to update automatically

This allows project managers to filter the automatic updating of tasks to only certain projects
(Figure 257).
279
Figure 257. Set rules (step 2)
Step 3. Select the resources to accept task changes from

This allows project managers to filter the automatic updating of tasks to only certain resources
(Figure 258).
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Figure 258. Set Rules (step 3)
Protecting, Approving, and Adjusting Actual Work
3.3.4
In Microsoft Project 2003, can ensure that the timesheet function is auditable and that users
cannot intentionally or accidentally change actual work submitted by a team member.
In addition, organizations can ensure that team members cannot alter their time, when a reporting
period has passed. Microsoft Project 2003 allows administrators to create and manage time
reporting periods so that alterations after a period has closed are controlled and audited.
Protecting Actual Work Feature
3.3.4.1
Project managers have control over the timesheet data entry process and the organization can
protect the timesheet data to support auditable time reporting. Project managers can use several
features that allow them to do the following:
Lock down submitted timesheet to prevent team members from changing past timesheet
entries.
Protect actual work from being overwritten in the project schedule.
Adjust previously submitted timesheet data.
Protecting Actual Work Data using Microsoft Project Professional, an organization can
choose to protect the actual work submitted by team members from changes by project
managers or interfacing systems. The primary purpose of the Actual Protected Work feature is
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to ensure that electronic records of time entry are retained within the project schedules. Protected
work data provides a baseline for electronically submitted timesheet information.
Benefits of these features include:
Enabling previously submitted electronic timesheet actual work to be protected from

accidental or deliberate alterations when project managers republish all assignments.
Ensuring time tracking data integrity among systems like Microsoft Project Professional and
financial systems.
Providing a checks-and-balances mechanism to compare actual protected work versus

manual edits to information such as baseline work, %Complete, Actual Work.
Preventing the modification of the data in the Actual Work Protected and Actual Overtime
Work Protected fields.
To protect actual work values, the Project Server administrator performs the following steps:
1.
In Project Web Access, click Admin, and then select Customize Microsoft Project Web
Access.
2.
Set the default method for reporting progress on tasks as Hours of work done per day or per
week: Resources report the hours worked on each task during each time period (Figure
259).
3.
Select the Force project managers to use the progress reporting method specified above
for all projects option as shown in Figure 260.
4.
Select Managed Periods Allow only Project Web Access users to update actuals during
open periods, as shown in Figure 35.
5.
Enter time periods when timesheet actuals are open or closed for modification. The time
periods marked Open allow team members to submit timesheet updates to the project
managers. Time periods marked Closed are protected from time entry (Figure 261). Make sure
you enter the time periods in descending order, and that there are no gaps between any
periods you enter.
6.
Click the Save Changes button.
Figure 259. Time tracking settings must be Hours of work done per day or week
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Figure 260. Project Web Access time tracking Force project manager to use the same method
Figure 261. Enable Open and Closed time tracking periods
Note It is recommended that you create a business process to regularly open and close time periods
when timesheets can be submitted. You should consider creating a process that enables a moving
window when timesheet submissions are permitted.
If the system is not set to the modes discussed in the earlier procedure, the following warning
message appears when you click the Save Changes button (
283
)..
Figure 262.
Warning if Project Web Access default time tracking mode is NOT hours per day
If you click OK to the message above, the time tracking settings will be modified and set to Hours
of work done per day or week and Force project manager to use the progress reporting
method.
Note All project schedules that have been previously saved in the Project Server repository must be
republished after the Project Web Access administrator changes the timesheet lockdown mode.
Timesheet views retain their old settings until the project manager republishes the projects.
3.3.4.2
Locking Down Entry to Submitted Timesheets

When the Project Web Access time tracking settings are set to protect timesheet periods, the
team members cannot alter previously submitted time.
The following example illustrates how the team member has submitted actuals for the weeks of
6/29 and 7/6. The system administrator has closed time entry for the week of 6/29, but the time
period for 7/6 is still open (Figure 263).
Figure 263. Timesheet view when certain time periods are locked
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Updating and Publishing Projects with Protected Actuals
3.3.4.3
The process of updating and publishing the project has changed slightly if the organization
chooses to protect actual work. The project manager cannot overwrite the actuals accepted from
team members when republishing a project plan. The protected actuals are integrated into the
republished project plan.
Project managers are not prevented from directly editing the Actual Work or Actual Overtime
Work fields in Microsoft Project Professional. When Protected Actuals are implemented, Microsoft
Project Professional saves and publishes the original data submitted by team members in two
new fields: Actual Work Protected and Actual Overtime Work Protected. If the project
manager changes the data in the Actual Work or Actual Overtime work and it is different than the
data in the Actual Work Protected and Actual Overtime Work Protected fields, then the project
manager continues to see an out of synch message when publishing or saving the project. .
Note Project managers may still edit actual work for local resources, or tasks that have no resource
assignments without any issues since Protected Actuals do not apply to those situations.
Updating the Protected Actual Work in a Project Plan
3.3.4.4
When a team member submits his or her work hours, the Actual Work appears in the project
managers Updates page. The following figure shows the actual work submitted by a team
member as displayed on the Updates page (Figure 264).
Figure 264. Team Member Actual Work
When you accept the actuals from a team member, Actual Work Protected will be updated in
the project plan as shown in Figure 265. If the team member enters overtime work, the Actual
Overtime Work Protected field will also be updated.
Figure 265. Actual Work Protected after accepting team member actuals
Among other views, the project manager can use the Task Usage or Resource Usage views to
view the actual work that is protected see Figure 266.
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Figure 266. Show Actual Work Protected in Microsoft Project Professional Usage views
Results of Implementing Protected Actuals for Existing Projects
3.3.4.5
The Actual Work Protected and Actual Overtime Work Protected fields will only display
actuals submitted by team members after the administrator has implemented protected actuals in
Project Web Access. No data will be displayed in these fields for timesheets submitted before the
Project Web Access settings are made to protect actual work.
Displaying Actual Work Protected in Usage Views
3.3.4.6
For project managers to view the new Actual Work Protected row in the Usage view, perform
the following steps.
With the Usage view active, in the Format menu, click Detail Styles.
In the Available Fields list, click Actual Work Protected and then click Show. Figure 267
shows the Detail Styles dialog box.
Figure 267. Set the Usage view to show Actual Work Protected
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Republishing the Project Plan without Overwriting Protected Actual Work
3.3.4.7
If an organization has chosen to protect team member actuals submitted in Project Web Access,
you cannot overwrite accepted actual work in Microsoft Project Professional. The steps to
republish a project when your organization has protected actuals are no different than
republishing without protected actuals. With protected actuals, however, Overwrite actual work
entered by resources option is unavailable (Figure 268). When you republish the project or
tasks, the Actual Work field will not overwrite the protected actuals.
Figure 268. Overwrite actual work entered by resources unavailable
As mentioned previously, project managers are not prevented from directly editing the Actual
Work or Actual Overtime Work fields in Microsoft Project Professional, but the data submitted
by team members and stored in the Actual Work Protected or Actual Overtime Work
Protected fields does not change for those actuals that have already been accepted and entered
into the project schedule.
Changing Actual Work
3.3.4.8
The project manager can change Actual Work as shown in the following illustration (Figure 269).
Figure 269. Actual Work entered by project manager different than Actual Work Protected
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When the project manager tries to save the project, you will receive the following message
(Figure 270):
Figure 270. Actuals Out of Synch error message
If you click No, nothing will change. If you click Yes, the fields will revert to the same actuals as
Figure 271. Actuals Resynched
If you increase the Actual Work so that it is greater than the total work on the task, the Work field
will increase to reflect the change. However, if you resynchronize Actual Work and Actual
Protected Work, the Work field is not reduced to the original value. Therefore, Work must be
changed manually to fully resynchronize the project.
To clearly understand this concept, consider the following scenario:
Adatum employee, Brad Sutton, submits Actual Work on the Tasks page for his task, Complete
customer trial monitoring. The project manager accepts Brads update into the project plan as
shown in Figure 272. The actual work fields in the project document are synchronized.
Figure 272. Work fields synched
After speaking with Brad a few days later, the project manager believes that Brad actually worked
8 hours more on the task than he submitted in his timesheet so the project manager enters 8
more hours in the Actual Work field. The Work field increases by 8 hours as well, but Actual
Work Protected did not increase since Brad did not post the hours himself (Figure 273).
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Figure 273. Work fields out of synch
Later the same day, the project manager speaks with Brad again, and discovers there was a
misunderstanding about how much Brad had worked on the task. The project manager realizes
she needs to resynchronize the actuals.
Figure 274 shows that although the Actual Work and Actual Work Protected hours have been
resynchronized, the planned Work remains increased by 8 hours. The project manager will need
to manually enter 82h in the Work field to fully resynchronize.
Figure 274. Work Increased, Actual and Actual Work Protected Synched
Note The Actual Work Protected and Actual Overtime Work Protected fields are not used for any
calculations in Microsoft Project Professional. Calculated fields that depend on actual work values
such as those in the Earned Value table will continue to use the Actual Work field for these
calculations.
Note Actual Work Protected and Actual Overtime Work Protected are available to move into
assignment views, task views and other views in Project Web Access.
Adjusting Locked Down Actual Work
3.3.4.9
Although, the combination of locking down timesheet reporting periods in Project Web Access
and protecting actuals in Microsoft Project Professional assists users in ensuring limited writeaccess to sensitive data, occasionally situations may arise where it is necessary to manually
adjust actual work submitted by team members. Since project managers cannot adjust the Actual
Work Protected field in Microsoft Project Professional and team members cannot change closed
reporting periods, the new Adjust actuals feature on the Resources page allows users with the
appropriate permissions to make those manual adjustments. You may wish to adjust actual work
if:
Data submitted by a team member in the timesheet is incorrect.
A team member is absent or otherwise unable to enter his or her own timesheet information.
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Procedure- Adjusting Actual Work Project managers or others with permission to adjust
actuals can use the new Adjust Actuals feature in Resource Center to modify time data. To
adjust the actual work data:
1.
In Project Web Access, click the Resources tab and then click Adjust Actuals (Figure 275).
Figure 275. Use Resource Center Adjust actuals

2.
Click the Add/Remove Resources tab to select the individual resources for timesheet data
adjustment (Figure 276).
3.
Click the Apply button.
When you click the Apply button, the timesheet data for the selected resource(s) is displayed for
editing.
Figure 276. Use Resource Center Add/Remove Resources

4.
Enter the actual work to be adjusted or entered for the team member and select the Update
Actuals button to apply the changes to the project schedule. (Figure 277)
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Figure 277. Enter corrected actual work for date range
The changes are sent to the project manager for action as a normal project time update request.
The Update Actuals function also alters the Actual Work Protected data in the date range for
the affected task(s). This allows you to alter timesheets data even if the date range is closed for
edits and the actual work has been protected.
The team member whose timesheet is altered can see the new time entries in their personal
timesheet view..
3.3.5
Task Change History

Project Server stores an archive of past task updates that the project manager has made. This
allows the project manager to review the history of task updates made for all their projects and
resources.
Figure 278 shows the update archive page that is accessed by selecting View history of past
task changes.
The update archive displays the updated tasks in a similar format to the Update tasks changes
page. The Customization tabs display the same options as the Updates page (see Viewing and
Updating Tasks in this manual). The Show Task Changes button in the action menu will redirect
the user to the Update task changes page.
The Project Server administrator can specify the number of days for which the history is kept the
maximum is up to 60 days.
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Figure 278. View history of past task changes page
Alert Me About My Resources
3.3.6
This feature allows project managers to set notifications and reminders for their resources.
To access and modify notifications and reminders about tasks assigned to team members on your
project, perform the following steps:
On the Updates page, click Alert me about my resources.
The Alert me about my resources on task updates page is displayed that includes reminders
and notifications about any updates to tasks on your projects. These reminders help you decide
when you or your resources should be notified about an upcoming task that is due or when some
change occurs to a task on your project (Figure 279).
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Figure 279. Alert me about my resources on task updates page
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Earned Value
3.3.7
To measure a projects performance, Microsoft Office Project 2003 uses an earned value analysis
method, which uses values that are calculated using baseline data, actual work, and cost fields.
These values indicate how much of the budget should have been spent, in regards to the amount
of work completed up to the status date, and the baseline cost for the task, assignment, or
resource. Earned value is also referred to as budgeted cost of work performed (BCWP).
Earned value analysis uses three fundamental values for each task:
Budgeted cost of work scheduled (BCWS) or planned value. The portion of the cost
planned to be spent on a task between the tasks start date and the status date. For
example, the total planned budget for a 4-day task is $100 and it starts on a Monday. If the
status date is set to the following Wednesday, the BCWS is $75.
Actual cost of work performed (ACWP). The total actual cost incurred while performing
work on a task during a given period. For example, if the 4-day task actually incurs a total
cost of $35 during each of the first 2 days, the ACWP for this period is $70 (but the BCWS
is still $50).
Budgeted cost of work performed (BCWP) or earned value. The portion of the budget
that should have been spent for a given percentage of work performed on a task. For
example, if after 2 days 60% of the work on a task has been completed, you might expect
to have spent 60% of the total task budget, or $60.
From these three fundamental values, several other key values can be determined. The most
common and useful ones are:
3.3.7.1
Cost variance (CV). The difference between a tasks earned value and its actual cost.
CV = BCWP ACWP
Schedule variance (SV). The difference between the earned value and the planned value
of a task, in terms of cost. SV = BCWP BCWS
Cost performance index (CPI). The ratio of earned value to actual costs. CPI =
BCWP/ACWP.
Schedule performance index (SPI). The ratio of earned value to planned value.
SPI = BCWP/BCWS.
Performing Earned Value Analysis
When an earned value analysis is performed, reliable answers to key questions are generated,
such as Is there enough money left in the budget to complete the project? and Is there enough
time left in the schedule to finish the project on time? Earned value indicators express project
progress in terms of cost and schedule. An earned value analysis is a good way to determine
whether money will run out before work on the project is completed (or if there will be a surplus
after its over).
Earned value indicators that are variances, such as cost, can be either positive or negative. A
positive variance indicates that the schedule is ahead or under budget. Positive variances might
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enable reallocation of money and resources from tasks or projects with positive variances to
tasks or projects with negative variances.
A negative variance indicates that the schedule is behind or over budget, and action should be
taken. If a task or project has a negative CV, the budget my need to be increased or the scope of
the project revisited.
Earned value indicators that are ratios, such as the CPI and the SPI, can be greater than 1 or
less than 1. A value thats greater than 1 indicates ahead of schedule or under budget. A value
thats less than 1 indicates behind schedule or over budget. For example, an SPI of 1.5 means
that it has taken only 67% of the planned time to complete a portion of a task in a given time
period, and a CPI of 0.8 means that 25% more has been spent on a task than was a given time
period.
Earned Value Fields
3.3.7.2
In Microsoft Project Professional, many of the earned value fields are defined for task, resource,
and assignment records, and most of them have a corresponding timephased field. Each field
type is calculated by a slightly different method. For example, the following six record-type BCWP
fields:
BCWS (task field). To calculate BCWS for a task, Microsoft Project Professional adds the
timephased baseline costs of the task up to the current date or status date.
BCWS (task-timephased field). To calculate timephased BCWS for a task, Microsoft

Project Professional adds the cumulative timephased baseline costs up to the current or
status date.
BCWS (resource field). To calculate BCWS for a resource, Microsoft Project Professional
adds the timephased baseline costs of the resource up to the current date or status date.
BCWS (resource-timephased field). To calculate timephased BCWS for a resource

Microsoft Project Professional adds the timephased baseline costs of the resource up to the
current date or status date.
BCWS (assignment field). To calculate BCWS for the assignment, Microsoft Project
Professional adds the timephased baseline costs of an assignment up to the current date or
status date.
BCWS (assignment-timephased field). To calculate timephased BCWS for an

assignment, Microsoft Project Professional adds the timephased baseline costs on the
assignment up to the current date or status date.
The Actual Cost of Work Performed (ACWP) all six field types it is the cost of actual work
plus any fixed costs for the task to the current date (or through the status date). How and when
ACWP is calculated depends on the assigned resources Standard Rate, Overtime Rate, Per
Use Cost, and Cost accrual settings in the Resource Information dialog box, as well as the
actual work reported, task fixed costs, and the status date or todays date. This field can be
compared to the BCWP to indicate if a task is over or under budget.
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Note This is not the same as the Actual Cost field. See the Actual Cost versus ACWP topic later in
this topic.
The Budget At Completion (BAC) all six field types this field is also know as the baseline
cost and is calculated as the sum of the planned costs of all the assigned resources plus any
fixed costs associated with the task. This is the same as the contents of the Cost field when the
baseline is saved. This field can be compared to the Cost field to determine is a tasks cost is
within budget.
The Budgeted Cost of Work Performed (BCWP) all six field types this field shows the value
of what the tasks actual costs should be, given the tasks percent complete to that point in the
tasks baseline duration. This field can be compared to the actual cost of work performed to
indicate if a task is over or under budget.
BCWP = baseline cost * percent complete
The Budgeted Cost of Work Scheduled (BCWS) all six field types this field contains the
cumulative timephased baseline costs to the current date (or through the status date). This field
shows how much should have been spent on a task, according to the tasks baseline cost.
BCWS = the addition of all the timephased baseline costs to date or through the status date.
The Cost Performance Index (CPI) task and task timephased this field shows the ratio of
BCWP to the ACWP to the current date (or through the status date). A ratio greater than 1,
indicates that actual costs are less than what was scheduled to date, but it does not necessarily
mean that the task is under budget.
CPI = BCWP / ACWP
The Cost Variance (CV) all six field types this field shows the difference between how much
the task should have cost (BCWP) and how much it has actually cost (ACWP) for the percent
complete to the current date (or through the status date).
CV = BCWP ACWP.
The Cost Variance Percentage (CV%) task and task timephased this field shows the
percentage of CV by dividing the CV by the BCWP. This indicates the variance between how
much it should have cost to how much it has actually cost to the current date (or through the
status date) for the current progress on the task.
CV% = CV / BCWP * 100
The Estimate At Completion (EAC) task this field shows the expected total cost of a task,
based on performance to date (or through the status date). When the baseline is saved this field
equals the baseline cost, however as actual work or actual costs are reported, the EAC is
calculated by adding the ACWP to the difference between BAC and BCWP and then dividing by
the CPI.
EAC = ACWP + (BAC BCWP) / CPI
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The Schedule Performance Index (SPI) task and task timephased this field shows the ratio
of what the cost should be based on the performance (BCWP) to the current date (or through the
status date) to the cost that was scheduled (BCWS) for the same time period.
SPI = BCWP / BCWS
The Schedule Variance (SV) all six field types this field shows the difference between the
baseline costs for the current progress (BCWP) and the costs of what was scheduled (BCWS).
This field can show if the task is ahead or behind schedule.
SV = BCWP BCWS
The Schedule Variance percentage (SV%) task and task timephased this field shows the
ratio of the SV to the BCWS as a percentage.
SV% = (SV / BCWS) * 100
The To Complete Performance Index (TCPI) task this field shows the ratio of remaining work
to remaining budget to the current date (or through the status date). A value greater that 1,
indicates that performance for the remaining work should be increased to stay within budget.
TCPI = (BAC BCWP) / (BAC ACWP)
The Variance at completion (VAC) task, assignment, and resource this field shows the
difference between the baseline cost (BAC) and the estimated cost at completion (EAC).
VAC = BAC EAC
Date Fields Used in Earned Value Calculations
3.3.7.3
The Current date or the Status date is used to calculate earned value. These fields can be found
by selecting the Project menu and selecting Project Information. The Status date is NA by
default. The Current date is pulled from the machines system date. If Status date is NA then the
current date will be used in calculations. Note that the time for the Current date is by default 8
A.M., as specified by the default start time in Tools/Options/Calendar, while the time for the
Status date is 5 P.M. by default, as specified by the default end time. When using the date picker
to choose a new date, the time doesnt change if Tools/Options/View/Date format includes the
time. Otherwise the defaults are used as outlined before. This is important to remember when
viewing the values in Earned Value fields.
Earned Value Method task this field holds a value that indicates whether to use the %
Complete field or the Physical % Complete field for calculating BCWP on a per task basis. To
set this field, see the section on Earned Value Options in this lesson.
Percent Complete task this field is based on task actual duration divided by total
duration. This field is used by default to calculate BCWP.
Physical % Complete task this field is entered manually and can be used to calculate
BCWP instead of the % Complete. It is not tied to work or duration.
Baseline and BaselineX task a baseline must be saved before any of the above fields
that rely on baseline data can be calculated. There are 11 baselines that can be saved,
Baseline, and Baselines 1 through Baseline 10. Only one baseline can be used at a time to
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calculate earned value however. To select which baseline will be used, select Tools on the
Main menu and click Options then chose the Calculations tab and click the Earned Value
button and select which baseline data to use.
Earned Value Options
3.3.7.4
Earned value calculations use % Complete and Baseline (0) by default. With the introduction of
Physical % Complete and multiple baselines, there is now the option to choose which percent
field and baseline to use for earned value calculations.
To set the default method for earned value and set which baseline to use for earned value
calculations
1.
Select the Tools menu, select Options, click the Calculation tab.
2.
Click the Earned Value button.
3.
Click the drop-down list for Default task Earned Value method and select either Physical
%Complete or %Complete.
4.
Select a baseline. The last saved date for the baseline will also be displayed.
To set the method per task

1.
Double click the task name to bring up the Task Information dialog box and click the
Advanced tab.
2.
Select a method from the drop-down list next to Earned value method (Figure 280).
Figure 280. Earned value default task and baseline options
In the same dialog box there are four other options that can effect how Microsoft Project
Professional calculates earned value. They are:
Updating task status updates resource status. When this option is selected an edit to
task % Complete will calculate actual work on a task and roll down to the assignment level.
This option is selected by default.
Edits to total task % complete will be spread to the status date. When this option is
selected, if an edit to task % complete is made, then the additional % complete will be
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spread from the task start or a previous status date to the Status date. Otherwise, the
additional % Complete is added to the end of the earlier entered values. If you enter
progress on a regular basis, selecting this option gives a more accurate picture of progress
and BCWP over time. This is not selected by default.
Project 2003 always calculates actual costs. When this option is not selected, actual
costs must be manually entered before earned value fields that use actual cost can
calculate. This option is selected by default.
Edits to total actual cost will be spread to status date. This option is only available if the
above option is not selected. When an actual cost is entered at the task level, that cost will
be spread to the status date.
Note These defaults and settings are only applied to the open project. If you want to have these
defaults applied to all new projects, click on the Set as Default button in Calculation options for
Figure 281 shows the section of the Calculation tab where these options can be found.
Figure 281. Additional Calculation options that effect earned value
Defaults for Earned Value Calculations
3.3.7.5
Once a baseline has been saved for the project the following fields will calculate to the current
date or status date; BCWS, BAC, VAC, SV, and SV%
When progress is reported for an assignment or task then the remaining earned value fields
calculate.
Example 1: Microsoft Project Professional defaults for Earned Value Applied the
following example (Figure 282 through Figure 284) will show how BCWS, ACWP, and BCWP are
calculated at the task and assignment level using the default options that Microsoft Project
Professional is setup with, that are:
Updating task status updates resource status.
Microsoft Project Professional always calculates actual costs.
Earned Value calculations are set to use % Complete and Baseline (0).
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The project plan used in the following examples contains one task with a duration of 4 days. It
has two resources assigned at 100% units and a standard rate of $10.00 per hour each, the
resources do not have the same start date on the task. The Task Usage view is shown with the
timephased fields for Actual Work, BCWS, ACWP, and BCWP inserted.
Figure 282. No baseline saved, current date 10/12, status date NA
Figure 283. Baseline saved, current date 10/12, status date NA
Notice that Res2 does not yet have BCWS calculated. This is because Res2 does not start work
until 10/14, so there is no baseline data for 10/12 for Res2 on 10/12.
ACWP and BCWP rely on actual data before they can calculate.
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Figure 284. Current date 10/14
Notice that BCWS for Res2 is now calculating.
Figure 285. Percent Complete entered on the task level
The Current date is still 10/14. A percent complete of 33% was entered at the task level (%
Complete cannot be entered at the assignment level, however you could enter actual work at the
assignment level). The percent complete is based on the total duration of the task, that means
that actual work was updated based on duration not work. Only Res1 work was affected by this
update, so only Res1 ACWP and BCWP were calculated.
Notice on 10/14 or D3, the BCWS on the task level rolls up the timephased BCWS for all
assignments for a value of $320.00.
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Also notice that BCWP and ACWP are the same. When the option to have Project always
calculate costs is selected and resource rates for the time period have not changed since saving
the baseline, these two values will always equal each other.
At this point if BCWS is compared to BCWP (that is, SV is negative) it is clear the task is behind
schedule. In order to get the task back in line, the resources need to work more hours on the
remaining days.
Example 2: Using Physical % Complete the following example (Figure 286) shows two
tasks, T1 uses % Complete to calculate BCWP and T2 uses Physical % Complete, to compare
the difference. Both are 4 days in duration and have 1 resource assigned at $10.00 standard rate.
The Current date is 10/14. ACWP and BCWS are not affected by Physical % Complete, BCWS is
shown for comparison.
Figure 286. Calculating BCWP using % Complete vs. Physical % Complete
Percent Complete assumes that a third of the task T1s duration has been completed; all of the
scheduled cost for 10/12 and part of 10/13, then that value is carried forward to the Current date
of 10/14. T2 uses Physical % Complete that assumes 33% of total work was done at an even rate
through the current date
Both tasks are behind schedule, but a different view of when the tasks went off track is presented.
In T1 it appears that on Day 2 work stopped. For T2 it appears that work progressed more
slowing that scheduled.
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Example 3: Edits to total task % complete spread to status date in the next example
(Figure 287) Edits to total task % complete spread to status date has been selected. The
example uses a task with a 4-day duration and one resource assigned with $10.00 standard rate.
The option to spread percent complete to the status date has been selected. If the Status date is
NA the option will use the Current date as the Status date.
Figure 287. Option to spread % complete to status is selected
Notice that only the task BCWP is effected by this option. If the option were not selected BCWP
would be calculated.
Example 4: Actual Costs are always calculated by Microsoft Project Professional the
next example (Figure 288 and Figure 289) will take a look at how the option Actual Costs are
always calculated by Microsoft Project Professional affects earned values calculations. The
Status date is D4 or 10/18. The task is 4-day duration, one resource assigned with a standard
rate of $10.00.
Figure 288. Percent complete entered at the task level
Notice that ACWP does not calculate when the option to have Microsoft Project Professional
always calculate costs is turned off. BCWS and BCWP calculate as expected. The next picture
shows ACWP when Actual Cost is entered at the task level.
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Note The BCWP on D1 is off by .07 cents and on D2 by 10 cents. This is due to the fact that
Microsoft Project Professional calculates with data out to two decimals places and this can cause
the values to be rounded.
Figure 289. Actual cost manually entered at the task level
Notice that the Actual Cost entered was distributed across the task in accordance with the
amount of actual work accomplished. The Actual Cost is the same as if 24 hours of work had
been done but only 10.57 hours was accomplished. Microsoft Project Professional calculated on
the fly, a new cost per hour to determine how to distribute the Actual Cost across the actual work.
Actual costs can be entered at the assignment level and the cost will roll up to the task level. If
the cost is entered at the task level then the cost will be rolled down to the assignments according
to the units at which the resources have been assigned to the task.
Example 5: Edits to total actual cost will be spread to the status date this option is not
available unless the option Actual Costs are always calculated by Microsoft Project
Professional has been deselected. The task is 4 days in duration with one resource assigned at
$10.00 standard rate (Figure 290).
Figure 290. Actual Cost spreads to status date
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ACWP is the only Earned value field affected by this option. Here the total Actual Cost is spread
evenly over the task to the status date regardless of the actual work that has been accomplished
by the resource.
Example 6: Updating task status updates resource status this example (Figure 291)
shows earned value calculations when the option Updating task status updates resource
status is not selected. The task is 4 days in duration with one resource assigned at $10.00
standard rate. The option for Microsoft Project Professional to calculate costs has been
reselected.
Figure 291. Edit to total task percent complete
BCWP is calculated for the task at 33% complete. Because Microsoft Project Professional does
not have the data to know what actual work has been completed the BCWP is carried through to
the current date. ACWP can not be calculated until the value for Actual Work is known.
Figure 292 shows the actual work for the resource after the task total % Work Complete is
entered for the task.
Figure 292. Edit to total percent work complete
Once actual work is known the ACWP can be calculated.
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Project Mangers Lab
3.3.8
Questions
1.
How can you quickly accept all task delegations from all resources using the update sheet?
2.
How can this be done automatically?
3.
There are still updates to be processed in my update list even though I have set up rules to
update them automatically. Why?
4.
How long updates are stored in the history of past task changes? Can this be changed?
5.
What are protected actuals?
6.
What is an Earned Value Analysis Method used for?
7.
What is task BCWS and how is it calculated?
8.
Negative variances generally indicate that a task is __________ or _________ budget.
9.
Where do baseline costs come from?

What
10.
are the three fundamental Earned Values fields?

11.How
many field types exist for ACWP?
12.
How
many field types exist for Physical % Complete?

13.
What
date is used for Earned Value calculations?

14.
What
option affects how ACWP is calculated?

15.
What is
the difference between % Complete and Physical % Complete?

Answers
1.
You can quickly accept all task delegations from all resources using the update sheet by
grouping the list by Task Change Type in the Filter, Group, Search tab above the update list.
Against the summary task for Task delegation request select Accept from the drop-down
box.
2.
This can be done automatically by setting up a rule for automatically accepting changes.
3.
The Run Rules Now button in the Apply Rules tab above the update list must be clicked in
order to automatically process the updates according to the rules defined.
4.
By default updates are stored in the History of past task changes for 60 days. This can be
changed by the administrator.
5.
Protected actuals are the Actual Work entered by a team member for time worked on a task. If
the enterprise has decided to lockdown timesheets and protect actuals then the protected
actuals function will be used, and the project manager cannot overwrite the protected actuals in
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the project plan.

6.
Earned Value Analysis Method is used to measure a projects performance by comparing how
much of the budget should have been used with how much as actually been used.
7.
Task BCWS is the Baseline Cost of Work Scheduled and is calculated by adding the
cumulative timephased baseline costs up to the status date.
8.
Negative variances generally indicate that a task is behind or over budget.
9.
When a baseline is saved for a task or entire project, baseline costs are saved given that tasks
have a fixed cost or a resource/s with associated costs have been assigned to tasks.
The
10.
three fundamental Earned Values fields are BSWC, ACWP, and BCWP.
11.There
are six field types that exist for ACWP.
12.
There
is one field type that exists for Physical % Complete.

The
Status date is used for Earned value calculations, unless the Status is NA in which case the
Current date is used.
13.
The
option Actual costs will always be calculated by Project 2003 affects how ACWP is calculated.
14.
The
difference between % Complete and Physical % Complete is that % complete is based on task
actual duration divided by total duration and Physical % Complete is not tied to work or
duration.
15.
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STATUS REPORTS
3.4
In addition to measuring progress on

projects in terms of percentage complete of
tasks or milestones completed, it is often
necessary to provide a more descriptive
analysis of a projects status.
1.
How to request a status

report.
2.
How to view requested
Status reports provide a simple
status reports.
communication mechanism for the
3.
How to submit and ad-hoc
exchange of descriptive textual information
status report.
about a projects progress. It offers an
4.
How to review an archive
automated way of requesting and receiving
of status reports.
project status, replacing the need to send
5.
How to set notifications for
and collate status documents via e-mail.
status reports.
Thus, comments about project status such
as last week we completed testing,
however there are still problems with the core product design can be communicated.
Status reports can be used by project managers to obtain a weekly status report of project
progress from their team members or by executives to obtain monthly project highlights from their
project managers. In fact, status reports can be used in any situation where an exchange of
descriptive project information is required.
The following main activities can be carried out as part of the status reports process:
Request a status report. Allows project managers (or other project stakeholders) to create
a reporting template and send out a request to selected team members to report progress
using this template.
Group status reports. Allows the project manager who requested a report to view the
returned status reports from their team members and produce a consolidated view of these
responses.
Submit a status report. Allows any project stakeholder to return a status request or define
and submit an ad hoc status report to any other selected project stakeholders.
Viewing an archive of submitted status reports. Allows project stakeholders to view and
edit the sent and unsent reports they have.
Accessing and modifying status notifications and reminders. Allows team members and
project managers manage their notifications and reminders on the Status Reports page.
An example a project manager needs to put together a weekly report on the progress of a
project. Using the Request a status report feature, they can set up a reporting template for their
team members to fill in, requesting information about the key activities completed last week, and
any comments they have about those activities. Once the report is set up, it is automatically sent
out each week to the team members specified. The team members are notified on their home
page that they have a pending report to respond to, and are directed to fill in the report. Project
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managers and team members can also use Alert me and Alert me about my resources
features to customize their notifications and reminders. Using the Submit a status report
feature, they can fill in the report and send the response back to the project manager. Using the
Group status reports feature, the project manager can see who has, or has not, responded to
the request. The manager can then merge these reports and view the various responses from
their team members.
All these features can be accessed by selecting Status Reports from the top menu as shown in
Figure 293.
Figure 293. Status reports overview page
User Groups and Status Reports
3.4.1
The availability of features described in this module will vary according to the users group
security profile. Permissions can be set to allow or deny specific groups of users the ability to:
Submit status reports.
View status report list.
Submit unrequested status reports.
Manage status report requests.
The default settings allow only executives, project managers, and resource managers to request
status reports and view group responses of the submitted reports.
3.4.2
Request a Status Report

This feature allows project stakeholders to set up a reporting template for team members to
respond to. A four-step wizard is followed to define how often the report is sent out, who is to fill
out the report, and to define the topics users are to report on.
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Once this template is set up, it will automatically be sent out to team members on the recurring
period defined.
Reports previously set up can be edited, and reports no longer relevant can be deleted so that
team members no longer have to respond to them.
These options are chosen by selecting the appropriate option on the Request a status report
page (Figure 294) and clicking OK.
Figure 294. Request a status report page
Select the option Set up a new status report for your team to respond to, which will start the
wizard to set up a reporting template. This wizard is a four-step process to:
Specify the status report title and reoccurrence intervals.
Identify the person(s) that will receive and complete the report form.
Specify the information that will be reported.
Save and send the request.
Step 1. Specify the Title and Recurrence of the Report Figure 295 shows Step 1 of the
Request a Status Report Wizard. It is a simple matter of filling in the report name and specifying
the recurrence period and start date.
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Figure 295. Specify the title and recurrence of the report
Step 2. Select the Resources Who Should Respond to this Report Figure 296 shows Step
2 of the Request a Status Report Wizard. Here you define the resources that are to respond to
the report by selecting them in the left-hand Available Resources box and clicking the Add
button.
The Merge check box shown in the Resources who should respond box defines whether the
response from each individual will automatically be included in the consolidated group report (see
Viewing Status Reports). If you wish to review the responses before adding them to a
consolidated report, leave the check box unchecked. It is possible to merge the reports at a later
stage when viewing the group status reports.
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Figure 296. Select the resources that should respond to this report
If the security permissions of a user allow it there is also a Click here to create a new user and
add it to the list option. On selecting this option, a dialog box appears (Figure 297) that allows
new user accounts to be added to the server database. This new user can then be seen in the
Available Resources list.
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Figure 297. Create a new user dialog box
Step 3. Specify the Status Report Sections Figure 298 shows Step 3 of the Request A
Status Report Wizard. Topics required to be reported against are defined in this step. By default,
Major Accomplishments, Objectives for the Next Period, and Hot Issues are the predefined
topics. These can be changed by selecting those rows and entering a new topic. Additional topics
can be specified by adding more rows.
Figure 298. Specify the status report sections
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Step 4. Send and Save the Report Figure 299 shows Step 4 of the Request a Status Report
Wizard. Here the report can be sent directly to the resources responding to the report by pressing
Send, which automatically saves the report as well. If it is not necessary to send the report right
away, press Save, which will make the report available for further editing before sending it off.
Figure 299. Send and save the report
3.4.3
Submit a Status Report

A status report is submitted when a user wants to reply to a status report request, or where a
resource wishes to make an unrequested or ad hoc status report.
Responding to a Requested Status Report When a user has been sent a request to fill in a
status report, a notification will appear on their Home page (Figure 300) and on the Status
Overview page (Figure 301). A user can submit the requested report by selecting that report on
either page.
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Figure 300. Upcoming status reports notification, home page
Figure 301. Upcoming status reports notification, overview page
The user can then fill in comments about each topic by typing text into the appropriate section
(Figure 302).
Figure 302. Replying to a requested status report
The text in each topic can be formatted using the menu bar at the top of each section.
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Tasks from the users timesheet may be inserted as text into each section by selecting Insert
tasks From Timesheet from the top menu. This can be useful in reconciling tasks in your
timesheet with comments about the projects status. When the user selects this button, a view of
the timesheet is displayed together with the topic section. The tasks to insert are selected by
marking the Insert? check boxes on the left-hand column. When the Insert Tasks button is
clicked, these tasks are placed as text in the currently selected section response box (Figure
303).
Figure 303. Inserting tasks from the timesheet into a status report
3.4.4
Submit an Unrequested Status Report

Where a resource wishes to submit an ad hoc report on any topic, they should select the Submit
an unrequested status report from the status report task pane. This displays a page where the
resource can create and submit a status reports (Figure 304). Topics are added to the page by
pressing the Click here to add section.
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Figure 304. Create and submit your own status report
3.4.5
Viewing Status Reports

Responses to requested status reports from the various team members can be viewed as a
group status report. Status reports that are sent as unrequested reports are viewed by the
recipient as miscellaneous reports.
View Group Status Reports group status reports contain the consolidated responses to a
requested status report. When a status report template is created and sent to team members, a
view of the submitted responses can be seen using this function.
Group status reports are accessed from the Status Reports Overview page (Figure 305) or by
selecting View status report submitted to you by your team in the status reports task pane. A
notification will also appear on the home page of the user who requested a status report.
Group status reports can only be seen by the individual who made the initial status report
request. Where an individual has copied another person on the response to a requested status
report, these will appear as a miscellaneous status report in that persons reports.
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Figure 305. Accessing group status reports
The Group Status Reports page (Figure 306) shows the individuals requested to make a
response for each reporting period. Icons show whether the report has been submitted or not,
and whether it has been merged into the consolidated report. Different timescales can be applied
to show a range of group status reports. Selecting any of these icons will take you to the
associated report.
Figure 306. Group status reports page
By selecting the team status report, a consolidated status report will appear (Figure 307). This
page displays all the received responses that have been merged into a single report listing the
responses by topic area and by resource.
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Figure 307. Consolidated team status report
If a response was not marked as being automatically merged during the request (a status report
process), then it can be reviewed before consolidating it into the team status report. The report
can be merged by pressing the Merge button, which will then display the page View Status
Report responses from your team members (Figure 308).
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Figure 308. Merged report page
View Miscellaneous Reports miscellaneous reports are those reports that are submitted as
unrequested status reports or where a third-party has been copied on requested status reports.
These can be accessed via the Miscellaneous reports link in the status reports side pane (see
Figure 309). The Miscellaneous reports link will only display if an unrequested report has been
received.
Figure 309. Miscellaneous reports page
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3.4.6
Status Reports Archive

The status report archive contains all the status reports sent or saved by that user. It allows you
to access these reports and view, update, or forward them on to other users.
Figure 310 shows the Status Reports Archive page that lists these reports. The report list may
be filtered and grouped by various parameters.
A red icon in the Report column indicates reports that have been saved but not sent.
Figure 310. Status reports archive
Sending Status Updates if an update to a previously saved report is required, it can be sent
by selecting the report to be updated in the list, and pressing the Update button in the List menu.
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This will allow additional text to be added to each topic section specifying any update to the
original comments (Figure 311). Pressing the Send button will resend the updated status report.
Figure 311. Status report update
Accessing and Modifying Status Notifications and Reminders
3.4.7
There are two Alert Me features on the Status Reports:
Alert Me, Provides selections for reminders and notifications on Status Reports that you
need to submit.
Alert Me about my resources on status reports. Provides selections for reminders and
notifications on Status Reports that you have requested from your team members.
To access and modify status notifications and reminders for status reports you need to submit,
perform the following steps:
On the Status Reports page, click Alert me about my tasks and status reports.
The Alert me about my resources on status reports page (Figure 312) is displayed that
includes notifications and reminders about expected status report updates from your
resources.
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Figure 312. Alert me about my status reports
Note You can further expand or collapse an option depending on the settings that you want to
choose, as shown in Figure 312.
To access and modify status notifications and reminders for status reports you expect from your
project resources:
On the Status Reports page, click Alert me about my resources.

The Alert me about my resources on status reports page is displayed that includes
notifications and reminders about expected status report updates from your resources.
Figure 313. Alert me about my resources on status page
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Note You can further expand or collapse an option depending on the settings that you want to
choose, as shown in Figure 312.
Figure 314. Alert me about my tasks page
Status Report Lab
3.4.8
Questions
1.
When requesting a status report, the resources that are selected to respond to the report have
a check box called Merge next to their name. In what circumstances would you check and
clear this box?
2.
What does the Insert tasks from timesheet button do in the section menu of the Submit a
status report page?
3.
What is the structure of responses in the consolidated status report?
4.
How do you identify which resources have returned or not returned their status report?
5.
How do you add more comments to a status report you have already submitted, and resend it?
6.
What is the difference between the two Alert me functions on the Status Reports page?
Answers
1.
Having the Merge box checked means that the resources response will automatically be
inserted into the consolidated report. Having the Merge box cleared allows the manager to
review the response before merging it into the consolidated report.
2.
The Insert tasks from timesheet button in the section menu of the Submit a status report
page allows the user to select tasks from their task list and import the name of the task as text
into the status report section.
3.
Responses are grouped by section name and by resource name in consolidated status reports.
4.
Resources that have returned or not returned their status report can be identified by the icons
next to the resource names in the View Status Report responses from your team members
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page. A question mark icon indicates the report has not been returned.
5.
Extra comments can be appended to a status report you have already saved or submitted by
selecting Status reports archive in the side pane. The report you wish to add to should then
be highlighted in the report grid and the Update button clicked. Comments can then be added.
6.
The difference between the two Alert me functions for status reports are:
o
Alert Me. Provides selections for reminders and notifications on Status Reports that
you need to submit.
Alert Me about my resources on status reports. Provides selections for

reminders and notifications on Status Reports that you have requested from your
team members.
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3.5
WINDOWS SHAREPOINT SERVICES

Microsoft Windows SharePoint Services is the document, issue, and risk management service
built-in to Project Server. Users of Windows SharePoint Services are able to create, link, or track
documents, issues, and risks associated with projects using Microsoft Project Professional or
Project Web Access.
3.5.1
Windows SharePoint Services Architecture

In Windows SharePoint Services, all site settings and information, along with all site information,
such as list data, documents in document libraries, and other page content is stored in a
Microsoft SQL Server 2000 or Microsoft SQL Server Desktop Engine (MSDE) 2000 database.
Figure 315 illustrates the architecture for Windows SharePoint Services in a stand-alone server
configuration.
Figure 315. Windows SharePoint Services Configuration
A server farm configuration has the following characteristics:

There are multiple separate servers running Windows SharePoint Services and SQL Server
2000.
Multiple sites and subsites are grouped in site collections on each virtual server in IIS that is
extended with Windows SharePoint Services. An ISAPI filter maps incoming URLs to specific
sites on that virtual server.
Each virtual server has its own set of content databases in SQL Server 2000. The configuration
database for the server farm directs each server to the appropriate content database for a given
Web site. The content for the top-level Web site and any subsites within a site collection is stored
in the same content database.
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Performance and capacity are increased by adding additional servers running Windows
SharePoint Services and SQL Server 2000.
Scaling is achieved by adding more front-end Web servers (to increase throughput for existing
content) and by adding top-level Web sites and subsites (to support more content).
Load balancing is achieved by using switching and routing hardware or by using software such as
Windows Network Load Balancing Services.
Figure 316 illustrates the architecture for Windows SharePoint Services in a server farm
configuration.
Figure 316. Windows SharePoint Services Server Farm Configuration
This diagram shows the larger effects of the new architecture for Windows SharePoint Services.
Because site information is stored in the content database, you can distribute the load among
several front-end Web servers running Windows SharePoint Services and they can all
communicate with the appropriate database. So a request coming from the client can go to any of
the front-end Web servers and still be able to connect to the correct Web site data.
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3.5.2
Communication Between the Client and Server

Microsoft Project Professional and Project Web Access communicate with Windows SharePoint
Services using HTTP, the same protocol that Web browsers and Web servers use to
communicate. A remote procedure call mechanism is implemented on top of the HTTP POST
request, so that Microsoft Project Professional and Project Web Access can request documents,
update the Risks and Issues lists, add new users, and so on. The server running Windows
SharePoint Services sees POST requests addressed to the ISAPI filter for Windows SharePoint
Services and directs those requests accordingly.
3.5.3
Handling ASP.NET Pages (ASPX Pages)

Windows SharePoint Services uses ASP.NET pages (Active Server Pages or ASPX pages) for
forms and lists. These pages can be customized and you can add additional ASP.NET pages to
run custom solutions on top of Windows SharePoint Services.
ASP.NET pages in the _layouts directory for a Windows SharePoint Services site run in direct
mode, which means they are allowed to run directly. The _layouts directory contains fixed
application pages for Windows SharePoint Services, such as the Create List, Create Field, and
Site Settings pages. This directory is considered outside of the Web site, and these pages are
supplied directly by IIS as requested.
ASP.NET pages inside a Web site run in safe mode. In safe mode, the ASP.NET page does not
get compiled into a DLL and only a specific set of controls (identified previously as safe) are
allowed to run. You can edit this list of safe controls allowed to run in Web sites on a specific
virtual server by editing the web.config file for a virtual server.
3.5.4
Integration Architecture
The integration architecture between Windows SharePoint Services and Project Server, Microsoft
Project Professional, and Project Web Access is built around synchronization of Project Server
and Windows SharePoint Server data using the Object Link Provider (OLP) located on the Project
Server (Figure 317).
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Figure 317. Integration Architecture
Issues, documents, and risks are stored in the Windows SharePoint Services database in SQL
Server 2000. The Windows SharePoint Services database and Project Server database are
linked together in the middle layer, using the OLP.
3.5.5
Communication Between Project Server and a Server running Windows SharePoint

Services
Project Server uses multiple methods (based on variations of HTTP protocol) to communicate
with servers running Windows SharePoint Services.
XMLHTTP Project Server requests and receives data from Windows SharePoint Services by
using XMLHTTP. Project Server then parses the XML results returned by Windows SharePoint
Services and renders the data in Project Web Access. For example, it displays data in custom
view lists for documents, issues, and risks in the left navigation page of Project Web Access or in
the linked documents, issues, and risks pages that are displayed when you click Link Documents,
Link Issues, or Link Risks.
HTTP Project Web Access pages display a portion of the Windows SharePoint Services user
interface in IFRAMES by passing the URL of the Windows SharePoint Services form to the
IFRAME. For example, this occurs when a user opens a document library and sees the document
list, or when a user drills down into project issues or risks and sees the Issues or Risks lists in
Project Web Access.
HTTP-based Administrative Protocol Project Server remotely administers Windows SharePoint
Services using an HTTP-based protocol that enables routine administrative tasks for Windows
SharePoint Services to be performed remotely by an administrator of Project Server. For
example, adding users to appropriate roles or deleting unused project subwebs.
Middle Layer the Object Link Provider (OLP) resides in the middle layer of Project Server. It
exposes interface methods for linking documents, issues, and risks to projects, tasks, and each
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other. The link information is stored in the Project Server database (MSP_WEB_OBJECTS and
MSP_WEB_OBJECT_LINKS tables). The objects related to tasks and projects are not limited to
Windows SharePoint Services documents, issues, and risks items. As long as the unique
identifier of an object can be expressed as a URL, in XML, or as a table ID, an external object can
be easily associated with projects and tasks, or with other external objects by using the OLP.
3.5.6
Windows SharePoint Services Subsites

A Windows SharePoint Services subsite can be provisioned for each project that is published to
the Project Server database. Automatic or manual provisioning is managed by the Project Server
administrator. A published project may have multiple versions, though a subsite is only created for
the published version.
When a project subsite is provisioned, the following actions occur:
The project subsite is created, but it does not inherit security settings from its parent subsite.
Therefore, users must be added into the security roles for each subsite in order to access project
documents, issues, and risks for that project.
A Windows NT user account must be specified during setup to be the default administrator for
each project subsite.
3.5.7
Custom Roles Created for Windows SharePoint Services Subsites

Project Server users are added into respective roles on each subsites, based on their access to
the project in Project Server. Four custom roles, unique to Project Server, are created for each
project subsite:
Administrator a replica of the default Windows SharePoint Services administrator role. Users
who have the Manage Windows SharePoint Services permission are added to this role.
Project Manager a replica of the default Windows SharePoint Services Advanced Author role.
The project manager who published the project and any user who has Save Project permission
will be added to this role.
Team Member a replica of the default Windows SharePoint Services Advanced Author role,
minus the Design List permission. Users who have task assignments in the project when it is
published will be added to this role.
Browser a replica of the default Windows SharePoint Services Browser role. Users who have
Open Project permissions for the project will be added to this role.
Automatic subsite provisioning can work seamlessly for the end user. A project manager creates
a project plan, assigns tasks to resources, and publishes the project to Project Server. When the
plan is published successfully, the project manager can immediately browse to the project
document libraries and create project issues because the Windows SharePoint Services subsite
is automatically provisioned and the project manager has been automatically granted the
appropriate rights to interact with the documents, issues, and risks management areas.
Documents, issues, and risks share the same security settings. A project manager can create
document libraries, upload documents, create and modify risks or issues, and add new fields to a
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document, issue, or risk in the project subsite. A team member can create, upload, and modify
documents, issues, and risks, but does not have permission to add new fields to documents,
issues, or risks lists. A reviewer can only view the documents, issues, or risks, but cannot edit
document properties or the content of documents, issues, or risks.
3.5.8
Public Documents Subsite

When Windows SharePoint Services is configured for Project Server, the default subsite
MS_ProjectServer_PublicDocuments is created to store document libraries and serve as the
organizations public document repository. All documents stored in the Public Documents subsite
will be available from the Documents link in Project Web Access or from the Collaborate menu in
Microsoft Project Professional. Two custom roles, unique to Project Server, are created for the
public documents subsite:
Administrator a replica of the default Windows SharePoint Services administrator role. Users
that have administrator permissions to Project Server are automatically added to this role.
Project Manager a replica of the default Windows SharePoint Services Advanced Author role.
All users are added to this role so that every Project Server user can create document libraries,
extend document properties, and upload documents to the Public Documents subsite.
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3.6
DOCUMENT MANAGEMENT
In addition to tasks and schedules related
to a project, documents are often vital to a
project. Documents serve project team
members in every stage of a project. From
the customer contract through to the
closing documentation, documents
communicate project information. The
importance of this information makes the
control of the documents a critical
management component.
1.
How to view and upload

documents for projects
and public documents.
2.
How to search documents

in document libraries.
3.
How to check in and check

out a document.
4.
Describe document
versioning.
Microsoft Office Project 2003 integrates the

management of documentation with the overall project management process. As a result two
main goals are achieved: collaboration among team members is greatly facilitated and the project
management process is supported.
Through the integration of Windows SharePoint Services from Microsoft, Project 2003
document libraries can be created for each project listed on the server. In addition, a public library
exists where general organizational information can be posted that crosses individual project
lines.
The Documents page, utilizes Windows SharePoint Services (WSS) from Microsoft technology
to create issue tables. A WSS subsite must be created and associated with the individual project
before an Issues repository can be created. WSS Subsite creation is often set up as an
automated process by the Project Server administrator.
3.6.1
Viewing and Uploading Project Documents

Documents Page Documents can be directly linked to each project in a Document library. All
projects and to-do lists (although document libraries are not available for to-do lists) that the user
has permissions to see will appear in the table on the View and upload document for all
projects page as shown in Figure 318.
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Figure 318. Documents Page
Document Library Access If the user has logged into Microsoft Project Web Access with a
Project Server account, then a message will display explaining that a windows account and
password is required to view the document library (Figure 319).
Figure 319. Message explaining that Windows credentials are required
3.6.2
Document Library
The file names in the table on the Documents page are links to the View and Upload
Documents page (Figure 321) for the individual project or the public documents library.
The View and Upload Documents page displays the document libraries available associated
with that project. Figure 320 shows this view for a project with the default Shared Documents
document library displayed. The name of the project file appears at the top of the page above
View and Upload Documents (the project is 100X DVD Drive in Figure 320).
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Figure 320. View and Upload Documents for a specific project file
The Create Document Library button (circled) links to the New Document Library form (Figure
320) where additional document libraries can be defined and created. The required information
that needs to be provided is discussed below (Figure 321).
Name and Description. Enter a name and a description for the new library.
Document Template. Used to create new documents that will then be saved to the library. The
template choices include None, Blank Word Document, Blank Front Page Document, Blank
Excel Document, and Blank Document.
Figure 321. New Document Library form
After this form is completed, the Create button builds the new document library and returns to the
View and Upload Documents page (for the specific project). Figure 322 shows this view with the
new document library (HW Specs) highlighted.
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Figure 322. View and Upload Documents for a specific project with a document library
3.6.3
Uploading Project Documents

The icon and library name are one link that opens the library. Uploading documents, as well as
other functions, can be done from the Library page. Figure 323 shows this view with the Upload
Document button highlighted. Notice that the library name and the comments appear below View
and Upload Documents.
Figure 323. Library page and Upload Document button
The Upload Document button enables the user to add an existing document to the document
library (Figure 324).
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Figure 324. Upload Documents page
The Upload Document page has six fields

Overwrite existing file(s)? When selected, will overwrite any files previously in the library with
the same title.
Name. Has an active browse button option for entering the project file from its folder.
Owner. Indicates the person responsible for the document.
Status. Indicates the status of the file using Draft, Ready for review, or Final.
The Upload Document page contains the following links:
When completed and saved, the Library page appears with the document as shown in Figure
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Figure 325. Document library with uploaded file
3.6.4
Other Functions in the Library Page

In addition to the Upload Document button, there are five other functions found on the tool bar.
New Document. Opens a new file in the application type specified in General Settings.
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Upload Document. Enables the user to add an existing document to the document library
New Folder. Creates a new document library.
Filter. Toggles an Autofilter. When clicked, filter arrows appear above each column, except the
File name column, allowing for the view to be filtered by any value in any column (Figure 326).
Edit in Datasheet. Allows you to edit the information about the documents in a datasheet.
All Document Libraries. Shows all document libraries.
Figure 326. Auto Filtering in the Document Library
Another function button on the Library page is the Edit button, which by default appears to the
left of each document ID in the library (Figure 327).
Figure 327. Edit button
Some specific functions on this screen are:

Subscribe. Opens the Set my e-mail notifications and reminders screen of the Home page.
Here the users e-mail notifications and reminders can be set, as well as the e-mail reminders of
others. There is a section specific to documents called Or my project documents change (see
Home Page module page 221).
Save a Link. Allows a particular view (perhaps a filtered view) to be saved, and places a link to
that view in the side pane to the left of the View and Upload Documents page (more information
on the Save Link see Resource Center module page 533).
Modify settings and columns. Opens a page with various settings available under three
headings: General Settings, Columns, and Views. This option should only be available to a
user that has been added to the Author role on the SharePoint Team Services site.
The Edit button allows the user to revisit the original fields entered in the Upload Document
page discussed earlier and a title field for the document (Figure 328).
Note
Note: By default, the title field is not displayed in a document library created by Project Server.
However, the view can be customized by selecting the option Modify settings and columns.
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Figure 328. Edit screen for a document in a library
This screen also has fields for further functions on the document:
Delete. Deletes the document from the Library.
Send for Review. Opens email to which you can attach the document to send for review.
Discuss. Opens the document in a URL so that several team members can discuss it online.
Edit in Microsoft Word. Whatever the document application source is will appear in this fields,
such as Excel or Word. The application will open so the document can be easily edited.
3.6.5
Public Documents
On setup of Project Server with Windows SharePoint Services the Public Documents is created
automatically This document library is not associated with any one project plan but is used to
store documents that will be useful to all stakeholders using Project Web Access. Documents can
be uploaded to the default shared documents library in the same way as discussed earlier in this
lesson.
3.6.6
Search Documents
To use the Search feature, Indexing Services must be started and pointed to a catalog that
includes the locations of documents loaded in the various document libraries.
Once Indexing Services is enabled, entering text in the Search box and clicking Go will search
the site for the text value within files uploaded to the libraries.
3.6.7
Document Versioning
Document versioning allows users to keep multiple versions of a document. If a change needs to
be reversed, it is easy to restore the previous version and continue working. If versioning is
enabled, the Versions command is added to the drop-down list users see when they click the
arrow next to a document name and to the toolbar in the Edit Properties page for the document.
The Versions command is also available in client applications compatible with Windows
SharePoint Services, such as Microsoft Word 2003, Microsoft Excel 2003, and Microsoft
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PowerPoint 2003. When the user clicks Versions, a list of the previous versions of the
document appears. The user can open an old version, restore the version (replacing the current
version), or delete an old version.
When versioning is enabled, versions are automatically created whenever a user updates a
document in a document library. Versions are created in the following situations:
When a user checks out a file, makes changes, and checks the file back in. This ensures that a
version is created at the check-in.
When a user opens a file, makes changes, and then saves the file for the first time.
Note If the user saves the file again, without closing the file, a new version is not created. If the user
closes the application being used to edit the file, and then opens it and saves the file again, another
version is created.
When a user restores an old version of a file (and does not check it out).
When a user uploads a file that already exists, the current file becomes an old version.
The administrator determines whether document versioning is enabled for a particular document
library. To enable document versioning, use the settings page for that document library.
To enable versioning for a document library (Figure 329):
1.
Navigate to the list, and in the left navigation bar, click Modify settings and columns.
2.
On the Customize Document Library page, click Change general settings.
3.
On the Document Library Settings page, in the Document Versions section, under Create a
version each time you check in a file to this Web site?, click Yes.
4.
Click OK.
339
Figure 329. Setting Versioning
Once versioning is set, the user can view version history by clicking on the right arrow next to the
document name in the document library as shown Figure 330.
Figure 330. Viewing Version History
When you select Version History, you can view the list of versions, and if needed, delete one of
the versions. See Figure 331 for an example of the versions list.
Figure 331. Versions saved for a document
3.6.8
Checking Documents In and Out

Checking documents in and out allows users to obtain exclusive write access to a document,
eliminating the need to merge changes from multiple authors. When a user checks a document
out, that user is the only user who can save changes to the document. Other users can read the
document, but they cannot make changes. The user who has the document checked out can
update the document, and see the latest version of the document, but other users will not see the
updates until the document has been checked back in. For example, you check out a document
and make changes. You save the changes multiple times, but never check the file in. When other
users open the file as read-only, they will see the document as it was when you checked the file
out. They will only see your changes when you check the file in. The administrator can override a
document check-out if necessary, and force the document to be checked in with the previous
version.
340
To check out a document, click on the arrow next to the document name to see the drop down
box where you click on Check Out (Figure 332).
Figure 332. Checking Out a document
Once checked out, the screen will show who it is checked out to as in Figure 333.
Figure 333. Showing checked out document
To check in the document, click on the arrow next to the document name, and the drop down
window will show a Check In function. Upon clicking Check In, the Check In page displays as
Figure 334. Check in comments
341
To force a document to be checked in, you use the same command that the user would use to
check in a document normally.
Canceling a Check-Out and Returning to the Previous Version navigate to the document,
click the arrow next to the documents title, and then click Check In.
1.
On the Check In page, select Discard changes and undo check out, and then click OK.
2.
On the error message, click OK
Short term and Long Term Locking there are two types of locking: Short term and long term.
Short term locks occur when a user chooses to edit a document without choosing the Check-out
option first. This occurs by selecting Edit for the document in the document library. The user is
given edit rights (depending on the rights they have in the site) and there is a short term lock
placed on the document. Short term locks are placed for a specific amount of time and have an
expiration time for the locks.
Long term locks occur when a user explicitly chooses the Check-Out command from the list for
the document in the document library. The user interface of the document library is updated to
display the user that has the file checked out. This method ensures that the user editing the file
can continue to make changes until they check the file back in.
Long term locks always take precedence. For example, if a user has a long term lock and then
opens the same file in Word (which tries to acquire a short term lock), Word will be informed that
its lock was acquired. However, the expiration time will not actually be stored on the server, since
a long term lock already exists. This will cause Word to needlessly hit the server every three
minutes and refresh a short term lock that does not exist.
In a situation where a long term lock exists, and Word opens the file, it tries to create a short term
lock and is told that it succeeded. If for some reason, the long term lock is lost, the next time
Word tries to renew its short term lock, it will be informed that it does not have a lock anymore,
and Word will lock the file. Now the user has a short term check-out instead of a long term one.
This ensures that the file cannot be edited by another user.
Document Management Lab
3.6.9
Questions
1.
What is the difference between public and project document libraries?
2.
What does it mean, if when linking to a project document library, you receive an error message,
Make sure the corresponding subweb exists for the project you have selected?
3.
How do you create a new library to be associated with a project?
4.
How do you link a document to a number of tasks after it has been uploaded?
5.
How do you change the library list fields and display settings?
6.
Does versioning happen automatically?
7.
What situations cause versioning to occur?
8.
How do you check out a document?
342
9.
What is long-term versus short-term locking?
Answers
1.
The public libraries are for non-project related documents. You cannot link a document to tasks
here. The documents in these libraries are also available for all users to view.
2.
The error message Make sure the corresponding subweb exists for the project you have
selected, means a separate document libraries web site has not been created (or linked) for
the project selected. Contact the system administrator to have this library created (or linked).
3.
A new document library can be created by selecting the New Document Library link at the top
of the View and Upload Documents page.
4.
A document can be linked to a number of tasks after it has been uploaded by going into the
library document list view in the View and Upload Documents page and clicking the Edit
button next to the document you wish to link. Tasks are then linked by selecting the Link the
document to tasks hyperlink.
5.
Library list fields and display settings can be changed by selecting the Modify settings and
columns in the document list view in the View and Upload Documents page.
6.
Versioning does not happen automatically. It must be set in Modify settings and columns.
7.
Versioning occurs (if it is set) when:

o
When a user checks out a file, makes changes, and checks the file back in. This
ensures that a version is created at the check-in.
When a user opens a file, makes changes, and then saves the file for the first time.
When a user restores an old version of a file (and does not check it out).
When a user uploads a file that already exists, the current file becomes an old
version.
8.
To check out a document, click on the arrow next to the document name in the projects
document library. Click Check Out in the drop down box.
9.
Short-term locking occurs when someone edits a document. Long-term locking occurs when
someone explicitly checks out a document using the Check Out function.
343
3.7
ISSUE MANAGEMENT
All projects run into unforeseen events that
have the potential to disrupt the project. For
1.
How to create and edit an
such occurrences, Microsoft Office Project
issue.
2003 offers an Issues repository. The main
2.
How to customize Issue
purposes for the Issues page is to foster
fields and views.
communication among project team
members, store relevant knowledge on the
project, and to link projects and tasks directly to the issues associated with them. The Issues
page achieves this through features such as automatic e-mail notification and issue status
reporting. Resources can create and edit issues; project managers can create, edit, and
customize; and all others have read-only permissions.
Like the Documents page, the Issues page utilizes Windows SharePoint Services (WSS) from
Microsoft technology to create issue tables. A WSS subsite must be created and associated with
the individual project before an Issues repository can be created. WSS Subsite creation is often
set up as an automated process. Please refer to the Administration and Customization lesson for
instructions on creating a WSS subsite.
This lesson will discuss the features of the Issues page and customization options. Figure 335
shows the View and submit issues in all projects page which lists all the projects. Notice the
projects are automatically sorted by owner, showing the users projects and others. The columns
indicate the issue activity for each project.
Figure 335. Issues page
344
3.7.1
View Issues by Individual Project

The project names in blue on the View and submit issues in all projects page are links to the
Issues page for the individual project. Issues are listed with various details by columns. Figure
336 shows the individual projects Issues page.
Figure 336. Issues for individual projects page
The columns that display on this page (Figure 336) are the default columns. Columns can be
added and modified. Customization is discussed later in this lesson.
3.7.2
Submit New Issues

The Issues page has three actions that can be performed by clicking the appropriate button on
the action menu bar. The actions are described below:
New Issue. Displays the Create a New Issue screen (Figure 337). Issue data is entered by field
on this screen.
Filter. See section Filtering Issue for details.
Edit in Datasheet. See section Edit in Datasheet for more details.
345
Figure 337. Create New Issue screen
3.7.3
Create a New Issue Fields

The fields on this screen collect the relevant data for each issue logged. This data feeds the
columns seen in the View and Submit Issues (for all projects) page. The fields are described
below as they appear by default. Most of the fields can be modified through the Modify Settings
and Columns button, which is discussed later in this lesson.
346
Title. This field identifies the issue. The red asterisk indicates it is a required fieldwhich fields
are marked as required can also be modified and will be discussed later in this lesson.
Assigned To. Names the person responsible for resolving the issue. This fields title and
description can be modified. Choices of assignees are automatically added to the field from the
resource pool of the project.
Status. There are three status classifications by default: Active, Postponed, and Closed. Others
can be used to suit organizational needs. Status will often reflect a business process within the
organization.
Category. This field identifies the category of the issue and can be defined to fit the needs of the
company.
Owner. Names the person who oversees the issue. This fields title and description only can be
modified. Choices of assignees are automatically added to the field from the resource pool of the
project.
Priority. High, Medium, and Low are the default settings to show the urgency of the issue.
Priority options can be modified.
Due Date. Shows the date by which the issue should be resolved. The date is selected through a
calendar drop-down box. The date format can be modified.
Discussion. Text box for any comments relevant to the issue.
Resolution. Text box for describing how the issue can or will be resolved.
Note All of the above fields can be set to be a required field. When selected, a red asterisk appears
next to the field name.
The following five fields enable links to other specified project and task information that is relevant
to the issue being created.
Affected tasks. Select project tasks that are impacted by this issue. The Link the issue to
the selected task window opens when selected (Figure 338). This window shows the tasks
and allows for the tasks to be filtered. This is the same dialog box that displays when linking
documents to tasks.
Tasks to resolve this issue. Select project tasks that help to resolve this issue. The dialog
box Link the issue to the selected task shown in Figure 338 appears when selected.
Other linked tasks. Select project tasks generally related to this issue. The Link the issue
to the selected task dialog box appears when selected.
Linked Risks. Select project risks that are related to this issue. The Link to selected risks
dialogue box displays.
Linked issues. Select other project issues related to this issue. The Link the issue to the
selected issues dialog box displays. It is similar to the one shown in Figure 338, but shows
other issue titles instead of showing task names.
347
Linked documents. Select project documents related to this issue. When selected, the Link
issue to the selected document window opens. Again, this dialog box is similar to the one in
Figure 338. In this window, the document libraries associated with the project will be available for
selection in the Document Library field drop-down box. The documents included in the library(s)
selected are then shown in the table.
Figure 338. Link the issue to a selected task.
3.7.4
Attaching a File
You can also attach a file to an issue. To attach a file, click Attach File in the Issue: New Item
page. Figure 339 illustrates the attachment page. Once you have entered the document, press
OK.
Figure 339. Attach a file screen
348
3.7.5
Filtering Issues
As with the Documents page, there is a Filter button available (Figure 340).
Figure 340. Filter button
Like Microsoft Excel, the Filter button places a drop-down list above each of the column
headings. The drop-down list includes all the field entries found in the respective column. From
the drop-down list, the entry selected will then filter the list of projects for those that match the
selection criteria.
When engaged, the Filter button changes to read Hide Filter Choices, which will disengage the
AutoFilter.
3.7.6
Exporting Data into a Datasheet

The button next to the Filter button is the Edit in Datasheet button (Figure 341). This feature
opens Microsoft Excel and exports the issue data found in the View and Submit page for the
project into a Microsoft Excel spreadsheet. Window focus is switched to Microsoft Excel with this
new file open along with the External Data toolbar. When you use this option, you will want to
use the Synchronize with Project Server option in the side pane.
Figure 341. Edit in Datasheet button and icon
3.7.7
Reviewing and Editing an Issue

You can review and edit a particular issue as well as delete an issue. To review and edit an
individual issue, in the Issues page, click on the hyperlink for a particular issue (Figure 342).
Figure 342. Edit Issue button
349
The issue displays as in the following Figure 343.
Figure 343. Edit Issue Display
When viewing an individual issue, you can create a New Issue, Edit the issue by selecting Edit
Issue, delete the issue, update information about your email notifications by selecting Alert Me,
and return to the Issue page via Go Back to List. Select the Edit Issue just above the Issues
list to edit an issue. This button opens the editable fields of the issue as shown in Figure 344.
Figure 344. Edit Issue Display
350
3.7.8
Deleting an Issue
You can delete an issue that is invalid or that was created inadvertently. To do so, click Delete
issue while reviewing or editing an issue.
3.7.9
The Side Pane Select a View and Actions

Once within the issues list of a specific project, the side pane contains two sections: Select a
View and Actions, as shown in Figure 345.
Select a View the Select a View section contains a list of different ways to view the Issues list
as shown in Figure 345
Figure 345. Left navigator pane
The default views that ship with Microsoft Project Professional all display the same fields of
information but filter the Issues list based on different criteria. The default views and the fields on
which they are filtered are listed below.
All issues. No filter.
351
All active issues assigned to me. Assigned to equals the user and Status equals Active.
All issues owned by me. Issue Owner equals the user.
All issues opened by me. Created by equals the user.
All active issues. Status equals Active.
All closed issues. Status equals Closed.
All postponed. Status equals Postponed.
Actions the Actions section contains a list of actions that can be performed on the issue. The
default actions are listed below:
View reports. Uses reports to track issue trends over the given date range by person or by
category.
Alert me. This page enables creation of email alert notifying user when there are changes to this
item.
Export to spreadsheet. This features exports the current issue to Excel spreadsheet.
Modify settings and columns. This feature provides user with an ability to modify columns and
settings.
Synchronize with Project Server. This feature is recommended to use if the user edited the list
in Excel or Access and to have it synchronized with Project Server version.
View Reports the View Reports (Figure 346) option creates basic reports about all issues to
help track issue trends over the given date range by person or by category.
To view a particular report, click on the hyperlink for the report type. The Risks report for that risk
type shows as in Figure 347.
352
3.7.10
Alert Me
Like tasks, users can subscribe to issue changes. This feature can be accessed by clicking Alert
me button in the Actions pane. This opens New Alert: Issues: All Items page which provides
user with 3 main options displayed on Figure 348.
Figure 348. Issues notification
3.7.11
This function exports a list of all issues for a particular project with line information about each
risk. The fields are shown in Figure 349. This can be very useful for taking to project status
meetings.
Figure 349. Issues spreadsheet
353
3.7.12

The Modify settings and columns button links to a Windows SharePoint Services page, which
allows the columns (fields) and views for issues to be changed. These settings allow the fields
and views to be customized according to the users individual needs.
General Settings. This section contains information about name, description and security. It also
provides two action links: Change general settings and Change permissions for this list.
Change general settings link displays List Setting: Issues page. On this page user can modify
name and description, navigation (whether the link to this list appears in the Quick Launch bar on
the Home page), attachments (settings), and email notification (send email when ownership of a
list item is assigned and when a list item has changed). Change permissions for this list link
displays Change Permissions: Issues page (this page is password protected, so the user must
have appropriate permissions). On this page user can set permissions for users to have access
to this list or document library. User can perform the following actions: Change anonymous
access and Manager request access.
Columns. Allow the user to add extra properties to each issue, which can then be displayed in
the document list. For example, the user may wish to assign an issue category property to each
document. This can be done by adding a new column called category. The next time an issue is
created the user will be prompted to provide this information and it will appear in the issue list. In
this section user is presented with two possible actions: Add a new column and Change the
order of the fields.
Views. Allow the user to create multiple filtered or grouped displays of the issue list. These views
can be then selected in the side pane. Views are discussed in the next section. This allows user
to Create a new view.
3.7.13

This function is used to synch any issue list data you might have edited in Excel or Access. You
will receive the following message (Figure 350) when you select this function. You may use this
option when you use the Edit in Datasheet option shown in the Issues page.
Figure 350. Project Synchronization message
354
Issues Lab
3.7.14
Questions
1.
Open the Issues List for a particular project.
2.
Create a new issue for a project.
3.
Customize a field (column) to be displayed on the Issues List.
4.
Add a view to the view list (in the left navigation pane).
5.
Edit an issue.
Answers
1.
Open the Issues List for a particular project.
2.
Create a new issue for a project.
3.
Customize a field (column) to be displayed on the Issues List.
4.
Add a view to the view list (in the left navigation pane).
5.
Edit an issue.
355
3.8
RISK MANAGEMENT
Risks are future events which could impact
a project positively or negatively. Risk
1.
How to create and edit an
management involves proactively
risks.
identifying and tracking risk events and
2.
How to customize Risk
conditions that have the potential to affect a
fields and views.
project in the future. Identifying risks is not
3.
Associate risks with
the same thing as tracking issues because
issues, projects and tasks.
risks deal with an event or condition in
terms of how it can affect the outcome of
the project in the future. Issues are those items that are currently affecting the project which may
have not been identified as risks in the first place. Risks can exist in the near or far future and
have a probability of occurring anywhere between 1 to 100%. Risks also include a measurement
of impact. For instance, on a scale from 1 to 10, would the impact be devastating (an impact of
10) to the outcome of the project, or would it be a nuisance (an impact of 1). Sometimes, when
you identify a risk early in the project, you can create a task to include in your project schedule to
help reduce or mitigate the possibility of the risk occurring.
Risk tracking allows project managers to record, escalate, share, update, and analyze project
risks from within Project Web Access among their team and for their project. Users can keep
track of risks assigned to them from their Project Web Access Home page. A section titled Risks
will indicate the number of risks currently assigned to the logged in user (Figure 351).
Figure 351. Risks on the Home page
Figure 352 shows the Risks page. Notice the projects are automatically sorted by owner,
showing the users projects and others. The columns indicate the risk activity for each project.
356
Figure 352. View and submit risks in all projects page
3.8.1
View Risks by Individual Project

The project names in blue on the View and submit risks in all projects page are links to the
Risks page for the individual project. Click on the hyperlink for the projects risks and you will see
the list of risks for the project. Figure 353 shows the individual project Risks page with no risks
yet entered.
Figure 353. Risks for individual projects page
The columns that display on this page are the default columns. Columns can be added and
modified. Customization is discussed later in this module.
3.8.2
Submit New Risk

The Risks page for each project has three actions that can be performed by clicking the
appropriate button on the action menu bar. The actions are described below:
357
New Risk. Displays the Risks: New Item screen (Figure 354). Risk data is entered by field
on this screen.
Create a New Risk Fields the fields on this screen collect the relevant data for each
issue logged. This data feeds the columns seen in the View and Submit Risks (for all
projects) page. The fields are described below as they appear by default. Most of the fields
can be modified through the Modify Settings and Columns button, which is discussed later
in this topic.
o
Title. This field identifies the risk. The red asterisk indicates it is a required fieldwhich
fields are marked as required can also be modified and will be discussed later in this
lesson.
Assigned to. Names the person responsible for resolving the risk. This fields title and
description can be modified. Choices of assignees are automatically added to the field
from the resource pool of the project.
Status. There are three status classifications by default: Active, Postponed, and
Closed. Others can be used to suit organizational needs. Status will often reflect a
business process within the organization.
Category. This field describes the category of the risk and can be set to fit company
process. This might reflect the kind of risk, such as business, technical, or legal.
Due Date. Shows the date by which the risk should be resolved. The date is selected
through a calendar drop-down box. The date format can be modified.
Owner. Names the person who oversees the risk. This fields title and description only
can be modified. Choices of assignees are automatically added to the field from the
resource pool of the project.
Probability. This field contains information about the percentage of probability of the
risk actually happening. This is set as percentage from 1 to 100% initially but could be
changed to a different format.
Impact. Identifies the significance of the risk to affect the outcome of a project. This is
set to a number from 1 to 10 initially but could be changed to a different format.
Exposure. A calculated field which measures the overall threat of the risk. This is
calculated by multiplying probability times impact.
Cost. The cost of the risk on the project, in money terms, should the risk actually affect
the outcome of a project.
Cost Exposure. The overall threat of the risk measured in cost. Cost exposure is
calculated by multiplying risk probability with the cost.
Description. Text box which describes the likely causes and consequences of the risk.
358
Figure 354. Create New Risk screen
Mitigation Plan. Text box which describes the plans to mitigate (reduce the risk probability or
impact) the risk.
Contingency Plan. Text box which describes the fallback plan should the risk actually happen.
359
Trigger Description. Text box which describes events which might indicate that the risk is
occurring or about to occur.
Trigger. A choice box that contains specifically what the trigger might be for the risk, including
dates, exposure over the allowed threshold, or incomplete tasks. The user can specify a different
value as well.
Note All of the above fields can be set to be a required field. When selected, a red asterisk appears
next to the field name.
The following seven fields enable links to other specified project and task information that is
relevant to the risk being created. When you select one of the options, a dialog like Figure 355
displays.
Affected Tasks. Select project tasks that are impacted by this risk.
Triggers. Select project tasks that are triggers for this risk.
Mitigation tasks. Select project tasks that are part of the mitigation plan.
Contingency Plan Tasks. Select project tasks that are part of the risk contingency plan.
Linked Risks. Select other related risks in this project.
Linked Issues. Select project issues that are related to this risk.
Linked Documents. Select project documents that are related to this risk.
360
Figure 355. Link the risk to a selected task
3.8.3
Attaching a File
You can also attach a file to a risk. To attach a file, click Attach File in the Risk: New Item page.
Figure 356 illustrates the attachment page. Once you have entered the document, press OK.
Figure 356. Attach a file screen
3.8.4
Filtering Risks
As with the Documents and Issues pages, there is a Filter button available (Figure 357).
361
Figure 357. Filter button
Like Microsoft Excel, the Filter button places a drop-down list above each of the column
headings. The drop-down list includes all the field entries found in the respective column. From
the drop-down list, the entry selected will then filter the list of projects for those that match the
selection criteria.
When engaged, the Filter button changes to read Hide Filter Choices, which will disengage the
AutoFilter.
3.8.5
Exporting Data into A Datasheet

The Edit in Datasheet button (Figure 358) opens Microsoft Excel and exports the risk data found
in the View and Submit page for the project into a Microsoft Excel spreadsheet. The window
switches to Microsoft Excel with this new file open along with the External Data toolbar. When
you use this option, you will want to use the Synchronize with Project Server option in the side
pane.
Figure 358. Edit in Datasheet button and icon
3.8.6
Reviewing and Editing an Existing Risk

You can review and change the information about a particular risk, as well as delete a risk. To
review and edit an individual risk, in the Risks page, click on the hyperlink for a particular risk
(Figure 359).
Figure 359. Choose risk to review or edit
362
The risk detail appears as shown in the following Figure 360.
Figure 360. Review risk information
When viewing an individual risk, you can create a New Risk, Edit the risk by selecting Edit Risk,
delete the risk, update information about your email notifications by selecting Alert Me, and return
to the Risks page via Go Back to List. The Edit Risk button is available just above the Risks
list. This button opens the editable fields of the risk as shown in Figure 361.
363
Figure 361. Edit a risk
3.8.7
Deleting a Risk
You can delete a risk that is invalid or that was created inadvertently. To do so, click Delete Risk
while reviewing or editing a risk.
3.8.8
The Side Pane - Select a View and Actions

Once within the risk list of a specific project, the side pane contains two sections: Select a View
and Actions, as shown in Figure 362.
Select a View the Select a View section contains a list of different ways to view the Risks list
as shown in Figure 362.
364
The default views that ship with Microsoft Project Professional all display the same fields of
information but filter the Risks list based on different criteria. The default views and the fields on
which they are filtered are listed below.
All Risks. No filter.
All Risks Assigned to Me. Assigned to equals the user and Status equals Active.
All Risks Owned by Me. Risk Owner equals the user.
All Risks Opened by Me. Created by equals the user.
All Active Risks. Status equals Active.
All Closed Risks. Status equals Closed.
All Postponed Risks. Status equals Postponed.
Actions the Actions section (Figure 362) contains a list of actions that can be performed on
the risk. The default actions are listed below:
365
View reports. Uses reports to track risk trends over the given date range by person or by
category.
Alert me. This page enables creation of email alert notifying user when there are changes to this
item.
Export to spreadsheet. This features exports the current risk to Excel spreadsheet.
Modify settings and columns. This feature provides user with an ability to modify columns and
settings.
Synchronize with Project Server. This feature is recommended to use if the user edited the list
in Excel or Access and to have it synchronized with Project Server version.
View Reports the View Reports (Figure 363) option creates basic reports about all risks to
help track risk trends over the given date range by person or by category. For instance, you may
want to report on all risks in a category you created called computer hardware category. You
may find you have 5 risks in this category, while you have only 2 risks each in the three other
categories you have created.
Figure 363. Risks - Reports page
To view a particular report, click on the hyperlink for the report type. The Risks report for that risk
type shows as in Figure 364.
366
Figure 364. Risks - Detailed Reports page
3.8.9
Alert Me
Users can subscribe to notifications about risk changes. This feature can be accessed by clicking
Alert me in the Actions side pane. This opens New Alert: Risks: All Items page which provides
the user with 3 main options displayed on Figure 365.
Figure 365. Risks notification
3.8.10
This function exports a list of all risks for a particular project with line information about each risk.
The fields in the export are Attachments, Risk ID, Title, Assigned To, Status, Exposure, Category,
and Due Date as show in Figure 366. This can be very useful for taking to project status meetings
or risk review meetings.
367
Figure 366. Risk spreadsheet in Excel
3.8.11

The Modify settings and columns button links to a Windows SharePoint Services page, which
allows the columns (fields) and views for risks to be changed (Figure 367). These settings allow
the fields and views to be customized according to the users individual needs.
General Settings. This section contains information about name, description and security. It also
provides two action links: Change general settings and Change permissions for this list.
Change general settings link displays List Setting: Risks page. On this page user can modify
name and description, navigation (whether the link to this list appears in the Quick Launch bar on
the Home page), attachments (settings), and email notification (send email when ownership of a
list item is assigned and when a list item has changed). Change permissions for this list link
displays Change Permissions: Risks page (this page is password protected, so the user must
have appropriate permissions). On this page user can set permissions for users to have access
to this list or document library. User can perform the following actions: Change anonymous
access and Manager request access.
Columns. Allows the user to add extra properties to each risk, which can then be displayed in the
document list. For example, the user may wish to assign a risk category property to each
document. This can be done by adding a new column called category. The next time a risk is
created the user will be prompted to provide this information and it will appear in the risk list. In
this section user is presented with two possible actions: Add a new column and Change the
order of the fields.
Views. Allow the user to create multiple filtered or grouped displays of the risk list. These views
can be then selected in the side pane. Views are discussed in the next section. This allows user
to Create a new view.
368
Figure 367. Customize Risks page
3.8.12

This function is used to synch any risk list data you might have edited in Excel or Access. You will
receive the following message (Figure 368) when you select this function. You may use this
option when you use the Edit in Datasheet option shown in the Risks page.
369
Figure 368. Synchronize with Project Server
Risk Management Lab
3.8.13
Questions
1.
What is the difference between issues and risks?
2.
How do you create a new risk for a project?
3.
How do you add a column to capture other data besides the default fields for risks?
4.
How do you edit a risk?
5.
Why would you export risks to an Excel Spreadsheet?
Answers
1.
Risks are future events which could impact a project positively or negatively. Issues are those
items that are currently affecting the project which may have not been identified as risks in the
first place.
2.
You create a new risk for a project by:
3.
4.
5.
After selecting the Risks page, click on the hyperlink for the project you want to
create a new risk for in the View and submit risks in all projects page.
On the Risks page, click New Risk.
To add a new column,

o
In the side pane of the Risks page, select Modify Settings and Columns.
Under the Columns section, Select Add a new column.
How do you edit a risk?

o
After selecting the Risks page, click on the hyperlink for the project you want to edit
a risk for in the View and submit risks in all projects page.
On the Risks page, click the hyperlink for a particular risk.
On the page where the risk appears, click Edit Risk.
You might export risks to an Excel Spreadsheet to take to team status meetings or risk review
meeti
370
COMMUNICATING RESULTS WITH MICROSOFT PROJECT PROFESSIONAL
3.9
This module covers communicating

project schedule data using the
capabilities of Microsoft Office Project
Professional.
The next module Analyzing and
Communicating Results With Project
Web Access page513 covers the
other aspect of Communicating
project results when using Microsoft
Office Project 2003.
Project mangers are cautioned that in
many organizations that have
implemented an Enterprise Project
Management [EPM] solution,, they
may not be able to create their own
Project Web Access views. Therefore
for customized communications they
will need to utilize the capabilities of
1.
2.
3.
4.
How to sort project data
5.
How to create and modify

tables.
6.
7.
8.
Features of custom fields.
9.
When and how to use the Gantt

Chart Wizard.
10.
The formatting features of the

Network Diagram.
11.
12.
Format Painter.
How to build and use filters.

How group project data.
Differences between filtering,
sorting and grouping.
Purpose of Views.
Understand common uses of
the Resource Graph and
Resource Usage.
How to Printer any View
Sorting, Filtering and Grouping
3.9.1
Sorting is a feature Microsoft Project Professional used for organizing and analyzing project plan
data. Sorting can be used to organize tasks into different sequences. Tasks or resources can be
sorted by fields, such as task name, deadline, or resource name. For example, sorting tasks by
date, ascending will reorder the task list to show the earliest starting tasks to the latest.
Task views have five predefined sorts fields that can be applied to the view and Resource views
have three predefined sort fields. Custom sorts are created on the fly and cannot be saved to be
used in other views or files. Sorting is not maintained when switching between views, however if a
file is saved with a sort, even a custom sort, the sorted view will persist when the file is reopened.
Sorting in Task Views
3.9.1.1
To apply a standard sort in a task view:
1.
On the Project menu, point to Sort, and then click a sorting option (Figure 369).
371
Figure 369. Sort menu and options for task views
To apply a custom sort:

1. On the Project menu, point to Sort, and then click the Sort by option.
Figure 370. Custom sort for task views
2. In the Sort by dialog box (Figure 370), click a field on which to sort your data, and then click
Ascending or Descending to specify the sort order.
3. To set a secondary sort criteria click in the field Then by and select the field on which to
perform the secondary sort. Click Ascending or Descending to specify the sort order.
4. To set a third sort criterion, click the second field Then by box and select the sort criteria.
Click Ascending or Descending to specify the sort order.
5. To renumber your tasks based on the new sort order, select the Permanently renumber
tasks check box. To renumber tasks, you must first select the Keep outline structure check
372
box. New task ID numbers will be assigned to tasks. The task unique ID numbers will not be
reassigned. This may be helpful if the original order needs to be reinstated. However, unique
IDs are assigned at the time of task entry and therefore may not be sequential.
6. To sort tasks within their outline structure so that subtasks remain with their summary tasks,
select the Keep outline structure checkbox.
7. To reset the sort order back to the default sort order, click Reset. This option works as long as
Permanently renumber was not selected.
Note Clicking Reset only resets the sort options in the Sort dialog box to their default order. If your
tasks were renumbered by using the Permanently renumber tasks checkbox, then clicking Reset will
not reset the numbered order of the tasks.
Sorting in Resource Views
3.9.1.2
When a resource view is active, then the Sort submenu (Figure 371) predefined sorts are by
Cost, Name, and ID. Items cannot be added or removed from the submenu.
Figure 371. Sort Menu in a Resource View
Custom Sort in resource views the fields listed in the Sort dialog box are resource and
assignment fields (Figure 372). The last checkbox in the Sort dialog box is labeled Sort
resources by project.
373
Figure 372. Custom sort in a resource view
Resource tables have no outline structure other than the resource parent/assignment
subordinate relationship in the Resource Usage view. One resource record cannot be
indented below another resource record in a resource table, so there is no summary
resource equivalent to a summary task. However, selecting the option Sort resources by
project will keep resources with their project and assignments with their resource.
The resource field Project, lists the name of the project or pool to which a resource is
assigned. Selecting the option Sort resources with their assignments by project
checkbox groups resources by project or pool and then sorts within each group. This
option also keeps assignments grouped under their parent resource during sorting in the
Resource Usage view. When the Sort resources by project checkbox is not selected,
all records are sorted as a single group.
3.9.1.3
Sorting by Assignment-Only fields some of the fields that can be inserted into a task or
resource table are assignment-only fields, such as the Assignment Units field. These fields
contain blanks for task and resource records, and are sorted accordingly when you sort by
an assignment-only field. For example, sorting by Assignment Units in the Task Sheet or
Resource Sheet view has no effect. In a Task Usage view, sorting by Assignment Units
with Keep Outline Structure selected sorts the assignments under each parent task, and
does not move the tasks. However, when the Keep Outline Structure is not selected, all the
tasks are sorted to the top of the table, because they have blanks in the Assignment Units
field.
About Filters
When you need to see a defined subset of your project information, you can apply a filter to any
view so that only information meeting the filter criteria is displayed. When none of the filters
provided with Microsoft Project Professional meets the project managers information needs, they
can create a new filter or modify an existing filter.
374
When a filter is applied, Microsoft Project Professional replaces the current filter with the new
filter.
When a filter is applied as a highlighting filter, all tasks or resources are displayed, but those
tasks or resources that meet the criteria are highlighted with a different color, font, or font size.
When a user applies an interactive filter, a dialog box appears, in which they can enter the value
or range of values to be applied in the filter. For a filter that is not interactive, the test values are
specified when the filter is defined. The advantage of an interactive filter is that the user can use
one filter to test for a variety of values without having to define a new filter.
A comparison filter can be created that allows for the comparison of the values in two fields for
the same task or resource. For example, you could create a calculated filter to display tasks for
which the Actual Start is earlier than the Baseline Start. To choose any of the supplied filters,
select from either the:
Filters drop-down list on the Formatting toolbar (Figure 373).
Filtered For submenu on the Project menu.
Filters list in the More Filters dialog box (Figure 374).
Figure 373. From the Formatting toolbar the Filtered For submenu expanded
375
Figure 374. More Filters dialog box
Resource filters can only be applied in a Resource view, and task filters can only be applied in a
Task view.
Task Filters List
3.9.1.4
All Tasks. This shows all the tasks regardless of their characteristics.
Completed Tasks. This shows only those tasks that have been finished. Microsoft Project
Professional considers a task complete when you mark it as 100% complete.
Confirmed. This shows tasks that the assigned resource or resources have not declined.
Cost Greater Than. This shows tasks that cost more than the amount that you specify.
Cost Overbudget. This is a comparison filter that shows all resources or tasks that have a
scheduled cost greater than the baseline cost.
Created After. This shows tasks that were created in your project on or after the date you
specify.
Critical. This shows all tasks that are on the critical path.
Date Range. This is an interactive filter that prompts for two dates, and then shows all tasks
that start after the earlier date and finish before the later date.
In Progress Tasks. This shows all tasks that have started but havent been completed.
Incomplete Tasks. This shows all tasks that havent finished, regardless of whether they
have started.
Late/Over Budget Tasks Assigned to. This shows the tasks assigned to a resource you
specify that are exceeding the allocated budget or finishing after the finish date in the
baseline plan.
Linked Fields. This shows only tasks or resources to which information from another task,
another project file or from other applications has been linked.
376
Milestones. This shows only those tasks that are milestones. A task is a milestone if the task
is marked as a milestone or if its duration is set to zero.
Resource Group. This is an interactive filter that prompts you to enter the name of a
resource group and then displays those tasks that are being carried out by the resources
that belong to that group.
Should Start By. This is an interactive filter that prompts for a date and then shows all tasks
that should start by that date but havent.
Should Start/Finish by. This is an interactive filter that displays those tasks that havent
started and finished within the date range you specified.
Slipped/Late Progress. This can be used in any of the task views, and displays tasks that
have either slipped behind their scheduled finish date in the baseline plan or havent been
progressing on schedule.
Slipping Tasks. This shows all tasks that have been delayed from their original baseline
plan and havent yet been completed.
Summary Tasks. This shows all tasks that are summary tasks.
Task Range. This is an interactive filter that works in task views. It prompts you for two ID
numbers and then shows all the tasks between and including those two numbers.
Tasks With A Task Calendar Assigned. This shows all tasks with a task calendar.
Tasks With Attachments. This shows tasks that have objects attached or a note in the
Notes box.
Tasks With Deadlines. This shows all tasks with deadlines.
Tasks With Estimated Durations. This shows all tasks with estimated durations.
Tasks With Fixed Dates. This shows all tasks that do not have the constraint As Soon As
Possible or that have an actual start date.
Tasks/Assignments With Overtime. This shows tasks whose resources have over time
assigned.
Top Level Tasks. This shows only the highest-level summary tasks.
Unstarted Tasks. This shows tasks that havent started.
Using Resource in a Date Range. This prompts for a resource name then prompts for a
start date and finish date for a range, then shows all tasks for that resource during that time
frame.
Using Resource. This is an interactive filter that prompts you for the resource whose tasks
you want to view.
Work Overbudget. This is a comparison filter that shows all tasks with scheduled work
greater than baseline work.
377
Resource Filters List
3.9.1.5
You can apply each resource filter to each resource view.
All Resources. This shows all the resources regardless of their characteristics.
Costs Greater Than. This is an interactive filter that prompts you for two dates and then
shows all tasks and resources with assignments that start after the earlier date and finish
before the later date.
Cost Overbudget. This is a comparison filter that shows all resources that have a scheduled
cost greater than the baseline cost.
Created After. This shows resources that were created in your project on or after the date
you specify.
Date Range. This is an interactive filter that prompts for two dates and shows all resources
with assignments during the date range specified.
Group. This is an interactive filter that shows all resources belonging to the group you
specify.
In progress Assignments. This is applicable only in the Resource Usage view, and shows
the assignments that have been started but have not been completed.
Linked Fields. This shows resources to which information from another task, another
project or from other applications has been linked.
Overallocated Resources. This shows all resources that are scheduled to do more work
than they can accomplish in the time specified.
Resource Range. This is an interactive filter that shows all resources with ID numbers within
the range you specify.
Resource Material. This shows material resources like wood, nails, or cement.
Resource Work. This shows work resources like people and equipment.
Resources with Attachments. This shows resources that have objects attached or a note
in the Notes box.
Resources/Assignment with Overtime. This shows all resources that have assignments
where overtime is scheduled.
Should start by. This prompts for a date then shows resources with assignments that
should start by that date but havent.
Should Start/Finish by. This is an interactive filter that displays those tasks or assignments
that havent started and finished within the date range you specify.
Slipped/Late Progress. This displays tasks that have either slipped behind their scheduled
finish date in the baseline plan or havent been progressing on schedule.
Slipping Assignments. This shows resources that have assignments that have not finished
as scheduled.
Unstarted Assignments. This shows resources with assignments that have not started.
378
3.9.1.6
Work Complete. This shows resources that have completed all assigned work.
Work Incomplete. This shows resources that have not completed all assigned work.
Work Overbudget. This is a comparison filter that shows all resources with scheduled work
greater than baseline work.
Filter Definition
Filters can be created, edited or copied, in the Filter Definition dialog box (Figure 375). This
dialog box allows you to determine the criteria for the filter.
Figure 375. Filter Definition
Filter Test Options Microsoft Project Professional provides 11 test criteria that can be applied
to the fields in the Filter definition dialog box.
379
Test
Criterion
Example
Field
Name
Test
Value(s)
equals
Select
Critical tasks
Critical
Equals
Yes
does
not
equal
Task has
started
Actual
Start
does not
equal
NA
is
greater
than
Task started
after 8/1/92
Actual
Start
is greater
than
8/1
is
greater
than or
equal
Budgeted
cost is $1000
or over
Planned
Cost
is greater
than or
equal
$1,000
is less
than
Duration less
than 1 day
Duration
is less
than
1d
is less
than or
equal to
Task finishes
before 9/1/92
Actual
Finish
is less
than or
equal to
9/1
is within
Duration is 5
to 10 days
Duration
is within
5d,10d
is not
within
Tasks that
are not in the
middle of
production
%
Complete
is not
within
25%,75
%
contain
s
Resource
assignment
includes
anyone
named John
Resource
Names
contains
John
does
not
contain
Resource
assignment
doesnt
include Frank
Resource
Names
does not
contain
Frank
contain
s
exactly
Resource
assignment
includes
Mary Logan
Resource
Names
contains
exactly
Mary
Logan
Multiple Criterion in a Filter filters can be created that will test for more than one set of
criterion by using the And and Or operators. For example the Date Range filter looks for tasks
that start before one date And finish before another. The And/Or operator can be used before the
second criteria or on a line of its own between two criterion lines.
380
Interactive Filters with an interactive filter, different filter criteria can be specified each time
the filter is applied. To create an interactive filter, in the Value(s) field in the Filter Definition
dialog box, a message is typed enclosed in quotation marks and followed by a question mark (?).
For example, type Enter date:? to create an interactive filter that requests a date to test for, or
the Within test can be used. Two values for From?, To? are entered to create an interactive
filter that requests a range of dates to test for.
Wildcards with the Equals or Not Equals Test when the Equals or Not Equals test is used in
a filter, the Value field can contain the characters * (any characters) or ? (any characters) as a
wildcard. The field specified for Field Name must contain a text value, such as resource names,
rather than a numeric value, such as duration.
Comparing Two Fields in a Filter a filter can also compare the values in one field to the
values in another. To create a comparison filter, in the Value(s) field in the Filter Definition dialog
box, type a field name enclosed in square brackets ( [ ] ), or select one from the drop-down list.
For example, type duration in the Field Name field, Is Greater than in the Test field, and
[Baseline Duration] in the Value(s) field to display all tasks with scheduled durations that exceed
baseline durations.
Calculations in Filters the standard filter definitions do not support calculations of any sort. It
is not possible to create filters that depend on variables, such as the current date. For instance, a
user might want to create a variation of the Date Range filter that only shows tasks occurring
within one week of the current date. Filtering of this type is only possible by using a Visual Basic
for Applications macro.
Using Resource filter the Using Resource filter (Figure 376) is a special internal filter that
cannot be edited or copied. It provides a drop-down list of the resources available in the project.
This drop-down capability is provided internally by Microsoft Project Professional and is not
available in other filters.
Figure 376. Using Resource dialog box
3.9.1.7
AutoFilter
The AutoFilter provides a quick way to find a subset of data in a field (Figure 377). The AutoFilter
can be applied to any view with the exception of the Calendar view, Resource Graph, Network
Diagram view or form views. To apply AutoFilter, click the Project menu, then Filtered for: <filter
name>, AutoFilter; or use the AutoFilter button located on the Format tool bar.
381
Figure 377. AutoFilter menu option and AutoFilter button
The AutoFilter will display drop-down arrows in the column headings to select the information to
be filtered (Figure 378).
Figure 378. AutoFilter drop-down arrows
When a filter is already applied, the AutoFilter will further filter the list of tasks or resources.
AutoFilter also inherits the Highlight mode and the Show related summary rows from an active
task filter.
To convert an AutoFilter into a standard filter, click the drop-down arrow for the column heading,
click Custom, then click Save, choose the criterion for the filter, enter a filter name in the Name
field and click OK.
AutoFilter Drop-Down Choices for each field there are four options available in the
AutoFilter drop-down list.
(All).
(Custom).
Predefined choices specific to the field type.
A sorted list that contains the current filtered contents of the field, without duplicates.
The contents in the AutoFilter drop-down list for a specific field is limited to contents from those
records that satisfy the currently applied named filter and AutoFilter choices for all other fields.
When filters are already applied, only the contents of the records that are showing are included.
Note Not all of the fields have all of the above kinds of choices available.
Comma Separated Fields for comma separated fields such as the task Resource Names
field and Predecessors field, each item in the comma separated list in the cell for a specific
382
record is listed separately in the AutoFilter list. When you select a resource name from the
AutoFilter list, it matches all records that include that resource name in the Resource Names
field. However, for other fields such as the Predecessors field, selecting a choice from the auto
filter list, matches only records that have that single entry.
All of the items in the comma separated list are included in the AutoFilter list. The Resource
Names field for a particular task may appear to be too long and may be truncated followed by
ellipses (...), however all the resources assigned to the task are listed separately in the AutoFilter
drop-down list. In order to view the entire name the column can be enlarged (for example, best
fit).
Using AutoFilter on Multiple Fields selecting something other than All from the AutoFilter
list for more than one field behaves like a sequence of And operations.
The content in the AutoFilter list for a given field is limited only to records that are still showing.
Selecting a criterion for one field may hide some records, indirectly limiting the selection in the
AutoFilter list for other fields.
The function of the (Custom) choice in AutoFilter
(Custom) is a selection on all AutoFilter lists. When you click it, then it displays the Custom
dialog box displayed (Figure 379):
Figure 379. Custom AutoFilter
It allows you to defined two conditions on the same field joined by And or Or. It also allows you to
defined criteria on other fields.
Refreshing AutoFilter and Named Filters if data is changed while a named filter is active or
while AutoFilter is active with at least one criteria other than All, then the record edited may no
longer satisfy the combined filter. This does not automatically cause the filters to recalculate.
All active filters can be forced to recalculate by doing either of the following:
Reapply the current named filter. Note the exception.
Exception: The All Tasks and All Resources named filters have a special behavior when they
are replied, they reset all AutoFilter settings to All, instead of doing an And operation with
the current AutoFilter settings
To display the AutoFilter list, click the drop-down arrow, then click again to close the list.
383
Resetting AutoFilter settings (to All) the AutoFilter can be reset to the default settings by
performing one of the following steps:
Reset the field AutoFilter to All. A filtered field displays a highlighted title. Click the down arrow
and choose All from the AutoFilter list.
Toggle the AutoFilter button on the Formatting Toolbar. Click the AutoFilter button on the
Formatting toolbar to turn the AutoFilter off and then click it again to turn AutoFilter back on.
Apply the All Tasks or All Resources named filter.
Keyboard Access to the AutoFilter List to drop-down the AutoFilter list for a specific column
using the keyboard, first move the cursor to any cell in that column, then press the CTRL +
Spacebar key combination, and then press ALT + Down. You can then use the Up and Down
arrow keys to move through the drop-down list.
3.9.1.8
Filters in Usage Views

Task filters can be applied in Task Usage views, and resource filters can be applied in Resource
Usage views (Figure 380).
Assignment records share the task or resource columns in a Usage view and are subject to
evaluation by filters.
In Usage views, assignment records share many fields with tasks or resources, for example the
Start and Finish fields. Some fields such as % Complete and Duration are not used by
assignments (they are blank for assignment records). Some fields are Assignment-only fields
such as Assignment Units (these fields are blank for task and resource records).
There is a special Yes/No field called Assignment that can be used in filter definitions to control
whether assignments should be displayed by the filter, and to define conditions that you want to
apply only to assignment records. The Completed Tasks filter definition is an example of a filter
that uses the Assignment field.
Figure 380. More Filters dialog box, resource or task assignments
Show Related Summary Rows the fields available in the Filter Definition dialog box depend
on the whether the Task or Resource option is selected in the More Filters dialog box.
Assignment fields such as Assignment Units, are available in either case.
In a custom filter the option Show related summary rows when checked, will display summary
rows that are related to the items meeting the filter criteria (Figure 381).
384
Figure 381. Filter Definition dialog box, Show related summary rows
Using Value Lists in Filters when creating or using filters in Microsoft Project Professional,
you can easily view possible values for any field with a pre-defined Value List in Filter Definition
dialog or an interactive filter dialog box.
In order to filter using a particular value, a user must look it up or remember what it was.
Furthermore, the user must type the value correctly for the filter to work.
Using Assignment Field in Filters it is also possible to alter a filter so it displays only
assignment records or only parent records, by adding the condition Assignment Equals Yes or
Assignment Equals No to the filter definition (Figure 382).
The figure below displays part of a Filter Definition dialog box defining a filter that is to show
only assignment records that have Work equal to 8h, and that has Show related summary rows
unchecked:
Figure 382. Filtering for Assignment field setup
Using Assignment-Only Fields in Filters assignment-only fields, such as Assignment

Units, are blank for non-assignment records (task and resource records). In non-Usage views,
assignment-only fields are blank, because there are no assignments.
Any filter condition based on an assignment-only condition is either True for all non-assignment
records or False for all non-assignment records.
For example, if a filter with the single condition, Assignment Units equals 100%, is applied in a
Gantt Chart view, then no tasks will be displayed. When a filter with the single condition,
Assignment Units does not equal 100% is applied in a Gantt Chart view, then all tasks will be
displayed.
Using Value Lists in Filters when using filters you can view possible values for the kind of
data you are filtering for any field with a pre-defined Value List.
If you want to use a particular value, you have to look it up elsewhere or remember what it was.
Furthermore, you need to type the value correctly for the filter to work.
385
A list of fields displays, however, the values such as AUTHORIZATION.PROPOSED are not
available. Therefore, you have to remember and type in the exact value in the Value(s) field.
In contrast, Microsoft Project Professional displays possible values in the Value(s) drop down list
if appropriate for the requested filter.
This new feature in Microsoft Project Professional will allow you to choose from a drop down list
of values instead of remembering the exact value that you want for filtering data.
Filters Based on Custom Value Lists
3.9.1.9
You can also filter based on values created for custom fields so that you can limit the data you
see for that custom field. For example, if you create a task custom field for budget, you could filter
for only those tasks that are under budget.
To use a custom filter for a custom field or enterprise outline code, perform the following steps::
1.
In the Project menu, point to Filtered For, and then click More Filters.
2.
When you click New or Edit, a Filter Definition dialog box displays (Figure 383) so that you
can choose the syntax for your custom filter.
Figure 383. Filter Value List
3.9.1.10
Filters Based on Custom Date Fields

You can also filter for fields that you have created as a date custom outline code.
Consider an example where a project manager is trying to find all tasks that have critical dates
after September 20, 2003. The project manager specifies the value of Critical Dates in the Field
Name field and Is greater than or equal in the Test field. If the project manager needs to select
dates other than the values showing in the Value(s) field, he or she can click Select Date to see
the calendar date picker. The following figure shows an example (Figure 383) of a date filter.
386
Figure 384. Value for date filter
3.9.1.11
Filters Based on Graphical Indicator Custom Value Lists

You can also filter using graphical indicators. For example, you can create graphical indicators for
task status. A green flag indicates that tasks are on schedule, a yellow flag indicates that tasks
are one week behind schedule, and a red flag indicates that tasks are two weeks behind
schedule.
387
Enterprise Resource Multi-Value Fields
3.9.1.12
The new enterprise resource multi-value field feature allows you to have several values for a
particular enterprise resource outline code. For example, IT Skill may have a value of
Programmer, DBA, and Architect. When you need to search for a resource with several of
these skills, you will include each skill on a separate line, and use the Test condition of contains.
Figure 385 shows how you would search for someone who is a project manager and has IT
consulting skills.
Figure 385. Enterprise Resource Multi-value fields: Filtering on two lines
If you are using a custom outline code structure that allows you to select the top level of a tree
structure of value, all resources in that value will be found for the custom filter. For example, the
top level code may be Corporate.Accounting. Resources that have the values
Corporate.Accounting.Accounting.Manager and Corporate.Accounting.CPA would be
returned.
Fields with Value Lists
3.9.1.13
Use the following table to understand which field types automatically generate value lists and
which do not when you perform customized filtering.
Type
Automatic Value List
Field Examples
Value Example
Cost
No
Actual Cost
$12,000
BCWP
Cost Variance
388
Date
Yes
Start
7/31/02
Finish
Baseline Start
Task Date1
Duration
No
Task Duration
8h or 2d
Total Slack
Enumerated
Flag
Yes
Yes
Accrue at
Start, Prorated, etc.
Constraint Type
SNET, FNLT
Cost Rate Table
A,B,C
Flag1
Yes/No
Milestone
Critical
Field with graphical
indicators
No
Multi-value
Yes
Enterprise Resource
Outline Code MultiValue fields
Corporate.Legal.Lawy
er
Number
No
Task Number1
2,000
Outline Code
Yes
Enterprise Resource
USA.East.PA
Outline Code (non-MultiValue fields)
Text
No
Task Name
Task Text1
Important If the organization has created enterprise custom outline codes or custom fields for any
of these field types, value lists will display the values the organization has created.
3.9.1.14
Applying and Defining Groups

Grouping allows users to categorize and view rolled up information for their tasks and resources
in a variety of ways, using up to ten fields. Grouping gives users the following capabilities:
Allows multi-level grouping of tasks and resources based on fields specified by the user, in order
to analyze and report project data in a variety of ways.
Provides non-editable summary header rows for each value in the grouped field, containing rollup
totals similar to a summary task.
Allows grouping on interval ranges for a given field, to reduce the number of summary header
rows in cases where fields contain a wide variation in values.
Allows grouping by custom Outline Code fields.
389
Intelligent grouping allows users to perform hierarchical grouping based on a single coding field.
Grouping is applied or defined using the Group By submenu available from the Project menu
(Figure 386). Similar to filters and views, a number of predefined groups are listed on the menu
and can be applied simply by clicking on the desired group name. Predefined groups can also be
applied using the new Group By drop-down available on the Standard toolbar. Groups defined
by the user can be added to the default menu, and default groups that the user does not want to
see can be removed from the menu.
Figure 386. Group by menu and submenu
More Groups/Group Definition when More Groups is selected from the Group By
submenu, Figure 387 is displayed, which behaves like the More Filters dialog box and other
similar definition dialog boxes.
Figure 387. More Groups
390
When New or Edit is clicked in the More Groups dialog box, the Group Definition dialog box is
displayed (Figure 388).
Figure 388. Group Definition dialog box
Name:. The name to be used for the new group. When a default group is selected and the user
clicks Copy in the More Groups dialog box, a copy of the default group will be created and the
default group will remain unmodified. When a default group is selected and the name is modified,
any modifications will be made to the default group.
Show in menu. This displays the group on the Group by submenu on the Project menu.
Field Name, Field Type, and Order. These columns display the fields to be grouped by and
whether each field will be displayed in ascending or descending order. For a group definition that
contains more than one field, the fields are listed in descending hierarchical order, similar to the
Sort By dialog box. Up to 10 fields can be grouped.
Group assignments, not tasks. This option allows grouping on assignment fields as well as
rollup timephased data totals to group summary rows in Usage views only. The option checkbox
in a Task Usage view will display Group assignments, not Tasks. In a Resource Usage view
the option is Group assignments, not Resources. All assignment timephased fields will rollup
excluding the following: cumulative percent complete, overallocation, peak units and percent
allocation.
Group by setting for. This allows the user to change the font formatting, cell background color,
and cell pattern to be used for the display of the group heading summary associated with the field
when the group is applied.
391
Show summary tasks. Check this option to display summary tasks in the grouped view. For
more information on the behavior of summary tasks in a grouped view, see Grouping and Rollup
Behavior of Summary Tasks later in this lesson. Show summary tasks is unchecked by default,
and is unavailable if the group is being defined for resources.
OK. This saves the current group definition and returns the user to the More Groups dialog box.
Cancel. This cancels any changes made to the current group definition, and returns the user to
the More Groups dialog box.
Define Group Intervals. For most fields, clicking the Define Group Intervals button opens
Figure 389, in which grouping intervals for the selected field can be defined.
Figure 389. Define Group Interval dialog box
Define Group Intervals. This defines intervals for the groups and the starting value for the
field selected under Field Name. This option is not available for:
o
Boolean fields such as Flag and Summary fields.
Fields that make do not make sense such as TeamStatus Pending.
A field that might cause a conflict in connection with the application of a custom group
order such as Outline Number.
The options in the Define Group Interval dialog box perform the following functions:
o
Field name: This displays the name of the field currently being used to group by.
Group on: This specifies whether group headings occur at each field value or at
another data value for this field. Depending on the field type, he drop-down list displays
content relevant to the field being edited, for example a duration field would list minutes,
hours, days, weeks, and months.
Start at: This specifies the starting value for the grouping headers for this field. For date
fields, this is a drop-down date picker control. For all other fields, this is a spin control
with increments appropriate to the field being edited. This option is disabled until Each
Value is removed and another option is selected. It will remain unavailable when the
group on field is set to Prefix characters.
Group Interval:. This defines the step interval for the grouping headers for this field.
392
When Group on is set to something other than Each Value, the selected interval will be
displayed to the right of the Define Group Intervals button in the Group Definition dialog box,
so that the user does not have to open the Define Group Interval dialog box in order to see the
current setting.
Customize Group By selecting Customize Group By from the Group By submenu, displays
a dialog box similar to the one viewed in the figure above, except that this dialog box has buttons
to Reset and Save a grouping. The Customize Group By feature affects the currently applied
grouping.
When the customized group definition is not saved the settings in the dialog box will not be
retained when a new group definition (or No Group) is subsequently applied. When a grouping is
applied by clicking OK in the Customize Group By dialog box, unless the definition is saved, the
currently applied group will be displayed as Custom Group in the Group By submenu and dropdown list.
The behavior of the options in the Customize Group By dialog box is the same as those in the
Group Definition dialog box. However there are also two additional command buttons, Save and
Reset (Figure 390):
Figure 390. Save Group dialog box
Save. This opens the dialog box shown above, in which the user can enter a name for the
new group and can optionally specify whether the new group should be shown in the More
Groups menu:
When the user clicks Cancel, the group is not saved and the user is returned to the
Customize Group By dialog box. When the name entered is the same as for an existing
group definition, Figure 391 is displayed.
Figure 391. Warning when custom group name already exists
393
Reset. This returns all settings to their default values; font and cell formatting are reset to the
application defaults, and all field names are removed from the Field Name column. So the
next time the group is applied the grouping will appear with the application defaults. If the
OK button is clicked at this point, the effect would be the same as applying No Group, so to
retain the previously applied groupings, the user should instead click Cancel.
General Grouping Behavior
3.9.1.15
The general behavior that applies to most grouping is outlined in the following rules:
Group summary headers have no task numbers, the ID column is blank.
The Name column contains the heading for each level in a group definition. The text in the
Name column consists of the field name and a colon, followed by the field value. For
example, if the grouping is by Priority, there would be headings similar to Priority:
<number> for each Priority value contained in the available tasks. For a grouping by Flag1,
the heading would be either Flag1: No or Flag1: Yes. Because Flag fields are Boolean
only two values are possible.
When the grouping is based on intervals, the Name text will consist of the field
name and a colon, followed by the interval grouping for the immediately following
tasks. For example, if the field is Cost, the starting value is zero, and group intervals
are $1000, the headings would be Cost: $0 - $999, Cost: $1000 - $1999, etc.
When the grouping is by custom Outline Codes, the Name text will consist of the
Description for each outline code level as defined in the Custom Field definition
dialog box. When the description is blank, the name text will be the Outline Code
itself.
When the grouping is by custom fields other than custom Outline Codes, the Name
text will consist of the value only.
The display of font formatting, background color and pattern (or data banding) for a group
header row, as configured in the Group Definition dialog box, will begin wherever the Name
column appears in the current view and extends across all columns to the right of the Name
column. Formatting and banding will not be applied to columns that appear to the left of the
Name column. The background color and pattern also appears as a vertical bar on the
leftmost side of the Name column.
Note The vertical color bar normally viewed in a grouping is controlled by the presence of the Name
field, except in the Network Diagram view. When the Name column is not inserted in the current
table, there is no indication that a grouping has been applied. The currently applied grouping name
is listed in the Group By submenu and drop-down.
Tasks with a blank value for a specified grouping field will be grouped together at the top of
the view, under a group header displaying the field name but indicating No Value. (Figure
392). For example, if the field being grouped is Text1, any tasks having Text1 blank will be
displayed together under the heading Text1: No Value.
394
Figure 392. No Value Group
A separate group summary row is only created for those values that have at least one entry;
no summary item is created if no task meets a particular value. In other words, if tasks are
grouped by Priority, and no tasks have a Priority equal to 700, then no summary item will be
created for Priority: 700.
Actions that can be performed on regular summary tasks are not available for group
summary headers. For instance, the Task Information dialog box, is not available, nor is
Publish or cut-and-paste operations. Values for fields displayed in the group summary
header cannot be modified.
Editing individual field formatting is not allowed for any fields displayed on a group summary
header row. Users can only change the formatting for group summary rows, using options in
the Customize Group By or the Group Definition dialog boxes.
A default bar style called Group By Summary is included in the Bar Styles dialog box. The
formatting is the same as the default bar style for summary tasks. Users can change the
default formatting, or can define criteria for new bars using the Group By Summary item in
the Show ForTasks column of the Bar Styles dialog box only. Group By Summary bars
cannot be individually formatted.
Indenting and outdenting are unavailable, both for group summary headers and for summary
and subtasks.
Group summary headers can be expanded and collapsed, and the currently expanded or
collapsed state of a group summary heading will be remembered when the grouping is
reapplied. Summary tasks (if displayed) cannot be expanded or collapsed in a grouped view.
An interval can be set for each Group By field or level in a multi-level group definition.
When a view has been filtered, rolled up totals include values only for the filtered tasks or
resources.
Grouping is view-specific, so the user can have different groupings applied in different views.
Also, in the View Definition dialog box a Group item is included so that a predefined
grouping can be accessed in custom view definitions.
395
A field, Group By Summary, is set to Yes for group summary headers and No for all other
tasks. Also, the existing Summary field is set to Yes for group summary headers. This is for
filtering and formatting purposes.
The principal difference between group rollups and summary task rollups is that while
summary tasks can include values entered directly for the summary task, such as fixed
costs, work, or priority, group rollups contain only those values. For the tasks in the group.
Fields that can be edited on normal summary tasks are unavailable in group rollup headers.
Grouping by Outline Number because the Outline Number field always matches the
projects task outline structure, using Outline Number as the primary grouping field allows the
user to keep the projects outline structure but display rollup totals that would otherwise not be
available. For example, suppose we have the grouping of tasks: shown in Figure 393.
Figure 393. Group by Outline Number
When these tasks are grouped using the default Priority Keeping Outline Structure, the result is
396
Figure 394. Group by Priority
First the plan is grouped on Outline Number, which maintains the outline structure, so the same
values at that grouping level can be seen in both Figure 393 and Figure 394. Then the plan is
grouped on Priority under each outline number, displaying a group summary total for Priority but
only for that outline level not on the entire plan.
Grouping Behavior for Inserted Projects no distinction is made between tasks from inserted
projects and those in the master project. When the inserted project is expanded, then all its tasks
are grouped along with the other tasks in the project. This behavior is different for a regular
summary task; its subtasks are still grouped regardless of the state of the summary task.
When the user wants to see grouping project by project, the Project field can be included as the
first grouping level.
Interval Grouping in the Define Group Intervals dialog box, the drop-down choices available
for various field types are as summarized in the following table:
Group Intervals defined
Field type
Grou
p on
Start
at
Rang
e
Interval
Range
Notes
Currency
each
value
interv
al
any
real
numb
er
any real
number
When
grouping
by each
value,
$1.10 will
be in a
separate
group
from
397
Field type
Grou
p on
Start
at
Rang
e
Interval
Range
Notes
$1.20 etc.
In order
that they
are in the
same
group, the
user will
have to
group on
interval
set to 1.
Currency Rate
each
value
interv
al
any
real
numb
er
any real
number
Date
Each
Value
Jan 1,
1984 Dec
31,
2049
integer
>0
Minut
es
Hours
Days
Week
s
Thirds
of
Month
s
Month
s
Quart
ers
Years
The date
format
used for
display
will be the
format
specified
in View
tab, by
selecting
the Tools
menu and
clicking
Options.
The
default for
Group on
is 'day'.
When the
user
chooses
to group
on each
value,
dates with
different
times are
placed in
separate
groups.
When the
user is
grouping
on 'week',
the
starting
398
Field type
Grou
p on
Start
at
Rang
e
Interval
Range
Notes
day of
week is
defined in
the
Calendar
tab, by
selecting
the Tools
menu and
clicking
Options.
'Week
starts on'
setting.
Also, for
the
display of
the year,
we will
respect
the 'Fiscal
year
starts in'
as well as
the 'Use
starting
year for
FY
numberin
g' settings
also on
the.
Calendar
tab.
The 'Start
at'
datepicke
r for date
fields sets
the
appropriat
e value
dependin
g on the
'Group
on' item
selected.
For
instance,
if the user
is
grouping
on
'month',
399
Field type
Grou
p on
Start
at
Rang
e
Interval
Range
Notes
the day
and time
entered
does not
matter just the
month
and the
year. The
grouping
intervals
are then
construct
ed
forward
and
backward
s from
that
month
and year.
The same
applies to
the rest of
the 'group
on'
categorie
s.
Duration
Each
Value
Minut
es
Hours
Days
Week
s
Month
s
intege
r >= 0
intege
r>0
This
includes
duration
and work
fields.
The
format for
duration
fields will
be as
specified
in the
Edit tab,
from the
Tools
menu
click
Options.
Also, in
the
calculatio
n for
duration
and work
fields, we
will use
400
Field type
Grou
p on
Start
at
Rang
e
Interval
Range
Notes
the
Calendar
tab
setting for
Hours/da
y,
Hours/We
ek and
Days/Mon
th.
Integer
Each
Value
Interv
al
intege
r >=0
intege
r>0
Number
Each
Value
Interv
al
any
real
numbe
r
any
real
numbe
r
Custom Outline
Code
Each
Value
Level
NA
NA
Percentage
Each
Value
Interv
al
intege
r >=0
intege
r>0
intege
r >=0
intege
r>0
0, 199,
100
0,150,
51-99,
100
0, 125,
26-50,
,
100
0, 110,
11-20,
,
100
Percentage/Numbe
r
Each
Value
Interv
401
Field type
Grou
p on
Start
at
Rang
e
Interval
Range
NA
NA
Notes
al
Text
Each
Value
Prefix
Chara
cters
Note: When the Group on value is Each Value, the Group interval is set to 1 and is disabled. When
the Group on value is anything other than Each Value (except as noted in the above table), the Group
interval can be increased to any number that is valid for the field being edited.
Errors Associated With Start At Values when the user enters an invalid value for Start at for
a date field, Figure 395 is displayed:
Figure 395. Invalid value for Start at Date field
When an invalid Start at value is entered for any other field type, Figure 396 is displayed:
Figure 396. Invalid value for Start at Other field type
Errors Associated With Group Interval Values when a user enters a value for the Group
interval that is out of the valid range or that does not match the field type (entering text for a
number field, for example), Figure 397 is displayed:
402
Figure 397. Invalid Group Interval Value
Grouping By Custom Outline Codes
3.9.1.16
When one of the custom Outline Code fields is selected for grouping, the following rules will
apply:
3.9.1.17
A grouping header will be created for every value in the lookup table for the specified
Outline Code.
Tasks or resources that have a blank outline code value will be grouped at the top of the
view.
Rollups for the non-Outline Code fields in the grouping header will behave the same as in
other situations. When the Outline Code field is one of the displayed columns, the rollup
value will be the value from the lookup table.
In a consolidated project, grouping will work across all tasks in all of the projects, ignoring
the projects outline structure, except if a project is collapsed, only the collapsed project
summary task will be included in the grouping.
The order of grouping will depend on whether the group is by ascending or descending
order.
Group Summary Rollup Calculations for Summary Tasks
Users can choose whether to show regular summary tasks in a grouped view by selecting the
Show summary tasks checkbox in the Group Definition or Customize Group By dialog boxes.
When summary tasks are shown, they are treated like non-summary tasks, except that they
retain their default summary task formatting (but not their indentation). Outline symbols are
displayed for summary tasks in a grouped view, but clicking the symbol does not expand or
collapse the summary tasks subtasks.
Group rollup totals will include only the totals attributable to all individual tasks listed under them.
When summary tasks are included, only the totals directly attributable to the summary task are
included in the group rollup total. However, summary task fields will always include both the totals
for their subtasks plus the totals for any values associated directly with the summary task, just as
they do in non-grouped views. This can have the effect of displaying rollup group summary totals
which do not appear to be the total of their subtasks.
403
This behavior occurs because summary tasks do not store work and cost values separately for
their own assignments; but group rollup totals are based on the assignment values for any
grouped subtasks, regardless of whether the grouped subtasks are normal or summary tasks.
For example, Consider Figure 398 first grouped by Start date and then by Work. View the Group
header Work: 24hrs. Notice the Work header displays 16 hrs in the work field, however Summary
2s work field displays 24 hrs. Summary 2s group level work totals 24 hrs, this includes 16 hours
attributable to R2s assignment on Summary 2 plus 8 hours work for task T1s assignment R1.
Figure 398. Group Rollup Summary Task
3.9.1.18
Sorting and Filtering Combined with Grouping

All standard sorting and filtering operations can be performed along with grouping, either before
or after grouping is applied. However the sorting options to Permanently renumber tasks and
Keep outline structure are ignored and unavailable. When filtering is combined with grouping,
the setting for Show related summary rows is ignored. Sorting or filtering performed applies
only to the actual tasks or resources in the project, though the group summaries may be
rearranged in order to keep them with their subtasks.
Sorting when sorting is combined with a grouped view, the tasks or resources are sorted
within each group. Group header rows always stay with their subtasks, and the last operation
performed (grouping or sorting) takes precedence in the arrangement of the group headers.
3.9.1.19
Network Diagram View Grouping

Grouping and/or filtering can be applied to a Network Diagram view. For more details on this
view see Network Diagram page 477.
When a filter is applied task nodes that do not match the criteria will be hidden.
The Network Diagram view is a task view, therefore task fields can be used in grouping and
filtering. Group Assignment, not Tasks is not an option in this view.
When a grouping is applied, the group bands or group summary records will draw across the
screen horizontally. The task nodes that fit that group will display beneath the band from earliest
start on the left to latest on the right.
404
Figure 399 below displays part of the Network Diagram view, grouped by Complete and
Incomplete tasks.
Figure 399. Group bands in a Network Diagram view
The dialog box to format grouping is the same user interface as in a Gantt Chart view. The color
of the group banding, the font and whether to show summary tasks or not can all be modified.
When grouping in the Network Diagram view the Layout Mode is set to Automatically position
all boxes and grayed out. When you remove the grouping your custom layout will be displayed.
To locate the Layout Mode, click Layout from the Format menu.
Zooming into the view will not affect the group summary tasks size.
When printing, the Group label display to the left so that you always know what the group band
represents. In order to view field rollup information for a group, use the mouse to hover over a
band and a ToolTip will display the rollup information.
Edits can be made to tasks while in group mode but you will not be able to add new tasks.
3.9.1.20
Calendar Views Grouping

The Calendar view cannot be grouped or sorted, however filters can be applied as in other views.
AutoFilter is disabled as well. For more details see Calendar View page 461.
3.9.1.21
Sorting, Filtering, and Grouping Lab

Questions
1. When you sort one view will the same sort be applied when you switch to a different view?
2. How many levels of sorting can be applied to a view?
3. What is the option Permanently renumber tasks in the Sort by dialog box used for?
4. How does the option Keep outline structure affect a sort operation?
5. What is a calculated filter?
6. What is an interactive filter?
7. What does it mean in the Filter Definition dialog box when an And or Or operator is on a
line by itself?
8. How do you save an AutoFilter as a named filter?
405
9. In a view with a task table, if the current named filter is not All Tasks, and then you apply an
AutoFilter, which of the following is true?
a. The named filter automatically changes to All Tasks.
b. The named filter doesn't change, but is simply ignored.
c.
The combined effect is equivalent to combining the named filter and the AutoFilter
with an And operator.
d. The combined effect is equivalent to combining the named filter and the AutoFilter
with an Or operator.
e. AutoFilter is disabled if the current named filter is not All Tasks.
f. Describe at least two ways to show all the tasks in a task table when the current
named filter is All Tasks and the current AutoFilter is showing only some of the tasks.
10. What allows you the new enterprise resource multi-value field to have?
11. How many levels of grouping can you have in one view?
12. Can grouping be displayed if the Name column is hidden in the table view?
13. Can Group Summary rows be expanded and collapsed?
14. Can you group, sort or filter in the Network Diagram view?
15. Can you group, sort or filter in the Calendar view?
Answers
1. No, sorting is only applied to the view in which it is set.
2. You can sort up to three nested levels.
3. When the Permanently renumber tasks option is selected when a sort is applied the ID
numbers for the tasks or resources will be overwritten with new values corresponding to the
new order.
4. When the option Keep outline structure is checked, tasks are sorted only under their
summary task and not the entire project.
5. A calculated filter is one that compares two fields for the same task.
6. An interactive filter is one that prompts the user for a value and then filters using that value.
7. The operators And and Or operators are used when multiple lines of criterion are used in a
filter.
8. To save a filter created when an AutoFilter is applied click on the drop-down for the AutoFilter
and click Custom then click Save.
9. The combined effect is equivalent to combining the named filter and the AutoFilter with an
And operator.
10. To show All Tasks when a combination of a regular filter and AutoFilter are turned on Click the
AutoFilter button on the Formatting toolbar or reapply the All Tasks filter.
11. Several values for a particular enterprise resource outline code.
406
12. There can be up to ten levels of grouping per view.

13. When the Name column is not displayed in a table with a table then the Name of the group
summary record will not display.
14. Group summary rows can be expanded and collapsed.
15. Grouping and filtering can be applied in a Network Diagram view.
16. In a calendar view you can only apply a regular filter, group, sort and AutoFilter do not apply.
407
Working With Tables
3.9.2
With each view in Microsoft Project Professional, a different selection of fields is displayed. The
fields seen for each view are a result of the default table assigned to each view. Tables are a
collection of preset fields for display. Microsoft Project Professional comes with numerous preset
tables that have been created based on project management principles.
As the schedule is planned and tracked, its useful to look at different combinations of information.
If none of the tables provided with Microsoft Project Professional meet the needs of the users,
tables can be created or modified. By changing the table applied to a Resource Sheet view or a
Gantt Chart view, the user can change the fields of information displayed in that view. When the
project is saved, the new or modified table is saved with the project.
The different preset tables are shown later in this lesson. Initially we will concentrate on selection
of specific tables that support a Gantt Chart view in project. However, the same principles can
apply to other views as well.
Its been explained that fields make up tables; therefore a thorough understanding of fields is
required to maximize the use of tables. Fields and the options within them will be discussed in
this topic.
To Select a Table tables are applied from Microsoft Project Professionals View menu. This
menu includes a Table : <CurrentTable> command, where <CurrentTable> is the name of the
table currently applied to the view. Selecting this command brings up the Table submenu, from
which a table can be selected and immediately applied to the current view. This submenu lists the
various defined tables, in alphabetical order. The last command on the submenu is More Tables,
which brings up a dialog box with the same name.
To Select More Tables
1.
Click on View, Table then select the table you wish to view
OR
2. Select More Tables to bring up the More Tables dialog box (Figure 400). The full list of
available tables is brought up.
Figure 400. More Tables dialog box
408
3.
Select the table you wish to use and click Apply.

Tables: the two radio buttons switch between a list of Task tables and Resources tables.
The Organizer dialog box, which is also available from the Tools menu, can be used to copy,
rename, and delete tables, as well as move them from one project file to another.
Selecting the New, Edit, or Copy buttons brings up the Table Definition dialog box.
To Create a New table If the table you want is not available then you can create your own
table by:
1.
Select View, Table, More Tables to bring up the More Tables dialog box. The full list of
available tables is brought up.
2.
Click on New. The Table Definition dialog box appears as shown in Figure 401.
Figure 401. Table Definition dialog box
A description for each field and option follows.
Name. For naming the table.
Show in menu. Displays the table name in the More Tables dialog box.
Cut Row, Copy Row, Paste Row, Insert Row, Delete Row. For editing the row that is
highlighted.
Field Name. Contains a dropdown box that holds all fields in the file.
Align Data. Holds three options for aligning the data- left, right, and center.
Width. Sets the column width.
409
Title. The viewable name of the field. If no title is entered the field name will be used as the
column title.
Align Title. Aligns the title from three options- left, right, and center.
Header Wrapping. Sets text wrapping when Yes is selected.
Date format. Offers choices of how the date is displayed. The default format is taken from
the setting on the View tab (from the Tools menu select Options and click View tab).
Row height. Sets the row height. The row height must be two or higher in order for text
wrapping to be enabled.
Lock first column. Freezes and grays out the first column, preventing it from being
manipulated in the view. The default setting for Microsoft Project Professional tables puts the
ID field in the first column and that column is locked.
Auto-adjust header row heights. Automatically wraps the title for the column to fit within
the selected width of the column.
To Edit a Table follow the same procedure as above but select the table you wish to edit and
click Edit button instead of New. Users can cut, copy insert or delete rows to modify their table
(Figure 402).
Figure 402. Table Definition dialog box for editing
To Insert a Column into a Table if none of the Microsoft Project Professional tables show all
the information you need, you can add a column to an existing table. In the current view, select
the column to the left of the one which you want to insert the new column.
1.
Right mouse click on the column header that to the right of the new.
2.
Click on Insert Column and the Column Definition window appears (Figure 403.
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Figure 403. Column Definition dialog box

3.
In the Column Definition dialog box, specify the Field name, Title, Align title, Align data, and
Width of the column.
4.
To set the column width to the longest item in the column, click Best Fit.
Additionally, columns in an existing table can be rearranged within the table. To rearrange the
columns:
5.
Click the column heading to select it and release the mouse button. Intersecting arrows will
show.
6.
Then, click and hold on the column heading and drag the mouse to the desired position. A gray
vertical line will assist in the placement of the column.
To Delete a Column from a Table fields and their data are never deleted from the project, but
the field that holds the data can be removed or deleted from the table.
1.
Click on the column heading to highlight it.
2.
Press the Delete key.
Or
3.
Right click the column heading and select Hide column.
To modify a column by double-clicking on a column header the table settings for that column,
can be directly accessed. Right-clicking on the column header accesses a pop-up menu that
allows the column to be hidden or a new column inserted.
The column definition dialog box is shown in Figure 403.
3.9.2.1
Default Tables Defined

Microsoft Project Professional is a database with many tables. There is a table specifically for
task records and one for resource records. Task fields display data from task tables and resource
fields display data from resource tables. The intersection of these tables gives us assignment
records. Some resource fields can be seen in a task table because of the assignment relationship
and likewise some task information can be viewed in resource tables.
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Table definitions, just as view definitions, are project specific. A table named "Entry" in one project
may be completely different than the Entry table in a different project.
The Table Submenu below is a complete list of default tables that Microsoft Project
Professional contains and what fields they display:
Cost. Displays cost information about project tasks, including task Name, Fixed Cost, Fixed
Cost Accrual, Total Cost or Cost, Baseline is Baseline Cost, Variance is the difference
between Baseline Cost and Actual Cost, Actual cost, and Remaining cost.
Entry. Displays task Name ID, Start and Finish dates, Predecessors, and Resource Names.
Hyperlink. Displays information about any hyperlinks that have been associated to particular
tasks. The fields include: task Name, Hyperlink, Hyperlink Address, and Hyperlink
SubAddress holds bookmark information.
Schedule. Displays scheduling information, including Start and Finish dates, Late Start and
Late Finish dates, Free Slack, and Total Slack.
Summary. Displays basic project information, including task Name Duration, Start and
Finish dates, % Complete, Cost, and Work.
Tracking. Displays actual information, including task Name, Actual Start date, Actual Finish
date, % Complete, Actual Duration, Remaining Duration, Actual Cost, and Actual Work.
Usage. Displays basic information about the Task, Task Name, the Work involved, Task
Duration, and Start and Finish dates.
Variance. Displays the schedule variance in a project, including task Name, Start and Finish
dates, Baseline Start and Baseline Finish dates, and Start Variance and Finish Variance.
Work. Displays work information, including task Name, Scheduled Work, Planned Baseline
Work, Work Variance, Actual Work, Remaining Work, and % Work Complete.
The More Tables Dialog Box
Baseline. Displays task name, baseline duration, baseline start, baseline finish, baseline
work, and baseline cost.
Constraint Dates. Displays task constraints, including task name, duration, constraint type,
and constraint date.
Delay. Displays information that helps you level resources, including task name, leveling
delay, duration, scheduled start and finish dates, successors, and resource names.
Earned Value. Compares work and cost information, including task name, budgeted cost of
work scheduled (BCWS) and budgeted cost of work performed (BCWP), actual cost of work
performed (ACWP), schedule variance (SV), cost variance (CV), estimated cost at
completion (EAC), baseline cost at completion (BAC), and variance at completion (VAC).
VAC is the difference between BAC and EAC.
Earned Value Cost Indicators. Displays the earned value measurements that relate to cost
such as BCWS, BCWP, and cost performance indicator.
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Earned Value Cost Indicators. Displays the earned value fields related to cost, such as,
task name, BCWS, BCWP, CV, cost variance percent (CV%), cost performance Index (CPI),
BAC, EAC, VAC, and to complete performance index (TCPI).
Earned Value Schedule Indicators. Displays the earned value fields related to the
schedule such as, BCWS, BCWP, the SV, schedule variance percent (SV%) and schedule
performance index (SPI).
Export. Used with the task export map when saving a project plan to a new file format. The
fields include Unique ID, Task Name, Duration, Task Type, Outline Level, Baseline Duration,
Predecessors, Start, Finish, Early Start Early Finish, Late Start, Late Finish, Free Slack, Total
Slack, Leveling Delay, % Complete, Actual Start, Actual Finish, Baseline Start, Baseline
Finish, Constraint Type, Constraint Date, Stop, Resume, Created (date and time a task was
added to the project), Work, Baseline Work, Actual Work, Cost, Fixed Cost, Baseline Cost,
Actual Cost, Remaining Cost, WBS, Task Priority, Milestone, Summary Rollup, Text 1-10,
Cost 1-3, Duration 1-3, Flag 1-10, Marked, Number 1-5, Subproject File, Contact, Start 1-5,
and Finish 1-5.
Rollup table. Same as the entry table with one field addition and that is the Flag 10 field
with the field title of Text Above.
Resource Tables resource tables can only be applied to resource views such as the
Resource Sheet and Resource Usage view.
Cost. Displays cost information about your project resources, including cost, baseline cost,
variance, actual cost, and remaining cost.
Entry. Displays resource information, including resource name, type, material label, initials,
resource group, resource max units, standard rate, overtime rate, cost per resource use
cost/use, accrual method accrue at, base calendar, and resource code.
Hyperlink. Shows fields that pertain to a hyperlink such as Hyperlink, Address, and
SubAddress.
Summary. Displays a summary of resource assignment information, including name,

resource group, maximum units, peak resource units, standard rate, overtime rate, cost, and
work.
Usage applies a table that lists the resource Name and the amount of Work assigned to
each resource.
Work. Displays work information, including baseline work, work variance, actual work,
overtime work, and remaining work.
More Resource Tables Dialog Box
Earned Value. Displays the fields related to earned value. The fields are the same as for the
task table Earned Value.
Entry Material Resources. Displays those fields that hold relevant information to material
resources like cost per use and material label.
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Entry Work Resources. Displays those fields that hold relevant information like standard
rate, overtime rate and base calendar. The fields are the same as in the resource entry table
except that material label is excluded.
Export. Used with the resource export map when saving a project plan to a new file format.
The fields include, Unique ID, Resource Name, Initials, Max. Units, Standard Rate, Overtime
Rate, Cost Per User, Accrue At, Cost, Baseline Cost Actual Cost, Work , Baseline Work,
Actual Work, Overtime Work, Group, Code Text 1 5, and e-mail address.
Task Fields
3.9.2.2
A field, or column, contains one kind of information and is either part of a table or a form view. In
Microsoft Project Professional, there are seven kinds of fields: task, task timephased, resource,
resource timephased, assignment timephased, and project. The time-phased fields are seen in
the Usage views only.
The task fields are all those that can be shown in the task views, such as the Gantt Chart and
Task Sheet. These fields show the total information for each task.
In addition to the standard fields available within Microsoft Project Professional there are a
significant number of 'spare' or custom fields available for use and customization. These could be
used for example, to put in department codes, locations, etc.
They are all numbered sequentially (for example, Text1 through Text30). These fields may be
customized to suit the users needs. So, in addition to just using these fields for data entry other
criteria can be applied to the fields. Customized fields will be discussed next.
The field types available for customization are:
3.9.2.3
Cost
Cost 1 Cost 10
Date
Date 1 Date 10
Duration
Duration 1 Duration 10
Finish
Finish 1 Finish 10
Flag
Flag 1 Flag 20
Number
Number 1 Number 20
Start
Start 1 Start 20
Text
Text 1 Text30
Outline Code
Resource Fields
The resource fields are all those that can be used in the resource views, such as the Resource
Sheet and Resource Usage views. These fields show the total information for each resource but
not the resource information for individual tasks, those would be resource assignment fields.
The same fields available for customization for task fields are available for resource fields.
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Assignment Fields
3.9.2.4
The assignment fields appear at the bottom of the Task Form Resource Form, Task Usage and
Resource Usage views, and show information about each assignment. You can change the
assignment fields that appear in these views by choosing a command from the Details submenu
of the Format menu. Usage views have additional fields listed under Detail Styles also from the
same menu.
Timephased Fields
3.9.2.5
Timephased fields are task, resource, and assignment data that is distributed over time. You can
view timephased fields in Task Usage and Resource Usage views. The timescale selected,
determines how the time-phased information will be displayed and broken down into time phases
of hours, days, weeks, months, quarters, and years or some combination of those units.
The Task Usage and Resource Usage views show a different set of assignment fields based on
the relationship between task and resource tables in the database.
Field Definitions
3.9.2.6
Some fields require users to enter values, such as the Name field. Some fields are calculated
only by Microsoft Project Professional and can only be displayed such as Unique ID. Other fields
are calculated but can be overwritten by manual entries or by selecting calculation or scheduling
options.
The Microsoft Project Professional field definitions are included in the on-line help. From the
Contents tab choose Reference, Project Reference, then choose Fields Reference, and then
choose See a list of field types. There the fields are broken up into categories and defined.
Custom Fields
3.9.2.7
Microsoft Project Professional recognizes that needs vary from project to project and
organization to organization. For this reason, customizable fields are available for specific
functions such as formula calculations and predefined drop-down boxes.
The features that differentiate custom fields from regular fields are:
The ability to create custom calculated fields using formulas.
The ability to replace values with graphical indicators.
The ability to create custom value lists for more efficient data entry can control.
Custom Fields Tab the Customize Fields dialog box (Figure 404) is accessed through the
Customize command on the Tools menu, and then clicking Fields.
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Figure 404. Customize Fields dialog box
There are two tabs in this dialog box; one for customizing fields and the other for customizing
outline codes. Outline codes appear in Microsoft Project Professional as fields (columns), but
have special functions.
A brief description of each of the items in the dialog box follows. Items requiring more detailed
description are noted and are more fully discussed later in this topic
Task/Resource: radio button specifies whether a custom task field or a custom resource
field is to be customized.
Type: Drop-down list from which the user can select a field type from all available custom
fields for either tasks or resources. Each field type has particular characteristics such as date
formatting or calculations capability.
Rename: Opens the Rename Field dialog box in which the user specifies a new name (up
to 50 characters long) by which to refer to the selected custom field. The name must be
unique within the project. If the name has already been used, Figure 405 is displayed:
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Figure 405. Field name in use
Once a field has been inserted into a table it can be renamed both on the table and within the
field list. To rename a field (for example, from Text1 to Location):
1.
Highlight column to rename.
2.
Either select Tools, Customize, Fields or right mouse click on the column or select
Customize Fields. Both bring up the customize field window.
3.
Click on Rename, enter a name for the field, click OK then apply.
Clicking OK returns the user to the Rename Field dialog box with the entered name pre-selected
for editing. If the user then specifies a blank name or re-enters the default name and then clicks
OK, the dialog box is closed and the field retains only its default name.
Import Custom Field enables the user to populate the customized field in this project with
an existing field from another project. The other project must be open in order to import.
Custom Attributes (group): allows the user to specify whether all data will be manually
entered by the user or if the field will have an associated formula or value list. If either the
value list or formula option is selected, a new window appears relative to the choice.
The Value list option, once populated, provides the user with a drop-down box from which to
select from preset values. Further information on value lists is later in this lesson.
Formula button is for creating a formula for the field. A formula can use values or reference
other fields to be used as variables in the formula.
Calculation for task and group summary rows gives options for what calculation shows in
the summary tasks. The Rollup option will calculate all the values in the column as selected
from the options in the dropdown box. If the Use formula button is selected, then the
summary row shows the result of the formula.
Values to Display is a choice between the data or graphical indicators. When graphical
indicators is chosen a dialog box appears for selecting the details of the indicator.
The Import Indicator Criteria button allows an existing Indicator to be imported from
another open project file.
To Create an Outline Code
3.9.2.8
You can apply your own set of outline codes to a project. This could be an organization structure
for example. To do this however, you must have selected one of the outline code fields e.g.
Outline4.
1.
Highlight the outline column you wish to create an outline code list for.
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2.
Either select Tools, Customize, Field or right mouse click on column and select Customize
Field. Both bring up the Customize Fields dialog box.
3.
Click on the Custom Outline Codes tab, click on Define Code Mask, the Outline Code
definition window appears.
4.
Define how the code will look by entering a sequence e.g. lowercase letter (or letters), length
e.g. 2 characters and separator e.g. - so that your code will build to e.g. a-2-C
5.
Then click on Edit Lookup Table, and the Edit Lookup Table window appears.
6.
Each outline code needs to be entered and its level defined. Type in the code (it must
correspond with the sequence defined above, i.e. If you have defined level one as lower case
letters and enter the value 2 for a level one code, it will appear in red as it does not
correspond with the defined sequence. You can enter invalid codes but then must indent and
outdent to the right sequence level).
7.
You can also import outline codes but you must have the source file open as well.
8.
Click on Close, later when the custom field is inserted into a table, when you click in the cell
the outline cost list will appear on a pull-down menu.
To Create a Fixed Value List
3.9.2.9
This enables a field to have a fixed set of values that can only be selected from a pull down list
(although there is also the option to add new values).
1.
Highlight the column you wish to create a list for.
2.
Either select Tools, Customize, Fields or right mouse click on column and select Customize
Fields. Both bring up the Customize field dialog box.
3.
Click on Value List. The below dialog box will display (Figure 406).
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Figure 406. Value List entry dialog box

4.
Enter the Value and Description (optional) of the value in the fields and repeat for all entries
on the list. Items can be cut copied and pasted or moved up and down as you wish, using the
edit button or move buttons above and to the side of the value list.
5.
Under Data entry options you can:

o
Restrict to items in the list making it a fixed selection.
Allow additional items to be entered thus allowing the list to grow.
Additional options here allow users to enter values and add them to the list or
prompt for new values.
6.
Display order for drop-down list can be By row number, Sort ascending or Sort descending.
7.
You can also import a value list from another file by clicking on Import Value List but note that
the source file containing the list needs to be open also.
8.
Click on OK, after which when you click on the field the pull-down arrow will appear allowing
you to select.
To enable the Value List option the radio button must be selected AND the Value List options
must be completed. The Value list options window is prompted by the Value List button.
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To Assign a Graphical Indicator to a Field
3.9.2.10
Graphical indicators are a method to display alerts when aspects of a project are not going as
planned; this is sometimes known as stoplight reporting. Microsoft Project Professional now has
many graphical indicators that can be assigned to display when values in custom fields extend
past a predefined range or for any other user-defined criteria. They can be displayed based on
custom formula calculation results, value list selections, or just based on the value typed in.
1.
Highlight the column you wish to assign a graphical indicator to.
2.
Fields. Both bring up the Customize Fields window.
3.
Create the criteria for the indicator field for example a formula based on other fields within the
plan.
4.
Then click on Graphical Indicators button, the Graphical Indicators window will appear
(Figure 407).
Figure 407. Graphical Indicators

5.
Select the test you wish to apply for example, equal to, the value (this can be a fixed value that
is typed in or from another field) and what image you would like to be displayed when the
argument meets the criteria. Repeat for all the different value ranges you wish to display. The
entries must be done sequentially as the argument in a field is dependent on the previous
argument that is, less than, is within, is greater than as a possible order.
6.
If within is chosen the range of values should be separated by a comma for example, is within
15, 20 to indicate between 15 and 20 inclusively.
7.
The values will automatically be transmitted to the summary rows and the project summary row
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unless you wish otherwise. If you wish to set different criteria for these rows click on the
Summary rows button (or Project summary button) and click off the inherit criteria
checkbox then enter new argument for the rows as required.
8.
Show data values in ToolTips when checked will show the data in a tooltip when the
graphical indicator is hovered over.
9.
You can import graphical indicator criteria but the source project file must be open as well.
Click
10.
OK, the criteria indicators will appear in the column automatically.

The Indicator criteria radio buttons selects the level of the work breakdown structure at which
the indicator will be displayed. The choices are in hierarchical order as related to the work
breakdown structure. When either of the parent row choices (Summary or Project summary) is
selected, a checkbox becomes available for choosing to inherit the criteria from the level below.
The table contains three columns that are necessary for comparing the data and determining
which indicator to display. The Test for column has choices for testing (that is, equals, is less
than, etc) the values input into the Values column. The Image column is for choosing the color of
the indicator to be shown.
To Create a Calculated Field
3.9.2.11
In Microsoft Project Professional there is the ability to create columns containing calculated
values. These can be straightforward algorithms or based on values in other fields. The field type
to use for a formula depends on what type of data will be returned by the formula; for example, if
a number is returned then enter the formula in a number field.
1.
Highlight the column you wish to create a calculation within.
2.
Field. Both bring up the Customize field window.
3.
Click on Formula, the Formula window opens (Figure 408).
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Figure 408. Formula dialog box
4.
You can enter formulas directly or use the toolbar and button options to enter the data.
5.
Formulas can be imported from other files but the source file needs to be open as well.
6.
Click on OK, the calculated values will appear in the column on completion.
Under the formula work area, there is a set of buttons that will insert standard mathematical
operators when clicked.
The Field button displays a list of field categories. From this list a field can be selected, the field
will be inserted into the formula window at the insertion pointer is located.
The Function button display a list of function types. The list displays Visual Basic for Applications
functions and the parameters that function requires. When a function is selected it will be inserted
into the formula window, along with its parameters at the insertion pointer location. The
parameters need to be replaced with the appropriate fields or values.
3.9.2.12
Working With Tables Lab

Questions
1. Why are there different table and fields types in Project 2003?
2. Name two ways to add a field to a table.
3. How can a field be deleted from a table and what happens to the data?
4. If a column heading is double clicked what information can be changed?
5. In what view can you see time-phased assignment data?
6. In what view can you see assignment data?
7. Where can you find a list of all field definitions?
8. What are some major features of custom fields?
Answers
1. There are different table and field types because Project 2003 data is stored in a database
with different tables and data types.
2. The two ways to add a field to a table are
o
Right click and select Insert column, then select a field
From the View menu, select Table, More Tables, select the table you want to edit
and click Edit.
3. Fields are deleted from a table by following the same steps in the above question. The data is
not removed from the database only the field is deleted from the table so the data does not
display.
4. If a column heading is double clicked you can change what field display and the formatting for
the column, such as title, width, alignment.
5. Time phased assignment data can be viewed in a Task Usage or Resource Usage view.
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6. Assignment data can be viewed in a Task or Resource Form view and in the Usage views.
7. The Project 2003 field definitions are included in the on-line help. From the Contents tab
choose Reference, Project Reference, then choose Fields Reference, and then choose
See a list of field types. There the fields are broken up into categories and defined.
8. The features that differentiate custom fields from regular fields are:
o
The ability to create custom calculated fields using formulas
The ability to replace values with graphical indicators.
The ability to create custom value lists for more efficient data entry can control.
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3.9.3
Working With Views

A View in Microsoft Project Professional is a way to display data from the project plans database.
There are views specific to the task tables and resource tables. There are also views that can
display assignment information associated with either task or resources. There are four types of
views:
Sheet. Displays information in rows and columns.
Chart or Graph. Displays information graphically, such as Gantt Chart, Calendar, Network
Diagram, or Resource Graph.
Forms. Displays information in a form and can only shows data pertaining to one task or
resource at a time.
All views use a predefined set of data and all views have at least one filter that define or limit the
information displayed. Sheet views and some Chart views start out using a predefined table to
determine what data to display.
The table or filter can be replaced with any of the predefined tables and filters, or custom tables
and filters can be created and applied to the view. The tables can also be customized on the fly
by inserting or hiding columns. Likewise auto-filters, filters, grouping, and formatting can be
applied to a view.
If a view is modified and a different view is applied, and then the original view is reapplied, the
modified view persists.
This modified view is saved with the file. When the file is reopened, it will be opened to the same
modified view in which it was saved.
To reset the view back to the default configuration, either remember the changes made and
reverse them (Hide the column replace the All filter) or use the Organizer to replace the current
view with the default one from the Global template. See the section on the Organizer at the end
of this lesson for more information.
Sheet Views there are two sheet views in Microsoft Project Professional, Task Sheet and
Resource Sheet. These views are made up of a table and a filter. By default the table is Entry
and the filter is All Tasks or All Resources respectively.
Chart and Graph Views most of these views are made up of a table and filter on the left-hand
side of the window pane and a timescale on the right. There is a bar that separates the two sides,
which can be moved right to show more of the table and left to see more of the timescale.
Chart views that do not use tables or have timescales are the Calendar, Network Diagram;
Descriptive Network Diagram, and Relationship Diagram.
The only graph view is the Resource Graph view.
Form Views form views display information about one task or resource at a time. These forms
use buttons to advance to the next task or resource. The preset data displayed can be changed
to another set of predefined data from the Details submenu selected from the Format menu.
Form views are usually used as part of a combination view, combination views are discussed in
the next section.
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Single Pane View a single view is one that occupies the entire project window. Examples of
predefined single views include the Calendar, Network Diagram, Task or Resource Form, Task
or Resource Sheet, and Gantt Chart.
Combination Views two single-pane views can be combined to create a combination view, in
which two views share the project window. The predefined combination views that ship in
Microsoft Project Professional are the Resource Allocation and Task Entry views. The bottom
pane of any combination view displays only the information for the selected task or resource in
the top pane.
To remove the bottom pane from a combination view, choose Remove Split from the Windows
menu. To add a bottom pane to the view, choose Split from the Windows menu. The view that is
displayed can be changed in the top pane or bottom pane independently. Click either the top or
bottom pane and then use the View menu to apply the desired view.
Create a New View
3.9.3.1
1.
From the View menu click More Views.
2.
From the More Views dialog box, click the New button. The Define New View dialog box is
Figure 409. Define New Views dialog box
Note You can also base your new view on an existing view, by selecting the view and clicking the
Copy button.
1.
If you select Combination view and click OK, then you have to specify an existing view for the
top and bottom panes in the View Definition dialog box, as shown in Figure 410.
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Figure 410. View Definition dialog box for Combination view

1.
If you select single view then click OK, then you must select one of the basic predefined view
types listed in the Screen drop-down list in the View Definition dialog box (Figure 411). You
must also select an existing table and filter. All Task or All Resources are filters that will display
all records of type task or resource in the view.
Figure 411. View Definition dialog box for single view
An example of a custom combination view useful for viewing task relationship links is shown in
Figure 412. A complex web of task relationship links can be viewed in the Gantt Chart in the top
pane and the Relationship Diagram has been applied to the bottom pane. Whatever task is
selected in the top pane, filters the information in the bottom pane. The bottom pane shows the
predecessors and successors for the selected task and task nodes.
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Figure 412. Custom combination view, Gantt Chart/Relationship Diagram
3.9.3.2
Timescale Views
Microsoft Project Professional has many views that have a timescale attached: the Gantt Chart,
Delay Gantt, Resource Usage, and Resource Graph. The timescale is an indicator of time
periods that appears at the top of these views. The timescale consists of a three timescales Top,
Middle, and Bottom. All the timescales can display units of minutes, hours, days, weeks, months,
quarters, and years. For example, the Middle timescale can display units of months while the
Bottom timescale displays units of weeks.
Formatting a Timescale the timescale settings are accessed in the Format menu under
Timescale. In the Timescale tabs the Units, Count, Label, and Alignment can be defined for all
scales (Figure 413).
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Figure 413. Timescale dialog box
Use fiscal year: With this option selected the timescale for this tier will begin with the fiscal
year month as setup in the Calendar tab (from the Tools menu select Options and select
Calendar). This is useful when the fiscal year information is needed along with the actual
dates for tasks.
Tick lines. With this option selected and lines between unit labels will draw.
Timescale options These options apply to all timescale tiers. Changing the value on one
changes it for all.
Show. Determines how many timescale tiers to display.
Size. Scales the timescale smaller or larger.
Scale separator. Deselected the horizontal lines between the tiers are removed.
Displaying Nonworking Time Nonworking times can be displayed on a timescale. Options for
displaying nonworking times are available in the Nonworking Time tab of the Timescale dialog
box (Figure 414). This dialog box is available from the default Format menu, or from doubleclicking on some visible nonworking time, or double-clicking on the timescale headings, or from
the pop-up menu that appears when right-clicking in the timescale portion of the view.
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Figure 414. Timescale dialog box Nonworking time tab
Both the color and pattern for nonworking time can be altered in this dialog box, as well as the
calendar being used. The Draw option determines if the nonworking time graphics are placed in
the Gantt drawing planes.
Not all nonworking time is actually drawn in the timescale. If the minor timescale unit is much
larger than the amount of nonworking time, the nonworking time will not be drawn, because
nonworking time is drawn by shading entire Bottom tier timescale periods.
In order to be drawn, a stretch of nonworking time has to:
Span from the beginning of a minor timescale period.
Be greater than or equal to a minor timescale period (count minor timescale units) in length
and composed entirely of nonworking time.
Zooming a Timescale View Timescale views provide an additional option for zooming the
timescale so that only a particular period of time is visible on the screen. Zooming is controlled
through the Zoom command, available from the default View menu (Figure 415).
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Figure 415. Zoom dialog box
When this dialog box first appears, the current number of days visible in the timescale is reflected
in the Custom field.
Choosing Entire Project attempts to display the entire time period between the project start and
finish dates.
Choosing Selected Task(s) attempts to display the period between the earliest Start and latest
Finish dates of the selected task(s). This option is disabled in a Resource view.
When the timescale is zoomed in this manner, the timescales units or their counts may change,
as well as the enlarge factor, in order to produce the requested results. Because of this, the
Zoom feature in Microsoft Project Professional affects both the on screen and printed view, unlike
the zoom functionality in some other application, such as Microsoft Excel.
Selecting the Reset button will restore the default shipping timescale for the view.
3.9.3.3
Formatting Gridlines
Views that contain tables have gridlines between the rows and columns of the table and between
the column and row titles. Views that have a timescale can have horizontal and vertical lines to
separate the major and the minor timescale units. The Gantt Chart can also have gridlines
between the bars in the bar chart, and other views have unique gridlines that can also be chosen.
These settings are specific to the current view and are accessed by using the Gridlines
command on the default Format menu.
3.9.3.4
The Gantt Chart

The Gantt Chart displays task information as both text and graphics; the Gantt table lists
information about each task, and the Gantt bar chart displays task durations and start and finish
dates on a timescale. The relative positions of the Gantt bars show which tasks come before or
after or overlap the task represented by each bar.
The Gantt Chart can be used to:
Create a project by entering tasks and task durations.
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Establish sequential relationships between tasks, so the user can see how changing task duration
affects the start and finish dates of other tasks and the project finish date.
Assign personnel and other resources to tasks so resources can be used as efficiently as
possible.
Track progress by comparing planned and actual start and finish dates and by checking the
percentage of each task that is complete.
The Gantt Chart can be customized to:
Change the information displayed.
Format individual information to call attention to it. For example, bold formatting can be applied to
a critical finish date or assign a different font to an overallocated resource.
Format a category of information to distinguish that type of information from all other information.
For example, all summary tasks can be italicized or the size of all column titles increased.
Change the units of time displayed.
Display, hide, or change the appearance of nonworking time.
Change the Gantt bars to illustrate or highlight specific conditions in the schedule.
Change the gridlines to enhance the readability or clarity of the Gantt Chart. For example,
different line patterns and colors for column, row, and title gridlines can be specified in the Gantt
table.
Add customized labels or drawings to the Gantt bar chart.
Gantt Drawing Layer Microsoft Project Professional has a drawing layer in the Gantt
timescale. This drawing layer allows for the placement of graphic objects on the timescale, as
well as nonworking time and dependency lines.
Drawing Layer Model this is the fundamental model for how the different Gantt drawing layer
planes relate in Microsoft Project Professional. The model can be broken down into two sections:
The Drawing Layer Planes.
Z-Ordering within the Planes.
These sections detail how graphic objects are drawn relative to the other objects on the Gantt
Chart, and how the objects are drawn relative to each other.
The Drawing Layer Planes the drawing layer itself can be broken down into five different
planes; the positions of objects in these planes affect how the objects are drawn relative to
each other. These five planes are made up of two drawing planes (for drawn or pasted
objects), two planes for nonworking time, and a single plane for Gantt bars. These planes
are layered in the order shown in Figure 416.
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Figure 416. Drawing planes used in the Gantt Chart
Objects in one plane are drawn on top of objects positioned in any lower panes. Graphic
objects created using the drawing tools, or pasted into Microsoft Project Professional,
may be placed in planes 1 or 4, in front or in back of the Gantt bar plane. Nonworking
time will be drawn behind either the upper or the lower drawing plane, depending on the
nonworking time setting.
Graphic objects also have a front to back z-ordering (see next section), which determines
the order in which they are drawn within a plane. Users, through menu commands and
toolbar buttons, can change the z-ordering of the objects within and between the drawing
planes.
Z-Ordering within the Planes each object in the drawing planes has a z-ordering
number. When a graphics object is created, it is placed in plane 1 and assigned the frontmost position within the z-order (the largest number in the z-ordering), which causes it to be
drawn on top of all other objects. Users can change the object's position in the z-order using
the Move Forward, Move Backward, Bring To Front, and Send To Back commands (with
the object selected, choose the Format menu and select Drawing) or tool bar buttons (the
buttons can be added to any toolbar through the Customize command).
The following table illustrates the relative z-position of all items drawn in the Gantt timescale.
The items are listed in the order drawn, so items at the bottom of the table are drawn on top
of items listed above them.
Timescale Item
Drawing Plane
Position in Plane
Horizontal Gridlines
Lowest
Nonworking Time (1)
Highest
Drawing Objects (2)
Varies
Vertical Gridlines
Lowest
Task Bars
Highest
Nonworking Time (3)
Lowest
Dependency Lines
Highest
Drawing Objects (4)
(1) Behind Task Bars selected.
Varies
(3) In Front of Task Bars selected
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(2) Can be moved to plane 1

3.9.3.5
(4) Can be moved to plane 4
Adding Drawings to the Timescale

Free text and graphics can be added to the timescale portion of Gantt Chart views in Microsoft
Project Professional. The graphics can be either drawn or pasted directly into the Gantt
timescale.
Simple graphics can be drawn using the first seven tools available on the Drawing toolbar. To
display the drawing toolbar, select the Toolbars command on the View menu.
Once a drawing tool has been selected, clicking and dragging in the timescale will create the
selected object. Drawn objects can be moved by selecting them and dragging with the mouse.
For Text Frame objects, once the frame has been created, clicking in the frame will produce an
editing cursor and allow the user to enter text into the frame. Text can be cut, copied, or pasted
within a Text Frame. Each tab character is converted to a space once the frame is deactivated
Pasting Graphics and Text when the Paste command is selected in a Gantt Chart view, and
the clipboard contains a picture, the picture is pasted as an OLE object into the timescale portion
of the view. Once pasted, the graphic can be moved by selecting it and dragging with the mouse.
If the clipboard contains text data and a text frame is selected, then the text will be pasted into the
text frame. If only the frame was selected, so that the editing cursor was not displayed, then the
pasted text will replace the previous text. If the editing cursor is visible, then the text is inserted at
the cursor's position.
Editing Graphics Objects graphics objects can be selected by clicking on any part of the
object. The interior of a filled object is part of the object, but the interior of a non-filled object is
not. Once a graphics object has been selected, the TAB key can be used to select successive
objects. Only individual objects can be selected; grouping of objects is not supported in Microsoft
Positioning Graphics graphics objects can be positioned in the timescale in one of two ways:
They can be attached to the timescale.
They can be attached to a task.
New objects are attached to the timescale when they are created. The current attachment status
of an object can be viewed or altered in the Format Drawing dialog box (Figure 417). This dialog
box is available from the default Format menu, or by double-clicking on a drawn object, or by
selecting an object and then selecting the Attach to Task tool on the Drawing toolbar, or by
selecting Properties from the pop-up menu that appears when right-clicking on an object.
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Figure 417. Format Drawing dialog box
The Size & Position tab provides the user with the functionality to set a position relative to a
particular date in the timescale, or relative to the left or right end of a particular task bar.
To attach a drawing to a particular task, the task ID is entered in the ID field, and the attachment
point (either the start or finish of the task bar) is selected. The Horizontal and Vertical properties
determine the drawing's respective offsets from the attachment point in units of inches. The
attachment measurement units are centimeters if the Control Panel International measurement
setting is Metric. When attached to a task, the object is not reflected in the count of the task's
Objects field. However, deleting the task deletes the object as well.
If the drawing object is attached to the timescale, the horizontal location is stored as a specific
date and time. This guarantees good accuracy in placing the drawing even when the timescale is
expanded and collapsed. The vertical location is stored as an absolute distance in inches from
the top of the Gantt Chart. This preserves the vertical position when the task list is either filtered
or collapsed.
The size of the drawing can also be changed in this dialog box, or can be altered by dragging on
the sizing handles with the mouse when the object is selected.
Changing Graphic Colors and Patterns the Line and Fill tab in the Format Drawing dialog
box provides options for changing the colors and patterns of object borders and interiors. These
are similar to the options provided for Excel drawing objects, except that there are no options for
Automatic line or fill settings, nor is there an option for shadowed drawings. The Line and Fill tab
can also be activated by selecting Properties from the pop-up menu that appears when clicking
the right mouse button over a drawn object.
Tools available on the Drawing toolbar
Tool
Command
Tool Name and Function
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3.9.3.6
DrawingCreate:=2
Line: Click and drag between two points to create line.
DrawingCreate:=3
Arrow: Click and drag between two points to create arrow.
DrawingCreate:=4
Rectangle: Click and drag between opposite corners to

create rectangle.
DrawingCreate:=5
Oval: Click and drag between opposite corners of a

bounding rectangle to create oval.
DrawingCreate:=6
Arc: Click and drag between start and end points of to

create arc. Arc is initiated along first axis the user drags
along.
DrawingCreate:=7
Polygon: Click at each vertex of the shape. A line is

drawn between each set of vertices as they are created.
Double-clicking a vertex creates a final side closing the
polygon, just as single-clicking on an existing vertex
would do.
DrawingCreate:=8
Text Box: Click and drag between opposite corners to

create text frame. Each text frame is limited to 1024
characters.
DrawingCycleColor
Cycle Fill Color: Changes fill color of object to next color

in palette.
DrawingProperties
SizePositionTab:=1
Attach to Task: Brings up Properties dialog box.
The Gantt Chart Wizard

The Gantt Chart Wizard is a series of interactive dialog boxes containing options that help the
user format a Gantt bar chart. Choosing Gantt Chart Wizard from the default Format menu
accesses the wizard, as described below.
Note; Any custom bar chart formatting completed before using the Gantt Chart Wizard will be lost
after the Gantt bar chart is formatted with the Gantt Chart Wizard.
The Preview box, to the left of the Option buttons in the Step dialog boxes of the Gantt Chart
Wizard, enables the user to preview the effect of any choice they make. The user can try out a
number of options before they move on to the next dialog box.
The Gantt Chart Wizard can help the user:
Specify the type, shape, and color of Gantt bars.
Make Gantt bars, for certain types of tasks stand out, such as those relating to critical tasks. It is
also possible to change the color of the Gantt bars of summary tasks so they can be quickly
distinguished from subtasks.
Select a color, pattern, and shape to help make milestone tasks stand out.
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Display Gantt bars that show the baseline schedule for each task, and highlight any total slack
time for each task. For example, the baseline schedule can be formatted to ensure that the
initially planned start and finish dates for tasks stand out.
Display additional information around Gantt bars, such as the names of resources assigned to the
task, and task completion dates.
Note Depending on the choices made, Gantt Chart Wizard may skip some of the dialog boxes.
The Gantt Chart Wizard provides an easy way for novice and experienced users to customize the
Gantt Chart with different bar types and symbols, as well as annotate bars with various
information. This wizard will show off Microsoft Project Professionals customization and
formatting capabilities on the Gantt Chart and will hopefully encourage people to learn more
about those options on their own. Any changes the Gantt Chart Wizard makes to bar styles are
reflected in the Bar Styles dialog box selected from the Format menu.
Using the Gantt Chart Wizard the Gantt Chart Wizard can be invoked from the default
Format menu, from the button on the Standard toolbar,
or from the popup menu that appears when right-clicking in the Gantt timescale.
The user will be presented with the following sequence of dialog boxes:
Dialog box 1 - a Welcome page providing a brief description of the Gantt Chart Wizard.
Dialog box 2 - Gantt Bar Choices. This step provides several predefined choices of Gantt Bar
sets such as Critical/Noncritical, Baseline, Standard, Custom, and Other. Other has a drop-down
list of predefined bar style combinations which can be sampled in the preview box to the left.
Dialog boxes 3-8 - If the custom option is selected in dialog box 2 the following 6 dialog boxes are
taken to allow the user to customize the shape and color for each Standard bar type.
Dialog box 9 If the custom option is selected in dialog box 2, at this stage the wizard allows
the user to attach text such as Resource Names, Start/Finish dates, or Custom to the bars.
Dialogs boxes 10-12 If the Custom option is selected in dialog box 9 the following 3 dialog
boxes let the user define Lines. Turns on or off dependency lines in the Gantt Chart.
Dialog box 13 Select whether to show dependency lines or not.
Dialog box 14 A Format It! button appears. This is the users last chance to cancel the changes
made with the Gantt Chart Wizard before the Bar Styles are changed.
Dialog box 15 - The finish line. Project 2003 has created the new Gantt Chart. Click Exit Wizard
to display the new chart.
3.9.3.7
Formatting the Gantt Chart Bar Styles

Formatting the Gantt Chart bar styles specifies the placement, shape, pattern, color, and text for
Gantt bars in a task category (Figure 418).
The Bar Styles command is also available for the Calendar and Resource Graph. Each view
uses a dialog box with options specific to that view.
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Double-clicking a blank area in the Gantt bar chart will also display the Bar Styles dialog box.
Figure 418. Bar Styles dialog box
In the Bar Styles dialog box, the upper table shows the current format for the bar in each task
category. The Bars tab at the bottom of the dialog box provides options for altering the shape,
color, and type for each Gantt bar and symbol. This tab is displayed by default when the dialog
box is first invoked.
The Text tab displays the fields that will be displayed as text next to the bar selected in the upper
portion of the dialog box. The default bar style palette lists Resource Names in the right text field
for normal tasks, and Start in the right text field for Milestones.
To format a bar category, select the row that the category is situated in and then select the Bars
tab to change the shape, pattern, and color for the bar. To change the bar height, choose the
Layout command from the Format menu.
Bar Styles dialog box Edit buttons: Cut, paste, and insert rows into the bar styles table.
The bar styles table is more than just a legend. The information in these fields determines how a
bar category will be draw. The first bar defined in the table will draw first, subsequent bars,
drawing in the same row, will be drawn on top.
Name. A user-defined name. If the Name field is blank, but a bar definition exists, the bar will
draw but the definition will not appear in a reports legend.
Appearance: A sample bar determined by the selections made on the Bars tab.
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3.9.3.8
Show for Tasks. Used to identify what kind of task the Gantt bar will represent. All tasks are
part of one of three major categories, Normal, Summary, or Milestone. If there is no bar
description for one of these three categories then no bar will draw. Bars can be further
defined by selecting a sub-category from the drop-down list in the field. The category Normal
is assumed unless Summary or Milestone is entered along with the subcategory.
Row. Sets which Gantt Chart row the bar will draw in. The maximum number of rows is four.
If row four is selected for just one bar definition, then the entire Gantt Chart will grow to
accommodate four rows for every bar.
From: and To:. Determines where the bar will begin drawing and where it will end. These
fields work together and some combinations do not make sense and therefore no bar will
draw, such as From Finish To Start. Below are some other scenarios to watch out for:
o
A Milestone can draw for only one date, so the From and To fields must match, such
as Finish to Finish.
If there is no data values in the field/s that define From and To, then no bar will
draw, such as Baseline Start and Baseline Finish.
Formatting Single Bars, Text Style, Font, and Gridlines

The Bar Styles command affects only the Gantt bar chart. To format text in the Gantt table, use
the Text Styles command on the Format menu to format a category of tasks, or use the Font
command on the Format menu to format selected text. To format table gridlines, use the
Gridlines command on the Format menu.
Bars to format an individual bar instead of a category of bars, double-click the bar or select the
task in the Gantt table and choose the Bar command from the Format menu. Individual bar
formatting overrides category formatting; for example, if the Bar Styles command is used to
format bars for noncritical tasks to be black, the Bar command can be used to format a selected
noncritical task bar to be red. The Bar command affects only the selected bar.
This dialog box (Figure 419) is available using the Bar command on the default Format menu,
from the pop-up menu that appears when right-clicking on a particular bar, or by double-clicking
on a Gantt bar.
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Figure 419. Format Bar dialog box
The same options available in the standard Bar Styles dialog box are available here, but will
apply only to the selected bar or bars, rather than an entire category of tasks. The Bar Shape tab
provides options for bar colors, patterns, and shapes. The Bar Text tab provides options for the
bar text fields. Unlike the Bar Styles dialog box, a sample of the bar, including the location of bar
text, is also shown.
Selecting the Reset button removes all direct formatting from the bar or bars selected. This will
cause the bar(s) to be drawn with their normal category formatting.
Gantt Layout the Gantt Layout dialog box (Figure 420), available from the default Format
menu (select Layout), provides options for controlling the layout of dependency lines, as well as
other Gantt formatting.
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Figure 420. Gantt Layout dialog box
The options in this dialog box perform the following functions:
Links: The option selected in this group determines how dependency lines are drawn in the
timescale. If the first option is selected, no lines are drawn. If the second option is selected,
dependency arrows are drawn to the end of bars only. If the third option is selected,
dependency arrows may be drawn to the top or bottom of bars, as well as the ends.
Dependency lines in the Gantt Chart are always drawn with the highest z-order number in
drawing plane 2. This means they are drawn on top of task bars and nonworking time, and
will only be obscured if graphic objects in plane 1 are placed on top of them. The color of a
dependency line is the same as the bar color of the successor task.
Date Format for Bars. Sets the format for dates displayed in any of the bar text fields. The
Default value takes its settings from the View tab (from Tools, select Options)
Bar Height. Sets the vertical size of all Gantt bars. Size is in points (as in font size).
Show Drawings. Default is checked. When checked, drawings may be displayed in the
timescale.
Round Bars to Whole Days. Default is checked. When checked, bar endpoints may be
rounded to the nearest day.
The left and right ends of bars are rounded independently. The left end of a bar will be
rounded to the nearest day boundary if the task's start time is equal to the default start time.
In the same manner, the right end of the bar will be rounded to the nearest day boundary if
the task's finish time is equal to the default finish time.
Show Bar Splits. Default is checked. When checked bar splits are visible.
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3.9.3.9
Usage Views
The Usage views allow the user to view task, resource, and assignment data across time in a
grid under a timescale, and in some cases, to edit the data in individual period cells. The term
Usage View is used to refer to either of these views.
Usage views consist of a task or resource table on the left and a timescale grid on the right. The
table portion has either task or resource parent records with corresponding assignment records
indented.
The Usage views have the following key features:
Timephased data for assignments can be displayed by task or by resource.
With some exceptions the values shown in the timescaled portion of the view can be edited. In
particular, timephased work can be edited. That is how predefined assignment contours can be
customized.
Multiple sets of data for the same task, resource, or assignment can be displayed.
The main difference between the two Usage views is that the Task Usage view groups
assignments by task and displays a task table on the left; whereas Resource Usage view groups
assignments by resource and displays a resource table on the left. Also, only the Resource
Usage view has the special Unassigned resource to show tasks that do not have any resources
assigned.
Figure 421 and Figure 422 show the Task Usage view and corresponding Resource Usage view
for some sample data. Task 3 has no assignments and is grouped under the special Unassigned
resource in the Resource Usage view. It also has no assignment grouped under it in the Task
Usage view. John has no assignments, so there are no assignments grouped under him in the
Resource Usage view. He doesn't show up in the Task Usage view at all.
Figure 421. Task Usage view
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Figure 422. Corresponding Resource Usage view
Figure 423 illustrates that multiple timephased field can be displayed at once.
Figure 423. Task Usage with multiple timephased fields
Non-timephased fields on the left. The fields are sometimes referred to as totals, but most
often, no adjective is used (for example, timephased work, total work, and work are all used
to refer to the task Work field). These fields are displayed in vertical columns in task and
resource tables, like the ones on the left side of Usage views. These fields are time
independent. For example, a task non-timephased Work field represents the total Work on
the task.
Timephased fields on the right. These fields are sometimes referred to as timescaled
fields, usage fields, or detail fields. These fields are displayed horizontally across time in the
timescaled grid portion of Usage views. The individual grid cells represent the value of a
timephased field for a specific period of time. The values displayed, and the effects of editing
them, depend on the granularity of the timescale, for example, on how the Major and Minor
timescales are formatted in the Format Timescale dialog box.
Displaying Data in Usage Views the following features control what kind of data and how
much of it is displayed:
Column Widths.
Timescale zooming and nonworking time.
Outlining and Grouping.
The Unassigned Resource.
What set of data to display.
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Displaying multiple sets of data.

Sorting and Filtering.
Slave Pane Issues.
Each of these features is discussed in detail below.
Adjusting Column Widths the width of columns in the table portion on the left, as well as the
column titled details at the edge of the timescale grid can be adjusted with the mouse. Doubleclicking the right edge of the title cell will perform a best fit. The timescale grid column widths can
only be adjusted by the units, labels, fonts, and enlarge % in the Timescale dialog box.
Cells Narrower than Non-Text Contents cells that are too narrow to display non-text data,
such as the Start and Work fields, display # characters in the cells that are too narrow to display
non-text data. This is illustrated in Figure 424. The column(s) containing the cell must be widened
to display the data.
Figure 424. Narrow columns in Usage views
Timescale Zooming and Nonworking Time the Usage views support the same timescale
zooming and labeling features as the Gantt Chart, see Figure 425 and Figure 426. The
Timescale dialog box can be displayed in the following three ways:
Double-clicking the Timescale in the View menu.
Choosing Timescale from the Format menu.
Right-clicking on the Timescale and choose Timescale from the Shortcut menu.
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Figure 425. Timescale dialog box Top tier tab
Figure 426. Format Timescale dialog box Nonworking Time tab
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The Unassigned Resource
3.9.3.10
The Unassigned resource is a special artificial resource. Whenever a task is created, it is

assigned the Unassigned resource. The first time the task is assigned a real resource, the
Unassigned resource is removed from the task.
The only place to view the Unassigned resource is in the Resource Usage view. It serves as the
parent of the group for all the tasks that have no resources assigned to them. As with any parent
resource row, information on it is rolled up from its assignment rows. Unlike other resource
parents, this row is completely non-editable.
The Unassigned resource allows tasks without resources to be scheduled using the same internal
algorithms as tasks that have resources. It also allows tasks without resources to be manipulated
like other tasks.
Assignments can be dragged from one group and dropped in another. To do this, click the fixed
column cell to select the source assignment record, and then use the mouse to drag the entire
record up or down to a new group of assignments. Microsoft Project Professional does its best to
preserve all of the original field values, including Actual Work, when the dragged assignment's
task or resource is assigned to another resource or task. Alerts are displayed if the user attempts
to use drag and drop to assign a resource twice to the same task.
In the Task Usage view, the dragged assignment's resource is unassigned from the source
parent task and assigns to the target parent task. In the Resource Usage view, the source parent
resource is unassigned from the dragged assignment's task and the target parent resource is
assigned to the task.
Drag and drop can also be used with the Unassigned resource in the Resource Usage view. A
task can be dragged from the Unassigned group and dropped on another resource to create a
real assignment. Also, a real assignment can be dragged and dropped into the Unassigned
resource group to delete the assignment. After the assignment is deleted, the corresponding task
is listed under the Unassigned resource group only if the task has no other assignments.
Displaying and Formatting Different Sets of Timephased Data
3.9.3.11
This topic explains how to control what timephased fields are displayed, and how to format the
timephased portion of a Usage view. A detailed list of which timephased fields can be displayed
and edited is provided in the Usage Data section later. It is possible to format the font and cell
pattern used for each timephased field type. Grid cells cannot be formatted individually.
The Detail Styles dialog box this dialog box is similar in function to the Gantt Palette
dialog box in that it allows you to set the type and format of the information that is displayed
in the timescaled portion of the view. The Detail Styles dialog box is displayed when the
user double-clicks the grid area or right-clicks the grid area and chooses Detail Styles from
the Shortcut menu, or chooses Detail Styles from the Format menu.
Usage Details Tab it is possible to choose which timephased fields to display and how
their rows of cells are formatted in the Usage tab (Figure 427.
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Figure 427. Detail Styles dialog box Usage Details tab
The function of the each of the controls is listed below:
Show. Moves the selected item from the Available fields list to the Show these fields list.
Hide. Moves the selected item from the Show these fields list to the Available fields list.
Available fields. Lists the timephased fields that can be displayed on the usage side of the
view. The list is sorted alphabetically and contains two special items; All Task Rows (in the
Task Usage view) or All Resource Rows (in the Resource Usage view), and All Assignment
Rows. These are not real fields, but are used to format cell patterns for an entire category of
timephased fields. Otherwise each of the timephased fields has to be formatted separately.
When these categories are added to the Show These Fields list, then the formatting on
these categories takes precedence over any of the individual field formats.
Shows these fields. It is possible to add and remove fields from this control via the Show
and Hide buttons. Any fields listed here are displayed as separate rows in the timescaled
usage side of the view.
This list box is not sorted alphabetically. Instead the order in which the fields are listed represents
their order of appearance in the view; except that it doesn't matter where the special All Rows
categories are in the list.
If the user adds a field to this list, it is removed from the Available fields list box. This means
there is only one instance of the field in the dialog box.
Multiple fields can be selected (using Shift + Click or Ctrl + lick) and add or remove
operations, as well as group move up or down operations can be performed. It is also possible to
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change the settings (font, cell background, etc.) of a selected group of fields. This enables the
user to set the same format of a number of fields in one operation.
If there are no fields listed in the Show these fields list box, when OK is selected, the timescaled
side of the view is completely empty - no timescale or grid.
Move. The arrow buttons can be used to reorder the displayed fields in the list, which is also
their row order in the view.
Field settings for <selected field>. This label indicates what the current selection is from
either of the two above list boxes. For example, the label is Field settings for Work when the
timephased Work field is selected in either list. It says Field settings for selection if multiple
items are selected.
Font. Shows the current font formatting for the selected items.
Change Font. Brings up the standard Font dialog box that permits format changes of the
selected items.
Cell Background. This control is used to change the background color of the cells for the
selected items.
Pattern. This control applies a pattern to the cell background color. It's similar to the other
pattern controls in Microsoft Project Professional.
Show in menu. This checkbox determines whether the selected fields are displayed on the
timescaled usage shortcut menu, and in the Format Details sub menu. This checkbox is
grayed out (disabled) if only the special All Rows category items are selected. The first
picture shows the shortcut menu displayed when by right-clicking on the grid. The second
picture shows the Details submenu, displayed Details is selected from the Format menu.
The pictures show the default list of fields. More fields can be added to this list in the Detail
Styles dialog box, and the list is saved with the view.
Note The rules that follow regarding what is listed in the shortcut menu:
All fields in the Show these fields list in the Detail Styles dialog box always appear in the shortcut
menu, and have a checkmark beside them, regardless of their Show in menu setting (Figure 428).
If a field has a checkmark beside it in the shortcut menu and it is unchecked then that unchecked
field will remain on the shortcut menu only if it has its Show in menu setting selected. Otherwise it is
removed from the menu.
Fields in the Available fields list in the Detail Styles dialog box will only appear in the shortcut list if
they have the Show in menu setting selected.
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Figure 428. Timephased grid shortcut menu
Usage Properties Tab this tab contains various controls that can be used to set different
properties on the view (Figure 429).
Figure 429. Detail Styles dialog box Usage Properties tab
Align details data. This setting enables the user to align the usage data to the Left, Center
or Right. The default setting is right aligned.
Display details header column. The values for this drop-down menu are Yes, No, and
Automatic. Yes and No mean show or dont show the details header column. Automatic
means show the details header column when there are two or more details fields displayed
(Figure 430). This setting is Yes by default. This column is used to display the names of the
timephased fields being used. It is a locked column (for example, it won't scroll out of view).
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Figure 430. Details Header Column
Repeat detail header on all assignment rows. This checkbox setting means that multiple
data field labels can be set to appear on every assignment row or just the task rows. The
default is ON, so labels show for all rows.
Display short detail header names. The user has a choice between displaying predefined
long or short versions of the data row labels, as shown in the double list:
Long Version
Short Version
Long Version
Short Version
%Complete
%Complete
Cumulative Work
Cum. Work.
Actual Cost
Act. Cost
CV
CV
Act. Ovt. Work
Fixed Cost
F. Cost
Actual Work
Act. Work
Overallocation
Overalloc
ACWP
ACWP
Overtime Work
Ovt. Work
Baseline Cost
Base. Cost
Peak Units
Peak Units
Baseline Work
Base. Work
Percent Allocation
% Alloc.
BCWP
BCWP
Regular Work
Reg. Work
BCWS
BCWS
Remaining Availability
Rem. Avail.
Cost
Cost
SV
SV
Cumulative %Complete
Cum. %Complete
Work
Work
Cumulative Cost
Cum. Cost
Default Format of the Task Usage View
3.9.3.12
The parts or components of the Task Usage view (Figure 431) are
Sheet Side (Left Side). The Task Usage table is displayed on the left. Summary Tasks are
formatted Bold, task rows are formatted as Regular, and assignment rows are formatted
Italic.
Timescaled Side (Right Side) of View. Work is the default detail field. All rows use a
regular font style. All Assignment rows have light yellow shade, and all task rows use
medium yellow shade. The row header column is displayed by default. The default timescale
setting is weeks over days.
Usage Views as Master and Slave Panes the pane view can be split manually by using
the Windows menu Split command, and then applying the desired views to the top and
bottom panes. A combination view can also be created to automatically display specific
449
views in the top and bottom pane. In split windows, selecting a record in the top pane
automatically filters what records are displayed in the bottom pane. In these cases, the top
pane is called the master pane, and the bottom pane is called the slave pane.
Figure 431. Default format of the Task Usage view
What follows discusses the behavior when a Usage view is the master pane and when it is the
slave pane.
The rules that follow are for the case of a single record selected in the master pane. If multiple
records are selected in the master pane, then the effect on the slave pane is the union of the
results from selecting the master records individually.
Slave Usage Views Usage views behave like other views when applied to a slave pane.
The only difference is that all corresponding assignments are included with each parent
record displayed in the slave pane.
Master Task Usage View with a Slave Task View when a task record or one of its
assignments is selected in the master Task Usage view, then the slave task view displays
that task. If the slave pane is a Task Usage view, then corresponding assignments are
included with each task record it displays.
Master Task Usage View with a Slave Resource View when a task record is selected in
the master Task Usage view, then the slave resource view displays all the resources for that
task. When an assignment record is selected in the master Task Usage view, then the slave
resource view displays only the resource for that assignment.
In either case, if the slave pane is a Resource Usage view, then corresponding assignments are
included with each resource record it displays See Figure 432 and Figure 433 for samples.
Figure 432. Task Usage over Resource Sheet. T2 is selected in the master pane.
450
Figure 433. Task Usage over Resource Sheet. The assignment with Mary on T1 is selected in the master pane
Master Resource Usage View with a Slave Resource View when a resource record or
one of its assignments is selected in the master Resource Usage view, then the slave
resource view displays that resource record.
If the slave pane is a Resource Usage view, then corresponding assignments are included
with each resource record it displays. See Figure 434 and Figure 435 for samples.
Figure 434. Resource Usage over Resource Sheet. Bob is selected in the master pane
Figure 435. Resource Usage over Resource Sheet. The assignment with Bob on T2 is selected in the master pane
451
Master Resource Usage View with a Slave Task View when a resource record is
selected in the master Resource Usage view, then the slave task view displays all the tasks
for that resource.
When an assignment record is selected in the master Resource Usage view, then the slave
task view displays only the task for that assignment.
In either case, if the slave pane is a Task Usage view, then corresponding assignments are
always included with each task record it displays. See Figure 436 and Figure 437 for
sample.
Figure 436. Resource Usage over Gantt Chart. Bob is selected in the master pane.
Figure 437. Resource Usage over Gantt Chart. The assignment with Bob on T2 is selected in the master pane.
3.9.3.13
Moving (changing the cell with focus) in a Timescaled Grid

Moving and selecting in tables and timescaled grids in Microsoft Project Professional is similar to
moving and selecting in Excel worksheets.
The table and grid have independent selection.
In Usage views, the table pane and the timescaled grid pane have independent cell cursors.
Changing the selected cell in the table has no effect on the selection in the grid portion and vice
versa.
452
Movement in the timescale grid the mouse and scroll bars can be used to move around the
grid and click to select any cell. The keyboard keys to move in the timescaled grid are listed in the
following table:
To move ...
Press...
Up one cell
Up Arrow or SHIFT + ENTER
Down one cell
Down Arrow or ENTER
Left one cell
Left Arrow or SHIFT + TAB
Right one cell
Right Arrow or TAB
Left the beginning of time 1/1/1984
CTRL + Left Arrow
Right to end of time 12/31/2049
CTRL + Right Arrow
Up to the first row
CTRL + Up Arrow
Down to the last row (last physical row, not the last row
with a task)
CTRL + Down Arrow
Sideways to the Project Start date
Home
Sideways to the Project Finish date
End
Down one screen
Page Down
Up one screen
Page Up
One screen to the Left
CTRL + Page Up
One screen to the Right
CTRL + Page Down
Toggle focus between the table on the Left and the

timescaled grid on the Right Selection Behavior in a
Timescaled Grid
F6
The following table shows the mouse and keys to select one or more cells in the timescaled grid:
To select ...
3.9.3.14
Do this ...
Select any continuous block of cells
Click and drag
Select multiple blocks of cells
Ctrl click and drag
Select between the cell with focus and the clicked cell
Shift (or F8) click and drag
Extend selection by one cell
Shift (or F8) + arrow key
Select entire column
Ctrl + Spacebar
Select entire row
Shift (F8) + Spacebar
Fill Up/Down/Left/Right in a Timescaled Grid

A timescaled grid supports Fill Up, Down, Left, and Right (tables support only Fill Up and Down
Figure 438).
453
Figure 438. Edit Fill Submenu
Some of the key features of the Fill command in a timescaled grid follow:
Calculations occur in the order that the fill occurs, immediately after each cell value changes.
Filling ignores uneditable cells and cells with a different data type. No alerts are given.
Filling works with parent and assignment records.
If cells in a timephased field that rolls up from assignments to parent are selected then Fill Down
will fill the parent cell, but the value may change when the assignment cells get filled.
If cells in a timephased field that rolls down from parent to assignments are selected then Fill Up
will fill the assignment cells first but the values may change when the parent gets filled.
Fill down and fill across can be combined to get block fill functionality.
The Fill Handle, situated at the lower right corner of a cell, can be used to perform Fill operations
similar to Microsoft Excel (Figure 439).
Figure 439. Fill Handle
3.9.3.15
Inserting and Deleting in a Timescaled Grid

The following table describes how to insert and delete cells in a timescaled grid.
To accomplish this
Insert blank cells in a row and have existing cells Shift
right
Do this
Select the cells where you want to insert and choose
the Insert Cells menu command, or press the Insert
454
To accomplish this
Do this
key
3.9.3.16
Delete the contents of selected cells without shifting

other cells
Select cells and choose Edit Clear Contents, or press

CTRL+DEL, or press BackSpace and then Enter
Remove cells and have existing cells Shift to the left
Select cells and choose Edit Delete Cells Or press

the DEL key
Insert Copied Cells
Not Supported. But you can use Copy and Paste

commands to insert data.
Deleting Rows in Usage Views

The Edit menu includes variations of the Delete command depending on what is selected.
Selection
Edit Delete command
Single task record in a table
Delete Task
Single resource record in a table
Delete Resource
Single assignment record in a table
Delete Assignment
Multiple rows in the table
Delete Row
One or more Cells in a timephased grid
Delete Cells
Parent or assignment record in a Usage view can be deleted. To do this, select any cell in that
row in the table portion (not in the timephased grid), and then choose Edit Delete
Task/Resource/Assignment. The DEL key also has the same effect.
Deleting an assignment record removes the assignment, but does not delete the corresponding
task or resource.
Deleting a resource record removes the resource from the project. All of its assignments are
removed too.
Deleting a task record removes the task from the project. All of its assignments are removed too.
If the record for deletion has actuals in it (Actual Work greater than 0, or an Actual Start other
than NA, etc.) the alert shown in Figure 440 is given:
Figure 440. Alert for records for deletion with actuals
If the record for deletion has protected actuals (used only for enterprise projects, see the
Enterprise Client lesson for more information on Protected Actuals) an alert is given:
455
Inserting Rows in Usage Views
3.9.3.17
The text of the Insert menu command to insert a row depends on what kind of record is selected.
The Insert menu has a New Task, New Resource, or New Assignment command depending
on whether a task, resource, or assignment record is selected.
Inserting tasks have the same outline level as the task above them, except for inserting a task at
row 1, which gets outline level 1.
Inserting a task or resource creates a blank row until data is entered.
Inserting Assignment Rows
3.9.3.18
Inserting an assignment creates a dummy assignment record. It has a blank in the Name field
and other noncalculated fields, but it does have values in the calculated fields. No other field in
the new record can be edited (not even fields like Text1) until a name is entered in the Name field
(a resource name if it's the Task Usage view, or a task name if it's the Resource Usage view).
Note New no-name assignments remain in the project even if the Name field is left blank.
If an existing name is entered, then the first resource with that name is assigned if the Task
Usage view is being used, or the first task with that name is assigned the Resource Usage view
is being used.
If non-existent name is entered, then a new resource is created if the Task Usage view is being
used, and a new task is created if the Resource Usage view is being used. These new resources
or tasks receive the usual default values and are added to the end of the list of resources or
tasks. New tasks created this way are always given outline level 1.
Editing Names in Usage Views
3.9.3.19
In the Task Usage view if the Name field for an assignment record in the Task Usage
view is edited, the original resource in the assignment is replaced by the one just entered.
Other fields in the assignment record remain unchanged if possible, like Work, Work
Contour, and Baseline Cost, but some calculated fields may change based on the different
resource calendars and so on. If the assignment resource name entered does not exist, a
new resource is created at the end of the resource list.
Not in the Resource Usage view in the Resource Usage view, it is not possible to
change the assignment task name in the Name field of an assignment record, except in the
case of an inserted assignment that still has a dummy blank assignment task name.
Adding Duplicate Assignments Microsoft Project Professional does not allow a

resource to be assigned more than once to the same task. If the user tries to assign a
resource more than once to the same task, the alert in Figure 441 is displayed:
456
Figure 441. Alert displayed if resource is assigned more than once to a task
Some examples of when this alert is displayed follow:

Using the Resource Assignment dialog box to drag a resource to a task to which it is already
assigned.
Insert a new assignment record in the Task Usage view, and enter a resource name for a
resource that is already assigned to the parent task.
o
Insert a new assignment record in the Resource Usage view, and enter a task
name for a task to which the parent resource is already
Drag and Drop in Usage Views n order to drag a record in the table portion, the user
must click the locked first column to select the whole record.
Dragging Parent Records in Usage Views when a parent row is dragged, the
assignment rows are automatically selected and dragged along with the parent. This is
similar to when summary tasks are dragged in the Task Sheet or Gantt Chart views.
Dragging Assignment Records in Usage Views an assignment record can be dragged

from one parent group to another in a Usage view. Microsoft Project Professional attempts
to leave the dragged assignment record fields unchanged if possible, like Work, Assignment
Units, Work Contour, Actual Work, and Baseline Cost, but some calculated fields may
change depending on the different resource calendars, cost rates, Task Type, and Effort
Driven setting. The parent record fields may change from rolled up calculations. Note that
actual data (like Actual Work) is moved too.
Dragging assignment records in the Resource Usage view in the Resource Usage view,
an assignment can be dragged from one resource parent's group of assignments and dropped
onto another resource parent's group. This assigns the target parent resource to the task, and
attempts to keep as many assignment fields as possible unchanged in the new assignment, but
some calculated fields may change based on the different properties of the source and target
parent resource record, such as resource calendars and cost rates.
Figure 442, Figure 443 and Figure 444 illustrates dragging an assignment in the Resource
Usage view. Mary's assignment on Task B will be dragged and dropped into parent resource
Bob's group, meaning that Mary will no longer be working on Task B, and Bob will.
457
Figure 442. Before dragging Task B from Mary to Bob in the Resource Usage view
Figure 443. Drag operation under way
Figure 444. Drag operation complete
Note To drag an assignment in the Resource Usage view is equivalent to typing a different resource
name into the Name field for an assignment record in the Task Usage view. In Figure 35, before the
drag operation, the view looks similar to the one in Figure 36 for the Task Usage view:
Dragging Assignment Records in the Task Usage view in the Task Usage view, an
assignment can be dragged from one task parent's group of assignments and dropped onto
another task parent's group. This assigns the resource of the dragged assignment to the
target parent task, and attempts to keep as many assignment fields as possible unchanged
in the new assignment. However, some calculated fields may change based on the different
properties of the source and target parent task record, such as Task Type and the Effort
Driven setting. Note that actual data (like Actual Work) is moved too.
Figure 445, Figure 446, and Figure 447 illustrates dragging an assignment in the Task Usage
view. The assignment for parent Task Y involving Paula will be dragged and dropped into the
assignment group of parent Task X, meaning that Paula will no longer be working on Task Y, but
will be working on Task X instead. Task X is Fixed Units and is not Effort Driven.
Figure 445. Before dragging the Paula assignment from Task Y to Task X the Task Usage View
458
Figure 446. Drag operation under way
Figure 447. Drag operation complete
When resources are deleted, reassigned. or added to tasks in a Task Usage view the
assignments are subject to the task type rules discussed Assigning Resources page 97.
Task Fields Shared with Assignments
3.9.3.20
The task table in a Task Usage view has a number of fields used to display information for both
task and assignment records, such as % Work Complete, Actual Cost, Work, and so on.
Assignment Specific Shared Fields some of the fields that can be inserted into a task table
are always blank for task records, and are only used to display assignment data in the Task
Usage view. These fields follow:
Assignment Delay.
Assignment Units.
Cost Rate Table.
Work Contour.
Shared fields Used Differently by Assignments some task fields are used in a special way
to display data from an assignment field that does not have the same name as the task field, but
is closely related to it. The table that follows lists these fields.
The second and third columns indicate whether the field is edited or calculated for task and
assignment records. The codes C, E, and CE stand for Calculated only, Edited only, and
Calculated or Edited.
Task
Field
Task Assmt
Comments
ID
CE
For an assignment record, if an ID field in the Task Usage view

is not a socked first column, then it is used to display the ID of
the resource working on the assignment, otherwise it is blank.
If the ID field for an assignment record is edited in the Task
Usage view, the resource working on the assignment is
replaced. Actuals are preserved.
Name
CE
For an assignment record, the Name field in the Task Usage
459
view displays the name of the resource working on the

assignment. If the Name field for an assignment record is
edited in the Task Usage view, the resource working on the
assignment is replaced. Actuals are preserved
Resource
Initials
CE
For an assignment record, the Resource Initials field in the

Task Usage view displays the initials of the individual resource
working on the assignment. The Resource Initials field in an
assignment record cannot be edited, but the corresponding
task record can. For task records, Resource Initials is a list of
initials since more than one resource can work on a task. If the
Resource Initials field for a task record in any task table is
edited, the original resource becomes unassigned and another
resource is assigned. Actuals are not preserved.
Resource
Names
CE
For an assignment record, the Resource Names field in the

Task Usage view displays the Names of the individual
resource working on the assignment. The Resource Names
field in an assignment record cannot be edited, but the
corresponding task record can. For task records, Resource
Names is a list of Names because more than one resource can
work on a task. If the Resource Names field for a task record
in any task table is edited, the original resource becomes
unassigned and another resource is assigned. Actuals are not
preserved.
Resource Fields Shared with Assignments the resource table in a Resource Usage view
has a number of fields used to display information for both resource and assignment records,
such as % Work Complete, Actual Cost, Work, and so on.
Assignment Specific Shared Fields some of the fields that can be inserted into a resource
table are always blank for resource records, and are only used to display assignment data in the
Resource Usage view. These fields follow:
Actual Finish.
Actual Start.
Assignment Delay.
Assignment Units.
Baseline Finish.
Baseline Start.
Cost Rate Table.
Leveling Delay.
Resource Summary Name.
Work Contour.
Shared Fields Used Differently by Assignments some resource fields are used in a special
way to display data from an assignment field that does not have the same name as the resource
field, but is closely related to it. The table that follows lists these fields.
460
The second and third columns indicate whether the field is edited or calculated for resource and
assignment records. The codes C, E, and CE stand for Calculated only, Edited only, and
Calculated or Edited.
Res Field
Res
Assmt
Comments
ID
CE
For an assignment record, if an ID field in the Resource Usage

view is not a locked first column, then it is used to display the ID
of the task involved in the assignment, otherwise it is blank. If the
ID field for an assignment record in the Resource Usage view is
edited, the parent resource involved is assigned to another task.
Actuals are preserved.
Initials
CE
For an assignment record, the Initials field in the Resource

Usage view displays the initials of the parent resource working on
the assignment. The Initials field in an assignment record cannot
be edited, but those in the parent resource record can. For
resource records, the Initials field contains the initials for that
resource, and editing the Initials field for a resource record does
not involve changing assignments.
Name
For an assignment record, the Name field in the Resource

Usage view displays the name of the parent task working on the
assignment. The Name field in an assignment record cannot be
edited, but the field in the parent resource record can. For
resource records, the Name field contains the name of the
resource, and editing the Name field for a resource record does
not involve changing assignments.
Calendar View
3.9.3.21
The Calendar view provides information similar to the monthly calendar report, but is much more
versatile since it can be manipulated as a view. The Calendar view will display tasks in a weekly
calendar format and the calendar days can be shaded to reflect exceptions from resource or base
calendars.
Note The Calendar view cannot be placed in the slave pane of a combination view.
Displaying the Calendar View the Calendar view (Figure 448) can be accessed in the
following ways:
1.
Select Calendar command from the View menu.
2.
Click on the Calendar button on the left hand View bar of Microsoft Project Professional.
461
Figure 448. Calendar view
The Calendar view's main unit is the week. Clicking on the vertical scrollbar buttons scrolls the
calendar one week at a time, while clicking on the arrow buttons to the right of the monthly titles
scrolls one month at a time.
3.9.3.22
Calendar Formatting
Most formatting for this view is done in the Timescale dialog box. This dialog box is available
from the default Format menu, from double-clicking virtually anywhere in the view, or from the
pop-up menu that appears when right-clicking in the view.
Figure 449. Timescale dialog box Week Headings tab
462
Week Headings (Figure 449) tab supplies options for formatting the different calendar titles
and controlling the number of days displayed in a week. Previous/Next month calendars
may also be selected, and will appear in the upper left corner of the view.
The view can be displayed with either 5 or 7 days in each week. The width of each day
column can be further adjusted by clicking the mouse over any Days gridline (the vertical
gridline dividing two days), and dragging. If the columns are widened too much, not all days
in the week will be visible. Double-clicking on any of the Days gridlines will best-fit the
columns so that an entire week fills the display area.
The height of each week row can be adjusted by clicking the mouse over any Weeks gridline
(the horizontal line dividing two weeks) and dragging. Double-clicking on any of the Weeks
gridlines will best-fit the week height to accommodate the largest list of tasks in a single
calendar day. This may result in the week height becoming too large too display completely;
use the Zoom feature to resize.
Figure 450. Timescale dialog box Date Boxes tab
Date Boxes tab (Figure 450) allows the user to place date labels at either the top and/or
bottom of the date boxes. Labels in these boxes can be aligned left or right and can be
selected from among a list of 100 possible formats. In place of a date label, an Overflow
Indicator can be selected instead. The overflow indicator will be displayed in the date box
whenever tasks fall on that date, but cannot be completely displayed due to the size of the
date box.
463
Figure 451. Timescale dialog box Date Shading tab
Date Shading (Figure 451) tab provides options for formatting the shading of calendar days. If a
base calendar is selected from the drop-down list, the view will show only exceptions from that
calendar. If a resource calendar is selected, the view will display exceptions from both the current
project calendar and the resource calendar.
3.9.3.23
Calendar Zoom
The Zoom feature, available in the View menu for the Calendar view (Figure 452), affects
vertical scaling of the view only. The selected option determines how many weeks will be fit into
the currently available display area. There is a point beyond which the weeks will not be scaled,
depending on the video resolution and window size.
Figure 452. Calendar view Zoom
464
Calendar Task Layout
3.9.3.24
The first time the Calendar view is applied, all tasks are laid out automatically. This layout can
then be altered manually, by clicking and dragging tasks to new positions, or automatically
according to the settings in the Layout dialog box (Figure 453).
Figure 453. Calendar view Layout
The Layout dialog box is available from the default Format menu, or from the pop-up menu that
appears when right-clicking in the calendar portion of the view. The layout can be set to sort tasks
according to the current sort order, or to fit as many tasks as possible into each day.
The Layout Now command, available on the Format menu, will force the layout to be redone
according to the current Layout settings. Tasks moved manually by dragging may move when the
Layout Now command is selected.
Multiple tasks may be selected by pressing the CTRL key while clicking, but multiple selections
cannot be moved by dragging. Extended selections via Shift+Click or the F8 key are not
available in this view.
Setting the Hide Bar task field to Yes will cause a task bar to not be drawn in this view as well as
Gantt Chart views. This field can be found on the Task Information dialog box by double clicking
a task.
Creating Tasks in Calendar View
3.9.3.25
Tasks can be created in the Calendar view in one of the two ways detailed below.
1.
Inserting a Task.
The Insert Task command will create a 1d duration task on the currently selected day in the
calendar. This task will have a SNET constraint (SNLT, if scheduling project from finish), and
the Name field will be blank. Double-clicking on the task will bring up the Task Information
form, where further editing can be done.
2.
Clicking and dragging.

Clicking and dragging will create a task, just as in the Gantt Chart or Network Diagram views.
Tasks created this way:
465
Are limited to durations that are multiples of .5d.
Will start at the default start time, or 12:00pm, depending on where the drag is
initiated.
Will finish at the default finish time, or 12:00pm, depending on where the drag is
terminated.
Once created, of course, the Task Information form can again be used for further editing.
3.9.3.26
Form Views
Form views are used to enter, view, and edit basic task and resource information one task or
resource at a time. Forms are especially effective for isolating all the detailed information for a
specific task or resource.
Form views can be used in a single view (Figure 454), but are most effective when displayed in
the bottom pane of a combination view (Figure 455). The selection in the top pane drives the data
displayed in the bottom pane, providing detailed information about the selected task or resource.
In a Form view, navigate to information about the previous or subsequent task/resource by
clicking the Previous or Next button in the upper right of the form. The order that tasks and
resources display in, is determined by their order in the project (the ID number for the task or
resource). Applying a sort or filter in the form view will affect the order in which the tasks or
resources are displayed. A sort or filter does not affect the order of the assignment information.
Figure 454. Resource Form as a single view
The set of fields displayed in the header of a Form view is not set by a table but using the Details
submenu found under the Format menu. Task and resource forms have different details available
based on the database tables for task and resource.
The information in the tabular section is assignment information. The order this information
displays is driven by the assignment Unique ID that is set by Microsoft Project Professional and
can not be altered, sorted, or filtered.
466
When fields are edited the buttons in the navigation buttons change to OK and Cancel buttons
allowing the user to review all entered data before committing, clicking OK.
Actions available in a Form view include, adding, modifying or deleting resources or tasks.
Resources can be assigned or removed from tasks; tasks can be updated just to name a few.
Figure 455. Task Form as part of the combination view Task Entry
3.9.3.27
Bar Rollup View

The Bar Rollup view works in conjunction with the Rollup_Formatting macro. For each summary
task, it displays rolled up child bars on top of the summary task alternating the name of the child
task above and below the rolled up child bars.
The rollup process is normally begun by setting the Rollup field to Yes for the summary task and
all the child tasks that need to be to rollup. The macro requires at least one child task in the entire
project to have Yes in the Rollup field or an error message is generated. It is possible to insert the
necessary Yes by inserting the Rollup field in any task table and entering Yes for the appropriate
tasks. It is also possible to select the tasks and choose Task Information from the Microsoft
Project Professional menu (Figure 457), and put the Rollup Gantt bar on a summary setting as
shown in Figure 458 and Figure 459 (if only summary tasks are selected, the setting is Show
rolled up Gantt bars).
The Bar Styles dialog box for the Bar Rollup view includes pairs of rollup bar definitions for task,
split and milestone. For each pair, the upper definition includes Flag10 in the Show For column
and the bottom definition includes Not Flag10 (Figure 456).
For the task and milestone pairs of bar definitions, the upper definition has the Text Tab Top field
set to Name. The lower definition has the Text Tab Bottom field set to Name.
The Rollup_Formatting macro alternately puts Yes or No in the Flag10 field for the child tasks. In
combination with the upper/lower bar definition pairs in the Bar Rollup view, this causes the child
task names to alternate above and below the rollup bars.
467
Figure 456. Part of the Bar Styles dialog box for the Bar Rollup view
Figure 457. Multiple Task Information dialog box rollup setting
468
Figure 458. Gantt Chart before setting the Rollup field to Yes for the child tasks
Figure 459. Resulting Gantt Chart showing the rollup bars
To run the Rollup_Formatting macro by clicking Macros on the Tools Macro submenu, and then
double-click Rollup_Formatting in the Macros dialog box. The macro displays Figure 460:
Figure 460. Rollup Formatting (macro) dialog box
469
The Rollup_Formatting macro can be run before or after the Bar Rollup view is applied, but the
Rollup field must be set to Yes for at least one of the child tasks in the entire project or you get the
alert shown in Figure 461.
Figure 461. Alert to rollup the tasks
After the macro runs, the Bar Rollup view shows the names of the rolled up child tasks
alternately above and below the rolled up bars. It then collapses the summary tasks as shown in
Figure 462.
Figure 462. Bar Rollup view after running the Rollup_Formatting macro
470
3.9.3.28
Milestone Rollup View

The Milestone Rollup view works in conjunction with the Rollup_Formatting macro and
alternates the names of the rolled up tasks just like the Bar Rollup view. The difference is that the
Milestone Rollup view shows milestone markers for rolled up tasks, even for tasks that are not
milestones. It uses one pair of bar style definitions to do this. The upper definition has the Text
Tab Top field set to Name, and the lower definition has the Text Tab Bottom field set to Name
(Figure 463).
Figure 463. Part of the Bar Styles dialog box for the Milestone Rollup view
Using the sample project in the above Bar Rollup view example, the resulting rollup is shown in
Figure 464
Figure 464. Resulting Rollup
3.9.3.29
Milestone Date Rollup View

The Milestone Date Rollup view works in conjunction with the Rollup_Formatting macro like the
Bar Rollup view does, except that it displays rollup start date milestones instead of bars (even for
471
tasks that are not milestones). It also displays task names above the rollup milestones and start
dates below. It uses a single bar definition to handle the rolled up milestones, with the Text Tab
Top field set to Name and the Bottom field set to Start.
Figure 465. Bar Styles dialog box with Rollup Task detail
Using the sample project in the above Bar Rollup view example, the resulting rollup is shown in
Figure 466.
Figure 466. Summary Task Rollup view
3.9.3.30
Leveling Gantt View

In Microsoft Project Professional, the Leveling Gantt view also shows the Delay and Slack bars,
but in addition adds Preleveled bars that make it easy to see the effects of leveling. It saves dates
to the new Preleveled Start and Preleveled Finish task fields. It also saves split dates (internal
only, not accessible) so the preleveled splits can be shown. See Figure 467 for the Leveling Gantt
Bar Styles dialogue.
472
Figure 467. Bar Styles dialog box for Leveling Gantt view
Note that in the above dialogue, the bar definitions have been rearranged to show the ones of
interest.
Figure 468 illustrates the Leveling Gantt view.
Figure 468. Leveling Gantt view
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3.9.3.31
Resource Sheet Views

Like Task views, Resource views provide the user with a way to easily enter and review project
data. Resource views also provide a means to see resource cost, work, peak usage, and
availability over time. Also like Task views, any customization made to the Resource views is
saved with the project file.
To see additional information about the resources listed in a particular Resource view or about
the tasks to which those resources are assigned, the Resource view can be displayed as part of
a combination view
The Resource Sheet displays information about each resource, such as the payment rate, the
number of work hours assigned, the baseline (planned) and actual cost, in a spreadsheet-like
format.
The Resource Sheet can be used to:
Enter and edit resource information.
Review the number of hours of work assigned to each resource.
Review resource costs.
The Resource Sheet can be customized or a new customized version can be created to make the
Resource Sheet fit the users needs exactly:
Change the information displayed.
Format individual information to call attention to it. For example, bold formatting can be applied to
a higher-than-expected cost and assign a different font to an overallocated resource.
For example, all overallocated resources can be formatted as italic text and increase the size of
all column titles.
Change the horizontal and vertical lines, called gridlines, to enhance the readability or clarity of
the Resource Sheet. For example, different line patterns and colors for column, row, and title
gridlines can be specified.
3.9.3.32
Resource Graph Views

The Resource Graph graphically displays information about the allocation, work, or cost of
resources over time. The user can review the resource information for one resource at a time, for
selected resources, or for a resource and the selected resources simultaneously. When both are
displayed, two graphs are visible --- one for the individual resource and one for the selected
resources --- so they can be compared.
The Resource Graph can be used to:
See which resources are overallocated and by how much.
Find out how many hours each resource is scheduled to work.
See the percent of capacity at which each resource works.
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Determine how much time a resource has available for additional work.
Review resource costs.
The Resource Graph can be customized to:
Display different resource information.
Display information for an individual resource and selected resources at the same time.
For example, all overallocated resources can be formatted as italic text and all legend labels as
bold text.
Change the units of time displayed to view the project at the level of detail required.
View usage information for a specific time period.
Control the type of graph displayed, such as bar, area, step, or line.
Change the patterns and colors of the graph, as well as the overlap between an individual bar
graph and a bar graph for selected resources that are displayed simultaneously.
Change the horizontal and vertical lines, called gridlines, to enhance the readability or clarity of
the Resource Graph. For example, different line patterns and colors for horizontal and current
date gridlines can be specified.
When the Resource Graph is applied the graph will show the Peak Units for the resource with the
ID number one. To view other resources in the plan use the horizontal scroll bar on the left side of
the screen to switch to the next resource. To review multiple resources at once apply a filter and
format the Resource Graph Bar Styles to show for Filtered resources.
To format the Resource Graph, select the Format menu and click Bar Styles. The dialog box
shown in Figure 469 displays.
475
Figure 469. Resource Graph Bar Styles dialog box
Filtered resources. By default the bar style is set to Dont show for both Overallocated
resources and Allocated resources. Select a bar style and the resources matching the
filter criteria will display in the graph. The Color and Pattern for the bar style is also set here.
Show values. Option is selected by default and shows the value for the Details field under
the X axis. Peak Units is the default field that displays for Details.
Show availability line. Option draws a line that represents the resources availability for the
date shown in the graph. The Color and the Pattern for the bar style is also set here.
Resource. By default the bar style for both Overallocated resource and Allocated resource
at set to bar.
Bar overlap. If more than one bar share the same time segment, the amount that the bar
overlap is controlled here. The number must be between 1 and 100.
To change the Detail field that displays on the X axis, select the Format menu and click Details.
A list of available fields is shown, only one field can be selected to display at a time.
3.9.3.33
Resource Usage Views

The Resource Usage view displays cost and work allocation information for each resource for a
specific time period. This view is covered under the Usage views section earlier on in this lesson.
476
Resource Information for Resource Usage and Resource Graphs Microsoft Project
Professional provides ten types of resource information that can be shown in the Resource
Usage and Resource Graph views. Specifically:
3.9.3.34
Peak Units maximum number of resource units assigned at any time during the time on
the minor timescale; if peak usage during the time period exceeds the maximum units
available for the resource it shows as overallocated. If the availability line is enabled, it
shows a line for the total amount of peak units available for the individual resource.
Work total amount of work scheduled during the time on the minor timescale; if the work
amount exceeds the resources available capacity it shows as overallocated. Availability line
shows possible work based on maximum units available at that time within the constraints of
the resource calendar.
Cumulative Work running total of work over time, including the work during the current
time period. There is no Availability Line available for this command.
Overallocation amount of work that exceeds capacity during each time period. There is
no Availability Line.
Percent Allocation percentage of capacity reflecting how much time the resource is
assigned to work for each time period; if percentage is greater than 100 for the entire time
period it shows as overallocated. The Availability Line is at 100%.
Remaining Availability amount of time a resource is still available before it is

overallocated; difference between total time available and time already allocated. The
Availability Line shows the possible work based on the maximum units available at that time
within the constraints of resource calendar.
Cost scheduled cost for the resource during each time period. There is no Availability
Line.
Cumulative Cost running total of cost over time, including the cost for the current time
period. There is no Availability Line.
Work Availability amount of work available.
Unit Availability number of units available.

Network Diagram
The Network Diagram displays tasks and task relationships as a network diagram or flow chart: a
box (sometimes called a node) represents each task, and a line connecting two boxes represents
the relationship between the two tasks. By default, the Network Diagram displays one diagonal
line through a task that is in progress and crossed diagonal lines through a completed task.
The Network Diagram can be used to:
Create and fine-tune the schedule.
Link tasks to specify the task sequence as well as determine start and finish dates.
Show completed, in-progress, and not-yet-started tasks graphically.
Assign personnel and other resources, such as equipment, to specific tasks.
477
To make the Network Diagram fit the users needs exactly, it has a significant amount of
customizing functionality. It is possible to:
Display in each Network Diagram box the most important task information. For example, instead
of displaying the scheduled start and finish dates, the work and the cost can be displayed.
Assign a different border style to tasks of a certain type.
Change the appearance of the lines that connect Network Diagram boxes and prevent them from
coinciding with page breaks.
For example, all summary tasks can be italicized and all milestone tasks can be formatted as bold
text.
Change the view of the Network Diagram to display more or fewer boxes, so that more of the
project can be seen at once.
Align Network Diagram boxes to give them an orderly appearance.
When the project is saved, the customized view is also saved with the project.
To display additional information about the tasks on the Network Diagram or the resources
assigned to those tasks, the user can choose to display the Network Diagram in the upper pane
of a combination view.
3.9.3.35
Network Diagram Formatting Box Styles

As in the Gantt Chart, the Box Style dialog box can be used to format types of tasks in the
Network Diagram. Select the Box Styles command in the Format menu to display the Box
Styles Dialog box (Figure 470).
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Figure 470. Box Styles dialog box for Network Diagram
Style Settings For section of the dialog box, the user can select the category of tasks to be
formatted. If multiple categories of tasks are selected, the attributes of all the categories of
selected tasks can be changed simultaneously. The Preview section displays how the node
will look with the currently selected settings. If multiple categories of tasks are selected, the
preview will be blank.
Set highlight filter style option allows the user to preview the highlight filter style for that
particular task category. It also changes the options below to those of the highlight filter style
and allows the user to customize the style by changing those options.
When entering the task ID, the Show data from Task ID option allows the user to view that
tasks information with the currently selected formatting options.
Data template drop-down list the user can select the data template on which the selected
task type is based. Data templates setup predefined groups of fields to be displayed inside
nodes. Data templates will be discussed in more detail in the next topic.
This dialog box also contains options for formatting borders and backgrounds for the nodes.
There are also toggles for displaying vertical and horizontal gridlines within a node.
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3.9.3.36
Network Data Templates

Data templates allow the user to set up predefined groups of fields to display in the Network
Diagram nodes. It is possible to import and create data templates in the Data Templates dialog
box. To access the Data Templates dialog box (Figure 471), click the More Templates button in
the Box Styles dialog box.
Figure 471. Data Templates dialog box
3.9.3.37
Creating New Network Data Templates

To create a new data template, click the New button in the Data Templates dialog box to display
the Data Template Definition dialog box (Figure 472).
480
Figure 472. Data Template Definition dialog box
The name of the new template is entered into the Template Name field. Below the template name
is the Format Cells section. This section is a preview pane, which displays actual task
information in the preview. The number of rows and columns, cell width and blank cells can be
formatted by using the Cell Layout dialog box (Figure 473). Clicking the Cell Layout button
displays the following dialog box:
Figure 473. Cell Layout dialog box
481
Network Diagram nodes are divided into cells similar to cells found in a spreadsheet. Each cell
displays a field. The Cell Layout dialog box enables the user to select the number of cells to
display in a node. A node can contain anything from 1 to 16 cells. In other words, it can be
anywhere in size from 1 column by 1 row to 4 columns by 4 rows. The Cell Layout dialog box
also enables the user to change the cell width (anywhere from 50% to 400% of the standard size)
and allow blank cells to merge.
In the Data Template Definition dialog box the user chooses the fields they wish to display in
each cell. To do so, click on the desired cell, click the down arrow, and select the field from the
drop-down list. It is also possible to type the Field name in the cell.
After the fields to display have been chosen, options for adjusting fonts, lines per cell, horizontal
and vertical alignment, displaying labels, and adjusting date formats for fields that display dates
can be selected. To add the new data template to the list of available templates in the drop-down
list, click OK.
Each individual cell can be formatted separately from the rest. For example, the text in some cells
can be formatted with Times 11 pt, Bold fonts and others with Tahoma 8 pt, Italic. As in other
Microsoft Office applications, multiple cells can be formatted at the same time by selecting the
cells and holding down the Ctrl key.
The Data Templates dialog box also enables the user to copy, edit, import, and delete templates.
If a data template is deleted, it cannot be recovered. Nodes that are based on a deleted data
template will revert back to the default template.
Microsoft Project Professional ships with two Network views, Network Diagram view and
Descriptive Network Diagram view.
3.9.3.38
Formatting Individual Network Nodes

Similar to the way Microsoft Project Professional allows the user to format Gantt Bar styles and
Gantt Bars, Microsoft Project Professional also allows the user to format individual nodes. The
Format Box dialog box (Figure 474), which is available on the Format menu is used to do this.
482
Figure 474. Format Box dialog box
As Figure 474 shows, this dialog box is similar to the Box Styles dialog box. The only differences
are that there are no options to select the category of task, set the highlight filter style, or select a
task ID to display in the Preview section. All other options work similarly to those found in the
Box Styles dialog box.
Individual node formats can be removed by clicking the Reset button. This causes the node to be
formatted in the default style for the task type.
3.9.3.39
Network Diagram Layout

The Layout dialog box enables users to have control over the layout of a projects nodes, via the
Layout dialog box (Figure 475). To display this dialog box, choose Layout from the Format
menu.
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Figure 475. Network Diagram Layout dialog box
As Figure 475 shows, the first option of the Layout dialog box, Layout Mode, allows the user to
choose between automatic and manual positioning. Automatic positioning positions nodes at all
times and does not allow the user to manually customize a nodes position. Manual positioning
allows the user to position nodes as they want. When manual positioning is selected, Microsoft
Project Professional never moves nodes of its own accord.
If the user were to go from using manual layout mode then switch to Automatic, all manual layout
would be lost.
In the Box Layout section the user can choose from seven node layout schemes. The available
schemes are as follows:
Top Down From Left. The default layout scheme, which starts laying out nodes from the
upper left corner.
Top Down by Day. Lays out nodes starting from the upper left corner, but groups tasks
starting on the same day within the same column.
Top Down by Week. Lays out nodes starting from the upper left corner, but groups tasks
starting in the same week within the same column.
Top Down by Month. Lays out nodes starting from the upper left corner, but groups tasks
starting in the same month within the same column.
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Top Down Critical First. Lays out nodes from the upper left corner, but lists critical nodes
first, then lists all other nodes.
Centered From Left. Lays out nodes from the center left, and expands evenly up and down
while flowing to the right.
Centered From Top. Lays out nodes from top to bottom, expanding evenly to both the right
and to the left while flowing down.
The other options found in the Box Layout section of the dialog box deal with node layout within
the virtual grid which overlays the Network Diagram. The virtual grid can be thought of as a set of
rows and columns that covers the entire Network Diagram. Rows and columns overlap in virtual
cells. A virtual cell can generally be thought of as the space in which one node resides, although
more than one node can exist in a virtual cell. Microsoft Project Professional allows the user to
control the alignment of nodes within the virtual cell, the spacing between the cells, and the size
of the cells.
To control the alignment of nodes within virtual cells, Microsoft Project Professional uses the
following two options:
Row Alignment This option affects the vertical alignment of the node within the virtual cell.
Available options are Top, Center, and Bottom.
Column Alignment. This option affects the horizontal alignment of the node within the
virtual cell. Available options are Left, Center, and Right.
To control the spacing between virtual cells (or more accurately the white space between rows
and columns) Project 2003 uses the following two options:
Row Spacing. This option ranges from zero to 200. Each number represents one pixel
when the zoom setting is set at 100%. The default for this option is 40.
Column Spacing. This option ranges from zero to 200. Each number represents one pixel
when the zoom setting is set at 100%. The default for this option is 60.
The size of virtual cells is dependent on the row and column in which it resides. It is set via the
following two options:
Row Height. This option sets the vertical size of a virtual row. There are two available options.
The default, Best Fit, allows each virtual row to be a different height with the tallest node residing
in the row determining the row height. The other available option, Fixed, sets all rows to the same
height with the tallest node in the diagram determining all row heights.
Column Width. This option sets the horizontal size of a virtual column. The default, Best Fit,
allows each virtual column to be a different width with the widest node residing in the column
determining the column width. The other available option, Fixed, sets all columns to the same
height with the widest node in the diagram determining all column widths.
The three other options in the Box Layout section are listed below:
Show summary tasks. This option shows summary tasks. It is the same setting as that found by
selecting the Tools menu, clicking Options and selecting the View tab. It is simply replicated
here for ease of discovery.
485
Keep tasks with their summaries. This option allows the user to choose whether summary
tasks or predecessors should take precedence when nodes are laid out. If this option is checked,
Microsoft Project Professional will position nodes in relationship to their summary tasks over their
predecessors. Not checking this option does the opposite. This option comes into play when a
task in a link chain has a predecessor that belongs to a different summary task; this option is
grayed out if Show Summary Tasks is not checked.
Adjust for page breaks This option keeps nodes from breaking across pages. It is on by
default.
Below the Box Layout section is the Link Style section. Here the user can choose between
Rectilinear or Straight links. The user can also choose to not display links and to display link
labels. Link Labels show the type of link. (that is, SF, SS, etc.)
The next section is the Link Color section. Here the user can choose between manually setting
the link color for non-critical and critical tasks, or allowing links to be the same color as the
preceding nodes border color.
The final section of the Layout dialog box is Diagram Options. Here the user can set the
Network Diagram background color and pattern. The user can also choose options to show page
breaks, mark in-progress and completed tasks, and to hide all fields within a node except ID. It is
important to note that internally, choosing the option to hide all fields except for ID applies a
hidden internal template to all nodes. This template does not show up in the list of data templates.
For all practical purposes, it is a part of the Network Diagram view.
3.9.3.40
Manual Layout Mode Extras

When manual layout is selected in the Layout dialog box, there are some extra options that
become available. These options allow the user to manually lay out some nodes while
automatically laying out others, and automatically lining up nodes. The following commands are
accessed by right clicking a node selection.
Layout Selection Now. Microsoft Project Professional allows the user to manually layout some
nodes while it selectively lays out other nodes automatically. To have Microsoft Project
Professional automatically arrange nodes, select the nodes, right-click the mouse, and choose
Layout Selection Now.
When this is done, Microsoft Project Professional internally calculates the layout of the entire
project, but then moves only the selected nodes to their positions.
Layout Related Tasks Now. This command allows a selected node anywhere in the diagram to
have its predecessor tasks lined up to it. This also works for summary tasks and their subtasks.
The Align option means that selected nodes can be lined up with other selected nodes. To do
this, Microsoft Project Professional uses the first node selected (also called the master node) and
aligns all other selected nodes to it. This is done by right-clicking with the mouse and choosing
Align when multiple nodes are selected. The following options appear:
Lefts. Changes the X coordinate of the upper left corner of each node to that of the master node.
Centers. Changes the X coordinate of the center of each node to that of the master node.
486
Rights. Changes the X coordinate of the upper right corner of each node to that of the master
node.
Tops. Changes the Y coordinate of the top left corner of each node to that of the master node.
Middles. Changes the Y coordinate of the center of each node to that of the master node.
Bottoms. Changes the Y coordinate of the top right corner of each node to that of the master
node.
Using the Align command can potentially cause nodes to overlap. As a result, users might think
that nodes have been deleted. Actually, the nodes still exist, they just overlap. If tasks still exist in
another view, they should also exist in the Network Diagram view.
Viewing Summary Tasks like summary tasks in other views, summary tasks in the Network
Diagram are affected by the options found on the View tab under the Tools menu select
Options. Note that these settings are specific to each view. In other words, settings for one view
do not affect other views. When the View tab is displayed while in the Network Diagram view,
the Indent Name and Show Outline Number are both grayed out. This is because these options
are not available in the Network Diagram view.
3.9.3.41
Printing Network Diagrams

Printing the Network Diagram is essentially the same as printing other views in Microsoft Project
Professional. Regardless of the background color and pattern chosen for the view, Microsoft
Project Professional only prints the Network Diagram with a white background.
Legends for the Network Diagram are dependent on the settings made in the Box Styles dialog
box. Any changes to the nodes are reflected in the printed legend.
One scenario that is fairly unique to Network Diagrams occurs when attempting to use the Fit to
option located on the Page tab in the Page Setup dialog box (File menu/Page Setup). When
this option is set, the Adjust For Page Breaks option (found in the Layout dialog box) is
disabled. This may cause nodes to break across pages if attempting to fit to more than one page.
To work around this issue, set the option to fit to the desired pages to see the scaling units used.
Then manually adjust the scaling units to this amount while making sure Adjust For Page
Breaks is enabled. This may require the user to adjust the scaling units to ensure only the
desired amount of pages is used.
3.9.3.42
Filtering in the Network Diagram View

In the Network Diagram view is the ability to filter. Task filters can be applied in the Network
Diagram view just as they can be in any other task view. There are no special filters for Network
Diagrams.
3.9.3.43
Displaying Task Chains in Network Diagrams

One of the powerful features that filtering allows is the ability to display a link chain of tasks. This
can be done by holding down the SHIFT key and selecting the first task in the chain that needs to
be displayed.
487
A link chain can be even more clearly displayed by splitting the screen so that the top pane
displays the Network Diagram view and the bottom pane displays the Gantt Chart view (Figure
476). Selecting the first chain task in the Network Diagram while holding down the SHIFT key will
list all tasks in the link chain in the Gantt Chart.
Figure 476. Network Diagram Link Chains
Copying Views from The Global File
3.9.3.44
The global file, Global.mpt, is a special template file. It serves two purposes:
It contains templates of calendars, views, and related information that each new project file
will copy and use.
It contains toolbars and macros that may apply to multiple projects.
Templates from the global file are initially copied into a project when first used. The Calendar
view, for instance, is not copied into a new project until that view is set or edited for the first time.
The Gantt Chart view (or whichever view is set as default) is copied when the file is first created.
Once a view or calendar (or any other item) from the global file has been copied into a project file,
it is no longer dependent on the global file in any way. All information relating to that view is now
saved in the individual project. Any editing or formatting is applied to the view in the individual
project and the template in the global file is unaffected.
Example 1 project1 is created and the Task Sheet view applied. The default text style for
Summary tasks in the Task Sheet view is Regular, but for Project1 we change it to bold.
488
Project2 is then created and the Task Sheet view applied. The text style for Summary tasks in the
Project2 Task Sheet is still regular, because the change made to Project1 did not affect the
Global.mpt file.
Example 2 project1 is created and the Standard Calendar is specified as the project calendar.
The Standard Calendar is edited to make March 26, 2002 a nonworking day.
Project2 is then created and the Standard Calendar is specified as the project calendar. The
Standard Calendar for Project2 still shows March 26, 2002 as a working day, because the change
made to Project1 did not affect the Global.mpt file.
When started, Microsoft Project Professional looks for the global file in the users Microsoft Project
Professional language directory (c:\Documents and Settings\<username>\Application
Data\Microsoft\MS Proj\1033). A second copy is stored in the program directory under the its
language folder (C:\Program Files\Microsoft Office\Office10\1033)
If the Global.mpt cannot be found then the Windows installer will reinstall the file from the
installation media or network share.
If the Global.mpt file has to be replaced, either with the copy or reinstalled, then any
customization done will be lost.
The Organizer
3.9.3.45
Views and other items can be moved between project files, including the global file, using the
Organizer dialog box.
To access the Organizer dialog box
Select the Tools menu and click Organizer.
OR
1. From the More Views dialog box click the Organizer button.
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Figure 477. Organizer dialog box
The Organizer dialog box (Figure 477) provides options for renaming views, copying them from
one project file to another, or deleting them altogether.
Because information can be copied into the global file in the same manner as other files, users
are able to add templates of views, tables, etc., to their global file. These templates will then be
available to all projects using the same global file.
To replace a view in a project file with the default from the Global.mpt
1.
Select the View tab.
2.
Select the view name from Global.mpt file (left-hand window, notice the name of the source file
is listed above the view list). The filename can be changed using the drop-down list directly
under the view list titled Views available in.
3.
Click the Copy button. A warning dialog box will display, as shown in Figure 478.
Figure 478. Alert when copying a view with a duplicate name
490
As noted earlier, if the global file is read-only, upon exit (and assuming changes have occurred to
the global file such as a toolbar item, a macro change, or a change made via the Organizer), the
user is informed that no changes can be written to the global file, and they are provided with a
dialog box for saving the global file under a different name.
There is no way to force a save to the global file during a Project session. Changes are saved
only upon exiting.
3.9.3.46
Working With Views

Questions
1. How do you show or hide the Details column in a Usage view?
2. Which factors control which timephased fields are listed in the Details shortcut menu (when
you right click in the Details column)?
3. In the Detail Styles dialog box Usage Details tab, what is the purpose of the All Task Rows
or All Resource Rows items and the All Assignment Rows item?
4. What are some uses of the Assignment field in a Usage view?
5. Does the Edit Fill command function in the timephased grid of a Usage view?
6. If you select one or more cells containing nonzero work in a task timephased row in the Task
Usage view and press the Insert key, what happens and what is the term that describes the
result?
7. What happens if you try to delete an entire task, resource, or assignment record that contains
nonzero Actual Work?
8. If you edit the Name field for an assignment record in the Task Usage view, does it rename
the resource or does it assign a different resource to the task?
9. Can you do this in the Resource Usage view as well?
10. What information is required to create a new single view?
11. Under what conditions will nonworking time NOT display in the timescale?
12. Using the Gantt Chart Wizard changes settings in what dialog box?
13. What is z-order and how can you change it?
14. How is the Show forTasks column used to format Bar Styles?
15. In the Network Diagram view, is it possible to set the Layout to manual and still have Project
2003 do some auto layout for you? If so, how?
16. Can nodes in a Network Diagram be grouped or sorted by time? If so how?
17. In the Network Diagram view, what is a task chain and how do you show it>
18. What is PERT Analysis?
19. How do you access a PERT Analysis view?
20. Can you sort the assignment records in a Form view?
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Answers
1.
To show or hide the Details column in a Usage view select Detail Styles, then select Usage
Properties tab and enter Yes or No in the Display details header column.
2.
The factors that control which timephased fields are listed in the Details shortcut menu
comes from the Show in menu option, plus any additional fields selected form the Usage
Detail tab under Detail Styles,.
3.
All (task, resource or assignment) Rows, are not real fields, but are used to format cell
patterns for an entire category of timephased fields.
4.
Some uses of the Assignment field in a Usage view are:

o
Display assignment information on a task or resource that can be added, edited, or

deleted. Such as updating individual assignment information.
Creating custom contours.
5.
Yes the Fill command from the Edit menu does function in the timephased grid of a Usage
view.
6.
If you select one or more cells containing nonzero work in a task timephased row in the Task
Usage view and press the Insert key, zero work will be inserted into those cells and the cells
with work will be moved to the right, the term is called a split.
7.
If you try to delete an entire task, resource, or assignment record that contains nonzero
Actual Work the record is deleted.
8.
If you edit the Name field for an assignment record in the Task Usage view, if the resource
name exists in the plan then the old resource is replaced. If the name does not exist then a
new resource is added to the plan and replaces the old resource on the task.
9.
Yes, you can do this in the Resource Usage view as well.
10.
The information required to create a new single view is the screen and filter for any new view,
table and group for most all other single views.
11.
The conditions that keep nonworking time from displaying in the timescale is
o
The option Do Not Draw is selected
The timescale is zoomed out to where the nonworking time cannot draw, as when
weeks only are being displayed and weekends are nonworking.
12.
Using the Gantt Chart Wizard changes the settings in the Bar Styles dialog box.
13.
Z-order is the position an object has within a drawing layer plane. You can move objects
forward and backward but the order does not change.
14.
The Show for Tasks column is used to identify what kind of task is represented by the Gantt
bar.
15.
Yes, it is possible to set the Layout to manual and still have Project 2003 do some auto layout
for you. Select a node or nodes and right clicking displays a set of commands:
o
Layout Selection
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Layout Related Tasks
Align
16.
Yes, nodes can be grouped or sorted by time. Select the Format menu , click Layout and
from the Arrangement drop-down list select group by day/week/etc.
17.
A task chain is all the successors for a selected task. Select the node while holding down the
Shift key.
18.
PERT Analysis is Optimistic, Expected, and Pessimistic views of a project plan.
19.
To access a PERT Analysis view
20.
First display the PERT Analysis toolbar.
Enter Optimistic, Expected and Pessimistic duration for tasks.
Run the PERT Analysis macro.
View the resulting views using the view buttons from the PERT Analysis toolbar or
More views.
No, you cannot sort the assignment records in a Form view, only the task or resource
records.
493
Printing Views
3.9.4
The Print command in Microsoft Project Professional is available from the File menu, as well as
in the form of a button on the default Standard toolbar, which is shown in Figure 479.
Figure 479. Print button on the default Standard toolbar
When the Print command is activated, the Print dialog box appears as shown in Figure 480.
Figure 480. Print dialog box
It is possible to move to the Print Preview dialog box, directly from the Print dialog box by
clicking on the Preview button as indicated above.
The following summary describes each option and its function.
Properties. Displays the printer Document Properties for the specific printer. Depending on
the brand, model, and printer driver version on the system this dialog box will contain
information specific to the installed printer. Any changes made in this dialog box may affect
other applications on the system. Figure 481 is the alert below will remind the project
manager.
494
Figure 481. Alert when the Properties button is selected
3.9.4.1
Print range. The Range option determines which pages of the view or report will be printed;
all pages, or a specified range. These options are available for every view and report.
Timescale. The Timescale option determines which dates will be included in the view or
report; all dates between the start and finish of the project, or some other specified range.
Selecting the Print left column of pages only option, causes Microsoft Project Professional
to print only the left-most pages of a multi-page printout. All Timescale options are disabled
for reports and non-timescale views.
Manual page breaks. If this option is selected (default), Microsoft Project Professional will
send a form feed command to the printer when a manual page break is encountered.
Clearing this checkbox causes Microsoft Project Professional to ignore any manual page
breaks.
Number of copies. Allows the user to specify the number of copies to be printed for each
page of the view or report.
Page Setup Dialog Box
The Page Setup dialog box is a tabbed dialog box available through the File menu. The Print
Preview window and Print dialog box are available directly from every tab of the Page Setup
dialog box as shown in Figure 482.
Page tab. Orientation and Scaling.
The Page tab is the first tab listed in the Page Setup dialog box and is available for all views and
reports.
The Page tab contains options for paper size and scaling, in addition to the standard orientation
settings.
495
Figure 482. Page Setup dialog box
The Options in this dialog box perform the following functions:
Orientation. The portrait or landscape setting is saved independently for every view and
report. This option is not available through Page Setup for some printer drivers. For such
printers, the orientation must be set through the Print Setup dialog box.
Scaling. The Scaling options are available for all printers. Scaling enables the total print job
to be enlarged or reduced. The scaling percentage must be between 10% and 500%. If a
value for the scaling percentage outside this range is entered, an alert is displayed when the
OK, Print, or Print Preview buttons are clicked. The alert is shown in Figure 483:
Figure 483. Alert shown if incorrect percentages are entered into Page Setup dialog box
Adjust to: This option enables users to set a scaling factor for the printed view or report as a
percentage of the normal printout size.
Fit to: This option enables users to scale a printout to fit either a certain number of pages
wide or a certain number of pages tall. Microsoft Project Professional will always
automatically calculate one of these values, based on the other value entered.
496
The scaling that occurs is always based on the image size, not the page count, of the normal
printout. Microsoft Project Professional first determines the normal image size of the nonheader/footer portion of the page, and then scales down or up according to the user's
selection.
Example a user chooses Print while in the Gantt Chart and picks a specific range of
dates to print, April 5 to October 16 of the current year, and also selects a number of pages
to fit the printout to. Microsoft Project Professional first determines the extent of the Gantt
Chart's normal image based on the desired dates, and then scales according to the user's
entry. If we assume the extent of the normal image is 2.6 page areas across by 1.5 page
areas down, then:
User chooses:
Unscaled job
Project scales by:

100%
Final job is:

= 1.5 down x 2.6 across
= 2 down x 3 across (Project fills page)
1 page down
1/1.5 = 66%
= (1.5 * 66%) down x (2.6 * 66%) across

= 1 down x 1.7 across
= 1 down x 2 across (Project fills page)
1 page across
1/2.6 = 38.5%
= (1.5 * 38.5%) down x (2.6 * 38.5%) across

= .57 down x 1 across
= 1 down x 1 across
3 pages across
3/2.6 = 115%
= (1.5 * 115%) down x (2.6 * 115%) across

= 1.7 down x 3 across
= 2 down x 3 across
3.9.4.2
Other: Includes options for Paper Size and Page Numbering.

Page Restricted Elements
When Microsoft Project Professional builds a print image, there are some elements that must fit
entirely within the page. For example, if a Gantt Chart with a legend (Legend tab from Page
Setup set for Legend on Every page or Legend page) is being printed then the legend must be
within the printable area of each page. Other elements can span multiple pages, such as long
Gantt bars. It is possible to enter a valid percentage between 10% and 500% that creates an
image that is too large for the element, such as the Legend, to fit within the printable area of each
page. In that case, the alert shown in Figure 484 is displayed:
497
Figure 484. Alert if a page-restricted element won't fit within the printable page area
Fit to page: If you use the Fit to ... pages wide by ... tall setting then the scaling is calculated for
you, but never greater than 100%. For example, this setting cannot be used to enlarge an image;
a percentage greater than 100% must be entered.
If the Fit to ... pages wide by ... tall settings would have resulted in a percentage less than 10%,
then the alert shown in Figure 485 is displayed:
Figure 485. Alert if print image too large to fit the specified number of pages
498
3.9.4.3
Margins and Borders

The Margins tab displays (Figure 486) margin and border options for the view or report.
Figure 486. Page Setup dialog box - Margins and Borders tab
A small sample is displayed to show the effects of changing the dialog box settings. As the margin
settings are changed, the gridlines in the sample change accordingly.
The Borders Around options act as expected. The Outer Pages option is available only in the
Network Diagram view.
3.9.4.4
Headers Footers and Legends

The Header (Figure 487) and Footer tabs are identical and provide the options for header and
footer text styles and positioning.
499
Figure 487. Page Setup dialog box Headers tab
Alignment of header and footer text is controlled by placing the text in the appropriate Left,
Center, or Right alignment tab. Microsoft Project Professional allows up to three header lines,
one footer line, and three legend lines, depending on the view or report being printed.
Headers can have five rows, and footers and legend text can have three rows. The ENTER key
can be used to get to the next row in the Page Setup, Header, Footer, and Legend tabs.
Print codes can be used to print project variables and they are displayed as &[code], where code
is a descriptive word rather than a letter (similar to Microsoft Word). The code for company
name, for example, appears as &[Company]. Buttons are available for five of the most commonly
used printer codes, while the rest are available from a drop-down list (in the order listed below):
Button/List
Code
Project Variable
&[Page]
Printed page number
&[Pages]
Total number of printed pages
Project Title
&[Project Title]
Title of project from Summary Info
Company Name
&[Company]
Name of company from Summary Info
Manager Name
&[Manager]
Name of manager from Summary Info
Project Start Date
&[Start Date]
Project start date
Page Number
Total Page Count
500
Button/List
Code
Project Variable
Project Finish Date
&[Finish Date]
Project finish date
Project Status Date
&[Status Date]
Project Current Date
&[Current Date]
Current date from Summary Info
View Name
&[View]
Name of view being printed
Report Name
&[Report]
Name of report being printed
Filter Name
&[Filter]
Name of filter currently applied
&[File]
Name of project file
File Name and Path
&[File Name and Path}
Name of project file and its path
Last Saved Date
&[Saved Date]
Date file was last saved
&[Date]
System date when printed
&[Time]
System time when printed
Subject
&[Subject]
User entered in Summary tab in the File Properties

dialog box
Author
&[Author]

dialog box
Keyword
&[Keyword]

dialog box
File Name
System Date
System Time
Picture
Insert a Picture from a file. You can also paste

pictures in directly.
After selecting the code from the list, selecting the Add button places it in the header/footer.
The formatting for dates is pulled directly from the Date Formats setting in the View tab of the
Options dialog box. Time formats use the formatting from the Windows Control Panel
International settings.
The Text button
brings up the Font dialog box from the Format menu, allowing you to
change the font for the selected Alignment tab. In Microsoft Project Professional, you can select
a different font for each line of each Alignment tab in the header, footer, and legend, as well as
the legend labels.
Note Headers and footers have rich edit support, including separate formatting for substrings and
inserting pictures from files or pasting them into headers and footers.
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Legend tab
3.9.4.5
The Legend tab (Figure 488) is similar to the Header and Footer tabs, but includes options for
legend placement and legend text width. The Legend tab is disabled for views or reports that do
not support legends.
Figure 488. Page Setup dialog box Legend tab
Legend on: These options determine where the legend is placed.
Every page. Selecting this option causes a legend to be placed at the bottom of every page
of the printout.
Legend page. Selecting this option causes the legend to be printed on a separate page at
the end of the printout.
None. Selecting this option results in no legend being printed.
Width: This setting controls the width of the legend text area. The number displayed is in
units of inches or centimeters, dependent upon the Windows Control Panel International
settings. It will accept values between 0 and 5 inches or between 0 and 10 centimeters, in
increments as small as .001.
Legend Labels. Determines the look of the legend text. Clicking this button brings up the
Font dialog box from under the Format menu.
The contents of the legend comes from the bar styles definitions associated with the view
being printed. To remove bar style names from the legend without removing the bars from
the view, remove only the name from the name field.
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View tab
3.9.4.6
The View tab (Figure 489) contains the same five options for all views except Calendar and
Usage views, and is disabled for all reports.
The options control the printing of repeated columns, task or resource notes, and the skipping of
blank pages in printed views and reports.
Figure 489. Page Setup dialog box View tab
The options in the View tab provide the following features:
Print all sheet columns. Selecting this option causes all table columns to be printed,
whether they are visible on the screen or not. When this option is not selected (default) in a
timescale view, only the columns that are completely visible on the screen are printed. Any
columns that are even partially covered by the timescale will not be printed.
Print first N columns on all pages. Default is unchecked. Selecting this option causes the
first N columns of the current table to be repeated on every page of a multi-page print row (N
represents the user entered value). This allows you to place a reference column, such as ID
or Name, on every page to make the printout easier to understand. Only the first N number
of contiguous columns can be repeated; you cannot select non-contiguous columns to be
repeated.
503
Print notes. Default is unchecked. Selecting this option results in the printing of all task or
resource notes on pages following the normal printout. The notes are preceded by the task
or resource ID and Name. There is no control over the text format of the notes.
Print blank pages. Selecting this option (default) causes Microsoft Project Professional to
print all requested pages of a multi-page printout, even if they are blank. If this checkbox is
cleared, the printed pages will still be numbered as if all pages were present, but any that
are blank will not be printed.
Fit timescale to end of page. This setting continues to print the timescale to the end of the
last page whether or not there are tasks contained with in the timescale.
Figure 490. Print columns and row totals
Print column totals (Figure 490). This option is only available with Usage views. When this
option is checked on the View tab of the Page Setup dialog box, totals will be calculated in
memory and a row will be added to the printout, with totals for the timephased data as well
as for sheet data. The column totals will only be printed on the last page, but before any
notes pages. This option is disabled for all other views.
Figure 491 is example of column totals in a print preview.
504
Figure 491. Print Preview example of columns totals
Print row totals for values within print date range. When this option is checked, from the
View tab of the Page Setup dialog box, while printing a Usage view, a column will be added
to the printout, with totals for the time-phased data within the date range as specified in the
Print dialog box. The font for the totals row can be modified by changing the font for the
column headings. This option is disabled in all views expect Usage views.
Rich Edit Support
3.9.4.7
Microsoft Project Professional uses Rich Edit controls in the Header, Footer, and Legend text
area. This includes the following features:
Insert Picture. Use the Insert Picture button or the shortcut menu Picture command to
display the Insert Picture dialog box. You can also paste in a picture (that was copied
earlier) by using the shortcut menu Paste or Paste Special commands, or by using the
Ctrl+V keys.
Paste Special. The shortcut menu includes a Paste Special command. For headers,
footers, and legends, this only supports picture and text formats. Object formats are not
supported (such as a Microsoft Word document object) and paste link is disabled.
Font. Use the Font button

or the shortcut menu Font command to display the Font
dialog box. This includes font name, size, bold, italic, color, and underline settings. You can
also the Ctrl+B, trl+I, and Ctrl+U keys for bold, italic, and underline.
Cut, Copy, and Paste. Text and pictures can be cut, copied, and pasted. The commands
are available on the shortcut menu, or you can use the Ctrl+X, Ctrl+C, and Ctrl+V keys.
Header, footer, and legend shortcut menu The shortcut menu is displayed when you rightclick the area in the Left, Center, or Right tabs as shown in Figure 492.
505
Figure 492. Header shortcut menu
3.9.4.8
Insert Pictures
The Insert Picture button and the shortcut menu Picture command display the Insert Picture
dialog box (Figure 493).
Figure 493. Insert Picture dialog box
The Files of type is determined by the graphic filter files installed on the system.
3.9.4.9
Calendar Options
If you select Page Setup while in the Calendar view, you will notice that the View tab provides
different options for the Calendar view than it does for the other views.
506
Print options for the Calendar view (Figure 494) include: the number of months per page, the
timescale units, inclusion of preview months, and overflow information, among others.
Figure 494. Page Setup in Calendar view View tab
The Calendar print options behave as follows:
Months per page 1: Selecting this option causes a single calendar month to be printed on
every page.
Months per page 2: Selecting this option results in two calendar months being printed on
every page.
Note The following two checkboxes are available when either of the above two options are selected.
Only show days in month. This option displays dates in the date boxes for the calendar
month only. For example, if June starts on a Wednesday, the date boxes for Sunday through
Tuesday of that week appear without dates.
Only show weeks in month. This option displays dates in the date boxes for only the days
within the weeks in the printed month and only for weeks in the printed months. For
example, there are 4.5 weeks in June and 6 weeks can fit on page, only 5 weeks will print.
Print calendar title. Selecting this option causes the name of the month to be printed above
each month in the printout.
507
Print previous/next month calendars. Selecting this option causes small previews of the
month prior to, and the month following, the current month to be printed above each month
in the printout.
Weeks per page. Setting the number of weeks per page causes just that number of weeks
to be printed on each page, rather than a particular number of months. The height of the
weeks is scaled to fill the page.
Week height as on screen. Selecting this option uses WYSIWYG scaling to determine the
printed week height, and then based on this height, places as many weeks on each page as
possible.
Show additional tasks. These options determine how information is printed for tasks that
cannot be drawn on the calendar because of space limitations.
After every page. Tasks are listed after every page of the printout that they would have
been printed on if there were room.
After last page. All extra tasks are listed together after the regular printout.
Group by day: Tasks are listed under a date heading for each of the days on which the
tasks occur.
Print notes. Selecting this option results in the printing of all task notes on pages following
the normal printout, just as for other views. The notes are preceded by the task ID and
Name.
Print Wizard
3.9.4.10
In Microsoft Project Professional the Project Guide includes a wizard to help you format and print
a view as a report. The print wizard guides you through a series of steps that enable you to
format and print a report.
The Project Guide contains a print wizard that provides an easy method of formatting and printing
a view as a report. The wizard includes a series of steps that help you format the report, specify
page settings, and set other properties for printing.
Note This feature is intended to help print views as reports. It is not intended to assist in printing
the Reports available in the View menu.
To use the Print Wizard in the Project Guide, perform the following steps:
In the Report tab of the Project Guide, click Print current view as a report (Figure 495).
508
Figure 495. Printing using Project Guide
The print options might differ slightly depending on the view. The print options are based
on the data in the view and the possible reporting layouts. For example, if you want to
print the Calendar view, the first step will be to modify the sizing options. However, if you
want to print the Gantt chart, the first step will be to specify the number of pages.
The wizard will guide through 4 steps, allowing you to toggle back and forth between the
steps in the wizard to format a view exactly as you would like to print it. If you decide to
add more formatting to a view, you can go back to step 1 in the print wizard and make the
necessary changes.
Each step of the wizard contains the following options (Figure 496):
Print Preview. This option is available to the user in all steps of the printing wizard.
Selecting Print Preview button displays Print Preview screen (this screen can also be
accessed by selecting Print Preview from the Print dialog window or by clicking
from the standard toolbar).
button
Print. Selecting Print button at any step of the wizard will display Print dialog box (which
can also be accessed by selecting File and then Print, or by pressing
standard toolbar).
button from the
Save and go to Step#. Selecting this option, saves the changes and takes user to the next
step.
Done. Selecting this option, returns user to the Report view, completing all steps of the
wizard to finish and generate the output (Figure 495).
509
Figure 496. Specify Number of Pages (Step 1)
Note: The Print Report Wizard does not store your format and printing settings for each of the views
you print. If you run the Wizard for the same view more than once, all settings will return to default
each time it is run.
Views that Cannot be Printed Using the Print Wizard there are several views that cannot be
printed using the Print Wizard, which are:
Relationship Diagram.
Resource Form.
Resource Name Form.
Task Details Form.
Task Form.
Task Name Form.
Spit Pane Views.
If you attempt to print any views mentioned in the list above, you will receive an error message in
the side pane specifying that you cannot print the information in the current view. The error
message is shown in Figure 497.
510
Figure 497. Project cannot print current view
When you see this error message, select another view to print, and click Apply this View.
3.9.4.11
Printing Lab
Questions
1. What is the maximum number of fonts that can be used in the header?
2. What is scaling?
3. What is the difference between Adjust to and Fit to?
4. How can a user get into a situation where the print area is too small?
5. What are print codes?
6. How can the font for the legend be changed?
7. How can the font for the notes page be changed?
8. What does the option Print blank pages do?
9. With what view are the options Print row totals and Print column totals available?
10. Can pictures or objects be pasted into the header for a print job?
Answers
1. The maximum number of fonts that can be used in the header are five.
2. Scaling is the ability to enlarge or reduce the size of the total print job.
3. Adjust to asks the user to input the percent by which the print job should be enlarged or
reduced. Fit to allows the user to enter the desired result and Project 2003 will calculate the
percent by which to enlarge or reduce the job.
4. A user can get into a situation where the print area is too small by having a restricted element
511
(such as the legend) that is too large to fit with in the printable area of the page.
5. Print codes represent project variables such as Title and Author.
6. The font for the legend can be changed by selecting the Legend Labels button in the
Legend tab of Page Setup.
7. The font for the notes page cannot be changed.
8. The option Print blank pages, when selected, will cause pages in the print job that do not
have task information on them to print. This is important when trying to create a large picture
of a view using multiple letter size pages.
9. The options Print row totals and Print column totals are only available the Usage views.
10. Only pictures can be pasted into the header for a print job.
512
ANALYZING AND COMMUNICATING RESULTS WITH PROJECT WEB ACCESS
3.10
This module cover analyzing project schedule data and then communicating the results using the
capabilities of Project Web Access.
The previous module
Communicating Results With
Microsoft Project Professional page
371 covers the other aspect of
communicating project results when
using Microsoft Project Professional.
Project mangers are cautioned that
in many organizations that have
implemented an Enterprise Project
Management [EPM] solution,, they
may not be able to create their own
Project Web Access views.
Therefore for customized
communications they will need to
utilize the capabilities of Microsoft
There are two distinct types of
analysis that may need to be
performed on any group of projects
or resources and that is fully
supported by Project Web Access.
1.
Viewing Projects in the Project

Center.
2.
3.
4.
5.
Check in projects
6.
Viewing resource and

assignment data related to all
projects
7.
8.
9.
10.
Adjust actuals
11.
How to create and analyze a

portfolio model.
12.
How to create and understand

Portfolio Analyzer views.
Administrative Projects
Build a team for a project
Open a Master project from the
Project Center
View timesheet summary.

Approve timesheets
Understand the different
options for enterprise portfolio
analysis
The first type of analysis is used

to understand what is happening, what has happened, and what is planned to happen.
This analysis needs to be performed on a static group of project plans. This may be defined
as a sophisticated level of reporting. Typically the analysis needs to operate under a range of
parameters. For example, what are the total resource requirements for next month, what
projects is this group of people currently working on, and how much are we spending on the
testing phases of these projects? Data within the scope of the analysis should not change
during the analysis to provide a stable platform for informed management decision-making.
The second type of analysis is dynamic. It attempts to find out not only if and where
problems are occurring, but also what are the potential solutions. It is important to be able, for
example, to add new resources to those currently working on a group of projects or to be able
to move resources between tasks in a project or even between projects. The end results of
these analysis shows what is possible as opposed to what is currently planned. There are
many business reasons why this is important. For example, a CEO may need to know if s/he
has the resources available to deliver a new contract that he has an opportunity to bid for
(and if not what skills s/he may need to acquire) or there may be a need to bring in a project
to a specific date by utilizing other resources within the organization.
513
In both cases the prime driver for the analysis is typically defined by the key constraint(s), usually
resources within the organization, and even if the focus is cost, the key component of the cost
base of most projects is the cost of the people working on it.
Microsoft Office Project 2003 provides a mechanism for both these types of analysis. The first
type is performed by the Portfolio Analyzer.. This provides the user with the ability to slice and
dice through the project portfolio. This analysis is based on an OLAP cube. The second type is
supported by the Portfolio Modeler, which allows users to define, create and modify their own
specific groups of projects and to be able to define and change a set of business rules that
control where resources are allocated.
In fact, a third analysis mechanism available to users of Microsoft Project Professional the
Resource Substitution Wizard that does provides a modeling-oriented communications
function see page 158 for details. The difference is that it provides detailed task-level changes
that need to be implemented by the project manager for the benefits to be delivered. The process
can be applied at a high level, i.e., across multiple project plans, or at a single project level. The
two functions defined here operate on a reporting and executive analysis level only.
The Project Center and Resource Center of Project Web Access also provide information that
Project Server Users can utilize to evaluate the status of first individual project plans and second
individual resources. The difference between these views and the Portfolio Analyzer is the type of
information that can be displayed. The Project Center views are the current status of the
Published Version of some or all of the Enterprise project plans. The Resource Center views are
the resource status, most importantly the resource availability as of the last time the information
was generated.
The Projects Page
3.10.1
The Projects page, also known as the Project Center, is a listing of the projects that a specific
user has permissions to see. You can group and sort the listing to view various rolled-up data
about all projects in your view, or you can view detailed information about a particular project
without having to open Microsoft Project Professional. You can perform particular functions for
particular projects as well. For instance, a project manager may be viewing all of the overall
characteristics of their projects, or check-in a project that was stranded on Project Server. A team
member may want to look at the detail of all related tasks for one of their projects, which they
cannot view on their tasks page. An executive may use the center to view the overall status of a
group of projects, perhaps in the IT department, and run the Portfolio Analyzer to make some
comparisons between projects. Users can view both summary and detailed information on this
page.
Figure 498 shows the Project Center when the user has permissions to view all projects. The
major activities on this page include:
View projects in Project Center. List of all projects a user has permission to see for analysis
and reporting.
View project details. See detailed task information for each project the user has permission
to see.
514
Analyze projects in Portfolio Analyzer. Pivot table and chart views using view tables
created from the OLAP cube (only available with enterprise features).
Model projects in Portfolio Modeler. Ability to do what-if scenarios using the view tables
(only available with enterprise features).
Create a new personal or shared to-do list. Enter a list of to-do tasks.
Manage my to-do lists. Modify and delete to-do list tasks.
To-do list options. Modify, delete, and promote to-do lists.
Check in my projects. Check in projects that have not been properly closed.
Manage Administrative Projects. Add or modify projects that for non-working or non-project
time.
Build Team. Choose a project and build a team for the project by adding or removing
resources from the resource pool available to work on the project.
Open projects. Open projects, including master projects, in Microsoft Project Professional if
the user has permission.
Figure 498. Project Center of the Projects page
3.10.1.1
Project Center
This view lists all the existing projects in the database the user has permission to see. The default
view, Summary, lists basic data about the projects and there are many other views the user may
select in Choose a view, including customized views the organization may have created.
515
One of the major purposes of the Project Center may be to group and sort information for all the
projects listed.
The column widths can be adjusted by hovering over the column dividers and dragging the
divider icon while holding the left mouse button. The column position can also be changed by
selecting the middle of the column header and dragging the column while holding down the left
indicates ascending or descending order. These settings will persist, so when the user logs on to
a new session the list will look the same.
Descriptions of the available features are discussed below.
Collaboration the upper section on the side pane called Collaboration allows you to
immediately access the risks, issues, project documents, and Windows Sharepoint Services
Home page(workspace) for the particular project you have selected. This differs from the
Issues, Risks, and Documents features listed on the menu bar which take you to a list of the
projects for risks, issues and documents. This is a quick and easy method to get you directly
to the function for the particular project you select.
The Collaboration selections are:
Track project risks. Takes you to the list the projects risks where you may work directly
with the risks.
Track project issues. Takes you to the list of the projects issues where you may work
directly with the issues.
Manage project documents. Takes you to the projects libraries where you can select
documents to work with.
Go to selected project workspace. Takes you to the Windows Sharepoint Services

Home page for the project. The project manager may list announcements and events
here, you may store your projects directory, and you can also go to issues, risks and
documents for the project from that workspace. The project team may use this
workspace for many functions to store information and communicate about the project.
View Options the View Options tab allows you show project information with or without
the following information:
o
Show time with date. Displays time as well as dates within date fields such as start
and finish.
Show to-do lists. Displays to-do lists in the Project Center if selected.
Show outline levels. Displays the outline level selected.
Filter, Group, Search Options the Filter,Group,Search tab allows you to sort and group data
using the following items:
Filter. Filters tasks by different criteria. The drop-down menu has a number of predefined filters
such as overdue tasks, completed tasks, and so on. Selecting the Custom Filter button from the
drop-down list enables the user to create their personalized filters. The Auto Filter check box
places drop-down lists at the top of the column headers within the task sheet. The user can then
filter on a particular value within one of the fields.
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Groups. Allows you to group tasks by the values contained in the various fields. Select the
groups from the drop-down menu.
Search. Searches for character strings within the task field grid. Input the criteria and then select
the Find Next button to cycle through the matches.
For more information on creating custom filters and groups, see About Filters topic page 374
and Applying and Defining Groups topic page 389.
If the organization has set default grouping or sorting selections for a view, the team member
will see them listed when the Filter,Group,Search tab is opened. The team member can
then change the default grouping or sorting selections to suit their needs.
If team members change the default settings, they can easily return to the pre-defined
defaults by clicking on the Revert button in the Filter, Group, Search tab as shown in the
Figure 499.
Figure 499. Using Revert to return to the default grouping
Note: f no specific groupings or sorting are pre-defined by the administrator, then the view is set to
no grouping and sorting default.
Action Bar Features
3.10.1.2
The Action Bar contains several features that the user may select to perform actions on the
Project Center or projects selected. The following lists the features available in the Action Bar.
Save Link. This button allows particular viewing, filtering, sorting, and grouping options to be
saved as a customized view. As desired views are obtained, clicking the Save Link button
will preserve the settings by creating a link in the navigation pane to the left of the project
grid. The link is named through the dialog box displayed when the Save Link button is first
clicked. If you have saved a link, you will see the feature, Organize your saved links at the
bottom of your side pane. The Save Link button and Organize your saved links work the
same as in other views
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Build Team. The Build Team function allows the user to add resources from the resource
pool to a particular project without having to open a project in Microsoft Project Professional.
This allows the user to add the resources as part of the team, but not to particular tasks on
the project itself. For more information, see the Build Team section later in this document.
Edit Project Details. This feature allows editing of enterprise project outline codes that have
been defined for the project if the user has permission. Only enterprise projects (those that
have been saved to the database using Microsoft Project Professional) can be edited. If the
project selected is not an enterprise project (such as a to-do list), when the button is clicked,
an error message will display allowing the user to go back and select again. Figure 500 will
display when an enterprise project is selected:
Figure 500. Editing project details
In this example, the enterprise custom fields displayed were defined in Microsoft Project
Professional. The first five fields have lookup tables defined and so drop-down lists are
available for selecting valid values. The last field accepts numeric data. Save and Close
commits the edits to the project plan and returns the user to the Project Center page. Go
back to Project Center returns to the previous page without saving changes.
Note: If the incorrect data type is entered into a field, no error message displays and the incorrect
value is discarded.
Note: As noted on the screen, all other project level information must be edited in Microsoft Project
Professional.
Open. This feature is used when more detailed information is needed than the selectable
views provide. Highlighting the row containing the project to be opened and then clicking the
Open button will open the project in its entirety in Microsoft Project Professional. Microsoft
Project Professional must be installed on the users machine for this option to be available
and the user must have permission to open project schedules.
You can also open a group of projects in Microsoft Project Professional to view a master
project of all the projects chosen. You can select projects by clicking on a group heading or
selecting particular projects. See below for more information on opening master projects
from the Project Center.
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3.10.1.3
Zoom. There are two zoom buttons

used to change the time period of the
timescale in the Gantt chart. The plus symbol will show shorter time periods and the minus
symbol shows longer time periods.
Go To. This button

task.
will scroll the timescale of the Gantt chart to the start of the selected
Viewing Tasks Through the Hyperlink

Each of the project names listed is an active hyperlink that will open a page listing that projects
data (Figure 501).
Figure 501. Hyperlinks to project data
It may be that the views at this level provide all the data that is required; certainly this is true for a
number of roles within the organization. It is possible to view the current status of the project
percentage complete, planned and baseline start datesin fact, any task field can be seen, even
those using graphical indicators as long as the fields have been defined for the view by the
Project Server administrator.
If further detailfor example, task level detailis required for any project, this can be initiated by
clicking on any of the project names in the list. The administrator can also define additional views.
Each users ability to see the data is dependent on their own specific security specification. Upon
clicking a project hyperlink, the View A Project page displays. The project data will display using
the default Tasks Summary view. To select a different view, select from the Choose a view dropdown menu (Figure 502).
Figure 502. Choose a view drop-down menu
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Action Bar Features
3.10.1.4
The action bar contains several functions. Save Link allows you to save particular viewing,
filtering, sorting, and grouping options as a customized view save a view. See the Resource Page
lesson for more information about using the Save Link feature. From the action bar, you can also
link issues, risks and documents in this detailed project view. These functions are explained Task
Actions Menu Bar topic page 244. You can also use the Zoom in, Zoom out, and Go To Task
icons to move view the Gantt Chart more easily as described in Action Bar Features in the
Project Center section above.
View Options
3.10.1.5
Clicking on the View Options tab (Figure 503) provides two checkboxes that effectively provide a
level of filtering for the individual projects if they are expanded to a task level as described above
Figure 503. View Options
The View Options features are:
3.10.1.6
Show time with date. Displays time as well as dates within date fields such as start and
finish
Show Summary Tasks. This will either display the project summary tasks when the project is
expanded or not. Summary tasks are defined by having a Yes value in its Summary field in
the project. Summary tasks are displayed if the box is checked.
Show Tasks from to-do lists. This will either display tasks that have been added for to-do
lists or not. To-do tasks are displayed if the box is checked.
Filter, Group, Search
Clicking on the Filter, Group, Search tab (Figure 504) provides a level of filtering for the
individual projects if they are expanded to a task level as described above.
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Figure 504. Filter, Group, Search
The Filter, Group, Search tab options are:
Filter. This option allows you to filter tasks by different criteria. The drop-down menu has a
number of predefined filters such as overdue tasks, completed tasks, and so on. Selecting
the Custom Filter button from the drop-down list enables the user to create their
personalized filters. The Auto Filter check box places drop-down lists at the top of the
column headers within the task sheet. The user can then filter on a particular value within one
of the fields.
Custom Filter. This will display a dialog box where up to three filter criteria statements can
be entered. The OR operator will display the union of all criteria and the And operator will
display the intersection of the criteria.
Group By, Then By. Allows you to group tasks by the values contained in the various fields.
Select the groups from the drop-down menu.
Search For. This will take the user to the first instance of the text value entered in the Search
For field and will only search those fields identified by the In field. Find Next will move to the
next instance of the text value being searched for.
Analyze Projects in Portfolio Analyzer and Portfolio Modeler
3.10.1.7
These two features are available to users that have permission to View Portfolio Analyzer, View
Models, and View Project Center and belong to the category Organization. See Portfolio Modeler
page 556 and Portfolio Analyzer page 577 for details
Check In My Projects
3.10.1.8
Sometimes, a project is caught in a checked-out state if a computer connection is interrupted

while you are using Microsoft Project Professional with Project Server. This might be caused by
the following reasons:
Microsoft Project Professional crashes while the file is open.
Server connection is lost while the user is logged on and the file is open.
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A laptop is disconnected from the network while the file is open.
You perform an ungraceful shutdown of Microsoft Project Professional, such as by clicking

the close button (X).
When any of the above-mentioned happens, the next time you try to open the project, the Open
from Microsoft Project Server dialog box shows that the project is checked out to you.
You can check the project in if the administrator grants you the Check in my projects global
permission that will allow you to work on your project as soon as you check it in. This helps
relieve the frustration of trying to find an administrator, especially after working hours, and also
helps relieve some overhead of the administration function.
Once the Project Server administrator has provided the permissions, group members (such as
project managers) can check in their own projects. However, users can only check in projects that
they have checked out themselves. You cannot check in a project that someone else has
checked out. If you need to update a project that someone else has checked out, and which
needs to be checked in, you must call the administrator.
To check in a project, perform the following steps:
1.
In the side pane of the Projects page in Project Web Access, click Check-In My Projects
(Figure 505).
Figure 505. Projects page: Check-in My Projects
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2.
A grid displays (Figure 506) showing projects that are checked out to you. Select the project
you wish to check in and click Check-In.
Figure 506. Projects page: Check-in My Projects Grid
Note: You can select Refresh to show all of the projects checked out since the last time you viewed
the page.
If you had the project open in Microsoft Project Professional and you access it again, you will see
the following warning message (Figure 507) specifying that you can not save the project to the
Project Server if you made any changes.
Figure 507. Projects page: Message if project has been checked in
3.10.1.9
Build Team
The Build Team feature allows project or resource managers to add or remove resources related
to a specific project schedules within the Project Center.
To use this feature:
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From the Project Center in Project Web Access, select a single project, and then click the
Build Team button as shown below (Figure 508).
Figure 508. Project Center Build Team
Note: To display the entire Enterprise Resource Pool click View All under Filtered Enterprise
Resources.
3.10.1.10
Add Enterprise Global Resources to a Project
If you want to add a resource to a project team, follow these steps:

1.
Use the Project Web Access Project Center Build Team function to add team members to a
project. (Figure 509).
Figure 509. Project Web Access Build Team from Enterprise Global Resource Pool Add Resource to Project
2.
In the Build Team page, select the names from the Filtered Enterprises Resources list and
click Add to attach them to the project.
This procedure does not assign resources to specific tasks. Team members are simply added as
resources within the project. The project manager makes specific task work assignments within
Note: The enterprise resources that display in the Filtered Enterprise Resources list may rely on the
Category settings that use the Resource Breakdown Structure (RBS) to determine the resources that a
project manager can add to a project team. If the project manager is not given permission to view all
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resources, the relative position of the project or resource manager to the team resources determines
whether the project manager can add a resource to the project team.
3.10.1.11
Remove Enterprise Global Resources from the Project
Use the Project Center Build Team function to remove a resource from the project team.
1.
Select the resource in the Resources in the project list.
2.
Click the Remove button as shown in (Figure 510).
Figure 510. Project Web Access Build Team from Enterprise Global Resource Pool Remove Resource from
Project
You cannot remove a resource that has updated or pending work. If you attempt this type of
change, the action is blocked and the following error message appears. You need to leave the
resource in the team, but you can zero out any remaining work they may have. (Figure 511).
Figure 511. Error in attempt to remove a resource with actual hours reported to a project
3.10.1.12
Replace a Resource with Another
The Project Web Access Build Team function also allows you to remove resources from a
project.
To do so, follow these steps:
1.
In the Filtered Enterprise Resources list, select a resource.
2.
Also select the resource in the Resources in the project list on the right.
3.
Then click the Replace button as shown in Figure 512.
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Figure 512. Build Team Replace Resources
This feature allows you to do a general substitution of a resource within the project with a
resource from the Enterprise Resource Pool. If you attempt to replace a resource that has
updated or pending actual work, then the action is blocked with the following error and you will
not be able to replace the resource. If you are trying to assign another resource to a particular
task, add the new resource, and then zero out the remaining work for the resource you are trying
to replace (Figure 513).
Figure 513. Error in attempt to replace a resource with actual hours updated to a project
3.10.1.13
Match Enterprise Resources
Project Web Access allows you to easily find resources within the Enterprise Global Resource
Pool that match the characteristics of the resource you select from the Resources in the project
list.
To find a matching resource,
1.
Select the resource in the Resources in the project list on the right.
2.
Click the Match button to search the Enterprise Global Resource Pool for resources that have
similar characteristics to the example resource (Figure 514).
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Figure 514. Build Team Match Resources
The Match function uses a combination of Enterprise Resource Custom Outline Codes that you
have established for your implementation. The Match function compares the codes marked with
Use this code for matching generic resources condition to find resources that equal all of the
characteristics of each resource.
3.10.1.14
Finding Specific Resources in the Enterprise Global Resource Pool
Project Web Access allows you to find resources that have specific characteristics. The following
example shows how you could create a query to find a business manager to assign to your
project (Figure 515).
1.
Expand Filter enterprise resources item to see the filter creation grid.
2.
From the pick list in the Enterprise Outline Code column, select a value, such as Skills.
3.
In the Test field, specify the value as Equals.
4.
From the pick list in the Value column, select a value, which in this example is
Management.Business Manager.
5.
Create additional columns to specify further criteria for the selection of a resource.
6.
Click the Apply Filter button to automatically search the Enterprise Global Resource Pool for
resources that match your criteria.
7.
From the left side of the dialog box, select the resource and use the Add or Replace functions
as appropriate.
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Figure 515. Build Team Filter Enterprise Resources
Note: You need to understand how your codes are configured in order to create meaningful search criteria.
All of the search and test values come from the Enterprise Resource Outline Codes your organization has
created.
3.10.1.15
How to Change the Booking Type for a Resource
Project Web Access provides a feature called soft booking that allows project managers or
resource managers to assign resources to a project in a draft mode. This means that the
resources are not permanently assigned to a project, but are proposed resources. Since the
booking is soft, timesheet entries will not be generated.
The main benefit of this feature is that it allows the project or resource manager to make choices
as the project is being planned. Project managers can look at various scenarios to decide
whether the resource should be assigned permanently to the project.
Key benefits of this feature include:
Proposed resources can be assigned to tasks without timesheets entries occurring on the
resource Tasks list.
The Proposed condition allows project and resource managers to simulate workloads while a
project is still in the proposal life cycle phase.
Project and resource managers can use combinations of Committed and Proposed
resource status to perform analysis when various projects are competing to use the same
resources.
Specific resources can be designated Proposed for one project and Committed for another.
When a Proposed resource is switched to Committed within a project schedule, the
resource will automatically receive task assignment messages the next time the project
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schedule is published.
The Proposed and Committed booking type can be used for Actual or Generic resources
attached to project teams.
Project and resource managers can use the Project Web Access Project Center Build Team
feature to change the Booking type status for resources.
To change the Booking type status for a resource in Project Web Access:
1.
In the Project Center, click Build Team.
2.
Select the resource for which the booking type status is to be changed from the Resources in
the project list.
3.
Click the Change Booking Type button.
This button toggles between proposed and committed (Figure 516).
Figure 516. Project Web Access Project Center Build Team Change Booking Type
3.10.1.16
Open a Master Project
Besides opening one project in Microsoft Project Professional, you can also open several projects
in Microsoft Project Professional at the same time, essentially creating a master project (also
known as a consolidated project). You can use this feature by performing the following steps:
Select two or more projects on the Projects page. You can select consecutive projects using
Shift + select or non-consecutive projects using the Ctrl + select. You can also select a group of
projects via the Enterprise Project Outline Code heading showing in the Projects page.
Click on the Open toolbar button as shown below (Figure 517).
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Figure 517. Projects page: Open non-consecutive projects in Microsoft Project Professional
Note: If you have selected a mixture of enterprise and workgroup projects you cannot open a master
project. Work group projects are non-enterprise projects, such as Project 2002 Standard projects saved to
the Project Server.
If you have selected valid projects, Microsoft Project Professional will open and the projects will
load and you will see a new project similar to Figure 518. If you have selected a project that has
been checked out, you can still open in the subproject as read-only.
Figure 518. Microsoft Project Professional: Master project example
Once you have selected the projects you wish to see in a master project, Microsoft Project
Professional will open with the list of projects as a non-saved project (such as Project 2).
Notice the icons in the figure above. The one with the exclamation mark is a read-only project.
The rest are read/write projects.
As with all master projects, you may expand the subprojects showing detailed tasks.
Selecting 10 or more projects if you have selected 10 or more projects (which can take
longer to open depending on the size of the projects) the following message (Figure 519) will
appear in Project Web Access prior to the selected projects opening in Microsoft Project
Professional.
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Figure 519. Message upon selecting 10 or more projects
You may make the following selections when you see the message:
If you select Read/Write, the project will open and you may makes changes in the projects.
It will also check out the projects in the Project Server database to you.
If you open Read Only, you can open the project to view reports, but you may not make
changes to any of the projects. The projects will not be checked out in the Project Server
database.
Cancel returns you to the Project Center.
Saving and Viewing Master Projects in Project Server you may save the master project if
you would like to refer to it again. You might want to make sure it is named so that people viewing
it on the Projects page can distinguish it easily from single projects.
You cannot view Project Views of a Master Project to display the detail of the subprojects. This
must still be done within Microsoft Project Professional.
3.10.1.17
Projects Page Lab
Questions
1.
How can you access a specific project (task level) view without clicking on the project name in
project center and choosing from the drop-down list?
2.
How do you remove to-do lists from your Project Center view?
3.
How do tasks in a to-do list differ from tasks in a project plan?
4.
How do you turn a to-do list into a project?
5.
How do you check in a project that has not been properly closed?
6.
What are Administrative Projects used for? How do you select one from the Projects page?
7.
How do you add, change or remove team members for a project from the Projects page?
8.
How do you open a master project from the Projects page?
Answers
1.
Have the project view saved as a link so it can be accessed from the project center directly with
a single click.
531
2.
Clear the check box Show tasks from to-do lists in the View Options tab of the project list.
3.
They have no dependencies, cannot be assigned to multiple people, have no work or cost data
associated with them, and have no relationship with project calendars.
4.
In the Projects page side pane, select To-do list options. Click the Promote to Project
button and follow instructions.
5.
How do you check in a project that has not been properly closed?
6.
In the side pane of the Projects page in Project Web Access, click Check-In My
Projects.
A grid displays showing projects that are checked out to you. Select the project you
wish to check in and click Check-In.
What are Administrative Projects used for? How do you select one from the Projects page?
o
Administrative projects help an organization create special Administrative projects

containing non-project tasks such as department meetings, mandatory training, and
sick time. This helps account for 100% availability of resources for time they are not
working on project tasks.
To select an administrative project, in Project Web Access Project Center, click

Manage Administrative Projects in the left pane. Then In Manage Administrative
Projects, click on the project you would like to select.
7.
How do you add, change or remove team members for a project from the Projects page?
8.
How do you open a master project from the Projects page?
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The Resources Page
3.10.2
The Resources page is used to display resource assignment information, and, if the server is
being used in enterprise mode, global resource details and metrics including work and availability.
The view of multiple resources assignments allows the project, or resource manager to
understand, who is doing what, on which project, at any point in time.
The Resource Center page displays a list of the resources in the global resource pool.
Permissions to see resource assignments must be set up by the Project Server administrator in
order for resource information to display.
Figure 520 shows a picture of the Resource Center when the user has permissions to view and
edit enterprise resources. Activities on this page include:
View enterprise resources in Resource Center. View and edit enterprise resources (this
view is associated with the Project Server.
Analyze resources in Portfolio Analyzer. Uses view table data from the OLAP cube to
analyze assignment information.
View resource assignments. A view of resource assignments across the enterprise and
resource availability.
Adjust actuals. . If your organization has chosen to protect the actual work entered by team
members in their timesheets and lockdown time reporting periods, there will be times when
you will need to update the actuals outside of the approved time reporting periods. This
feature allows an authorized manager make time adjustments.
View timesheet summary. This provides a view of the status of timesheet submittals and
approvals for the time reporting period you select.
Approve timesheets. This feature allows you to distribute the responsibility of approving
timesheets to multiple people (if required) other than the project manager. Therefore, if the
project manager is unavailable to approve the timesheet or a functional or resource manager
needs to approve the timesheet first, any one of the designated users can approve the
timesheet.
By default, project managers can only see the View resource assignments option and then
display only those resources that have been assigned to projects they manage. Project Manager
Has Permission to View will display. Permissions to see resource assignments must be set up
by the Project Server administrator in order for other resource information to display.
3.10.2.1
Resource Center
The Resource Center (Figure 520) provides detailed information about enterprise resources from
the enterprise resource pool stored in the project server database. The initial screen shows
detailed information about the resources that are defined within the enterprise resource pool. The
resources that are visible will depend up on the users specific authorization with Microsoft Project
Professional. Resources that are local to any of the projects in the database will not be seen in
this view.
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The actual fields visible are also defined within Project Web Access. While the base product is
installed with a single view of the resource data, a Project Server administrator can amend this
viewfor example, add or delete the fields that show the columns of detailed data. The
administrator can also define additional views. As with everything else, each users ability to see
the data is dependent on their own security specification.
The view in use is selected and can be changed in the drop-down box at the top right-hand side
of the screen.
The default view, Resources Summary, lists basic data about the resources, including the
Checked Out By column to the far right. This field lets the user know what resources are
currently available for editing.
Figure 520. Viewing Resource Center page with full permissions
The column widths can be adjusted by hovering over the column dividers and dragging the
divider icon while holding the left mouse button. The column position can also be changed by
selecting the middle of the column header and dragging the column while holding down the left
indicates ascending or descending order. These settings will persist, so when the user logs on to
a new session the list will look the same.
Descriptions of the available features are discussed below.
3.10.2.2
View Options
Show time and date. Displays time as well as dates within date fields such as start and finish.
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3.10.2.3
Filter. Filters resources by different criteria. The drop-down box contains two options: All
resources and Custom filter. If the latter option is selected or the Custom Filter button is
selected, the More Filters dialog box is displayed (Figure 521). This provides the opportunity to
use up to three criteria statements to filter the total resource pool.
The Field name drop-down list shows all the fields that can be selected for the filter. The Test
drop-down list shows the available tests that can be applied to the selected field and the value for
the specific selection is entered into the Value box. If multiple selections are entered and the And
operator is used between criteria statement, then both the tests must be passed for the resource
to be displayed. If the Or connector is used, then the resource is displayed if any one of the tests
is passedfor example, it is not displayed if it fails all the tests.
Figure 521. Resource Center More Filters dialog box
The second filter option is to initiate the standard Microsoft Office Autofilter functionality by
checking the box.
Group by. The resources in the Resource Center can be sorted into groups by using the
Group By function. This provides three drop-down boxes, each of which contain a list of all
the columns in the specific view. It is not possible to group any field that is not displayed in
the view. The primary group is executed first and all resources will be grouped into this field
first. For each value of this first group, the list will be grouped or sorted again for the second
group by field, and so on.
Search for. Searches for character strings within the task field grid. The value to be used in
the search is typed into the Search for box and the field to search in is selected from the
drop-down list. As with the grouping, the only fields available for this are those that are
defined as part of the view. To locate the first and subsequent resources that match the
search criterion, click the Find Next button.
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If the organization has set default grouping or sorting selections for a view, the user will see
them listed when the Filter,Group,Search tab is opened. The user can then change the
default grouping or sorting selections to suit her or his needs.
If team members change the default settings, they can easily return to the pre-defined
defaults by clicking on the Revert button in the Filter, Group, Search tab.
Action Bar Features
3.10.2.4
The Action Bar contains several features that the user may select to perform actions on the
Project Center or projects selected. The following lists the features available in the Action Bar.
Save Link. This option puts a link to this view in the side pane. When a link is added, you will
see the selection Organize your saved links at the bottom of the side pane. For more
information, see the Save Link section later in this topic.
View Availability. This will analyze the resource demand, capacity, and remaining availability
in both numeric and graphical format. It enables the user to view one or multiple resources
availability graphically. See Viewing Availability below for more information.
Edit Resource Details. Allows data about enterprise resources to be edited. When this
option is selected, a Resource Details page (Figure 522) will display for the selected
resource. Only enterprise resource fields defined in the enterprise resource global can be
edited. The enterprise custom fields that display are defined by the organization and will be
unique to each organization.
Figure 522. Resource details
Other edits to information about enterprise resources must be done in Microsoft Project
Professional by checking out the enterprise resources from the resource global. You can open the
resource pool easily from Project Web Access by using the Open function.
Open. Allows you to modify resources in the enterprise resource pool within Microsoft Project
Professional. You can do this by opening individual or groups of resources from the Resources
Center page.
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To open resources in the Project Web Access Resources page, select one or more resources,
and then click Open as shown in Figure 523.
Figure 523. Open resource(s) in Project page
Project Server automatically checks out the resource(s) and opens the Enterprise Global
Resource Pool within Microsoft Project Professional so resource details can be edited as shown
in Figure 524. This behavior is similar to the Open in Microsoft Project feature found in the Project
Center.
Figure 524. Resource Pool open in Microsoft Project Professional
3.10.2.5
Viewing Availability
You can view detailed information about resources using the View Availability option on the action
bar in Resource Center, or use the Availability button from the Build Team page in Project Web
Access (see more on Build Team below). When you select either of these options, a separate
Internet Explorer window is opened displaying the Resource Availability Graph and assignment
Details. You can select any resource listed in the Filtered Enterprise Resources list box, even if
you do not have Assign Resources permissions to the selected resource.
Note: You can display Resource Availability for multiple resources in the same Resource Availability Graph
by using the Control key.
After selecting one or more resources and clicking this option, a graph with assignment work on
the Y axis and the time period on the X axis will display by default (Figure 525).
This view contains an availability line that represents the total availability for the resources
selected. The bars on the graph represent the total work that the selected resources are assigned
to do in the same time period form. The total work is calculated from the published versions of
project files the resource is assigned to.
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Figure 525. Default Resource Availability graph
The following three items are available on this screen and are described in further detail below.
Choose a view. In the upper right corner of the screen, there are four predefined resource
views in the drop-down list; the default for the display is Assignment Work by resource.
Additional views can be created by the Project Server administrator.
View Options. Allows the date range to be modified. You can also select to include
Proposed Bookings in the availability view. Proposed Bookings can indicate if the team
member is committed or proposed for the project.
Legend. On the far right of the screen, the legend shows the names of the resources that
were selected from the resource center. The names can be checked off and removed from
the graph. If the view applied is Assignment work by projects, then the project names that
the selected resources are assigned to will display. These can also be deselected.
The View Resource Availability window is comprised of two components, the Resource
Availability Graph and the Details pane which displays a timesheet view of each displayed
resources assignments (Figure 526). The Choose a View dropdown allows you to view four types
of data in the graph:
Assignment Work by resource
Assignment Work by project
Remaining Availability
Work
Note: The Resource Availability Graph in Project Web Access supports up to 30 resources in a single
instance. If you select more than 30 resources and then click the Availability button, only the first 30
resources selected will appear on the graph.
Figure 526. The Resource Availability Graph in the View Resource Availability window
538
The image above shows Assignment Work by resource for two resources. The screen controls
allow you to add and remove each resources color coded bars from the graph by using the check
boxes next to each name. There is also a legend displaying total remaining availability. You can
also adjust the dates displayed using the date range control.
By default, the View Options pane is collapsed. By clicking the plus sign (+), you can display
controls that will allow you to increase or decrease the range of dates displayed and change the
Units from days to weeks. The range of dates and units set in the View Options will remain
constant when using the date control in the Resource Availability Graph. For example, if you
select a date range in View Options that spans two weeks as displayed in Figure 527, then
changing the dates by using the date control directly on the graph will be changed by two weeks.
The default setting is one week with a Units setting of days.
Figure 527. The View Options pane
Under the Resource Availability Graph, the Details pane is an ActiveX control that displays a
timesheet view of the resources whose information is displayed in the graph. The timescale
corresponds with the date range displayed in the graph and the data displayed is organized
according to the type of graph. For example, if you select Assignment Work by resource, the
timescale will be organized by resource with projects and task assignments for that resource
539
outlined under the resources name. If you select Assignment Work by project, however, the
data in the timescale will be organized by project with resource names and then task assignments
outlined below.
Note: The check box items in the graph will also change from Resources to Projects when you select
Assignment Work by project in the Choose a View list.
Figure 528 below is an example of the timesheet view displayed in the Details pane of the View
Resource Availability window. It shows the timesheet for the resource with Assignment Work
by project selected in the Choose a View list.
Figure 528. The Details pane displays timesheet information for the selected resources
3.10.2.6
View Resource Assignments

This option produces a screen that is very similar to the Task Usage view and it displays details
for each assignmentfor example, task name and %work complete. The assignments are
displayed in a grouped structure of tasks within projects within resource and both generic and
specific named resources are displayed. Within any project (for a resource), the tasks are sorted
into the sequence of task IDfor example, in the same sequence as they would be found in the
project. If the top of the Task Name column is clicked, the fields are sorted into alphabetically
ascending sequence within project. If it is clicked a second time, the sort sequence is changed to
alphabetically descending.
This view will show assignments in any project that the project manager or other kind of user has
permissions to view. By default. that would be the resources assigned to project plans the project
manager owns. Standard viewing, filtering, grouping, and search features are available in the
view.
Project Web Access allows you to reduce the amount of resource assignments on the Resources
page and view a subset of all resource assignments. This improves overall display performance
and allows you to view only those resources important to you.
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To select particular resource assignments views on the Resources page:

o
On the Resources page, select View resource assignments (Figure 529).
Figure 529. View resource assignments

o
Add the resources you would like to view from Available resources to
Resources to display and then click Apply. If you select a resource with no
assignments you will receive a message stating so. If you select several
resources and one of them does not have assignments, that resource will not
show in the resulting list (Figure 530).
Figure 530. View particular resource assignments
You can click the Add/Remove Resources button to collapse the upper part of the screen so that
you can view a list of assignments you have added.
3.10.2.7
Format
The Resource view is a split view with resource data columns in the left pane and one of two
viewing formats in the right pane: Timesheet or Gantt Chart (Figure 531). The data columns in
the left pane are designated by the administrator (further detail on designating these columns is
available in the Administration and Customization lesson.
541
Figure 531. Show assignments
Gantt chart
3.10.2.8
Figure 532 shows a picture of the resources task schedule as displayed in a Gantt Chart. If you
view the Gantt Chart, you can use the zoom icons
Gantt Chart according to your needs.
and the Go to icon
to view the
Figure 532. Show assignments using Gantt Chart
At the top of the screen there is a section that controls the way that the data in the view is
displayed. This is controlled by the contents of two tabs: View Options and Filter, Group,
Search.
If the Filter tab is selected, the screen shown in Figure 533 is displayed.
Figure 533. Resource Availability View Options
The parameters that can be changed are:
Show time with date. This adds the time in HH:MM:SS format to the date format in each of
542
the appropriate date values when the box is checked. If the box is not checked, just the date
is displayed.
Show summary tasks. This either shows (if box is checked) or does not show (box is not
checked) all summary tasksfor example, those tasks that are marked with a Yes in the
Summary field in Microsoft Project Professional.
Summary Rollup. This displays summary rollups if the box is checked.
Show to-do lists. This adds the contents of any to-do lists from the resource to the list of
tasks displayed.
Administrative tasks. Shows any nonworking or non-project time for each resource.
Show:. This shows only tasks that are at or above the specified outline levelfor example, if
Level 2 is specified, any task that has three or more entries in its Work Breakdown Structure
code will be excluded.
Additionally the Resource Assignments can be controlled by the Filter, Group, Search tab,
which is shown in Figure 534.
Figure 534. Resource Availability Filter Options
Filter there are two options for filtering the total resource list:
Custom Filter. If this option is selected or the Custom Filter button is selected, the More Filters
dialog box is displayed and the same functionality applies.
The second filter option is to initiate the standard Microsoft Office Autofilter functionality by
checking the Autofilter box.
Group By the resources in the Resource Center can be sorted into a different sorting
sequence by using the Group By function. This provides three drop-down boxes, each of which
contain a list of all the columns in the specific view, as discussed in the Project Center section.
The default value for this groupingfor example, the one that displays in the list unless action is
takenis to sort by Resource, then by Project. Implicitly the next sequence is by Task ID so that
the tasks appear in the same sequence as in projects viewed in Microsoft Project Professional
Search for the final option does not change the displayed resources in the Resource Center
but finds a specific resource in the existing list.
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The data can also be displayed in Timesheet view (see Figure 17), which shows the actual effort
booked against each assignment.
Timesheet Format
3.10.2.9
The timesheet format is displayed on the right side of the viewing pane and shows the data that
corresponds to the resources task (Figure 535).
Figure 535. Show assignments using timesheet format
The data columns remain the same as those for the Gantt Chart view, as does the availability and
functionality of the View Options and Filter, Group, Search tabs. But there are three changes:
There is an additional line in the View Options tab, which controls the period that the
timesheet data should cover. This is defined by a date range into which the first and last date
of the range can be typed or it can be set using the calendar controls in the two drop-down
lists. The actual effort is collected and displayed in units which are days, weeks, or the entire
period. If days are selected, there will be one entry per day for each day in the date range; if
weeks are selected, one entry per week; and if the entire period is selected, just one entry.
Once the required parameters have been set, the Set Date button is clicked to refresh the
display with the new requirements. The final change on this screen is that the Summary
Rollup is not available.
The standard Microsoft Office Zoom buttons and the Go To option are replaced with a start
and end date for the window in which timesheet data will be displayedfor example, the
date range and arrows that will move this window forward and backward in time. If these
arrows are used, the date range is automatically set to 2 weeks and the dates in the View
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Options tab updated.
3.10.2.10
The Gantt Chart is replaced with a tabular report showing actual effort for each assignment.
The data is displayed in the units specified in the View Options tab and there will be as
many columns as there are units in between the specified date range.
Assignments Display
In View Resource Assignments, the project manager has the option of viewing all the
assignments or simply current assignments by using the navigator panel to the left of the viewing
pane (Figure 536).
Figure 536 All or current assignments
Current assignments are those already in progress and also includes tasks that will begin within a
specified number of days from the current date. The specified number is set by the Project Server
administrator.
3.10.2.11
Add/Remove Resources
This button allows you to open and close the section that allows you to add or remove resources
to the View resource assignments page. Using the section which allows you to add/remove
resources to display on this page, you can show as many or as few assignments as you wish.
3.10.2.12
Choosing a View
Additional views available for viewing resources are controlled by the administrator. The
administrator creates views and makes them accessible to groups as appropriate. These views
then become selectable from the Choose a view drop-down window located in the upper righthand corner of the viewing pane (Figure 537).
545
Figure 537. Choose a view drop-down window
3.10.2.13
Link Documents
The Link Documents button takes you to a page where you can link a particular document to
tasks you see in the View resource assignments page as shown in the following Figure 538.
Figure 538. Link a document from View resource assignments page
3.10.2.14
Save Link
The Save Link button saves the view once the desired view is created using the Filter, Group,
Search tab and View Options tab (see the Administration and Customization lesson for more
detail). The Save Link button saves the view (see Figure 21). The figure shows a saved view
filtered by resource, project, and task.
Clicking the Save Link button prompts a dialog box for naming the link (Figure 539).
Figure 539. Save Link naming dialog box
3.10.2.15
Saved Link Navigator
Views saved as links are accessed through the navigator bar on the left side of the screen. When
there is at least one link saved, the Saved Links expandable button appears. This link expands
by clicking the + and shows all saved links (Figure 540).
546
Figure 540. Saved Links button
Another navigator pane option appears under the Actions section when there are links saved
called Organize Your Saved Links (Figure 541). This option allows links to be deleted or
renamed.
Figure 541. Organizing Your Saved Links
When you select this feature you will see the following screen to help you organize your links on
the particular page (Figure 542).
Figure 542. Organize your saved links
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3.10.2.16
Link Risks
The Link Risks button takes you to a page where you can link a particular risk to tasks you see in
the View resource assignments page as shown in the following Figure 543.
Figure 543. Link a risk from the View resource assignments page
3.10.2.17
Link Issues
The Link Issues button takes you to a page where you can link a particular issue to tasks you see
in the View resource assignments page as shown in the following Figure 544.
Figure 544. Link an issue from the View resource assignments page
3.10.2.18
Adjust Actuals
If your organization has chosen to use the protected actuals function and lockdown time reporting
periods, you will occasionally need to adjust locked down actual work. Rather than trying to enter
the changes in the Actual Work field in Microsoft Project Professional, use the Adjust actuals
feature on the Resources page. Situations when you need to adjust actual work include:
When the data submitted by a team member is incorrect.
When you want to enter data for a person who is absent or unable to enter their own timesheet
information.
When a time period has been closed by the administrator and you need to enter actuals for a
team member.
The Project Server administrator can allow certain users or groups to adjust previously submitted
actual work. However, you may want to limit the number of people who can adjust actuals in order
to maintain control over this type of change.
Project managers or others with permission to adjust actuals can use the Adjust Actuals feature
in Resource Center to modify time data. To adjust the actuals:
1. In Project Web Access, click the Resources tab to display the Resource Center (Figure
545).
548
Figure 545. Use Resource Center Adjust actuals

o
Click the Add/Remove Resources tab to select the individual resources for
timesheet data adjustment (Figure 28).
When you click the Apply button, the timesheet data for the selected resource(s) is displayed for
editing.
Figure 546. Use Resource Center Add/Remove Resources

o
Enter the actual work to be adjusted or entered for the team member and
select the Update Actuals button to apply the changes to the project
schedule. (Figure 547.)
549
Figure 547. Enter corrected actual work for date range
The changes are sent to the project manager for action as a normal project time update request.
The Update Actuals function also alters the Actual Work Protected data in the date range for
the affected task(s). This allows you to alter timesheets data even if the date range is closed for
edits.
The team member whose timesheet is altered can see the new time entries in their personal
timesheet view.
3.10.2.19
View Timesheet Summary
The Resource Center View Timesheet Summary (Figure 548) function allows the project,
functional, or resource manager to review time submitted from resources and its approval status.
Managers can select this function from the Resources page.
Figure 548. Resource Center View timesheet summary
Managers may also access this page when they click on one of the items from the Home page.
Managers who have been given permission to review and approve timesheets will see a list of the
550
status for timesheets they would review or approve. The manager would click on one of the items
marked unsubmitted timesheets as shown in Figure 549.
Figure 549. Unsubmitted timesheet messages on the Home page
The View timesheet summary (Figure 550) allows the manager to view various information about
the status of the timesheet for a period selected as follows.
Figure 550. View timesheet summary columns
The following information displays on the page in the columns, based on the particular groupings
or filters you can choose.
Name. Contains the name of the resource and the project tasks when expanded.
Project Manager. Name of the project manager for the task.
PM Accepted? Contains the status of the project manager approval as entered on the
Updates page.
Assigned to. Name of the resource assigned to the task.
Project. Name of the project of the task.
Timesheet Status. Contains the approval status from the approvers, either accepted or
rejected. If it is blank, it has not yet been approved via the Approve timesheets function,
discussed below.
Actual Work. Work submitted by the resource for the time period.
The timesheet approver can then review those task items that are still pending submission
for project updates. This feature enables the timesheet approver to proactively contact those
people who have not submitted timesheets in a timely manner.
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The following Figure 33 shows some useful items on the View timesheet summary page
which can help the manager review timesheets.
View Options. The manager can display scheduled and overtime work as well as the actual
work and show specific outline levels.
Filter,Group,Search. The manager can use the grouping and filtering options as on other
pages, however, the pre-defined filtering options are especially useful to show various
categories of timesheets, such as all unsubmitted timesheets or all timesheets submitted but
not approved as shown in Figure 551.
Time period field. The manager may look at various time periods easily by clicking on the
errors to move one week in either direction to search for a particular time period.
Figure 551. Useful View timesheet summary review options
3.10.2.20
Approve Timesheets
Resource managers, functional managers, or other project managers may approve timesheets
after Project Web Access administration settings are complete to allow others than the project
manager to approve time. Time approvers can see time they need to approve via two methods. In
the Home page, special messages display indicating that there are timesheets awaiting their
approval. An example of a message is shown in Figure 552. If they click on the link, they will see
the Approve timesheets page with all the timesheets needing approval for the time period.
Figure 552. Home page messages indicating timesheets awaiting approval
552
Managers can also go to the View timesheet summary screen and use the Filter: All submitted
timesheets not yet approved as shown in Figure 553.
Figure 553. Viewing Timesheets awaiting approval
To approve a timesheet:
1.
Click one of the links (messages) on the Home page or you can also access the function by
selecting Resources on the menu bar and clicking Approve timesheets in the Resource
Center.
Note: Use Project Web Access Categories to enable timesheet approvers.

2.
Click Accept or Reject as needed (Figure 554).
3.
Click Save to forward the accepted tasks to the project manager for update to the project
schedule. Rejected tasks are returned for revisions to the person who submitted the timesheet.
Figure 554. Approve timesheets Accept tasks
The manager may use several functions on this page to more easily approve timesheets.
553
View Options. The manager can display scheduled and overtime work as well as the actual
work and show specific outline levels.
Filter,Group,Search. The manager can use the grouping and filtering options as on other
pages to display the timesheet information according to their needs. For instance, the
manager can group by PM accept to display only those timesheets that have been accepted
by the project manager.
Accept all. When the manager clicks on this function, all time entries are accepted. If the
manager needs to reject one of the tasks accepted, or remove any status on the task, the
manager can click on the row under Accept? and change the status.
Insert Notes. The manager can insert a note explaining the approval or rejection of the task.
This is especially useful to document why a manager is rejecting a task.
Time period field. The manager may look at various time periods easily by clicking on the
errors to move one week in either direction to search for a particular time period.
3.10.2.21
Resource Page Lab
Questions
1.
How do you create a view to find out which resources are free and which have been assigned
to a task on any particular day at a glance?
2.
From the Views options tab, include the time in the date field, eliminate nonworking time from
the task list, and display all subtasks in a single summary line in the Gantt Chart.
3.
How can you create a view to display all the resources who have not submitted a task update
for tasks that should have been started or are in progress?
4.
Why would you adjust actuals for a team member?
5.
How do you adjust actuals for a team member?
6.
What are the two ways you can access the View timesheet summary screen?
7.
How to you approve actuals?
8.
Why would you use Save Link on the Resource Center?
Answers
1.
In the side pane, select View resource assignments. Make sure the assignment list is
Grouped by resource in the Filter, Group, Search tab. In the View Options tab, select
Outline Level 1 in the Show drop-down box, and make sure Summary Rollup has been
checked.
2.
In the side pane, select View resource assignments. Make sure the assignment list is
Grouped by resource in the Filter, Group, Search tab.
3.
Create a custom filter that filters on the status field to determine whether an update has been
submitted, the start field to identify whether the task should have been started, and the
percent work complete column to exclude those that have been completed.
4.
You would adjust actuals for a team member because:
554
5.
6.
7.
8.
The data submitted by a team member is incorrect.
You want to enter data for a person who is absent or unable to enter their own
timesheet information.
You need to enter time for a time period that has been closed.
You adjust actuals by: using these steps:

o
In Project Web Access, click the Resources tab to display the Resource Center.
Click the Add/Remove Resources tab to select the individual resources for
timesheet data adjustment.
Enter the actual work to be adjusted or entered for the team member and select the
Update Actuals button to apply the changes to the project schedule.
The two ways you can access the View timesheet summary screen are:
o
By clicking on View timesheet summary in the Resource Center.
By clicking on a hyperlink that shows the number of unsubmitted timesheets for a

particular period on the Home page.
You approve actuals using the following steps:

o
Click one of the links (messages) on the Home page or you can also access the
function by selecting Resources on the menu bar and clicking Approve timesheets
in the Resource Center.
For each time entry, click Accept or Reject as needed.
Click Save to forward the accepted tasks to the project manager for update to the
project schedule. Rejected tasks are returned for revisions to the person who
submitted the timesheet.
You might want to use the Save Link function in the Resource Center to keep particular views
of a limited number of resources which you manage. In essence, saving a link sets up your
personalized reporting views on resources which you might want to analyze repeatedly for
updated information.
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Portfolio Modeler
3.10.3
This feature adds the ability to interactively model changes to projects or resource staffing and
view the impact of the changes on a project portfolio. The models can be saved and then
compared.
The Portfolio Modeler provides the user with an opportunity to assess the timelines and resource
loadings for a group of projects.
Perhaps a portfolio manager has a group of projects currently defined and active and has been
asked to identify if a new project can be successfully completed with the current resources. If not,
what additional resources may be required? A model of the existing resource assignments can be
quickly created and the new project plan added to that model. If there is not an immediate
solution, the priorities of the projects can be amended or the scheduling criteria changedfor
example, this project can slip but this one cannot and even the resources available can be
amended.
If there are several options, then each solution can be saved and a comparison made between
any two using an add on that will be available for download after release of the final product.
This ability to collate and amend project plans is a significant step forward in the functionality
available within an enterprise project management environment.
To start Portfolio Modeler
3.10.3.1
This function can be initiated from both Microsoft Project Professional and Project Web Access.
Either method invokes the Project Web Access Project Center Portfolio Modeler functions.
In Microsoft Project Professional, it is initiated by:
1.
From the main menu, select Collaborate.
2.
From the drop-down menu, select Portfolio Modeler.
In Microsoft Project Web Access 2003, it is initiated by:

1.
From the main menu, select Projects.
2.
Then select Model projects with Portfolio Modeler from the options on the left-hand side of
the screen.
In both cases, the screen shown in Figure 555 is displayed:
556
Figure 555. The Project Center Portfolio Models page
The screen displays four columns for any existing model. The full name under which the model is
stored (Model Name), the date it was last changed (Date Last Updated), a more detailed
description of what is in the model and why it was created (Description), and whether or not the
model is in use by another user (Locked By).
There are six commands available to the user:
New. Define a new model for a different set of analyses.
Modify. Change an existing model, for example, to add a new project or to remove a specific
resource from the model.
Open. Open a model to see the resource allocation for projects.
Analyze. Analyze a model to view demand and capacity.
Delete. Delete the model from the system.
Unlock. Unlock the model (similar to checking in projects and resources).
3.10.3.2
Define a New Model

If New model is selected, then the process and dialog boxes are exactly the same as Modify.
The only differences are:
The values in all fields are blank.
The Cancel button will not create a model as opposed to not saving the changes.
The Save button will create the new model and not update the existing model.
All the functionality is described in the next topic.
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Modify an Existing Model
3.10.3.3
This option allows the user to perform the following tasks:

View the settings of a model.
Add/remove the projects in a model.
Change the scope of the models resource pool.
Change the scheduling options of a model.
The process occurs in three steps.
Step 1. Selecting Projects and Resources the screen is split into three sections:
Definition. The Name and Description fields can be completed or updated with meaningful
information. The Name must be unique and the Description should clarify the purpose of
the model (Figure 556).
Figure 556. Name and description of the model
Project Selection. This part of the screen consists of two panes, each of which may contain
project names. The names are full namesthat is, they are of the format name. Version, as
models may contain a mixture of versions though not normally two versions of the same
project plan. Project plans in the left-hand pane show those that are in the Project Server but
are not currently in the model and those in the right-hand side pane show those that are in
the model (Figure 557).
Project plans can be added to the model by using the Add and Add All buttons. The Add
button moves any selected project from the left pane to the right pane. Projects are selected
by clicking on the name. Multiple selections can be made by holding the CTRL key down
when selecting projects and a group can be selected by selecting the first project and then
holding the SHIFT key and selecting the last member of the group. The Add All button moves
all the remaining projects from the left pane to the right pane into the model.
Similarly projects can be moved from the right-hand side pane to the left-hand side pane
that is, removed from the model by use of the Remove and Remove All buttons.
558
Figure 557 . Selecting projects for inclusion in the model
Resource Selection the third section of the screen defines the resources that will be
included in the modelfor example, the resource pool. There are three options that can be
selected and the choice is made by clicking on the appropriate radio button (Figure 558):
The options are:
o
To include all the resources in the models project. This will create a resource
pool that combines all the resources from the individual project resource pools,
regardless of the number of tasks to which they are assigned.
To include all the resources below a certain level at or below the RBS. This will
create a resource pool based on the RBS and independent of any resources
currently allocated to the project plans. This would select a group of related people
for example, a departmentso that the project work could be scheduled at this
level.
To include resources specified below. When this radio button is selected, the two
panes below are activated. As with the projects, the left-hand pane shows all the
enterprise resources in Project Server and the right-hand pane all the named
resources in the model. Again, as with the projects in the section above, resources
can be moved in and out of the models by using the Add, Add All, Remove, and
Remove All buttons.
Figure 558. Specifying resources to be used in the model
Selecting the Next button moves the process on to the next step.
559
Step 2. Related Projects this step identifies all the projects related to the project(s) selected
in the first step. It attempts to identify all the projects that could be affected by any change to the
resource profile in the selected project(s) (Figure 559). There are two distinct reasons why any of
the other projects would be considered. These are:
1.
The projects share one or more resourcesthat is, the projects share at least one resource in
their respective project resource pools.
2.
There are cross-project links between the projects such that a change in the structure of one
project could impact the dates in another.
The first relationship is called direct and the second indirect. There is a further type of indirect
relationship. This is also called a resource relationship.
If Project A has David and John assigned to it, and Project B has John and Kate assigned to it,
then B has a direct link to A because it shares resources. But if Project C has Kate and Rob
assigned to it then it has an indirect link to Project A. It shares resources with a project that has a
direct link.
The underlying assumption is that changes could ripple through multiple layers of assignments.
Of course, theoretically, all projects could be included but this two-level approach provides a
pragmatic solution.
Figure 559. The Scheduling Context page
Projects are selected by clicking on the box to the left of the project name.
The Back button will return to Step 1, the Next button will move to Step 3 and the Cancel button
will stop the wizard and return to the Portfolio Modeler.
Step 3. Scheduling Options the third and final step is to provide the modeler with the
scheduling options or rules that it must follow for each of the projects. There are three parameters
for each project.
560
Priority defaults to the Microsoft Project Professional default of 500, but this can be overtyped for each project in the list. The valid range is 1 to 1000 and a higher value provides the
project with a higher priority. When the projects are being rescheduled a higher priority
project will get its resource requirements met first.
Scheduling options there are four scheduling options (Figure 560). The selection is via
an option button so it is only possible to select one of the options for each project. Of course
it is possible to select different options for each individual project within the model.
Keep dates and assignments. The start and end dates of the project, as well as the tasks and
assignments are locked and cannot change.
Use current assignments. The scheduling engine will not change any of the task assignments
within the project plan. Individuals who are assigned to tasks will remain assigned to these tasks,
and only these tasks. However, the scheduling engine will try to resolve any over-allocation of
resources by moving task dates.
Reassign resources in project. The scheduling engine can re-assign resources from one task
in the project in order to optimize the resource demands and to be able to reduce the overall
timeframe for the project. The scope of the resources available to the scheduling engine to do this
is limited to the resources defined in the local project resource pool. Resources will be substituted
based on their spare capacity and their skills, which have been defined in the enterprise custom
outline codes.
Re-assign resources in model. The scheduling engine can re-assign resources from one task in
the project in order to optimize the resource demands and be able to reduce the overall
timeframe for the project. The scope of the resources available to the scheduling engine to do this
is any project that has been defined in the model. This is set in the first step of this process.
Resources will be substituted based on their spare capacity and their skills, which have been
defined in the enterprise outline codes.
Start No Earlier than date this provides the date before which the project cannot start,
regardless of the availability of resources. This effectively plants a stop in the timeline with the
project unable to move to the left.
Figure 560. The Model Scheduling Options
Delete a model an existing model can be deleted from the system from the opening
screen (Figure 555). The project should be selected from the list by clicking on the left-hand
column and clicking the Delete button. A dialog box requesting confirmation is displayed. If
OK is selected, the model is deleted; if Cancel is selected, then the delete function is
canceled and the main Portfolio Modeler page is displayed.
561
Unlock a model if a user has a model open, it is locked with Read/Write lock so that
other users are not able to copy or use the model. If, for example, the user disconnects
without saving the model and removing the lock, then it can no longer be opened. If this
happens, the lock can be cleared.
Opening Models when a model is opened (Figure 561), there are three different sets of
information that are provided for the user.
Figure 561 Open portfolio model

o
Model Name and Description The basic documentation regarding the model is
displayed showing:
Model name.
Model description.
Project Web Access user who last updated the model.
Date and time the model was last updated.
Model ownerthat is, who created the model originally.
Date and time the model was created.
Project Scheduling For each project that has been included in the model, the Gantt Chart
displays a single line, similar to the Project Center view. For each project, key-scheduling
information is displayed together with a Gantt Bar. The fields available are:
Project Name.
Start No Earlier Than.
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Scheduled Start.
Scheduled Finish.
Priority.
Total Work.
Total Cost.
All of these fields are defined in the project plan.
The Gantt bar, as in the Portfolio views, is a single bar that starts on the Project Start date
and ends on the Project Finish date. As can be seen in Figure 561, this is not a single color
bar chart. The bar can display red, yellow, or green. These colors show the time periods
where the total resource demand meets or exceeds the available capacity. The color-coded
display allows you to quickly determine which time periods have problems for each project
within the model.
The actual process for determining the bar color is as follows:
o
For each resource in the project resource poolfor example, assigned to a task in the
project plan:
The total demand or work for the period required is calculated.
The total capacity for the period required is calculated.
If the demand is less than the capacity, then the bar is set to green.
If the demand exceeds the capacity by less then 10%, the bar is set to yellow.
If the demand exceeds capacity by more than 10%, the bar is set to red.
Then for each period, the project bar is set to the maximum of the individual resource. If
any resource is set to red. then the project is set to red; if any resource is set to yellow
and no resource is set to red, then the project is set to yellow; otherwise it is set to green.
So if the whole of the bar is set to green, the project can be completed in the timeframe that
is displayed without any of the resources exceeding their capacity. If any section is yellow,
then there is at least one resource in that timeframe that must exceed their capacity, but not
by more than 10% in order to complete the project plan. Any section in red required at least
one resource to exceed their capacity to do work by more than 10%. Of course the bar will
be red if one resource needs to exceed capacity by 11%, or if all the project team must
exceed their capacity by 300%. This type of detail can be assessed in the next section.
The period for the analysis is set with the standard Zoom controls at the top of the page. The
valid range is from 1 day to a half year.
It should be remembered that the colors are set by work and not by peak units. A project that
is showing red in week 1 of a month may show green and not red when the period is set to a
month. The fact that a project shows green for a specific period indicates that the total
demand for the period does not exceed the total capacity. This is best thought of as an
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average. On average, the resource demands can be met; all the peaks and troughs can be
averaged out.
The final command for this section is the Go to Project button. This operates in exactly the
same way as in other views. If any project is selected by clicking on its row and the button is
clicked, its Gantt bar will be focused in the Gantt Chart.
Resource Assignments and Availability the third section of this page shows the detailed
resource analysis for the projects in the model (Figure 562). The format is a stacked bar chart,
with each of the resources in a specific plan providing each component of the stack.
The total column for any period shows the total workload (in hours) so, at the highest level,
the graph shows the total resource allocation by the required period.
Each component of a column represents the resources that are allocated to any task in that
period. As with the projects, the resource assessment for that period is color coded so that:
o
The total demand or work for the period required is calculated.
The total capacity for the period required is calculated.
If the demand is less than the capacity, then the bar is set to green.
If the demand exceeds the capacity by less then 10%, the bar is set to yellow.
If the demand exceeds capacity by more than 10%, the bar is set to red.
The sequence that resources are added to each bar is always alphabetic, from the bottom of
the column upwards. The first resource in alphabetic sequence, with a non-zero workload for
the specific period, forms the first section, then the second resource in sequence that has a
non-zero workload for the specific period and so on.
The specific values for any resource in any period can be easily seen by simply hovering the
cursor over any component. This activity opens a small dialog box (Figure 563)that shows:
o
Name of the resource.
Associated skill.
Cost of the work in that period.
Level of allocationfor example, the value that drives the color.
Start date of the period.
End date of the period.
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Figure 562. Overloaded Resources
565
Figure 563. The unit for each period on the graph is controlled by the Timescale drop-down box
The options are Day, Week, Month, Quarter, and Year. Whichever option is selected defines the
scale of the X-axis of the bar chart. The other option is Auto. This option allows the Portfolio
Modeler to determine which of the options above provides the best view and the best level of
granularity (Figure 564).
Note: No completed or actual work is displayed in the modeler.
Figure 564. Overloaded Resources different timescales
The final four options from this screen are to initiate the Analyze function, the Compare function,
the Toolbox function, and the Modify function, which are covered in detail in other parts of this
topic.
The Toolbox the Toolbox provides an easy way to modify the selections made for any
project when it was added to the model. The Toolbox is initiated from the Open screen and
it operates on the project plan that is highlighted. This defaults to the first project plan, but
others can be selected by clicking in the left-hand column of the required project. Whichever
project is selected is the one that the Toolbox will show the current settings and that will be
changed if any of the parameters are changed.
When the Toolbox option is selected, a dialog box is displayed for the project (Figure 565).
566
Figure 565. The Toolbox
The dialog box contains the parameter in three sections. All of the parameters will have been
previously set and are described in more detail in the Modify Model section of this topic. A brief
description is all that is defined here.
Project
o
Project name. Selected project name that cannot be changed.
Priority. Scheduling priority that is set from 1 to 1000.
Start No Earlier Than. Earliest date the project can be scheduled to start.
Resources. Provides the option to change the resources available to the project to:
o
Use only those resources in the models projects. All of the resources in the model.
Use specified resources. Use only the resources that were specified for the model
during the model creation.
Use resources at or below. Use resources defined by the RBS.
Scheduling. Allows the user to change the option to:

o
Keep start and end dates. Start and the end dates of the project are locked and
cannot change.
Use current assignments. Scheduling engine will not amend any of the task
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assignments within the project plan.
3.10.3.4
Reassign resources in project. Scheduling engine can re-assign resources from

one task in the project to another.
Reassign resources in model. Scheduling engine can re-assign resources from

one task in the project using all resources in the model.
Comparing Models
When a model is open, it is possible to compare it to one or more other models defined in Project
Server. For example, the same group of projects may have been loaded into two separate
models. The first model may have used only the resources within the model and be set to keep
assignments. This would show when this group of projects could be delivered with the current
resources. The same projects could have been loaded into a separate model where additional
resources have been added and the scheduling engine is allowed to assign resources across the
models resource pool. This would show what could be done if some additional support was
added and tasks were assigned on a skill and priority basis alone. A comparison would show the
impact of effecting such a change.
When Compare is selected, the dialog box shown in Figure 566 is displayed.
Figure 566 - Creating a Model for Comparison
The right-hand pane shows the models that will be compared and the left-hand pane shows those
that are available. As in other Microsoft products, the movement between each of the panes is
controlled by the Add, Add All, Remove, Remove All buttons. Add and Add All move models
from the left-hand pane to the right-hand panefor example, add models to the comparison.
Remove and Remove All move models from the right-hand pane to the left handfor example,
remove them from the comparison.
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When this is completed, the OK button will show the comparison; the Cancel button will return to
the previous screen.
The Compare screen looks very similar to the Open screen (Figure 567) and, indeed, operates in
exactly the same way. The difference lies in the grid entries for the Gantt Chart. Instead of a
single list of projects, there are now projects for each model. The list is sorted into projects and
within projects into models. So, for every project, it is possible to see all the different versions for
each model. As before, selecting any project shows the resource graph for that project.
Figure 567 - Comparing a Model
Auto filters enable all projects for one model to be shown or for all models for a specific project or
group of projects to be shown.
Analyzing Models
3.10.3.5
The Analyze screen consists of three sections in the same way that the Open screen does.
These sections each show some different information about the model. For this screen there is
only a single model. It is not possible to analyze during a comparison.
The Analyze screen is divided into three sections:
Model Name and Description. This first section provides the key information for the
selected model, which covers:
o
Description. Full description of the model entered when the model was created or
modified.
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Last Updated By. Project Server user who last updated the model.
Last Updated. Date and time that the last update took place.
Owner. Person who created the model.
Created On. Date the model was originally saved.
Summary Statistics. This second section provides two sets of analysis for the selected
model (Figure 568). In each set the actual data reported is exactly the same:
o
Start date. Earliest start date from across all the project plans in the model.
Finish date. Latest finish date from across all the project plans in the model.
Resource Utilization. Ratio between demand and capacity, that is, how much of
the available resources are being utilized.
Total Workload. Total work from all the assignments in the model.
Resource Overhead. Spare capacity within the model, that is, the total capacity
minus the total workload.
The first set of data is the Shortest Schedule. This is calculated by the scheduling engine
within the Portfolio Modeler to be the minimum time that the selected projects could possibly
be completed in.
The second set of data is the Modeled Schedule. This is calculated by the scheduling
engine within the Portfolio Modeler to be the current time, based on the option selected in the
model, that the selected projects could possibly be completed in.
Figure 568 - Analyze a Model
Demand / Capacity / Utilization Chart. The third and final section of the page displays
calculated demand, capacity, and utilization. The chart that is plotted shows three separate
line graphs for:
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Demand. The amount of work that the assignments in the model require in order to
successfully complete the tasks in all of the projects.
Capacity. The amount of effort available within the model. It is the total amount of
time assigned to all the projects for each resource in the model. Typically this will be
100%. The total represents the amount of work that could theoretically be
undertaken.
Utilization. The ratio between demand and capacityfor example, how much of
the available resources are being utilized.
The individual charts show accumulative values from the start of the model. So the first point on
each graph shows the figures for the first month, the second point shows the accumulated values
for the first 2 periods, and so on.
Consider a simple example. Suppose there is one resource who works 8 hours per day and 2
tasks, one 2 days long and one 3 days long. The demand and capacity numbers would be as
follows:
Mon
Tues
Wed
Thurs
Fri
Demand
16
16
Capacity
The cumulative demand and capacity numbers would be:

Mon
Tues
Wed
Thurs
Fri
Demand
16
32
40
40
40
Capacity
16
24
32
40
If resource leveling was used, the leveled schedule or utilization numbers would track the lesser
of the demand and capacity:
Mon
Tues
Wed
Thurs
Fri
Demand
16
32
40
40
40
Capacity
16
24
32
40
Utilization
16
24
32
40
The graph would look like this (Figure 569):
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Figure 569. Demand, Capacity, Utilization - Graph 1
What this graph tells us is that we are resource constrained because both our utilization and
capacity curves are below the demand curve and the demand curve peaks two days earlier than
the utilization curve.
Different shape curves can tell us other things about the model. Consider the curve if there were
two resources instead of just one.
This chart (Figure 570) shows that there is an excess capacity because the demand curve is
below the capacity curve. Also shown is a misallocation of resources because the utilization curve
is below the demand curve, despite having sufficient capacity.
The shape of the demand curve can also show information about the projects process. Suppose
we have five tasks (
).
572
Figure 571. Relationship diagram
If each task is 2 days long and each has 1 resource the graph looks like this (Figure 572):
Figure 572 - Demand, Capacity, Utilization - Graph 3
With the first example, it can be seen that the model is resource constrained because the
capacity and utilization curves are both below the demand curve.
However, the graph changes if a second resource is added.
573
The chart (Figure 574) provides for two parameters that can individually or collectively be
changed for the chart. These are:
Skill Profiles. The drop-down box contains a list of all the skill profiles that have been used in
any of the projects in the model. Selecting anyone will display the demand for that skill across all
the projects.
Timescale. The drop-down box contains a list of all the time units for the graph that could be
displayed. Whichever unit is selected, the X-axis of the chart is changed but the whole model is
always displayed. This means that some of the smaller values, while valid entries, may produce a
chart that is not clear. The Auto option will automatically select the best option for the chart. This
is determined by the elapsed time of the model and will typically be months.
Figure 574. Analyze a model using different timescales
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When the analysis of this specific model is completed the screen could be closed or amendments
made to it by selecting the Open or Modify buttons at the top of the screen.
Portfolio Modeler Lab
3.10.3.6
1.
Log into Project Web Access as Test.
2.
Click the Project tab and then select Model projects with Portfolio Modeler.
3.
Click the New button.
4.
Enter Sport for the name of the model.
5.
Select the file called BasketBall.Published from the list of available projects, and then click
Add.
6.
Leave the resource selection option button as is and click Next.
7.
Click Next again without selecting any other project plans.
8.
Without making any changes, click Next again.
9.
Select the model you just created and click Open.

Note
10.
where overallocations occur in the model.

11.With
the Web page still open, open Microsoft Project Professional.
Open
the BasketBall.Published file and switch to the Resource Usage view. Note the differences
and similarities between the model and the overallocations in your file. Remember that actual
work in not shown in the model.
12.
In the
Web page, select all the resource names and click Refresh to display the resource in the
graph to the left.
13.
14.
Hover
over the areas in red, green, and yellow to see the names of the resource and other
information.
15.
Click
the Toolbox button.

Under
Scheduling select the option button for Keep the current assignments (this is equivalent to
leveling the plan).
16.
17.
Click
Apply and click Close.

18.
Continu
e to select other scheduling options and notice the changes that take place.
575
Bonus
Create another model that can be used to resolve and compare with the model you just created.
576
3.10.4
Portfolio Analyzer
The Portfolio Analyzer view provides executives and functional managers with easy access to
detailed information about their projects and resources. This feature supports fast and powerful
analysis capabilities directly from Project Server data. The analyses can then be used to support
fundamental project-related business decisions.
To deliver this, Microsoft Office Project 2003 uses Microsoft Office Web Components. These are
a collection of ActiveX controls designed to let users publish fully interactive worksheets, charts,
PivotTable reports, and databases to the Web. When users view a Web page that contains a
Microsoft Office Web Component, they can interact with the data displayed in that document
directly in the browserfor example, Microsoft Internet Exploreras long as they have a license
for the Microsoft Office Web Components on their system. Users can sort, filter, add, or change
data; expand and collapse detail views, work with PivotTable lists, and chart the results of their
changes.
The Microsoft Office Web Components provide a common set of functions that can be accessed
from several Microsoft Office applications, for example, Microsoft Excel 2002, Microsoft
FrontPage 2002, and now Microsoft Project Professional or Project Web Access.
While Microsoft Office Web Components can access many different data sources, the only source
for Portfolio Analyzer is the OLAP cube that has been generated by the administrator (further
details in the Enterprise Administration lesson). The OLAP Cube must be run before you can
create a Portfolio Analyzer view.
While there are many different parts to the Microsoft Office Web Components, only some of the
functions will be used in Portfolio Analyzer. These are:
PivotTable. The PivotTable provides dynamic views that enable users to analyze information by
sorting, grouping, filtering, and pivoting. The data comes from the Project Server OLAP cube and
will be displayed in a spreadsheet format.
Data Source. The data source component is the reporting engine behind the PivotTable
component. It manages communication with back-end database servers and determines which
database records can be displayed on the page. It manages the sorting, filtering, and updating of
those records in response to user actions. It relies on Microsoft Active Data Objects (ADO). In
Microsoft Project Professional and Project Web Access, the only valid data source is the Project
Server OLAP cube.
Chart. The chart component graphically displays information from the spreadsheet, from the
PivotTable views, or from the data source component. It is not bound or linked directly to other
controls on the display page, so it always updates instantly in response to user interactions. For
example, a user can chart a PivotTable view that displays sales by region.
There is a choice between three modes in which an analyzer view can be defined: PivotTable,
chart, and a combination of both.
Note: The Portfolio Analyzer functionality depends and is built on the Microsoft Office Web Components.
Specifically they require Microsoft Office XP Web Components.
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If the machine that is being used to access the Portfolio Analyzer does not have Microsoft Office XP
installed, then on the first access a dialog box appears and offers the opportunity to install a runtime version
of the required software. If this is not accepted, then the Portfolio views are unavailable. If this is accepted
and the installation is successful, then the Portfolio Analyzer views are available. However, the runtime
version of the Microsoft Office XP Web Components does not support the Interactive mode. This essentially
is the ability to modify the Portfolio Analyzer view. In terms of the material in this section, only View
Access and Pivot Access is available, even if the creator has allowed full access.
To modify the Portfolio Analyzer view requires a full installation of Microsoft Office XP Web Components,
including software licenses for the user machine.
Creating a View
3.10.4.1
The Portfolio Analyzer view is created from the same screen as all other views within Project
Web Access.
In this particular instance, we are creating a new view so the sequence is:
1.
Logon to Project Web Access 2003 with an account that has administrator authority.
2.
Select Admin from the menu bar.
3.
Select Manage Views from either the side pane or the main screen (Figure 575).
Figure 575. Admin Manage Views

4.
Choose Add View.
5.
Then select the Portfolio Analyzer option.
This displays the following screen (Figure 576), which is divided into discrete sections.
578
Figure 576. Creating a Portfolio view
The first section deals with the identification of the new view and the creator should provide a
unique Name that should reflect the type of report that is to be generated. A more detailed
description can be provided in the Description field.
The other selection that is made at this point is what type of view will be created. There are three
options:
Pivot Table only. Create a view that contains only a Pivot Tablefor example, numerical data
only.
Chart Only. Create a view that contains only the Pivot Chartfor example, graphical data only.
Pivot Table with Chart. Create a view that contains both the Pivot Table and its associated
Chart.
It is assumed below that the option selected is the defaultfor example, Pivot Table with Chart.
This will show all sections. If either of the other two options is chosen, then the relevant section of
the entry screen will not be displayed.
The second section shows the Pivot Table. Initially it is blank (Figure 577), but there are four
distinct areas marked where data elements can be stored.
579
Figure 577. The Empty Pivot Table view
These areas are:

Filter Fields. The contents of this area will, as the name suggests, act as filters for the incoming
data. Information from the OLAP cube will only be displayed if the data passes the criteria that
are defined here.
Column Fields. The fields in this area contain the groups that the data will be aggregated into.
They will form the columns of the Pivot Table (spreadsheet).
Row Fields. These are the sets of data that will define the discrete sets of data and will be stored
in the rows of the Pivot Table.
Data Fields. The fields that will provide the data to be totaled. These will form the values in each
of the cells.
The third section is the Pivot Graph. Along with the toolbar, there are the same four types of
fields; however, they are identified with slightly different names. The color-coding will help to link
the definitions together.
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Figure 578. The Empty Pivot Graph
For the Pivot Graph (Figure 578), these areas are:
Filter Fields. The contents of this area will, as the name suggests, act as filters for the
incoming data. Information from the OLAP cube will only be displayed if the data passes the
criteria that are defined here.
Category Fields. The fields in this area contain the groups that the data will aggregated into.
They will form the values along the X-axis of the graph.
Series Fields. These are the sets of data that will define the discrete sets of data and will be
shownfor example, as different columns in the graph.
Data Fields. The fields that will provide the data to be totaled. These will form the values that
control the size of the columns (in a columnar graphfor example, they will control the Yaxis.
These areas are often referred to as the drop zonesfor example, where fields can be dropped,
as will be seen later.
The fourth section provides options for showing the field list and toolbar by default in the Portfolio
Analyzer view. Use of the field list and toolbar in the Portfolio Analyzer view will be seen later.
The fifth and final section (Figure 579) shows which Categories this view should belong to. The
valid Categories are stored in the right-hand pane. The left-hand pane contains those
Categories that have been defined by the administrator but are not able to see the view that is
being defined. As always, entries can be moved from either the left-hand pane to the right-hand
pane, or vice versa, by utilizing the Add, Add All, Remove, and Remove All buttons.
581
Figure 579. The Categories in a Portfolio Analyzer view
Only users who have the correct authority as set by the administrator for the categories in the
right-hand pane will be able to see this view.
The next step in creating the view is to populate the specific field areas. To show how this works,
the following sections discuss the Pivot Graph. The reason for this is simply that it easier to see
the results of any action. Exactly the same process could be carried out for the chart as well.
Clicking on the graph loads the Chart Field List (Figure 580). This contains a list of fields from
the OLAP cube that can be used in creating the Portfolio Analyzer view.
Figure 580. The Field List for Portfolio Analyzer
The list contains two types of data: the totals and the dimensions. The dialog box opens with the
Total section expanded. These fields are those that can be used to populate the Data section
for example, the ones that contain values to be aggregated. To select a particular field to be
added, simply click and drag the required field in the Field list and drop it into the Data section
(colored yellow).
In the example below (Figure 581), the field Work has been dragged from the dialog box to the
Data section.
Figure 581. Portfolio Analyzer View showing Work
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The other values have gone to a default setting of everything so the value of work is the total of
the whole data sourcefor example, the OLAP cube.
The next step is to use the other types of data in the Chart Field List. These are the dimensions.
There are some standard dimensions that are automatically created when the OLAP cube is
generated. These are:
Project dimension. Holds the project names.
Project version dimension. Holds each project and version combination.
Time dimension. Holds various time settingsfor example, day through year.
Resource dimension. Holds the resource names.
These dimensions can be used to generate the other three sections of the chartfor example,
Filter, Category, and Series. These sections are populated in exactly the same way as the Data
section was populated. The required field is dragged from the Chart Field List to the relevant
section of the graph.
These dimensions are used to sub-divide and analyze the data. To see how work changes with
time, the Time dimension could be used as a Category. To see how work changed across
projects, the Project Dimension could be used as a Category. To see how work changed in
each project with time, the Project Dimension could be used as a Series and the Time
Dimension could be used as the Category.
If these dimensions are expanded, they reveal a lower level of data available for use. For
example, expanding the project dimension shows the project name, but expanding the time
dimension shows day, week, month, quarter, and year. So to see how work changed by year, this
element of the time dimension would be dragged to the Category box. This would show one
column per year. To see it at a monthly level, the Month element would be dragged instead.
There are other dimensions in the Chart Field List. These are also generated automatically as
the OLAP cube is created. The source for these fields is the enterprise custom outline codes. A
dimension is created for each of the enterprise custom outline codes that has been defined. For
example, if enterprise (resource) custom outline code 3 had been defined as skill, then there
would be a dimension called skill. If this dimension was expanded, then it would show another set
of fields Level 02, Level 03, and so on. These represent the mask that was defined in the
enterprise outline code itself. So if the skill (enterprise custom outline code 3) had two levels, then
so would the skill dimension.
In the example below (Figure 582), the third level of a skills dimension has been added to the
Series location.
583
Figure 582. Portfolio Analyzer View showing Work with Skills
Clicking on the Level 03 entry in the Series area generates a drop-down box that shows all the
individual entries. By default, all the entries are checkedthat is, it shows all skills. The list can
be changed and the chart will dynamically be updated.
The first entry in the list is titled All (Figure 583). This box selects or de-selects all the entries in
the drop-down list. To select only a few entries from a long list, clear the All box (clearing
everything) and then check the required entries individually.
Figure 583. Portfolio Analyzer View selecting specific entries
Similarly, if only a few entries are not required, check the All box (checking everything) and then
clear the required entries individually.
584
To change the entries in any of the areas, first remove the existing entry. This is achieved in a
similar way to the way they were added. Click on the field that needs to be removed and drag it
away from the graph. It can be dropped in the Chart Field List or anywhere off the chart. Then it
is a simply matter of dragging the new field from the Chart Field List to the required location on
the chart.
This type of selection uses the auto filter option. If any de-selections are made, the Toolbar will
show the AutoFilter icon selected. Clicking on the AutoFilter will automatically select all items
again (Figure 584).
Figure 584. Portfolio Analyzer View after changes
Modify View
3.10.4.2
The previous section has created a basic Portfolio Analyzer view. This section looks at some of
the functionality available to modify or customize a view. These functions are not specific to
Project but will apply wherever the Office Web Components are used. If you want to change the
content of a view, use the Modify View from the Manage Views.
In this particular instance the sequence is:
1.
Logon to Project Web Access with an account that has administrator authority.
2.
Select the Admin functions from the menu bar.
3.
Select Manage Views from either the side pane of the main screen.
4.
Choose the required view from the Portfolio section.
585
5.
Select the Modify option.
This will display the same screen as the New view screens, with exactly the same functionality. Of
course, the fields will already contain data but the functionality and options are identical.
The default graph type is a two dimensional bar chart where each series produces another
column along side the others. There are many more graph types available. These can be viewed
by selecting the Chart Wizard icon on the far right of the toolbar (Figure 585). This dialog box has
three tabs and the range of charts can be seen by clicking the third tab named Type. (The first
tab shows the data source for this chart and the second tab shows additional details about the
data source. These values should remain unchanged.)
The dialog box is in two parts, with the types of chart available defined in the left hand pane.
When any item in the left-hand pane is selected by clicking on it, all the variations of that type of
chart are displayed in the right-hand pane. To change the type of chart, simply choose the
required type in the right hand pane and click on it. The chart display is changed dynamically.
While all the charts types can be selected, the data available in the OLAP cube may not make
sense using specific chart types. If this is the case, the solution is to repeat the operation until a
satisfactory chart is produced. Typically the type of data stored in the OLAP cube is best
displayed as lines, columns, or area charts, with the column charts in three dimensions (Figure
585).
Figure 585. Changing the type of a Portfolio Analyzer view
The icon to the right of the Chart Wizard is the Chart Field List and this can be selected at
anytime to open the dialog box.
The last icon to consider is the third of the group, the Command and Options (Figure 586).
The chart itself consists of a number of different components and the Command and Options
allow the creator of the view to control what can be seen and what each part of the chart looks
like. For example, there is the plot area, the Y or value axis, and the chart workspace. The
Command and Options supports changes to all of them.
586
Figure 586. Portfolio Analyzer view Chart Workspace tabs
The tabs that can be seen for the chart workspace are:
General. Typically shows the chart component.
Border/Fill. Used to change text/backgrounds.
Data Details. Shows the data connection for the chart.
Type. Shows/changes the chart type as above.
3D View. Changes the parameters for the 3-D view, moving the perspective and lighting.
Series/Groups. Provides the ability to merge/create a new series.
Show/Hide. Determines what can be viewed when the chart is published.
The tabs visible depend on which part of the chart is selected. Different parts of the chart can be
selected by using the drop-down box on the General tab or by selecting a part of the chart by
clicking with the mouse.
For example, on the General tab (Figure 587) for the chart workspace there are three options,
driven by icons, across a center line on the dialog box:
Adding a Chart Legend. Clicking on this icon simply adds a legend to the right-hand side of the
chart. This, of course, then becomes another component of the chart and by clicking on it or
selecting it from the drop-down box in the General tab, it too can be modified.
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Figure 587. Portfolio Analyzer View adding a legend
Adding a Chart Title. Similarly, clicking on this icon adds a chart title to the top of the chart, and
again creates another component of the chart. If this component is selected and the Format tab
selected (Figure 588), then it is possible to change the content of the title, as well as the font, the
size, and the emphasis of the text.
Figure 588. Portfolio Analyzer View adding a Chart Title
Hiding Chart Objects. There will often be a difference in the fields available to the creator and
modifier of a Portfolio Analyzer view to that of a simple user or viewer.
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Figure 589. Portfolio Analyzer View Hiding features
The amount of functionality available to the eventual end user is controlled via the Hide/Show tab
(Figure 589) that can be selected when the chart workspace has been selected. This identifies
nine different items that can be selected or de-selected:
Field List. The list of all the total fields and dimensions so that new fields can be selected.
Without this list, new fields cannot be identified or dragged to a drop zone.
Screen Tips. As with other applications, hints are displayed when the cursor hovers over certain
areas of the screen.
Field buttons/drop zones. The areas that are used to add new fields to the Pivot Table or chart
for example, Categories. Without this functionality, it is not possible to drag items from the
Field List to the drop zone, but it is possible to add items to the chart from the Add to function at
the bottom of the dialog box. It is not possible to remove items from the chart with this
functionality.
Tool bar. The bar at the top of the screen that controls the other functions. With this selected, it is
possible to initiate the Command and Options dialog box and change the configuration.
Commands Options. The dialog box for Command and Options can be initiated by clicking on
the chart.
Pivot Grouping. Allows the addition or removal of fields from the drop zones. Items in the drop
zones can be filtered but not changed if this is de-selected.
Pivot Filtering. Allows the selection or de-selection of any of the level entries from the fields
entered in the in the drop zones.
Selection Marks. These are the marks that show the existence of the drop-down boxes for the
drop zones. This is only useful if, for example, the layout of any of the drop zones is such that the
text and the box are not visible.
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The following example (Figure 590) has added a chart legend and title, and removed or deselected all components in the Hide/Show tab. The resulting display is a clean graph that has no
functionalitythat is, can be viewed only as it is.
Figure 590. Portfolio Analyzer view sample view
View Options. There is one additional section, the View Options that can amend the format of
the final view. This section appears at the top of the screen as View Options when the Portfolio
Analyzer view is displayed or Default View Options when the view is being created or updated.
In both cases there are two checkboxes that can be set. The first sets the Toolbar and the
second the Field List. In both cases, these operate only if the Hide/Show tab has allowed them
to be displayed.
3.10.4.3
Copy View
A key feature with Project Server is the ability to Copy View, allowing you to copy an existing view
to create a new view. This allows the Project Server administrator to use successful Portfolio
Analyzer view examples to create new views for a starting point. If you select this option, a
dialogue appears allowing you to specify the name of the copied view (Figure 591).
The Copy View sequence is:
Select an exist view to copy.
Click the Copy View function (Figure 591).
Name the new view and click OK.
Figure 591. Copy Analyzer View
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3.10.4.4
Understanding Pivot Tables

In the past few topics the descriptions have focused on the creation of a Pivot Chart. This is only
one way of analyzing the data in a Portfolio Analyzer view. Linked to the Pivot Chart is the Pivot
Table (Figure 592). This displays exactly the same data as the Chart, just in a spreadsheet format
as opposed to a graphical format.
Figure 592. Portfolio Analyzer view the Pivot Table
The data is identical and the ability to add or remove items from the Field List remains the same
(Figure 593).
Figure 593. Portfolio Analyzer View Pivot Table Command and Option
One aspect that is different is the Pivot Tables ability to export data directly to Microsoft Excel.
This is achieved by selecting the appropriate button which loads Excel as an application and
transfers the content of the Portfolio Analyzer view to a new spreadsheet.
Excel supports the functionality of the Microsoft Office Web Components. Once the process has
completed the data sourcefor example, access to the OLAP cubeand the Field List are fully
functional but in an Excel environment. Exactly the same functionality to add and modify data is
available in Excel, adding new fields to the Data section, which is shown in the Figure 594 and
Figure 595.
591
Figure 594. Portfolio Analyzer view export to Excel
Figure 595. Portfolio Analyzer view changing the data in Excel
3.10.4.5
Using Portfolio Analyzer Views

Portfolio Analyzer views can be accessed from two key points within the system. These are the
Collaborate menu in Microsoft Project Professional and the side pane of the Projects menu in
Web Access.
The access to specific views is controlled, as with all other views, by the Categories assigned in
the security model. But the functionality available in each Portfolio Analyzer view will depend on
the functionality that has been allowed by the creator of the view. To clarify this, consider three
examples:
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All Access. The creator of the view has not hidden Command and Options or the Field List
and also retained the ability to perform Pivotfor example, Pivot Filter and Pivot Group. Here the
user will be able to take full control of the view in terms of both content and data.
Pivot Access. The creator of the view has hidden Command and Options and the Field List,
but retained the ability to perform Pivots. In these views the format of the view is fixed, but the
user retains the ability to slice and dice through the data and to view other fields.
View Only. The creator of the view has hidden Command and Options and the Field List and
also removed the ability to perform Pivots. Here the screen is basically fixed, with no ability to reformat the view in terms of design or content.
Portfolio Analyzer Lab
3.10.4.6
The following instructions outline how to generate or build an OLAP cube in Project Web Access
2003. The OLAP cube must be generated in order to create Portfolio Analyzer views. It is
recommended that you perform these steps during a time when you expect the least activity on
the Project Server 2003. You can also refer to the Whatsnew.doc file for more detailed information
on OLAP cube generation.
Because you need OLAP administrator rights to perform these steps, you should refer to the
svrsetup.htm file to verify that you have correctly installed Microsoft Project Server 2002.
1.
Log in to Project Web Access as the administrator.
2.
Click Admin.
3.
Click Manage enterprise features.
4.
Click Update resource tables and OLAP cube.
5.
Note under the section called Current Cube Status, the status of the cube and the date on
which it was last updated will be displayed.
6.
Under Build the OLAP cube, select the Yes option.
7.
Under OLAP cube name and description:

a. Enter the name of your Analysis Server.
8.
b. Enter the cube name (required) and cube description (optional).

Under Date range, select the Use the earliest project start date and the latest project finish date
option.
9.
Under Update Frequency:

a. Select the Update only when specified option.
b. Then click the Update Now button. You have now started to build the OLAP cube.
You can refresh this page to view the status of the cube generation. You must have a valid cube
before you start this exercise.
These instructions describe how to create views in Portfolio Analyzer in Project Web Access
2003.
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1.
Log in Project Web Access 2003 as Administrator.
2.
Select Manage Views from the Action menu.
3.
Click Add View.
4.
Under View Type, click the Portfolio Analyzer option.
Create a Portfolio Analyzer view. This view shows work over time by project. You can use this
view interactivity using the Field List dialog box and pull-down menus once it has been created.
5.
Under View name and Description:
6.
In Name, type USA West Region Projects Status 2002.
Description (optional).
Under Portfolio Analyzer mode, click the PivotTable with Chart option.
7.
Under Customize the PivotTable and Chart, click anywhere on the chart to bring up the
PivotTable Field List dialog box.
8.
In the PivotTable Field List dialog box, select Work, and drag to the yellow Totals or Details
(Data) Fields zone.
9.
Select Time and drag to the blue column (category) Field zone.
Click
10.
the down arrow to the right of Years and unclick All.
11.Click
Expand 2002 by clicking on the + sign.
Click the box next to Q2 and click OK so the box goes away.
the + sign to the left of the 2002 in the chart itself.

o
Click + sign to the left of the Q2 box so April, May, and June display in the chart.
Select
12.
Resource RBS and drag it to the pink Filter Field zone.

o
Click the down arrow to right of Resource RBS and unclick All.
Click + sign to the left of USA and click box next to West and click OK.
13.
Select
Projects and drag to light green Row Fields zone.

Select
Resource Skill1 and drag it to the right of Projects the in Row Fields zone (the name will
change to say Level 02).
14.
15.
Scroll
down to the Categories section.

16.
Select
My Organization and My Projects then click the Add button.

17.
Click
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Save Changes.
18.
Select
the Projects menu and click Analyze projects in Portfolio Analyzer.

Your view should look something like Figure 596.
Figure 596 - Portfolio Analyzer
Modify the view by selecting different resources, projects, skills, and time frame.
Create a second Portfolio Analyzer view. This view is useful for showing when work exceeds
baseline work.
1.
Repeat steps 1 through 4 from the first view you created above.
2.
Under View name and description, type USA West Region Resources.
3.
Under Portfolio Analyzer mode, click the PivotTable with Chart radio button.
4.
Under Customize the PivotTable and Chart click anywhere on the chart to bring up the
PivotTable Field List dialog box.
5.
Select Work and drag to the yellow Data Field zone.
6.
Select Baseline Work and drag to Data Field zone.
7.
Select Resource RBS and drag to the blue column (category) Field zone the name changes to
Level 02.
8.
Click the down arrow to the right of Level 02 and unclick All.
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9.
Expand USA by clicking on the + symbol.
Click box next to West and click OK.
Select Time and drag to the pink Filter Field zone.

Select
10.
Resource Skill and drag to light green Row Fields zone.

11.Change
Chart Type for Baseline Work Data Field.
Hover
over any column that represents baseline work. You can verify that the column represents
baseline work because the information box that appears when you hover will show Baseline
Work.
12.
Right
13.
click on the baseline work column.

Select
14.
Data, select Type tab.

Click on
15.
Line.
Click on
the middle option, Line with markers displayed at each data value and exit out of the dialog
box.
16.
See the example below (Figure 597):
Figure 597. Portfolio Analyzer view
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In
17.
Categories, select My Organization and My Projects, and click the Add button.
Click
18.
Save Changes.
Select
19.
the Resources menu and click Analyze resources in Portfolio Analyzer.

Create third Portfolio Analyzer view. This view shows Work, Baseline Work, and Availability
by Resource.
Repeat
20.
steps 1 through 4 above.

Under
21.
view name and description:

a. In Name, type USA West Resources by Project 2002.
b. Description (optional).
Under
22.
Portfolio Analyzer mode, click the PivotTable with Chart option.

Under
Customize the PivotTable and Chart, click anywhere on the chart to bring up the PivotTable
Field List dialog box.
23.
Select
24.
Work and drag to the yellow Data Field zone.

Select
25.
Baseline Work and drag to Data Field zone.

Select
26.
Availability and drag to Data Field zone.

o
Right click on Availability and select Data, then Type.
Change to Line graph, select a line graph and close the dialog box.
27.
Select
Time and drag to the blue column (category) Field zone.

28.
Click
down arrow to the right of Years and unclick All.

29.
Expand
2002 by clicking on the + sign.

30.
Click
box next to Q2 and click OK.

31.
Select
Project Location and drag to the pink Filter Field zone.

32.
Click
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down arrow to the right of Project Location and unclick All.

Expand
33.
UK by clicking on the + sign.

Click
34.
boxes next to London and Liverpool and click OK.

Select
35.
Resources and drag to light green Row Fields zone.

Click
36.
down arrow to the right of Resources Name and unclick All.

o
Select the following names: Alan Shen, Andrew Dixon, Brad Sutton, Brian Groth,
Carol Philips, Eva Corets, Frank Miller, Jo Berry, John Evans.
Click OK.
37.
In
Categories select My Organization and My Projects then click the Add button.
38.
Click
Save Changes.
Review the results by going to either the Projects or Resources menus and select the Portfolio
Analyzer option.
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ENTERPRISE OPTIONS
This module documents the enterprise options that have been implemented in the sample
database that comes with the Microsoft Office Project 2003 software. An understanding of these
options is required for those readers who want to undertake the exercise that are part of each
module.
Enterprise Calendars Enabled.The organization has elected to have these Calendars

locked-down. This option means that managers, cannot alter any calendar, or define their
own calendar.
Enterprise Project Versions A project version is a full copy of the project. When a
project is created and published to Microsoft Project Server, the first version is established.
Microsoft Project Professional automatically publishes a project when it is saved. This
published version becomes the current version and uses the extension published. Using
Microsoft Project Server, an organization can save different versions of a project for
archiving or modeling purposes. Specifically:
Published versionsPublished versions are copies of the current project that you
can modify for modeling and reporting purposes. You cannot use a version to schedule
assignments. If you want to continue using a version as the current project, you must
save it with the name of the current project (project.published). Before overwriting the
current project with a version of a project, you may first want to create an archived
version of the current project.
Target version This is version is used to store a copy of the project plan when first
baselined.
Enterprise Custom Fields Microsoft Project has always included extra fields (for text,
flags, numbers, dates, cost, start and finish dates, and durations) to store custom data. You
can customize these fields to obtain the information you want using formulas, specific value
calculations, or graphical indicators.
Enterprise custom fields are custom fields specific to an enterprise implementation of project
server and available in enterprise projects. Enterprise custom fields are created by the
administrator in a special Microsoft Project plan called Checked-out Enterprise Global
Participants should log-on to Project Server as the Administrator and examines the
Enterprise Codes that have been implemented in the Sample database.
Enterprise Outline Codes Organizations often require a particular Work breakdown

structure (WBS) or Resource breakdown structure (RBS) format for their projects and
resources. A WBS is a hierarchical structure used to group and describe projects in
successively greater levels of detail. Similar to WBS, an RBS typically represents a
companys organization. These breakdown structures allow you to identify and categorize
project, task, and resource information for ease of viewing and reporting.
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Participants should log-on to Project Server as the Administrator and examines the
Enterprise Codes that have been implemented in the Sample database.
The most critical of the Enterprise Resource Fields is the RBS Resource
Breakdown Structure RBS [Enterprise Resource Code 30]This code defines
where in the sample organization the resources are being paid. Each resource in
the Enterprise Resource Pool MUST have an RBS assigned.
Single currencyFor multi-national organization are all projects planned in a single

currency or can individual projects use different currencies. If this later option is allowed then
all summary costs in the Project Server database are then instantly useless. In the sample
database a Single currencyUS dollars to two places of decimal is enforced.
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CREATING A MICROSOFT OFFICE PROJECT 2003 VIRTUAL PC IMAGE

This module will assist you in creating a Virtual PC image file of a complete Microsoft Office
Project 2003 system that can be used to complete the labs associated with this training kit.
The instructions that follow are based upon Connectix Virtual PC v5.2.
Using a Virtual PC image has many advantages when testing or learning a new system. Benefits
such as Undo allow you to try many configuration options and then instantly go back to the state
your system was in before you started. Because the whole computer is actually a file, you can
transfer the file to other computers that have Virtual PC installed and instantly have the entire
system available. Other advantages will become apparent as you learn the important features of
the Virtual PC environment.
All instructions below assume a single server installation and that you will be logged on as
Administrator (unless instructed to do otherwise).
Note: It is possible to create multiple virtual server images on one computer that interact similarly
to a real world environment, but it is beyond the scope of this document.
5.1.1
Microsoft Office Project 2003 Virtual PC Requirements
5.1.1.1
Hardware Requirements
At least 7 gigabytes of hard disk space for the Virtual PC.

Processor should be Pentium 4 or higher for best performance.
512 megabytes or higher of RAM
Software Requirements
5.1.1.2
Host PC:
Microsoft Windows XP
Connectix Virtual PC software v5.2 or later
Guest PC:
Microsoft Windows Server 2003 or Microsoft Windows 2000 Server, Service Pack 3 or later.
Windows SharePoint Services requires Windows Server 2003.
Microsoft Internet Information Services (IIS) 5.0 or later, including the latest patches. IIS 6.0
comes with Windows Server 2003 and is required for WSS.
Microsoft SQL Server 2000, Service Pack 3 or later, including Server and Client tools.
Microsoft SQL Server Analysis Services, Service Pack 3 or later (included with SQL Server
2000).
Windows SharePoint Services (requires Windows Server 2003); must be installed to a port
other than Port 80.
Microsoft Office Project Server 2003.
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Microsoft Outlook 2000 or later. Optional, but required if you plan to use the Outlook
Integration features of Project Server 2003.
Microsoft Word 2003. Optional, but required if you plan to use WSS functionality.
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5.2
CREATING A NEW VIRTUAL PC

To build a new Virtual PC for the Microsoft Office Project 2003 system, you will need to install the
Connectix software on the Host PC first. Become familiar with Virtual PC commands, especially
using the Right ALT key in combination with the Right DEL key (emulates CTRL/ALT/DEL) and
the Right Enter key (switches between full screen mode and window mode).
5.2.1.1
To Create a New Virtual PC

1. Start Virtual PC and click the New PC button.
2. On the PC Setup Wizard Virtual PC page, click Next.
3. Enter a name for your new Virtual PC click Next.
4. On the Configuration Options dialog, select Guide Me and click Next.
5. On the Guest Operating System dialog, select Windows 2003 Server, click Next.
6. On the Memory Settings dialog, select an amount that is about of your total RAM memory.
Note: You may need to adjust this setting later after testing with your system. Click Next.
7. On the Boot Disk Options dialog, select Create a New Hard Disk Image. Click Next.
8. On the Boot Disk Location dialog, select a location for the image file. Note: The image file
will expand as you install software, so this location should have at least 7 gigabytes of hard
disk space. Click Next.
9. On the Setup Summary dialog, click Next.
10. Your new Guest PC appears on the Virtual PC list.
5.2.1.2
Install All Supporting Software

1. Insert the Windows 2003 Server CD in the CD-ROM drive.
2. On the Virtual PC list, select your new Guest PC and click Start Up.
3. The Windows 2003 Server setup will take you through installing the operating system.
4. Install the rest of the supporting software listed under Guest PC above as you would on a
normal computer.
5.2.1.3
Install the PC Additions

Virtual PC provides a number of features that integrate a Windows guest PC with your host PC.
These features are provided by the Virtual PC Additions; they are not native to Windows. The
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Virtual PC Additions must be installed manually on the guest PC boot disk after the operating
system has been installed.
1. Bring the guest PC window to the front.
2. From the guest PC menu, click PC.
3. From the menu, click Install/Update Additions. The Virtual PC installation program appears
on the guest PC.
4. Read the license agreement and if you agree, select I agree to the terms of this agreement.
5. Click Next.
6. An Information window will appear with the details of the features the Additions add. Click
Next to continue.
7. Click Next to proceed with the Additions installation.
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INSTALLING MICROSOFT OFFICE PROJECT 2003
5.3
You can complete all of the following steps while you are running the new Guest PC created
above. It is suggested to run the Guest PC in Full Screen mode (Right Alt + Right Enter)
Create User Accounts
5.3.1
To install Microsoft Office Project Server 2003, you will first need to create the following
user accounts:
5.3.2
User Account #1: A local user account that will allow Project Server 2003 to access
Microsoft SQL Server 2000 Analysis Services and Windows SharePoint Services.
User Account #2: A SQL Server account that belongs to the Database Creators and
Security Administrators roles.
To Create a Local User Account
1. Open Computer Management on the computer where you want to create the account.
2. Expand Local Users and Groups.
3. Right click Users and click New User.
4. In User name, type a name for the user.
5. In Description, type a description for the user account.
6. In Password and Confirm password, type the user's password.
7. Clear the User must change password at next logon checkbox.
Note You must clear this checkbox or the account will not work properly with Project
Server 2003.
8. Click Create.
5.3.3
To Create a SQL Server 2000 Account

1. Open Enterprise Manager
2. Expand a server group, and then expand a server.
3. Expand Security, right-click Logins, and then click New Login.
4. In Name, enter a name for the Microsoft SQL Server login.
5. Under Authentication, select SQL Server Authentication.
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6. In Password, enter a password.

7. On the Server Roles tab, select the Security Administrators and Database Creators
checkboxes.
8. Click OK.
5.3.4
Create an OLAP Administrator

In order for Microsoft Office Project Server 2003 to access Microsoft SQL Server 2000
Analysis Services, you must create an OLAP Administrator. To do this, add the account
you created for this purpose (account #1 on the user accounts list) to the OLAP
Administrators group on the computer running Analysis Services.
1. On the computer running Analysis Services, Open Computer Management.

2. In the console tree, click Groups.
3. Right-click the OLAP Administrators group and then click Properties.
4. Click Add.
5. In Enter the object names to select, type the name of the Windows account that you want
to add to the group, and then click OK.
6. Click OK.
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5.4
CONFIGURE SQL SERVER AUTHENTICATION

Microsoft SQL Server Mixed Mode authentication allows users to connect to an instance of
SQL Server using either Microsoft Windows Authentication or Microsoft SQL Server
Authentication. Mixed Mode is required by Microsoft Office Project Server 2003. Configure
the instance of SQL Server 2000 to use Mixed Mode.
1. Open SQL Server Enterprise Manager.

2. Expand a server group.
3. Right-click the server you will use with Project Server 2003, and then click Properties.
4. Click the Security tab.
5. Under Authentication, click SQL Server and Windows.
6. Under Audit level, select ALL for the level at which user accesses to Microsoft SQL Server
are recorded in the SQL Server error log:
7. Click OK.
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5.5
CONFIGURE INTERNET INFORMATION SERVICES

Both Microsoft Office Project Server 2003 and Microsoft Windows SharePoint Services
require Internet Information Services (IIS).
5.5.1
To Enable IIS on Windows Server 2003

1. Click Start and then click Manage Your Server.
2. On the Manage Your Server page, click Add or remove a role.
3. On the Preliminary Steps pane, click Next.
4. On the Server Role pane, click Application server (IIS, ASP.NET), and then click Next.
5. On the Web Application Server Options pane, accept the default of ASP.NET and then click
Next.
6. Click Finish.
7. Click Start, point to Administrative Tools, and then click Internet Information Services
(IIS).
8. In Internet Information Services manager, click the plus (+) sign beside the server name, and
then right-click the Web Sites folder and select Properties from the popup menu.
9. In the Properties dialog box, click the Service tab.
10. In the Isolation mode section, clear the Run WWW service in IIS 5.0 isolation mode check
box (if it is checked), and then click OK.
5.5.2
Uninstall Internet Explorer Enhanced Security

Using Internet Explorer Enhanced Security Configuration on a Web server running
Microsoft Windows SharePoint Services prevents some code necessary for viewing site
pages or HTML Administration pages from running. A user running Internet Explorer on
the server computer will be unable to view or administer the site. The user at the server
will also be unable to view and administer a remote SharePoint site, because of the
security settings.
5.5.2.1
To Uninstall Internet Explorer Enhanced Security Configuration

1. On the computer where you will install Windows SharePoint Services, click Start, point to
Control Panel, and then click Add or Remove Programs.
2. Click Add/Remove Windows Components.
3. In the Components list, clear the Internet Explorer Enhanced Security Configuration
checkbox, and then click Next.
608
Note: The Internet Explorer Enhanced Security Configuration component is removed.
4. Click Finish.
609
5.6
INSTALL WINDOWS SHAREPOINT SERVICES

If you do not have Windows SharePoint Services, you can download it from the Microsoft
Web Site.
1. Insert the Windows SharePoint Services CD into your server computers CD-ROM drive.
2. Click Start, and then click Run.
3. In the Open box, type d:\setupsts.exe (where d: is your computers CD-ROM drive or network
installation point).
The Windows SharePoint Services Setup program opens.
4. On the End-User License Agreement (EULA) panel, review the terms, select the I accept the
terms in the License Agreement check box, and then click Next.
5. On the Type of Installation panel, click the Server Farm option, and then click Next.
6. On the Summary panel, verify that only Windows SharePoint Services will be installed, and
then click Install.
Setup runs and installs Windows SharePoint Services.
When setup completes, a browser will launch and the Configure Admin Virtual
Server page will be displayed.
5.6.1
Configure the Admin Virtual Server

After the Setup process is complete, you can configure your administrative virtual server,
including specifying an application pool to use for the virtual server processes.
1. On the Configure Admin Virtual Server page, select the Use an existing application pool
option, and keep the default application pool in the list.
2. Click OK.
The Application Pool Changed page will appear.
3. On your Microsoft Windows desktop, click Start, click Run, and then in the Open box, type
CMD, and then click OK.
4. At the command prompt, type iisreset, and then press Enter.
5. When IIS has been restarted, close the command window and return to your browser.
6. On the Application Pool Changed page, click OK.
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5.6.2
Set the Configuration Database Server

This procedure will configure Microsoft Windows SharePoint Services to work with
Microsoft SQL Server 2000.
1. In the Database server box, type the name of the instance of SQL Server 2000 you want to
connect to.
2. In the SQL Server database name box, type a name for the configuration database you
want to create.
3. Select the Use SQL Server authentication option.
4. Type the user name and password for the SQL Server account you will use to create the
configuration database tables (account number 2 from the user accounts list).
5. In the Active Directory Account Creation area, select the Users already have domain
accounts option.
Note Do not choose the Automatically create active directory accounts for
users of this site option. This option is not compatible with Microsoft Office
Project Server 2003.
6. Click OK.
5.6.3
Extend the Virtual Server

After you set up the connection to Microsoft SQL Server 2000, you are ready to extend
your virtual servers with Microsoft Windows SharePoint Services. When you extend a
virtual server, Windows SharePoint Services is applied to a virtual server and a top-level
Web site is created.
1. On the Central Administration page, click Extend or upgrade virtual server.

2. On the Virtual Server List page, click Default Web Site.
3. On the Extend Virtual Server page, click Extend and create a content database.
4. On the Extend and Create Content Database page, select the Create a new application
pool option.
5. In the Application pool name box, type a name for the application pool.
6. Select the Predefined option, and then choose Network Service from the list.
7. Under Site Owner, in the User name box, type the Windows domain account name of the
owner for this virtual server.
This user will receive any quota or auto-deletion notices, and will have Windows
SharePoint Services administrator privileges.
611
8. In the Email box, type the email address for the owner of this virtual server.
9. Click OK.
5.6.4
Run the Windows SharePoint Services Configuration Wizard

The Microsoft Windows SharePoint Services Configuration wizard will install a basic
Microsoft Project Workspace template and other program files onto the server running
Windows SharePoint Services. The wizard will also provision a site called
MS_ProjectServer_PublicDocuments for the public document library feature in Microsoft
Office Project Web Access 2003.
1. Insert the Microsoft Office Project Server 2003 CD into the CD-ROM drive.
2. If you are installing from the Project Server 2003 CD with AutoPlay enabled, click Server
installation in the Project Server 2003 Setup program, or, on the Project Server 2003 CDROM, browse for and run the file named Setup.exe.
Project Server 2003 Setup starts.
3. Click Windows SharePoint Services.

4. On the next page, click Windows SharePoint Services Configuration Wizard.
5. On the next page click Next.
6. On the next page, click Default Web Site or select a previously provisioned site, and then
click Next.
7. On the next page, in the Select the URL path to create project sites under list, click sites,
and then click Next.
8. On the next page, in the Site Owner Account Name box, type the Windows account name
for the site owner.
9. In the Site Owner E-mail address box, type the e-mail address for the site owner, and then
click Next.
10. On the next page, click Next.
11. On the next page, write down the information under SharePoint Central Administration
URL and Create a top-level Web site under this URL. You will need this information when
you install Project Server 2003.
12. Click Finish.
5.6.5
Create a Windows SharePoint Services Administrator

In order for Microsoft Office Project Server 2003 to access Microsoft Windows SharePoint
Services, you must create a Windows SharePoint Services administrator. To do this, add
the account you created for this purpose (account #1 on the user accounts list) to the
Administrators group.
612
1. Open Computer Management.

2. In the console tree, click Groups.
3. Right-click the Administrators group and then click Properties.
4. Click Add.
5. In Enter the object names to select, type the name of the user account #1 that you want to
add to the group, and then click OK.
6. Click OK.
613
5.7
INSTALL PROJECT SERVER 2003

This topic describes the steps required to install Microsoft Office Project Server 2003
using the Setup program.
1. Insert the Project Server 2003 CD into the CD-ROM drive.

2. If you are installing from the Project Server 2003 CD with AutoPlay enabled, click Server
installation in the Project Server 2003 Setup program, or, on the Project Server 2003 CDROM, browse to and run the file named Setup.exe.
3. On the User information page of the Setup program, enter your user name, initials,
organization, and Product Key, and then click Next.
4. Read and accept the license agreement, and then click Next.
5. In the Install to box, specify where you want to install Project Server 2003, and then click
Next. The default location is C:\Program Files\Microsoft Project Server 2003.
6. On the Choose the services you want to install on this server page:
1. Click the Microsoft Office Project Server Sample Data list, and then click Run
from my computer.
2. Click Next.
7. On the Enter database server information page:
1. Select the Create a new database option to create a new database for Project
Server 2003 data.
2. In the Database server box, type the name of the instance of SQL Server 2000.
3. Select the SQL Server Authentication option.
4. Type the logon name and password for the SQL Server account to use to create
Project Server 2003 database tables (account number 2 from the user accounts list).
5. Click Next
8. On the Enter connection information for Views tables page, accept the defaults, and then
click Next. This will install the Project Server 2003 View Tables in the main Project Server
2003 database.
9. On the Create database account information page, type the passwords to be used by
Project Server 2003 and Microsoft Office Project Professional 2003 for accessing the SQL
Server 2000 database, and then click Next. The passwords you enter will be assigned to the
accounts listed in the Login name boxes.
10. On the Enter Analysis Services connection information page:
614
1. In the Analysis server box, type the name of your Analysis Services server.
2. In the Logon name box, type the Local Windows account name that Project Server
2003 should use to access the Analysis Services server (account number 1 from the
user accounts list).
3. In the Password box, type the password for the Windows Local account, and then
click Next.
11. On the Select a Web site page, click Default Web Site, and then click Next.
12. On the Enter Web server address information page:
1. Under Intranet protocol and server name for accessing Microsoft Office Project
Server, select the intranet protocol (http://) used on this server from the list, and then
type the server name in the next box.
Note Do not include the protocol (http:// or https://) when typing the server
name.
2. Optionally, under Extranet protocol and domain name for accessing Microsoft
Office Project Server, select the extranet protocol (http:// or https://) from the list,
and then type the domain name in the next box.
Note Do not include the protocol (http:// or https://) when typing the
domain name.
3. Click Next.
13. On the Enter SMTP mail server information page:
1. In the SMTP mail server box, type the name of the SMTP mail server to use for
Project Server 2003 notifications and reminders. To have Project Server 2003 send
notifications and reminders, type SMARTHOST.
2. In the Port box, type the port number for the mail server. The default port is 25.
3. In the From address box, type the email address to include in the From field of
emails sent by Project Server 2003, and then click Next.
14. On the Connect to a Web server running Windows SharePoint Services page:
1. Under Windows SharePoint Services administration URL, select the protocol
(http://) used on the SharePoint server, and then type the server name and port
number in the next box. This is the SharePoint Central Administration URL link
provided by the Windows SharePoint Services Configuration wizard that you wrote
down earlier.
server name.
615
2. Under Create sites under this Windows SharePoint Services URL, select the
protocol (http://) used on the SharePoint server, and then type the URL for Project
Server 2003 sites. This is the Create a top-level Web site under this URL link
provided by the Windows SharePoint Services Configuration wizard.
server name.
3. Click Next.
15. On the Enter account information for Windows SharePoint Services (continued) page,
type the Windows account name and password to use for administering Windows SharePoint
Services (account number 1 from the user accounts list), and then click Next.
16. On the Connect to a Web server running Microsoft SharePoint Portal Server page, click
Next.
17. On the Choose an installation environment page, select Enterprise, and then click Next.
18. On the Enter the administrator password page, type a password to use for the
administrator account, and then click Next.
Note The password must be at least 8 characters and be sure to note this
password for future reference. You will need to use the administrator account
the first time you log on to Microsoft Office Project Web Access 2003.
19. On the Summary page, click Install.

Project Server 2003 installs.
20. On the Setup Completed page, click Finish.

.
616
INSTALL MICROSOFT OFFICE PROJECT PROFESSIONAL
5.8
1. Insert the Microsoft Office Professional CD in the CD-ROM Drive.

2. On the Microsoft Office Project Professional 2003 page, enter the product key, click next.
3. On the User Information page, complete the configuration entering your user (administrator)
name, initials and organization and then click Next.
4. On the End User License Agreement page, select the check box to accept the license
agreement, and then click Next.
5. On the Type of installation page, accept the default of Typical Install, and click Next.
6. On the Summary page, click Install.
7. On the Setup Complete page, click Finish.
Add Project Server to Your Trusted Sites List
5.8.1
Open Internet Explorer.

1.
On the Tools menu, click Internet Options.
2. Click the Security tab.

3. Click the Trusted sites zone, and then click Sites.
4. In the Add this Web site to the zone text box, enter the name of the Project Server computer
to which you are trying to connect, using this format: http://computername
5. Make sure the Require server verification check box is not selected.
6. Click OK two times.
617
5.9
CONFIGURE THE SAMPLE DATABASE

To install and configure the sample database, run the Microsoft Office Project 2003 Sample
Database Configuration Wizard and restore the Sample Database to the server running Project
Server.
1. On the Start menu, select All Programs, point to Microsoft Project Server 2003, and then
select Restore and Configure Sample Data to open the Microsoft Office Project Sample
Data Configuration Wizard. Click Next.
2. On the End-User License Agreement page, select the I accept the terms in the license
agreement option, and then click Next
3. Under Data Type, indicate the type of data you plan to use with the Sample Database. If you
do not plan to use Windows SharePoint Services, select Install Microsoft Office Project
Server data. If you do plan to use Windows SharePoint Services, then select Install
Microsoft Office Project Server 2003 and Windows SharePoint Services data. Click
Next.
4. Under Microsoft Office Project Server 2003 Database, specify the location of the Sample
Database backup file: use the Sampproj.bak file installed in the \Microsoft Project Server
2003\Sample Data\1033 folder. The default database name is MPSSampleDatabase, but you
can specify a new database name if you prefer. If you specify the same name as an existing
database, that database will be overwritten. You should write this information down, as you
will need it later. Click Next.
5. Under Microsoft Office Project Server 2003 Database, specify the location of the WSS
Sample Database backup file: use the Sampwss.bak file installed in the \Microsoft Project
Server 2003\Sample Data\1033 folder. The default database name is
MPSWSSSampleDatabase, but you can specify a new database name if you prefer. If you
specify the same name as an existing database, that database will be overwritten. You should
write this information down, as you will need it later. Click Next.
6. Under URL, specify the URL that you will use to access the sample database, for example
http://<servername>/sample. Using the default value is recommended.
7. Under User Accounts, do one of the following:
To create the user accounts required by the Sample Database automatically, select
Create Windows user accounts for each role on this computer for me.
8. Click Install.
9. When the Microsoft Office Project Sample Data Wizard has restored the backup file, click
Finish.
The Microsoft Office Project Sample Data Configuration Wizard will create local computer
user accounts on your server for each of the following roles (except for the Administrator
account).
User Name
Windows
Password
Project Server
Password
Joe Brown
pass@word1
Scott Bishop
Type
Demo Role
Uses Windows
logon credentials
User
Executive, Portfolio
Management Scenario
pass@word1
Uses Windows
logon credentials
User
Resource Manager, Portfolio

Management Scenario
Steve Masters pass@word1
Uses Windows
logon credentials
User
Project Manager, Portfolio

Management Scenario
618
Brad Sutton
pass@word1
Uses Windows
logon credentials
Power User Team Member, Portfolio

Management Scenario
Eva Corets
pass@word1
Uses Windows
logon credentials
User
Project and Resource

Manager, Resource
Management Scenario
Wendy
Wheeler
pass@word1
Uses Windows
logon credentials
User
Resource Manager, Resource

Management Scenario
Rob Young
pass@word1
Uses Windows
logon credentials
Power User Team Member, Resource

Management Scenario
pass@word1
Administrator n/a
Administrator n/a
Note All other Project Web Access users created by the Microsoft Office Project Sample Data
Configuration Wizard will have a blank password.
619
5.10
CONFIGURING WINDOWS SHAREPOINT SERVICES FOR THE PROJECT SERVER SAMPLE

DATABASE
Since the process of restoring the Sample Database is the same as restoring a database from a
different computer, you must reconfigure Windows SharePoint Services and Project Server.
5.10.1
Creating a New Virtual Server

1. On the Start menu, click Run. Enter Inetmgr and then click OK. This loads the Internet
Information Services (IIS) Manager.
2. In the tree pane in the left window, expand the tree until you see the Web Sites folder.
3. Right-click the Web Sites folder, point to New, and then select Web Site to open the Web
Site Creation Wizard. Click Next.
4. Under Web Site Description, in the Description text box, enter the name for the Web site,
for example WSSSample. Click Next.
5. On the IP Address and Port Settings page, select (All Unassigned) from the Enter the IP
address to use for this Web site drop-down list, specify the port in the TCP port this Web
site should use box, and then click Next. You cannot use the default port (80), and should
not use any existing port number that is currently in use.
6. Under Web Site Home Directory, click the Browse button and select the [drive]:\Inetpub
folder on the Project Server computer.
7. In the Browse For Folder dialog box, click the Make New Folder button. Rename the folder
to Sample, and then click OK to close the Browse For Folder dialog box. Leave the Allow
anonymous access to this Web site check box enabled. Click Next.
8. Under Web Site Access Permissions page, accept the defaults (Read and Run scripts
check boxes enabled), and then click Next.
9. When the Web Site Creation Wizard has finished creating the site, click Finish.
5.10.2
Setting Application Pool ID Permissions on the New Database

1. On the Start menu, point to All Programs, Microsoft SQL Server, and then choose
Enterprise Manager to open SQL Server Enterprise Manager.
2. In the tree view, navigate to the Security folder, expand it, and then select Logins.
If the NT Authority\Network Service login does not exist, you will need to add it as a
logon account. To add NT Authority\Network Service as a logon account, right-click
Logins, select New Login, and then create the NT Authority\Network Service
account in the SQL Server Login Properties dialog box. In the Name box, enter NT
Authority\Network Service, and then select the Database Access tab. Check the
Permit box next to the Windows SharePoint Services database, in this case it should
be the same database restored previously (default name
MPSWSSSampleDatabase). You should not change the settings for any other
database. Under Database roles, enable db_owner and then click OK.
Note This step assumes that Windows SharePoint Services sample Content database application
pool is running under the identity of NT Authority\Network Service.
If the NT Authority\Network Service does exist, you will still need to verify that this
account exists as a db_owner on the MPSWSSSampleDatabase database. Doubleclick NT Authority\Network Service, and then select the Database Access tab.
Check the Permit box next to the Windows SharePoint Services database; in this
case it should be the same database restored previously (default name
620
MPSWSSSampleDatabase). You should not change the settings for any other
database. Under Database roles, enable db_owner and then click OK.
Note This step assumes that Windows SharePoint Services sample Content database application
pool is running under the identity of NT Authority\Network Service.
3. Close SQL Server Enterprise Manager.
5.10.3
Extending Windows SharePoint Services and Adding the Restored Database

1. On the Start menu, point to All Programs, Administrative Tools, and choose SharePoint
Central Administration.
2. On the Windows SharePoint Services Central Administration page, under Virtual Server
Configuration, click Configure Virtual Server Settings to view the list of virtual servers.
3. On the Virtual Server List page, click the virtual server you created for use with the Sample
Database, WSSSample for example.
4. On the Extend Virtual Server page, next to Provisioning Options, click Extend and create
a content database.
5. On the Extend and Create Content Database page, next to Application Pool, select the
Create a new application pool option, and then enter the name of the application pool in the
Application pool name text box, for example WSSSampAppPool.
6. Under Select a security account for this application pool, select Predefined, and then
select Network Service from the list.
7. Next to Site Owner, enter the user name #1 from the User List in the form of domain\name in
the User name text box. This needs to be a person who already has access to this computer
or is a COM+ user. Then enter the e-mail address for this user in the E-mail text box. This
account is used to contact the Windows SharePoint Services site owner. You can place a
non-existent e-mail address in this field if you want to.
8. Leave all other fields on the Extend and Create Content Database page untouched.
9. Click OK.
10. On the Virtual Server Successfully Extended page, click OK.
11. Under Virtual Server Management, click Manage content databases.
12. Under Content Databases, click Add a content database.
13. Under Database Information, select Specify database server settings and enter the name
of the restored Windows SharePoint Services database, for example
MPSWSSSampleDatabase.
14. In the User Name text box, enter SA, and in the Password text box, enter the password for
the SQL Server 2000 SA account.
15. Under Database Capacity Settings, enter the number of sites before a warning event is
generated, and then enter the maximum number of sites that can be created in this database.
For example, you could enter 9000 as the number of sites before a warning event is
generated and 15000 as the maximum number of sites that can be created in the database.
The number of sites before a warning event is generated must be less than the maximum
number of sites that can be created.
16. Click OK.
5.10.4
Add Project Server to the Windows SharePoint Services Exclusion List

1. Go to the Windows SharePoint Services Central Administration page. On the Start menu,
point to All Programs, Administrative Tools, and choose SharePoint Central
Administration.
2. On the Windows SharePoint Services Central Administration page, under Virtual Server
Configuration, click Configure virtual server settings.
3. On the Virtual Server List page, click the Default Web Site link that points to the server
running Project Server.
621
4. On the Virtual Server Settings page, under Virtual Server Management, click Define
Managed Paths.
5. On the Define Managed Paths page, under Add a new path, enter the name of the virtual
server where you installed the Project Server Sample Database (for example sample, or the
URL you entered in Step 5 of the Using the Sample Database Configuration Wizard
procedure above) in the Path box.
6. Under Type, select Excluded Path. Note that if you click the Check URL button, the page
will not load. This is expected behavior.
7. Click OK. The name of the Project Server Sample Database virtual directory should now
appear in the list of excluded servers under Excluded Paths.
Finish Integrating Windows SharePoint Services and Project Server
5.10.5
1.
2.
3.
4.
5.
Open Internet Explorer and launch Project Web Access (enter http://<serverName>/Sample).
Log on to Project Web Access as the administrator and enter the password: pass@word1.
Click Admin in the top-level navigation.
On the left, under Actions, select Manage Windows SharePoint Services.
On the Connect to SharePoint server page, enter the URLs in the SharePoint Central
Administration URL and Create a site under this SharePoint URL text boxes. The
SharePoint Central Administration URL can be identified by clicking Start, pointing to
Administrative Tools, and then selecting SharePoint Central Administration. The other
URL is http://<serverName>:xx/sites, where xx is the port number specified when creating a
new virtual server.
Note You should not use LocalHost in the URL for the Windows SharePoint Services Central
Administration site and the SharePoint URL for the server running Windows SharePoint Services.
6.
7.
8.
9.
10.
Click Save Changes.

On the left, under Options, select Manage SharePoint sites.
Under Manage Windows SharePoint Services sites, select the first project name in the list.
Click Synchronize and click Yes when prompted.
Repeat this procedure for every project in the grid.
622
BUILDING THE OLAP CUBE
5.11
Project Web Access uses an OLAP cube for modeling and analyzing data. You will need to build
the OLAP cube to ensure that Portfolio Analyzer views are updated accordingly.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Open Internet Explorer and launch Project Web Access (enter http://<serverName>/Sample).
Log on to Project Web Access as the administrator and enter the password: pass@word1.
Click Admin in the top-level navigation.
On the left, under Actions, select Manage enterprise features.
In the left navigation, under Enterprise options, click Update resource tables and OLAP
cube. Unless you want to modify the other settings on this page, skip ahead to step 10 and
update the OLAP cube.
(Optional) Under Build the OLAP cube, select Yes, I want to update resource availability
information and build an OLAP cube.
(Optional) Under OLAP cube name and description, specify the name of the Analysis
Services server, enter MSP_Sample_Cube for the OLAP cube name, and then enter a
description.
(Optional) Under Date range for resource availability, specify the range you want to use for
resource updates.
Under Update frequency, select Update only when specified, and then click Update Now.
Click OK to start building the OLAP cube. The OLAP cube will be created. This may take
several minutes to complete. You can check the status of the OLAP cube by refreshing the
page and then referring to the Current Cube Status section.
Note If you receive an error message stating that the connection to the repository cannot be
established, you may need to set additional permissions for the OLAP repository.
5.11.1
Troubleshooting Building the OLAP Cube
Setting additional permissions for the OLAP Cube:

1. On the Start menu, select My Computer.
2. Navigate to and open the \Program Files\Microsoft Analysis Services folder.
3. Right-click the Bin directory and select Properties to open the Bin Properties
dialog box.
4. Select the Security tab, and then click the Add button to open the Select Users,
Computers, or Groups dialog box.
5. In the Enter the object names to select text box, enter <servername>\OLAP
Administrators, and then click OK to close the Select Users, Computers, or
Groups dialog box.
6. In the Bin Properties dialog box, under Groups or user names, select the
OLAP Administrators.
7. Under Permissions for, set Full Control to Allow.
8. Click OK.
Verifying the Resource Availability tables:
When the OLAP cube gets built, it sometimes fails to update the Resource Availability tables
automatically. Occasionally, you may need to rebuild the Resource Availability tables.
1. On the Start menu, point to All Programs, Microsoft SQL Server, and then
choose Enterprise Manager to open SQL Server Enterprise Manager.
2. Expand the Console Root until you reach Databases. Expand Databases and
select the Project Server database, for example MPSSampleDatabase.
623
3. Click on Tables.
4. Find the table MSP_VIEW_RES_TP_BY_DAY, right-click, point to Open Table,
and then choose Return all rows.
5. If the fields ResourceTimeStart, ResourceTimeFinish, and
ResourceWorkAvailability are empty, then you will need to rebuild the
Resource Availability tables.
Rebuilding the Resource Availability tables:
1. Open Internet Explorer and launch Project Web Access (enter
http://<serverName>/Sample).
2. Log on to Project Web Access as the administrator and enter the password:
pass@word1.
3. Click Admin in the top-level navigation.
4. On the left, under Actions, select Manage enterprise features.
5. Under Enterprise options, click Update resource tables and OLAP cube.
6. Under Build the OLAP cube, select No, I only want to update resource
availability information.
7. Under OLAP cube name and description, verify the name of the Analysis
Services server, the OLAP cube name, and description.
8. Under Date range for resource availability, specify the range you want to use
for resource updates.
9. Under Update frequency, select Update only when specified, and then click
Update Now. The resource availability tables will be updated. This should take
less time than creating the entire OLAP cube.
5.11.2
Granting Users Access to View Portfolio Analyzer

The users who will need to view the OLAP cube using Portfolio Analyzer must be granted
permission to access the OLAP cube.
1. On the Start menu, point to All Programs, Microsoft SQL Server, Analysis Services, and
then choose Analysis Manager to open Analysis Manager.
2. Locate the Sample Database OLAP cube, right-click Database Roles, and then select
Manage Roles to open the Database Role Manager dialog box.
3. In the Database Role Manager dialog box, click New to open the Create a Database Role
dialog box.
4. Enter the name Users in the Role Name text box, and then click Add on the Membership
tab to open the Add Users and Groups dialog box.
5. In the List Names From list, select the <servername>/<machinename> if you selected
Create Windows user accounts for each user on this computer or domain name if you
selected Use existing Windows user accounts for the roles.
6. Click Show Users and select Jo Brown. Click Add. Repeat this procedure for the users
Steve Masters, Scott Bishop, Eva Corets, and Wendy Wheeler. Click OK.
7. Click the Cubes tab and select the option MSP_Portfolio_Analyzer, and then click OK.
8. When finished, close Analysis Manager.
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5.12
CREATE PROJECT SERVER ACCOUNTS FOR PROJECT PROFESSIONAL USERS

1. Log on to the Project Server computer as an administrator.
2. Start Project Professional in offline mode (not connected to Project Server).
3. From the Tools menu, point to Enterprise Options, and then click Microsoft Office Project
Server Accounts.
4. Click the Add button.
5. Enter Sample Data in the Account Name text box.
6. Enter the URL for the Project Server Web site in the Project Server text box, for example
http://<servername>/sample.
7. Select the Use a Project Server account radio button.
8. Check the Set as default account check box.
9. Enter the name Administrator in the User name box.
10. Click OK.
11. Click OK to close out of this dialog box.
12. Close Project Professional.
13. Log off the computer.
14. Log on to the computer as the user Eva Corets.
16. On the Tools menu, point to Enterprise Options, and then click Microsoft Office Project
Server Accounts.
18. Type Sample Data in the Account Name text box.
19. Type the URL for your Project Server site in the Project Server text box, for example
20. Select the Use Windows user account radio button.
21. Check the Set as default checkbox.
22. Click OK.
26. Log on to the machine as the user Steve Masters.
28. On the Tools menu, click Enterprise Options, and then click Microsoft Project Server
Accounts.
30. Type Sample Data in the Account Name text box.
31. Type the URL for your Project Server site in the Project Server text box, for example
32. Select the Use Windows user account radio button.
33. Check the Set as default account check box.
34. Click OK.
625
CONFIGURING INTERNET EXPLORER
5.13
1.
2.
3.
4.
5.
6.
7.
8.
9.
Log on to a computer as the user Jo Brown.

Open Internet Explorer and select Tools, then choose Internet Options.
Select the Security tab.
Select the Trusted Site icon and then click the Sites button to open the Trusted Sites dialog
box.
Clear the Require server verification (https://) for all sites in this zone check box.
Add your Web site as a trusted site by entering http://<servername> in the Add this Web site
to the zone text box, and then click Close.
Using the same process, add the Web site http://localhost.
Click Close to close the Trusted Sites dialog box, and then click OK to close the Internet
Options dialog box.
Repeat this procedure for the users Scott Bishop, Steve Masters, Eva Corets, Wendy
Wheeler, Brad Sutton, and Rob Young.
626
5.14
SETTING UP OUTLOOK INTEGRATION

1. Log on to the computer as an Administrator, open Internet Explorer, and then log on to Project
Web Access as an administrator using the URL you created earlier.
2. Click Tasks, click View and report on your tasks from your Outlook calendar, and then
click the Download Now button to download the Outlook add-in. If your security settings
prompt you to accept ActiveX controls, click Yes.
3. On the File Download dialog box, click Open. Follow the instructions to complete the
installation. Close Outlook and log off.
4. Log on to the computer as Brad Sutton, locate the Outlook icon on your computer, right-click
the Outlook icon, and then select Properties.
5. Click Add and specify a new profile name. Click OK.
6. Select View or change existing e-mail accounts, and then click Next. Click Finish.
7. Click OK in the alert regarding creating a profile with no e-mail accounts.
8. Click OK to close the Profile dialog box.
9. Open Outlook.
10. Click Next.
11. Select No in the E-mail accounts pane of the wizard and click Finish. You may get a User
Name dialog box that states your full name and initials. Click OK if you see this dialog box.
12. In the Outlook menu, select Tools, point to Options, and then select the Other tab.
13. Click Advanced Options, click COM Add-ins, and then click Add.
14. Navigate to <drive>:\Program Files\Microsoft Office\Office 11.
15. Double-click the MPSADDIN.DLL file. Click OK four times.
16. On the Tools menu, click Options.
17. On the Project Web Access tab, select the button Enter login information.
18. In the Enter Login Information dialog box, enter the URL for the Project Server Sample
Database, and then click OK.
19. Click OK to close the Options dialog box. Close Outlook and log off.
20. Repeat this procedure for the user Rob Young.
627

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Contents

PROJECT PLAN DEVELOPMENT.........................................................................10

Working Time Options and Calendars

Working Time Formatting

Save an Enterprise Project Offline:

Task Information Form

Custom Fields Tab

In a Gantt Chart or Calendar View

Resource Information General Tab

Resource Availability Table

Resource Information Cost Tab

Resource Information Notes and Custom Fields Tabs

Resource Fields that Reflect Availability

Task Information Form

Task Form Views

How Assignment Contours Work

What Happens When Changes Occur

Calculated Changes at the Assignment Timephased Level

Assignment Information Dialog Box

How Overtime is Scheduled

How Changes to Task Duration Impacts Overtime

How Changes to Assignment Units Impacts Overtime

How Overtime is Scheduled Within a Day

How Overtime is Related to Other Assignment Fields

Editing Remaining Work

To Change the Duration of a Split Task

Duration and Task Splits

Extending or Reducing Gantt Task Portions

To Move a Split Task

To Remove a Split from a Task

Linking and Split Tasks

Splitting Completed Portions

Dragging to Reschedule the Remaining Section

Creating a New Split Section

How Work is Assigned to the New Section

Assigning Resources to Split Tasks

Splits and Resource Contours

Split In-Progress Tasks

Stop and Resume Fields

Setting Up a Material Resource

Assigning Material Resources

Scheduling Issues and Calculations Related to Material

Behavior of Work Field

Entering Actuals for Material Resources

Resource Leveling Dialog Box Controls

Task, Resource and Assignment Fields Related to Leveling

2.8 PUBLISH THE PROJECT PLAN TO PWA

New and Changed Assignments

Procedure: Creating a Custom Enterprise Field

Procedure: Project Web Access Timesheet View

Procedure: Adding the Custom Field to the Timesheet

To Create a Dependency Between Tasks in Different Projects

Task Dependency Dialog Box

Synchronized and Editable Ghost Fields

Formatting Ghost Tasks

Gantt Chart Wizard

Deleting External Links

Baseline Information for Ghost Tasks

Circular Loop Detection

TRACKING PROGRESS AND REPORTING STATUS.........................................218

To Set Alert Me Notifications for Tasks and Status Reports

To Set Alert Me Notifications for Resources

Exporting Print Grid Data to Excel

Tasks in the Task Sheet