In Microsoft Project Fundamentals: Microsoft Project Standard 2021, Professional 2021, and Project Online Editions, accomplished project management leader Teresa Stover delivers a hands-on introduction to Microsoft’s popular project management software filled with real-world examples and plain-language guidance. The book walks you through how to plan, schedule, manage resources, track progress, and more.
In the book, you’ll: - Learn principles and best practices of project management while mastering Microsoft Project capabilities, calculations, and views - Understand how task durations, dependencies, and date constraints power the project schedule - Manage human, equipment, and material resources, including availability, cost, and task assignments - Adjust the project to optimize for the project finish date, budget, and resource allocation - Use Microsoft Project to manage waterfall or agile projects
Ideal for anyone seeking to unlock the potential of Microsoft’s leading project management software for their own project work, Microsoft Project Fundamentals is an essential resource for those new to Microsoft Project and project management, as well as previous users and seasoned project professionals looking for a refresher in the latest features of the newest version of Microsoft Project.
Table of Contents
Introduction xiv
Part I: Manage Your Projects with Microsoft Project 1
Lesson 1: Project Management Basics 3
Projects and Project Managers 4
What Is a Project? 4
What Is a Project Manager? 5
The Project Triangle 6
Project Processes 7
Initiating 7
Planning 7
Executing 8
Monitoring and Controlling 8
Closing 8
Project Management Methodologies 9
Waterfall Project Management 9
Agile Project Management 10
Other Methodologies 10
More About Project Management 11
Key Terms 11
Review Questions 13
Lesson 2: Introducing Microsoft Project 17
How Microsoft Project Helps 18
Manage the Schedule 18
Calculate Costs 19
Balance Resources 20
Communicate Progress 21
Respond to Changes 21
Microsoft Project Solutions 22
Touring the Microsoft Project App 24
Browse Task and Resource Views 25
Browse Reports 26
Click Through the Ribbons 26
Go Backstage 27
Get Help with Project 29
Help Within Project 29
Help Outside Project 31
Key Terms 32
Review Questions 33
Part II: Plan Your Project 35
Lesson 3: Establish a Strong Foundation 37
Initiate the Project 38
Identify the Stakeholders and Project Sponsor 39
Authorize the Project Charter 39
Start Planning 40
Collect Requirements 41
Define the Scope 42
Organize Project Plan Documents 43
Key Terms 45
Review Questions 46
Lesson 4: Set Up the Project and Tasks 47
Start a New Project Plan 48
Create a New Blank Project 48
Copy an Existing Similar Project 49
Adapt a Project Template 50
Set the Project Start Date 51
Enter Task Names 53
Where Do Task Names Come From? 54
Name Your Tasks 55
Explore Task Views 56
Work with Tasks in the Task Sheet 57
Work with Tasks on the Task Board 60
Sequence Tasks 62
Reorder Tasks in the Task Sheet 62
Reorder Tasks on the Task Board 63
Organize the Task Outline 63
Key Terms 67
Review Questions 68
Lesson 5: Build the Schedule 69
Decide on Automatic Scheduling 70
Change All Tasks to Automatic Scheduling 71
Set Any New Tasks to Automatic Scheduling 72
Switch from Automatic to Manual Scheduling 72
Switch from Manual to Automatic Scheduling 72
Get to Know the Gantt Chart 73
Enter Task Durations 75
Enter Durations in the Gantt Chart 76
View Durations on the Task Board 77
Set Milestones 79
Link Dependent Tasks 80
Set Up Task Dependencies 81
View Dependencies on a Task Board 82
Schedule Sprints for an Agile Project 83
Add Sprints to Your Project 84
Add Tasks to Your Sprints 85
Modify Sprint Information 86
Identify Any Hardwired Dates 87
Enter Deadline Reminders 89
Use Project and Task Calendars 90
Review and Change the Project Calendar 91
Apply a Task Calendar 91
Key Terms 92
Review Questions 93
Lesson 6: Set Up Resources 97
Add Resources to the Plan 98
Define Human and Equipment Resources 99
Define Material Resources 99
Define Cost Resources 100
Enter Resource Costs 101
Specify Work Resource Costs 102
Specify Material Resource Costs 103
Specify Cost Resource Costs 103
Refine Resource Unit Availability 104
Change Resource Units 105
Specify Differing Availability Over Time 105
Customize Resource Calendars 106
Switch the Base Calendar 108
Change the Work Week in a Resource Calendar 108
Specify an Exception to a Resource Calendar 110
Key Terms 112
Review Questions 113
Lesson 7: Assign Resources to Tasks 115
Assign Work Resources to Tasks 116
Assign Material Resources to Tasks 118
Assign Cost Resources to Tasks 120
Review Resource Assignments 122
See Task Costs from Assignments 125
Review Task Costs 126
Review Task Costs on an Agile Planning Board 127
Review the Overall Project Cost Estimate 127
Change Assignments 128
Replace a Resource Assignment 129
Add or Remove a Resource Assignment 129
Change Duration on Tasks with Assignments 132
Key Terms 133
Review Questions 134
Lesson 8: Check and Adjust the Project 137
Check the Project Finish Date 138
Review the Project Finish Date 139
Bring In the Project Finish Date 142
Check Costs 145
Review the Total Project Cost 145
Reduce Costs 146
Check Resource Assignments 153
Resolve Overallocations in a Task Sheet 154
Resolve Assignment Problems in Team Planner 155
Set the Project Baseline 157
Key Terms 159
Review Questions 161
Part III: Monitor and Control Your Project 163
Lesson 9: Track Project Information 165
Collect Progress Information 167
Enter Actuals in a Waterfall Project 168
Enter Progress as Expected 168
Enter Different Types of Progress Information 169
Distinguish Baseline, Scheduled, and Actual Values 170
Update Status in an Agile Project 172
Enter Progress on the Task Board 172
Enter Progress in the Task Board Sheet 173
Specify Percent Complete on the Task Board 174
Enter Progress on the Current Sprint 176
Move Tasks from One Sprint to Another 177
Respond to Changes 178
Check the Project Finish Date 178
Check the Project Cost 179
Check Resource Allocations 179
Key Terms 180
Review Questions 181
Lesson 10: View Project Information 183
See the Data You Need 184
Zoom a View In or Out 184
Adjust the Timescale 185
Show a Specific Outline Level 186
Sort Project Information 187
Group Project Information 188
Filter Project Information 188
Highlight Project Information 189
Change Columns in a Sheet View 190
Add a Column 190
Move a Column 192
Hide a Column 192
Print a View 193
Work with More Views 194
Browse Graphical Views 195
Browse Combination Views 199
Key Terms 202
Review Questions 204
Lesson 11: Customize Project Information 207
Customize a Sheet View 208
Customize a Gantt View 210
Customize a Board View 212
Modify Board View Columns 212
Modify Task Cards 213
Set Options and Preferences 214
Key Terms 215
Review Questions 216
Lesson 12: Report Project Information 219
Work with Reports 220
Run a Report 221
Adjust the Design of a Report 222
Work with Dashboards 223
Create a New Report or Dashboard 224
Print a Report 226
Key Terms 228
Review Questions 229
Part IV: Close Your Project 231
Lesson 13: Obtain Project Acceptance 233
Present the Project to the Sponsor 234
Secure Official Project Sign-Off 236
Complete Final Refinements 236
Have the Sponsor Sign Off on the Project 238
Celebrate With Your Team 238
Key Terms 239
Review Questions 240
Lesson 14: Retain Project History 241
Document Lessons Learned 242
Identify the Information You Can Use 243
Gather Lessons Learned 243
Document and Share the Lessons Learned 244
Archive Project History 245
Clean Up Your Project Plan 245
Add Key Documents to the Project Plan 247
Organize the Archive File Structure 247
Key Terms 248
Review Questions 249
Appendix Answers to the Review Questions 251
Index 263
