No matter how good you are at planning, there will be situations when a project develops not in the way it has been planned. Therefore, it is important to be aware of the changes happening in your project. In our tutorial, you will learn more about a baseline and how to set it. To create a baseline in GanttPRO is easy. In the tool, you can create as many baselines as you need but only one will be active. However, you can do it whenever you need it. Note that from the History mode, you can go back to any point in your project and create a baseline.
In this tool, a board represents an additional way to work on tasks. With the help of columns, the software visualizes completed, in progress, or to-do assignments. In the Gantt chart software, you can choose what columns to show: by status, priority, and people.
Also, you can search for the information with the help of the advanced filter. Find more information about the board view and task statuses in GanttPRO here. For a variety of reasons, there may be situations when you need to show a project to a third party. Microsoft Project can export data in a few different ways. This tutorial describes these ways.
The steps to import your project from the product by Microsoft to GanttPRO have been described in the first section of this MS Project tutorial for beginners. Also, the software offers other advanced filter options. Due to various reasons, managers and teams start looking for software alternatives. Microsoft Project online vs. Its easy to use interface, coupled with file sharing, Gantt charts, Kanban view, and work automation features have helped it quickly grow into a favorite business app for productivity.
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The solution empowers enterprises to transform their ideas into strategies, actions, and plans so they can adapt to changing market conditions. Cookies help us deliver our services. By using our services, you agree to our use of cookies. Read more in Privacy policy. This site uses technical cookies and allows the sending of 'third-party' cookies.
By continuing to browse, you accept the use of cookies. For more information or to refuse consent to some or all cookies, see the dedicated section. Click in the Gantt Chart in the lower pane. Select Delay. Click Apply 6. Choose Insert Column from the shortcut menu. To add delay to a task: 1. Select any assignment for the task you want to delay.
In the Leveling Delay Field in the lower pane, enter the duration of the delay. To delay an assignment: When you delay an assignment, you are effectively delaying the time when the resource begins working on an Assignment after the task's start date has been set. Select the assignment that you want to delay in the Resource Usage Table.
Enter the duration for the delay in the Assignment Delay Field. Your project design is almost complete, leveled and ready for presentation and you are waiting for the go ahead to implement the project. Just before you make that all-important presentation it would be useful to step back and evaluate your work. To zoom in on the overall quality and finesse of your project, Microsoft Project provides you with a number of tools.
You can: At the top of this box you will see the current start and finish dates. When you initially save a project, Project's Planning Wizard prompts you to save the project with or without a baseline. Now, what is a baseline? It is a project plan with original estimates for tasks, resources, assignments and costs. With it, you can compare task, resource and other updates as the project work is completed.
These variances help identify potential problems in the project. In the Project Statistics Dialog box, Actual row gives you current dates while the variance row displays the variance between baseline and scheduled dates. This Dialog box gives information about duration and costs too. Changing Timescales The default timescale in the Gantt Chart view are weeks and days. If you choose to get a broader picture of the project you can zoom out the timescale to months and weeks.
Clicking on the Zoom Out button on the Standard Tool bar will allow you to select the set of time units of your choice. Collapsing the task outline Display any view showing the task lists.
Click the Show Drop-down arrow on the Formatting Tool bar and select an outline level to view. These outline levels display subtasks indented in various ways. To get back to normal viewing of all the tasks, click the Show Arrow and select All Subtasks. Filtering Filtering allows you to impose certain conditions on the way in which you want to display your information at any time.
You can choose to hide information that you don't want to view or highlight the information that is important to you. The Auto Filters are most suitable for this need. To apply an Auto Filter: 1. Click on one of the drop-down lists to view the various headings and select the one you want. Once the table is filtered the column headings and filter drop-down arrow turns blue.
To include additional filter conditions use the drop-down list to select other headings. You can also filter tasks using the predefined filters that Project provides you with. You can use them to filter tasks like milestones, summary tasks, critical tasks, resource- specific tasks and incomplete tasks. Sorting and Grouping Changing the sort order of your data organizes them in a clearer manner. You can sort by ascending default order , cost, priority, Start and Finish dates.
For resource lists, standard sorts are available for name, ID and costs. In addition to sorting resources or tasks you can categorize them into groups. For example, your resources may belong to different categories like management, support or training. To create a custom group: 1. To add a new group definition choose More Groups to open the More Groups dialog box and create a group of you choice.
Viewing Costs The Summary Table gives you a quick look at cost and work. Display the Gantt Chart or other list views. Columns for duration, start, finish, cost, work and percentage of completion are displayed.
Right- click on the Task Form and select Resource Cost settings to take a look at the complete list of costing fields. As we learnt in Lesson 2, resource and fixed costs add up to total costs. Among these two cost types, the resource costs are usually the higher costs in any project.
Reducing resource costs without compromising on quality , keeping a watchful eye on any task that may go over the budget and doing away with tasks that are quite unnecessary are sure ways to reduce project costs. The all-important sets of tasks in any project - those that are vital to the completion of a project are the critical ones and their path or sequence is referred to as the critical path.
These tasks may not allow interruptions but it makes sense to look at ways to shorten this critical path. To view critical tasks: All critical tasks will appear in a different color from the other tasks. To reduce the critical path: 1. Overlap tasks 2. Schedule overtime 3. Break large tasks into smaller ones 4. Identify and correct any errors 5. Reduce the scope - complete all planned tasks within a timeframe MS Project Tutorial: Lesson 4 - Anjana Srikanth In this lesson we will learn to customize how information in Project is displayed, format and modify views refer lesson 1 for a recap on views and print the finalized schedule.
We will see how project files can be saved as web pages and create hyperlinks to navigate to other files and web pages. Formatting Views 2. Publishing Projects on the Web or Intranet 3. Selected text and timescales can be formatted, one can zoom in and out to get a closer look at the view shown.
Formatting options help customize the way you want your information displayed. Formatting Text You can use the Formatting toolbar buttons or the Format Menu options to format selected text. The Format Painter on the standard toolbar helps you copy the formatting style that you applied to any one section of text elsewhere. Select the cell that you want to format. Choose Format, Font to display the Font Dialog box. This allows you to assign font attributes to selected text.
Select a new Font type and make the necessary style, size and color changes and click OK. The time units, dates can be formatted to fit into your viewing needs.
To format Timescale area: 1. In the Major and Minor scale sections, select the units of time you want. Each set of units has a Label and an Align box.
Select the desired values and click OK. If you wish to adjust the appearance of the nonworking time, click the Nonworking time tab of the Timescale Dialog box and choose your options here. Formatting Gridlines When information is displayed across rows and columns, the appropriate placement of gridlines is very useful in obtaining a good view.
Format — Gridlines will open the Gridlines dialog box The different lines for Gantt Chart Rows are displayed in a row. Select the line you want to change from the list. In the Normal section of the dialog box, select the type and pattern for the gridline.
To get rid of an existing gridline, select it from the list and check the blank area in the Type drop-down list. Select an Interval, line type and color. In the At Interval section, choose None to display all lines of the selected type or choose an interval to display lines only at that interval.
In addition to the above mentioned formatting methods you can format Tables, fields and other views and modify them accordingly. The Drawing Tools on the Drawing Toolbar can create objects and buttons that format existing objects in interesting ways. Okay, budget and schedule optimizations complete, your project is ready for printing and distributing among workgroup members and stakeholders.
Views and Reports of various kinds from Project can be printed easily. Let us explore printing options in a little detail — Printing Views Before printing a view, it is important to select the type of view, do the necessary formatting and change the page setup if necessary. In order to change the print settings for an active view, File, Page Setup will display the Page setup dialog box.
The Print Dialog box shows you choices for printing the current screen view. Project allows you to set the starting page number for printouts. You can choose to print all sheet columns of the Gantt Chart Table, regardless of whether they are completely visible on the screen or you may print specified number of columns on all pages. You can print the task notes on a separate page. Fit the Timescale to extend all the way to the right margin. As with printed views, you can change reports using tables and filters.
To print a Report: 1. Choose View — Reports to open the Report Dialog box and double-click the category of report that you want to print. Double-click a report and Project opens it in the Print preview window. Click Print. If you choose to hide a few report details, once you click on the report in the Report Dialog box, click the Edit button.
The Report Definition Dialog box appears and select the Details tab. Unclick the check mark in the check box next to the Details option you choose to hide. To create a new Report: 1. Select View, Reports. Double-click the Custom category to open the Custom Reports Dialog box. Type a name for the report created. With Microsoft Project , you can do the following: 1. Use a hyperlink a place on a Web page that navigates you to another location.
Customize your HTML document to include graphics. Track progress by communicating among team members via your corporate Intranet. To save a project file as an HTML document: 1. Click Save in the Save as Dialog box. Project displays the Export Mapping Dialog box that allows you to select the map on which to base your document. This map instructs Project about the type of Data saved in the document. Project comes with 12 predefined map files, but by default it saves your HTML file with the extension -.
To view this saved document in a web browser, open any browser and select File, open and Browse to navigate to the HTML file that you want to view. In addition to the 12 maps defined in Project, to create your own Export Map do the following: 1. Select Critical Tasks in the Name type.
Critical Tasks in this case 7. From the Export Filter drop-down list, select Critical Filter. Select the schedule tab and click OK to include all the fields into the Task Mapping tab. To display the total work for a task select Total Slack row and click on the Insert Row button. The Export Mapping Dialog box will be displayed. Click on Save and open any browser to view the critical task path. To display a Gantt Chart Graphic in a Web page: 1.
The image field will be given the same name as the project file with a. GIF extension. Graphic Interchange Format is a compressed graphics file format 3.
In the Timescale section, select the dates range or select As Shown on Screen to capture the timescale that is currently displayed on the screen. In the Export Mapping Dialog box, select the map file that you want to modify and click on Edit. Open the saved document in the browser to view it.
You can add hyperlinks to tasks, resources or assignments in any of the Project Views. To add a Hyperlink: 1. Open a view. Select the task, resource or assignment that you want to add a hyperlink to and open Menu, Insert, Hyperlink to open the Insert Hyperlink Dialog box 3. Enter information in the Text to Display and Screen Tip to Display when the user moves the mouse over the hyperlink indicator. To delete a hyperlink select the task, resource or assignment and choose Edit, Clear, Hyperlinks.
This allows you to navigate to a hyperlink associated with a task or resource in your project. Click the blue, underlined hyperlink to navigate to the document referenced by it. To publish on the corporate Intranet, copy all HTML files to a location on the network server to view from your Intranet. MS Project Tutorial: Lesson 5 - Anjana Srikanth Once your Project is underway, it may be necessary to revise and change information about tasks and resources due to sudden and unforeseen changes in plans and deadlines.
Tracking progress in an orderly manner will help keep your plan up to date and in this lesson you will learn to use these tracking tools. This lesson will also show you how to consolidate many projects into one and communicate with team members workgroup and exchange information such as team member assignments and task updates and other project data between various other applications. Tracking Work on MS Project 2. Working with multiple projects 3. Workgroups 4.
Exchanging project data with other applications Tracking Work on MS Project Apart from being able to manage a project well, an effective project manager needs to ensure that the project goals are met on time and are within the budget. Anticipating the implications of a task that is slipping behind schedule, revising project plans, reassigning resources and finding ways to minimize the impact on time and costs require an orderly approach to tracking project progress.
As already mentioned in Lesson 3, it is important to save your project as a baseline and then later compare it with the actual schedules. The date, duration, work and cost fields are in the current schedule. The actual fields are where you enter actual dates and costs to show what actually happens. There are baseline and actual fields for both tasks and assignments. The variance fields show the difference between the current value and the baseline value for each task. A positive variance means that your task will take longer to complete than originally scheduled.
Project calculates variances to the baseline for start and finish dates, duration, work and costs. You can display this variance by switching to tracking Gantt Chart View and selecting the Variance Table.
The Tracking Gantt Chart shows a baseline task bar in gray and blue or red bars for actual or scheduled tasks dates. The Variance table contains fields that show the baseline date and variances and you can add additional fields to compare actual and scheduled dates and interim plans.
After capturing and saving the Baseline, you can make subsequent changes and update it using the Save Baseline command on the menu. Tracking information like Start and Finish dates, percentage of scheduled task duration completed, updating and rescheduling tasks will afford greater accuracy in finishing your project on time. Choose Views, Table — Tracking.
To enter data into a table: 1. Click the cell you want to enter data into, for example: Act. Start 2. Click the down arrow to select a date from the drop-down calendar. Peaks pointing to the left represent work behind schedule and those pointing to the right represent work ahead of schedule.
To define progress lines 1. Select the Always Display Current Progress line checkbox. Turn on Display Selected Progress lines and select dates.
Check the Line styles tab and select line type, color, and progress point shape, point color for the current and all progress lines. Click OK to close the dialog box and apply the project lines. Earned Value Analysis Earned Value Analysis is a set of simple calculations that separate budget performance from work performance so you can manage costs and work in the midst of chaos. Three task-related values used to calculate variances and ratios that drive performance and management are — 1. These ratios that can be positive or negative numbers and are important values.
The larger the number the greater the variance between performance and schedule. With Project, you can have multiple projects open at once and switch back and forth between them with ease.
Projects come in various sizes, but regardless of the size of the overall project, it may be more convenient to work with smaller subprojects and then link them together through one master project. To divide a project into smaller pieces: 1. Open the large project that you want to subdivide. Create a view that puts all the tasks you want to move in consecutive order. Select these tasks and click the Cut button. Click the New button and create a new project.
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