Lesson 3 PMT Getting the Project basics right.pptx

Project Management Tools
(PMT)
Using Microsoft Project 2013

Microsoft Project 2013 Course Content
1. Project Life Cycle
2. Getting Started with
Project 2013
3. Getting the Project
basics right
4. Creating and Modifying
Tasks
5. Setting Estimates
6. Linking the tasks
7. Assigning & Managing
Resources
8. Adding External
Dependencies
and Deadlines
9. Communicating the Plan
10.Updating and Re-planning
11.Closing the Project
12. Project Server 2013

3-Getting the Project Basics Right

3-Getting the Project Basics Right
• The time you spend on "getting the
basics right" will be paid back during
the project.
• It's at this stage, at the start of the
planning phase of a project, that you
are likely to have the time to plan
correctly.
• Remember that Project is a highly
sophisticated tool, designed to help
project managers plan, track, and
manage projects.
• As with any sophisticated tool, setting
it up correctly to work within the
boundaries and constraints that are
placed on the project will make using
the tool a much easier and more
satisfying experience.
• Microsoft allows you to share the
project with your colleagues by
letting you save it to your SkyDrive,
synchronize the tasks to a Microsoft
SharePoint 2013 site, or save the plan
to a Microsoft Project Server 2013.
1. Assigning a different calendar as the
Project Calendar
2. Setting the calendar's working week
3. Defining public and organizational
holidays
4. Defining the calendar options
5. Entering the project start date
6. Setting the project properties and basic
options
7. Setting the project currency
8. Changing the default view and date
format
9. Saving the project to a local drive,
SkyDrive, SharePoint, or Project Server

3.1- Setting up the Project Calendar
• A key decision right at the
beginning of the project, before
any tasks are entered, is to define
the standard working hours and
working days for the project and
the definition of a day.
• Additionally, some tasks on the
project might have to be
performed outside of the
standard working day, perhaps at
night or on a weekend.
• Project installs three basic
calendars. It's possible to modify
these and create new ones.

3.2-Assigning a different Calendar as the
Project Calendar
• The Project Calendar defines
the default working dates and
times within the project.
• Ensuring that the right
calendar is associated with the
project is one of the first tasks
you need to perform when
creating a new project.
• Assign a different calendar as the
Project Calendar
1 In the Project tab, click the
Project Information button.
2 Choose the calendar from the
drop-down menu.
3 Click OK.
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2 3

3.3-Setting the Calendar's Working Week
• The working week within a
calendar defines the
working days and the start
& finish time for each day
• Set the calendar's
working week
Change Working Time button.
2 Select the calendar to
change from the drop-down
list.
3 Click the Work Weeks tab to
change the [Default] work
week.
4 Click the Details button.
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3
4

5 Select the days to modify.
6 Choose the appropriate
option button and enter
the correct working time
for the chosen days.
7 Click OK.
3.3-Setting the Calendar's Working Week
5
6
7

3.4-Defining Public and Organizational
Holidays
• Exceptions to the standard working days, such as public
and organizational holidays, should be defined in the
Project Calendar.
• Defining these exceptions ensures that no work is
scheduled by default during these holidays.
• Although of course you can override this at a later date
if you decide that work does need to occur on a public
or organizational holiday.

• Define public and
organizational holidays
Change Working Time button
2 Select the calendar to change
from the drop-down list.
3 In the Change Working Time
dialog box, click the Exceptions
tab.
4 Enter the name, start date,
and finish date of the exception.
5 Click OK.
3.4-Defining Public and Organizational
Holidays
1
2
3
4 5

3.5-Defining the Calendar Options
• In addition to the Project
Calendar, Project needs to be
told the default start and end
times for tasks
• And how many working hours
are in a day and in a week,
along with an approximation
of how many working days
there are in a month.
• Define the calendar options
for the project
1 On the ribbon, click the File
tab to navigate to the
Backstage view
2 In the Backstage view,
choose the Options
command.
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2

3.5-Defining the Calendar Options
3 Within the Project
Options window,
select the Schedule
category.
4 Amend the times
and hours to match
your organization's
requirements.
5 Click OK.
5
3
4

3.6-Entering the Project Start Date
• The project start date defines
the date on which all new Auto
Scheduled tasks start.
• Setting the project start date
also moves the timescale within
the Gantt chart and the dates
within the Timeline to reflect
the start date.
• Enter the Start Date
Project Information button.
2 Enter the Start date for the
project.
3 Click OK
1
2
3

4. The timescale with the
Gantt chart moves to include
the project Start date, and a
vertical dotted line is
displayed to represent the
date.
3.6-Entering the Project Start Date
4

3.7-Setting Project Properties & Basic Options
• Project Properties contain items such the Project
Title, Subject, and Author.
• These fields can be used in headers and footers
within reports and they can provide additional
information for other users who view the project.

• Set the project
properties
1 Click the File tab to
access the Backstage
view.
2 Choose the Info
command.
3 Choose the Project
Information drop-down
and select Advanced
Properties.
1
2 3

4 Click the Summary tab.
5 Enter the project properties
as required.
6 Click OK.
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6

3.8-Setting the Project Currency
• If you plan to use and display costs on your
project, it's a good idea to make sure that the
correct currency symbol is used when you
display the costs.

• Set the project currency
1 Click the File tab to
access the Backstage view.
2 In the Backstage view,
choose the Options
command.
1
2

3 Select the
Display category.
4 Enter your
currency options
for the project.
5 Click OK.
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3
5

3.9-Changing the default view and date
format
• When you create a new blank project, Project
displays the new project using the Gantt With
Timeline view because this is set as the default
view.
• If you would prefer a different view as the default,
this is the place to change it.
• In addition to setting the default view, you can also
set the preferred date format; the format is
influenced by the regional settings of your compute.

format
• Change the default view and date
format
1 Click the File tab to access the
Backstage view.
2 In the Backstage view, choose
the Options command.
1
2

format
3 Click to select the
General category.
4 Choose the
Default view and
Date format from
the drop-down
lists.
5 Click OK.
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3
5

3.10-Saving Projects
• Project allows you to save your
file on your hard disk or a
network share, on a SharePoint
site, to a cloud-based service, or
to Project Server 2013.
• Cloud-based services (such as
Microsoft SkyDrive or Microsoft
Office 365 SharePoint) store
your project in the cloud,
allowing you to share the project
with colleagues, associates, and
friends over the Internet.
• If your organization has installed
Project Server 2013 or
subscribes to Project Online,
Project can save plans directly
into your Project Server
instance.
• Project also allows you to save
and synchronize the plan with a
SharePoint site, which gives team
members the ability to interact
and update the tasks directly
within SharePoint, which can
then be synchronized back to the
plan.
• When you save a file, it's saved
as a project file with the .mpp file
type by default. However, you
may choose to save the file as a
different file type (for example,
PDF, Microsoft Excel, and so on).
• A quick way to save the plan as a
different file format is to choose
the Export option from the
Backstage view.

1. Saving the project to a local drive
A local drive, or indeed a network drive that is mapped as a local drive,
is probably the most common location used to save files.
When you save a file to local drive, the file is saved as a Project Plan;
however, you can also choose to save the file in other formats, such as
Excel or PDF.

• Save to a local drive
1 On the Quick Access Toolbar,
choose the Save icon.
2 Select Computer.
3 Click Browse to choose the
location to save the file to
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2 3

4 Navigate to the location
where you want to save
the file.
5 Enter the file name.
6 Click Save.
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5 6

2. Saving the project to SkyDrive
• SkyDrive is a Microsoft service that allows users to save files
securely to the Internet and then share those files with
friends and colleagues
• Not only can you choose with whom to share the file, but you
can also choose what access they have to it (read/write, and
so on).

• Save to SkyDrive
1 On the Quick Access Toolbar,
choose the Save icon.
2 Within the Save As option,
choose the appropriate cloud
service, and, if prompted, sign
in.
3 Within the service, click
Browse.
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2 3

4 Enter the file name.
5 Click Save.
4 5

3. Saving the project to Project Server 2013 or Project online
• Project Server 2013 is a Microsoft product that enabling
organizations to manage every day work across all resources and
departments.
• Project Server is available either on premise (known as Project
Server 2013) or in the cloud as a subscription service (known as
Project Online).

• Save to Project Server or Project
online
1 Click the File tab on the ribbon.
2 Click the Save As command.
3 Choose the account displayed
under Project Web App (mine is
called Project Online).
4 Click Save.
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4

• Save to Project Server or
Project online (continued)
5 Enter the name of the
project.
6 Click Save
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4. Saving and synchronizing the project to SharePoint 2013
• Project plans / tasks can be saved and synchronized with a
SharePoint site, allowing responsible users to update task status
directly in the SharePoint.
• Project Managers can then synchronize the task updates from
SharePoint back into the plan.

• Save and synchronize with a
SharePoint task list
1 On the Quick Access
Toolbar, choose the Save icon.
2 Within the Save As option,
click Sync with SharePoint.
3 Enter the Project name.
4 Enter the Site address.
5 Click Save.
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Lesson 3 PMT Getting the Project basics right.pptx

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