home work 14
rocksolid
HM-14.zipBefore doing assignment read it.txt
Assignment -1 - Read Microsoft project assignment Word Doc and do the assignment Assignment-2- Discussion -Read the Topic and Complete the Discussion ,Also Give 2 discussions which I have mentioned in chat (While chatting with you)
Discussion/disciussion.docx
Read the case study "The Estimating Problem" on page 734 and then answer the questions on page 735.
DISCUSSIONS
Discussions will consist of 2 parts: Your initial posting on the subject, and responses to two or more students postings.
Post your primary response by each Wednesday midnight. Respond to at least two (2) other postings by Sunday Midnight.
The primary post should be at least 300 words in length. Your second postings can either answer another student's question
to your own post or be a comment to his or her original post. Secondary posts must be at least 150 words in length.
•All initial postings must have at least one citation or reference and it must be in APA format. Failure to have a reference or not having it in APA format will deduct 5 points.
•Word counts must be met. Each 10 words short will deduct 1 point from your total discussion score.
MS Project Assignment/Don Funk Music Video 7-5.mpp
MS Project Assignment/Don Funk Music Video 8-5.mpp
MS Project Assignment/MS Project Assignment.docx
Reading Assignment
Read chapters 14 and 15 of your textbook.
Microsoft Project Tutorial
Work through the tasks described in Lessons 7 and 8 of your workbook.
Microsoft Project Assignment 4
Complete Project 7-5: Don Funk Filter for Don Funk Music Video (pg.159 of your workbook). Save your Don Funk Filter project file as YourLastNameYourFirstNameProject7-5 and submit it when done.
Complete Project 8-5: Don Funk Music Video (pg.181 of your workbook). Save your Don Funk Critical Path project file as YourLastNameYourFirstNameProject8-5 and submit it when done.
MICROSOFT PROJECT ASSIGNMENTS
Each module the student will use Microsoft (MS) Project software to complete an assignment.
The use of MS Project is fundamental to helping students both understand the intricacies of
project planning and management, as well as give them practice in using a common project management software
. The student will be responsible for downloading and installing the software package from now the link available on the course home page.
MS Project Assignment/MS project Tutorial/Project2013_Lesson07.pptx
Project Information: Sorting, Grouping, and Filtering
Lesson 7
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Microsoft Project 2013
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Objectives
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Software Orientation
In Microsoft Project, you can use the Sort dialog box to sort task or resource information in the current view by a specified field or fields (see figure below).
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Software Orientation
The Sort dialog box enables you to select up to three fields for three levels of sorts within sorts, to choose whether the view should be sorted in ascending or descending order, and to indicate whether items should be permanently renumbered according to the sort.
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Sorting Data
It is easiest to review and utilize data in Microsoft Project when you have it organized to fit your needs.
The simplest way to reorganize task and resource data in Project is by sorting.
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Step by Step: Sort Data in a Resource View
GET READY. OPEN Don Funk Music Video 7M. SAVE the file as Don Funk Music Video 7.
1. Click the View tab, and then click Resource Sheet. The Resource Sheet view appears. The default table in the Resource Sheet view is the Entry table. However, you want to look at the cost per resource, which is not displayed in the Entry table.
2. On the ribbon, click the Tables button in the Data group and then select Summary. The Summary table appears in the Resource Sheet view.
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Step by Step: Sort Data in a Resource View
3. Auto fit the columns so the data can be easily read. Your screen should look similar to the figure at right.
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Step by Step: Sort Data in a Resource View
4. On the ribbon, click the Sort button in the Data group and then click Sort By. The Sort dialog box appears (as shown in the figure on slide 3).
5. In the Sort by section, select Cost from the dropdown menu. Next to that, click Descending. Make sure that the Permanently renumber resources check box at the bottom of the Sort dialog box is NOT checked.
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Take Note: Notice that in the Sort box, you can utilize up to three nested levels of sort criteria. Also, you can sort by any field, not just the fields that are visible in the active view.
Troubleshooting: The Permanently renumber resources check box (or when in a task view, Permanently renumber tasks) is a Project-level setting. If you check this box, Project will permanently renumber resources or tasks in ANY Microsoft Project file in which you sort. Since you may not want to permanently renumber tasks or resources every time you sort, it is a good idea to have this option turned off.
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Step by Step: Sort Data in a Resource View
6. Click the Sort button. The Summary table is sorted from the highest to lowest value in the Cost column. This sort enables you to look at resource costs across the entire project. Your screen should look similar to the figure at right.
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Take Note: When you sort data in your project, the sort applies to the active view, no matter which table is currently displayed in the view. For example, if you sort the Task Usage view by finish date while the Entry table is visible, and then switch to the Cost table, you will see that the tasks are still sorted by finish date in the Cost column.
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Step by Step: Sort Data in a Resource View
7. On the ribbon, click Sort, and then click Sort by. The Sort dialog box appears.
8. In the Sort by section, select Group from the dropdown menu. Next to that, click Ascending.
9. In the Then by section, select Cost from the drop- down menu. Then click the radio button next to Descending. Make sure the Permanently renumber resources box is not checked. Your screen should look similar to the figure above.
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Step by Step: Sort Data in a Resource View
10. Click the Sort button. The Resource Sheet view is sorted to display resources sorted first | by Group (Equipment, Talent, etc.) and then by Cost within each group. Your screen should look similar to the figure at right.
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Step by Step: Sort Data in a Resource View
When you sort data in this way, it is easy to identify the most and least expensive resources in each group on your project. You can sort your data in any way that is beneficial to the analysis of your project. The sort order you most recently specified will remain in effect until you re-sort the view. Now you will restore the data to its original order.
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Step by Step: Sort Data in a Resource View
11. On the Quick Access Toolbar, click the Undo button one time. The Undo button reverses the last sort you performed, restoring the data to the original sort order (by Cost only).
12. Now click the Undo button again. The data is restored to the original order in the Summary table of the Resource Sheet view (as displayed previously on slide 7). The Multiple Level Undo enables you to undo actions or sets of actions while you are working on your project schedule.
13. SAVE the project schedule.
PAUSE. LEAVE the project schedule open to use in the next exercise.
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Another Way: You can also “unsort” your data by clicking the Sort button on the View ribbon, and then clicking By ID.
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Step by Step: Sort Data in a Resource View
You have just performed several sorts on your project data to allow you to more closely examine certain aspects of your project.
A sort is a way of ordering task or resource informa- tion in a view by the criteria you specify. You can sort tasks or resources using predefined criteria, or you can create your own sort order with up to three levels (a group within a group within a group).
If you need to sort data in a view with more than three criteria, start by sorting your least important factors first and then sort by your three most important factors.
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Step by Step: Sort Data in a Resource View
Except for one instance, sorting does not change the actual data of your project schedule, but rather just reorders your data.
Sorting allows you to arrange data in an order that answers a question you may have, or in a way that makes more sense or is more user-friendly to your project team.
Note that there is no visual indicator that a task or resource view has been sorted other than the order in which the rows of data appear.
Furthermore, unlike grouping and filtering, which you will learn about later in this lesson, you cannot save custom sort settings that you have specified.
The one instance in which the actual data of your project is changed by sorting is the option that Project offers to renumber resource or task IDs after sorting.
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Step by Step: Sort Data in a Resource View
Once resources or tasks are renumbered by sorting, you can’t restore their original numeric order.
Sometimes, you might want to permanently renumber tasks or resources. For instance, at the beginning of a project, you might enter resource names as they are needed on the project.
When you are finished entering resources, you might want to sort them alphabetically and permanently renumber them.
The Multiple Level Undo function you used in this exercise is a very valuable new tool in Microsoft Project. As you saw, this feature allows you to easily undo sets of actions you have performed in Microsoft Project.
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Step by Step: Sort Data in a Resource View
You can undo changes that you purposely made (as in this exercise), or reverse “mistakes” that you make while working on your project schedule.
However, the functionality of Multiple Level Undo doesn’t stop there. It enables you to make, undo, and redo changes to views, data, and options–giving you the ability to experiment with different scenarios without causing permanent undesired effects.
You can test several approaches to resolving a problem or optimizing a project schedule in order to fully understand the implications of each choice. (You can also use the Visual Change Highlighting as you are making changes to see the effects of your actions.)
A word of caution regarding the Multiple Level Undo feature–it will not undo all actions. For example, if you save a file, the undo feature cache is cleared and you cannot undo the save.
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Grouping Data
Another way to organize, view, and analyze the data in your project schedule is through grouping.
Grouping enables you to organize the task and resource criteria in your schedule according to various criteria that you select.
Similar to sorting, grouping only changes the way data is displayed–it does not change the data itself.
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Step by Step: Group Data in a Resource View
USE the project schedule you created in the previous exercise.
1. On the View ribbon, click the down-arrow in the Group By box, (currently is has No Group) and then click Resource Group. Microsoft Project reorganizes the data into resource groups and presents it in an expanded outline form. It also adds summary costs by group. Your screen should look similar to the figure on the next slide. The summary data rows are set off with a colored background (yellow in this case).
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Step by Step: Group Data in a Resource View
Because the data in the summary rows is derived from subordinate data, this cannot be changed directly. To have more control over how your data is presented, you can create custom groups.
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Step by Step: Group Data in a Resource View
2. On the View ribbon, click the down-arrow in the Group By box, (currently it has Resource Group) and then click More Groups. The More Groups dialog box appears, displaying all of the predefined groups for tasks and resources available to you. You will create a new group that is similar to the Resource Group.
3. Select Resource Group (if it is not already selected), and then click the Copy button. The Group Definition dialog box appears.
4. In the Names box, key Resource Groups by Cost.
5. In the Field Name column, click the first empty cell below Group.
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Step by Step: Group Data in a Resource View
6. Type or select Cost.
7. In the Order column for the Cost field, click Ascending to select it and then select Descending from the dropdown menu. The resources will be sorted within their groups by descending cost. The Group Definition dialog box should look similar to the figure above.
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Step by Step: Group Data in a Resource View
8. In the Group Definition dialog box, click the Define Group Intervals button. The Define Group Intervals dialog box appears.
9. In the Group on box, select Interval from the dropdown menu.
10. Type 500 in the Group interval box, and then click the OK button.
11. Click the Save button in the Group Definition dialog box to close it. Resource Groups by Cost appears as a new group in the More Groups dialog box.
12. Click the Apply button in the More Groups dialog box. Microsoft Project applies the new group to the Resource Sheet view.
13. Right-click the Resource Name column heading then select Field Settings. The Field Settings dialog box appears. You want to widen the Resource Name column.
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Step by Step: Group Data in a Resource View
14. Click the Best Fit button in the Field Settings dialog box. The Resource Name column is widened. If needed, scroll to the top of the view. Your screen should look similar to the figure at right. The resources are grouped by Resource Group (the yellow shaded cells) and within each group by cost values at $500 increments (the blue shaded cells).
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Another Way: You can also auto fit any column by placing the cursor on the right side dividing line and double-clicking.
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Step by Step: Group Data in a Resource View
15. After you have reviewed the groupings you created, click the down-arrow in the Group By box, (currently it has Resource Groups by Cost) in the Data group, and then click [No Group]. Microsoft Project removes the groupings, restoring the original data. Displaying or removing a group has no effect on the data in the project.
16. SAVE the project schedule.
PAUSE. LEAVE the project schedule open to use in the next exercise.
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Step by Step: Group Data in a Resource View
In this exercise, you have just reorganized your project data using grouping.
A group is a way to reorder task or resource information in a table and to display summary values for each group according to various criteria you can choose.
Grouping goes a step beyond sorting in that grouping your project data will add summary values, called “roll-ups,” at customized intervals.
Grouping the data in a project schedule enables you to view your information from a variety of perspectives. It also allows for a more detailed level of data analysis and presentation.
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Step by Step: Group Data in a Resource View
In your role as project manager, your project schedule helps you track the work and costs associated with your project.
By using grouping, you also have the ability to look at more details–to understand not just what is happening on your project, but also why.
As with sorting, grouping does not change the fundamental structure of your project schedule but rather just reorganizes and summarizes it. Also like sorting, grouping applies to all tables you can display in the view.
You can use any of the predefined groups, customize these predefined groups, or create your own.
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Filtering Data
The feature called filtering allows you to look only at specific task or resource data that meet specific criteria.
Filtering hides task or resource data that does not meet the criteria you specify and displays only the data in which you are interested.
You can use a predefined filter, AutoFilters, or create a custom filter.
In this exercise, you will create a filter that allows you to focus on tasks related to the video shoot.
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Step by Step: Create and Apply a Filter in a View
USE the project schedule you created in the previous exercise.
1. On the View ribbon, click the Gantt Chart button in the Task Views group. The Gantt Chart view appears.
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Step by Step: Create and Apply a Filter in a View
2. The AutoFilter is on by default in the task and resource views. You can see small, chevron-style arrows on the right side of each column heading. You can use these arrows to select the AutoFilter option you want to use. Adjust the width of the Gantt Chart so that the Task Name, Duration, and Start columns are visible. Your screen should look like the figure at right.
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Take Note: To turn the AutoFilter off or on, click the down-arrow in the (No Filter) box in the Data Group, then select Display AutoFilter.
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Step by Step: Create and Apply a Filter in a View
3. Click the AutoFilter arrow in the Task Name column heading and point to Filters, then click Custom. . . . The Custom AutoFilter dialog box appears. You want to see just the tasks that contain the letter-string of shoot%I%, so you need to set up the Custom AutoFilter this way.
4. In the Name section, select contains from the dropdown list in the first box if it is not already visible. In the adjacent box, type shoot. The Custom AutoFilter dialog box should look similar to the figure below.
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Step by Step: Create and Apply a Filter in a View
5. Click the OK button to apply the filter and close the Custom AutoFilter dialog box. Microsoft Project filters the task list to show only the tasks that contain the word shoot, as well as their summary tasks. Your screen should look similar to the figure below. Note on the right side of the Task Name column there is a small “funnel” that appears. This is a visual indicator that an AutoFilter has been applied to this column in this view.
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Step by Step: Create and Apply a Filter in a View
6. On the ribbon, click the down-arrow in the Filter box in the Data group, (currently has No Filter) and then select Clear Filter. The AutoFilter is cleared and all the tasks in the project schedule are displayed.
7. SAVE the project schedule.
PAUSE. LEAVE the project schedule open to use in the next exercise.
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Another Way: You can also use the F3 key to clear all filters.
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Step by Step: Create and Apply a Filter in a View
In this exercise, you created and applied a filter to the project schedule to enable you to look at only the tasks dealing with scene shoots.
A filter is a tool that enables you to see or highlight in a table only the task or resource information that meets criteria you choose.
Filtering doesn’t change the data in your project schedule–it only changes the data’s appearance.
There are two ways to apply filters to a view: predefined filters or an AutoFilter.
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Step by Step: Create and Apply a Filter in a View
Predefined or custom filters allow you to see or highlight only the task or resource information that meets the criteria of the filter. For example, the Milestones filter displays only tasks that are milestones.
Some predefined filters, such as the Date Range filter, require you to enter criteria (a date) to set up the filter.
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Take Note: If a task or a resource sheet view has a filter applied to it, the name of the filter will be displayed in the Filter box on the View ribbon.
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Step by Step: Create and Apply a Filter in a View
AutoFilters are used for more informal or impromptu filtering.
An AutoFilter is a quick way to view only the task or resource information that meets the criteria you choose.
When the AutoFilter feature is turned on, small down arrows are visible adjacent to the column heading name.
Clicking the arrow activates a list of criteria that can be used to filter the data. The criteria are appropriate for the type of data in the column.
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Step by Step: Create and Apply a Filter in a View
You can also apply multiple column filters. For example, you want to display all tasks that are more than one week in duration, and starts between 2/1/16 and 3/30/16.
You would apply an AutoFilter of “1 week or longer” to the duration column and then apply an AutoFilter of “Between” 2/1/16 and 3/30/16 to the start column.
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Creating a Custom Filter
In the previous exercise, you used AutoFilter to apply a filter to the data of interest.
Now, you will create a custom filter that can be used without entering the filtering criteria each time.
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Step by Step: Create a Custom Filter
USE the project schedule you created in the previous exercise.
1. On the View ribbon, click the down-arrow in the Filter box in the Data group, (currently has No Filter), then select More Filters. The More Filters dialog box appears. This dialog box shows you all of the predefined filters for tasks or resources that are available to you.
2. Click the New button. The Filter Definition dialog box appears.
3. In the Name box, type Unfinished Shoots.
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Another Way: You can also click the down-arrow in the (No Filter) box in the Data group and then select New Filter.
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Step by Step: Create a Custom Filter
4. In the first row of the Field Name column, type or select Name.
5. In the first row of the Test column, type or select contains.
6. In the first row of the Value(s) column, type shoot. You have now finished entering the first criterion for the filter. Next you will enter the second criterion.
7. In the second row of the And/Or column, select And.
8. In the second row of the Field Name column, type or select Actual Finish.
9. In the second row of the Actual finish column, type or select equals.
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Step by Step: Create a Custom Filter
10. In the second row of the Value(s) column, type NA. “NA” is how Microsoft Project marks fields that do not yet have a value. In other words, any shooting task that does not yet have a value must be uncompleted. Your screen should look similar to the figure below.
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Step by Step: Create a Custom Filter
11. Click the Save button to close the Filter Definition dialog box.
12. Locate and select the Unfinished Shoots filter in the list, if necessary. Click the Apply button. Microsoft Project applies the new filter to your project schedule in the Gantt Chart view. Your screen should look similar to the figure below.
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Take note of the gaps in the task IDs. This is one visual way you can tell that a filter has been applied. The tasks are filtered to show uncompleted tasks (and since you haven’t started tracking actual work yet, all the shooting tasks are currently uncom- pleted). Also note that the related summary tasks have not been displayed. This is because we did not tell the filter to display them.
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Step by Step: Create a Custom Filter
13. On the View ribbon, click the down-arrow in the Filter box in the Data group, (currently has Unfinished Shoots%I%) and then select [No Filter]. Microsoft Project removes the filter.
14. SAVE the project schedule. CLOSE the project schedule.
PAUSE. If you are continuing to the next lesson, keep Project open. If you are not continuing to additional lessons, CLOSE Project.
In this exercise, you learned how to create and apply a custom filter.
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Step by Step: Create a Custom Filter
A custom filter works in the same way as a predefined filter, except that you have selected the filtering criterion rather than Microsoft Project.
Remember that after filtering, you might see gaps in the task or resource ID numbers.
The data has not been deleted–it is only hidden until you remove the filter.
Also, as with sorting and grouping, the filtering applies to all the tables you can display in the active view.
Some views that do not support tables, such as the Calendar view, do support filtering but not AutoFilters.
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Skill Summary
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MS Project Assignment/MS project Tutorial/Project2013_Lesson08.pptx
Project Schedule Formatting Fundamentals
Lesson 8
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Microsoft Project 2013
1
Objectives
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Software Orientation
In Microsoft Project, you can use the Bar Styles dialog box (see the figure below) to customize the appearance of items on the Gantt Chart.
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Software Orientation
This dialog box enables you to change the appearance of items such as task bars, milestones, summary bars, and text that appear on the Gantt Chart.
You can change characteristics such as bar types, patterns, colors, splits, and shapes.
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Software Orientation
You will now use one of the features of the ribbon interface in Project 2013, the Format ribbon.
With this ribbon you have faster access to formatting options in views.
You may have seen in the various views of previous lessons a tab at the very top of the screen, above the ribbon.
This is the Format ribbon. This tab provides formatting options available in the view you are in at the time.
The figure below shows the Format ribbon for the Gantt Chart view.
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Gantt Chart Formatting
The Gantt Chart view consists of two parts: a table on the left and a bar chart on the right.
The default formatting of the Gantt Chart view is useful for onscreen project schedule viewing and printing. However, you are able to change the formatting of almost any element on the Gantt Chart to suit your needs.
In this exercise, you will learn to format Gantt Chart task bars.
You can format whole categories of Gantt Chart task bars via the Bar Styles dialog box, or you can format individual Gantt Chart task bars directly.
In this exercise, you will modify several items on the Gantt Chart using the Bar Styles dialog box.
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Step by Step: Modify the Gantt Chart Using the Bar Styles Dialog Box
GET READY. OPEN the Don Funk Music Video 8M project schedule. SAVE the file as Don Funk Music Video 8.
1. Click the Format tab, then in the Bar Styles group click the down-arrow under the Format button. Select Bar Styles from the dropdown list. The Bar Styles dialog box appears.
2. In the Name column, select Milestone. You want to change the shape of the milestones on the Gantt Chart.
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Step by Step: Modify the Gantt Chart Using the Bar Styles Dialog Box
3. In the bottom half of the dialog box under the Start label, locate the Shape box. Select the star shape from the dropdown list in the Shape box. Note that the star shape now appears in the Appearance column for Milestone. Your screen should look similar to the figure below.
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Step by Step: Modify the Gantt Chart Using the Bar Styles Dialog Box
4. In the Name column at the top of the dialog box, select Task.
5. In the bottom half of the dialog box, click the Text tab. You want to make a change to display the resource groups assigned rather than full names next to the task bars.
6. In the Text tab, in the Right box, select Resource Names, click the down-arrow, and then select Resource Group. Your screen should look similar to the figure below.
Step by Step: Modify the Gantt Chart Using the Bar Styles Dialog Box
7. Click OK to close the Bar Styles dialog box. Microsoft Project applies the formatting changes you made to the Gantt Chart.
8. Select the name cell of Task 27, Pre-Production complete. Press Crtl+Shift+F5. This is the keyboard shortcut for Scroll to Task. Microsoft Project scrolls the Gantt Chart bar view to task 27, where you can see the reformatted milestones and resource groups. Your screen should look similar to the figure below.
Step by Step: Modify the Gantt Chart Using the Bar Styles Dialog Box
9. SAVE the project schedule.
PAUSE. LEAVE the project schedule open to use in the next exercise.
The Gantt Chart became the standard for visualizing project schedules in the early twentieth century when American engineer and management consultant Henry L. Gantt developed a bar chart with two main principles; 1) to measure activities by the amount of time needed to complete them; and 2) to represent the amount of the activity that should have been done in a given time.
In Microsoft Project, the Gantt Chart view is the default view. A view is a window through which you can see various elements of your project schedule.
The two main view categories are named single view, which you have been using mostly throughout the lessons, and one you will see later in this lesson called a combination view.
Views are made up of one or more view elements.
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Take Note: With the Bar Styles dialog box, the formatting changes you make to a type of item (a milestone, for example) apply to all such items in the Gantt Chart.
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Step by Step: Modify the Gantt Chart Using the Bar Styles Dialog Box
The five different view formats and their common use are listed in the table below.
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Modifying the Gantt Chart Using Gantt Chart Styles
In this exercise, you will create a custom Gantt Chart, format it using predefined Gantt Chart Styles, and save the custom view.
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Step by Step: Modify the Gantt Chart Using Gantt Chart Styles
USE the project schedule you created in the previous exercise.
1. Click the Format tab, under Gantt Chart Tools, if necessary.
2. In the Show/Hide group, click the Project Summary Task box.
3. Press the F5 key. In the ID box, type 0 and click OK. Microsoft Project displays the project summary task (task ID 0) at the top of the Gantt Chart view. Now you will make a few adjustments to your screen so that all of the summary task information is visible.
4. Drag the vertical divider bar between the table and chart to the right until at least the Duration and Start columns are visible, if necessary.
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Another Way: You can also double-click the divider bar to snap the divider to the nearest column edge.
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Step by Step: Modify the Gantt Chart Using Gantt Chart Styles
5. Double-click the right edge of the Task Name column, in the column heading, to expand the column so that you can see the entire value. Readjust the vertical divider bar, as necessary. Your screen should look similar to the figure below. Before you make further formatting changes, you will make a copy of the Gantt Chart view so that you will not affect the original Gantt Chart view.
Another Way: Right-clicking anywhere in a column heading will activate the sub-menu for column. Selecting Field Settings will display the Field Settings dialog box. In the dialog box, click the Best Fit button to automatically adjust the column width.
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Step by Step: Modify the Gantt Chart Using Gantt Chart Styles
6. Click the View tab. In the Task Views group, click the down-arrow under the Gantt Chart button then select Save View. The Save View dialog box appears with View 1 as the default name as in the figure below.
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Step by Step: Modify the Gantt Chart Using Gantt Chart Styles
7. In the Name Field, type My Custom Gantt Chart, and then click OK. The Save View dialog box closes. Note that the name of the new view is listed on the left edge of your screen. Your screen should look similar to the figure below.
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Step by Step: Modify the Gantt Chart Using Gantt Chart Styles
8. Click the Format tab. In the Gantt Chart Styles group, click the More button located at the lower right of the bar graphics, as shown in th figure below.
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Step by Step: Modify the Gantt Chart Using Gantt Chart Styles
9. The predefined Gantt Chart Style options appear as in the figure below. These are divided into two style categories, one for scheduling and one for presentations. Select the second style in the scheduling category.
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Step by Step: Modify the Gantt Chart Using Gantt Chart Styles
10. On the Format ribbon, in the Bar Styles group, click the check box for Critical Tasks.
11. Press the F5 key. In the ID box key 55 and press Enter. Notice that most tasks from 52-78 are formatted to display in red. Your screen should look similar to the figure below.
Take Note: Notice that the Resource Groups are still displayed to the right of the Gantt bars, but the Milestones have been changed back the default diamond shape.
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Step by Step: Modify the Gantt Chart Using Gantt Chart Styles
12. SAVE the project schedule.
PAUSE. LEAVE the project schedule open to use in the next exercise.
In this exercise, you made formatting changes to your project schedule using predefined Gantt Chart Styles.
This is similar to making changes using the Bar Styles command; however, the predefined Gantt Chart Styles has fewer choices than the Bar Styles command.
As you are reviewing the formatting changes in the My Custom Gantt Chart view, remember that none of the data in the project schedule has changed–just the way it is formatted.
These formatting changes affect only the My Custom Gantt Chart view; all other views in Microsoft Project are unaffected.
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Modifying Text Appearance In a View
Microsoft Project enables you to change the way text appears within a view.
You can modify the appearance of an entire category of tasks, such as summary tasks or milestones, or you can change the appearance of an individual cell.
This feature allows you to call attention to specific items or to offset a specific type of task with color and font size or type.
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Step by Step: Modify the Appearance of Text in a View
USE the project schedule you created in the previous exercise.
1. Click the Task tab, click the down-arrow under the Gantt Chart button and select More Views. The More Views dialog box appears.
2. In the More Views box, select Task Sheet, and then click Apply. The Detail Gantt view appears.
3. Press the F5 key. In the ID box, type 0 and then press Enter. This brings you to the top of the Gantt Chart.
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Another Way: You can also right-click the view name bar at the left edge of the screen and select More Views from the dropdown menu.
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Step by Step: Modify the Appearance of Text in a View
4. Click the Format tab under Text Sheet Tools. Then in the Format group click Text Styles. The Text Styles dialog box appears.
5. In the Items to Change: box, click the sub-menu arrow and select Summary Tasks from the list
6. In the Font: box, leave the default font type as it is. In the Font Style: box, select Bold Italic.
7. In the Size: box, select 12 as the font size.
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Step by Step: Modify the Appearance of Text in a View
8. In the Color: box, select White.
9. In the Background Color: box select dark blue (ScreenTip will show as Blue, Darker 50%). Your Text Styles dialog box will look similar to the figure at right.
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Step by Step: Modify the Appearance of Text in a View
10. Click OK. Microsoft Project changes the formatting of all summary tasks to the attributes you specified. Your screen should look similar to the figure at right.
11. SAVE the project schedule.
PAUSE. LEAVE the project schedule open to use in the next exercise.
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Take Note: Notice that the Project summary task was not reformatted. This is because the Project Summary task is a separate category and must be reformatted by itself.
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Modifying the Appearance of a Single Piece of Text
In this exercise, you will modify a single piece of text in the Task Sheet view using the cost table.
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Step by Step: Modify the Appearance of a Single Piece of Text
USE the project schedule you created in the previous exercise.
1. On the ribbon, click the View tab. In the Data group click the Tables button and then select Cost.
2. Auto fit all the columns to see all the data. Select the Total Cost cell for task 38, Scene 2.
3. Select the Task tab and then, in the Font group, click the expand button at the lower-right corner of that group. The Font dialog box appears.
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Troubleshooting: The tables in Microsoft Project may look like Microsoft Excel but there are distinct differences. For example, you can auto-fit all columns in Excel at the same time, but you cannot in do this in Microsoft Project.
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Step by Step: Modify the Appearance of a Single Piece of Text
4. Change the font color to Automatic and the background color to yellow. Your screen should look similar to the figure at right.
5. Click OK. Notice that only that cell has change font color and back- ground color.
6. SAVE the project schedule.
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Step by Step: Modify the Appearance of a Single Piece of Text
PAUSE. LEAVE the project schedule open to use in the next exercise.
Modified text will remain modified every time it is called up in that view, regardless of the table you are using.
For example, if you were to switch to the summary table after you formatted this text, it appears with the new formatting.
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Creating Custom Fields
As you develop more information about your project tasks, you may want to enter this information into the schedule, but find there is no associated, default field available.
With Microsoft Project you have the ability to create custom, user-defined fields to meet your needs.
Custom fields are the starting point for you to create customized tables, views and reports.
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Step by Step: Create a Custom Text Field
USE the project schedule you created in the previous exercise.
1. Click the Format tab. Then click on Custom Fields. The Custom Fields dialog box appears as shown in Figure 8-15.
2. Click once on the Text1 field and then click the Rename button.
3. In the Rename Field dialog box, type Cast and then press OK.
4. Click once on the Text2 field and then click the Rename button.
5. In the Rename Field dialog box, type Location and then press OK.
6. Click OK to close the Custom Fields dialog box.
7. SAVE and close the project schedule.
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Step by Step: Create a Custom Text Field
PAUSE. LEAVE Microsoft Project open to use in the next exercise.
A custom field is a user-definable field. Text fields are available for you to enter any type of text-based information. In this case study, you used them to create a custom field for shooting location and one which you can enter the cast members to be used.
In Microsoft Project’s task database there are 130 user-definable fields available for you to use, broken down into nine categories.
Some fields lend themselves to be used in calculations while others are for simply storing text-based information.
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Step by Step: Create a Custom Text Field
The table at right displays all nine categories, their primary purpose and use, the type of entry, number of fields available in each, and in which database these fields can be used.
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Step by Step: Create a Custom Text Field
Custom fields can make the difference between a mediocre Microsoft Project schedule file and a great Microsoft Project schedule file.
When planning your project, ensure there is justification to set up custom fields.
In other words, collecting and recording data simply because the option is available does not mean it is necessarily a good idea. The data you collect and record should add value.
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Creating and Editing Tables
Within Microsoft Project are a number of different tables that can be used in various views.
These tables contain most of the commonly used data fields.
However, you can create new tables that contain exactly the data you want, such as custom fields, or you can modify any predefined table to meet your needs.
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Step by Step: Create a Custom Table
OPEN the Don Funk Music Video 8MA project schedule. SAVE the file as Don Funk Music Video 8A.
1. Click the View tab. Then click Tables and then click More Tables. The More Tables dialog box appears and displays all of the predefined tables available to you, depending on the type of view currently displayed (task or resource).
2. Confirm that the Task button is selected as the Tables option. Select Entry, and then click the Copy button. The Table Definition dialog box appears.
3. In the Name box, key Music Video Schedule Table. Check the check box to the right of the Name box labeled Show in menu. Now you will customize the table.
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Step by Step: Create a Custom Table
4. In the Field Name column, select the following field names and then click Delete Row after selecting each field name.
5. In the Field Name column, click the down-arrow in the next empty cell below Start, and then type or select Cast (Text1) from the dropdown list.
6. In the Align Data column in the same row, select Left. In the Width column, type or select 50.
7. In the Field Name column in the next empty row below Cast, select Location(Text 2) from the dropdown list.
8. In the Align Data column in the same row, select Left. In the Width column, type or select 30.
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Step by Step: Create a Custom Table
9. In the Field Name column, select Start, and then click the Cut Row button.
10. In the Field Name column, select Name, and then click the Paste Row button.
11. In the Align Data column in the Start row, select Left. In the Width column, type or select 30.
12. In the Align Data column in the Name row, select Left. In the Width column, type or select 60.
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Step by Step: Create a Custom Table
13. In the Date Format box, select Wed 1/28/09 12:33 pm. Your screen should look similar to the figure below.
14. Click OK to close the Table Definition dialog box. The new table is highlighted in the More Tables dialog box.
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Step by Step: Create a Custom Table
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15. Click Apply. Microsoft Project applies the new table to the Task Sheet view. Your screen should look similar to the figure at right.
16. SAVE the project schedule.
PAUSE. LEAVE the project schedule open to use in the next exercise.
Step by Step: Create a Custom Table
In this exercise, you created a custom table to display the information typically found on a video shooting schedule.
You modified an existing table to include additional data that was important to your project schedule.
As you create future project schedules, keep in mind that you have three options when setting up tables: you can create a new table, redefine an existing table, or copy an existing table and modify it as needed.
Also note that as you modify any table, you are changing the definition of that table.
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Creating Custom Views
Almost all of the work you perform in Microsoft Project is done in a view, which allows you to see your project schedule in a useful way.
Microsoft Project includes numerous predefined views. You can use these views, edit an existing view, or create your own view.
In this exercise, you will create a custom view using the custom filter and custom table you created in earlier lessons.
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Step by Step: Create a Custom View
USE the project schedule you created in the previous exercise.
1. On the View ribbon, click the down-arrow under the Gantt Chart button in the Task Views group, then click More Views. The More Views dialog box appears, displaying all of the predefined views available to you.
2. Click the New button. The Define New View dialog box appears. Most views use only a single pane, but a view can consist of two separate panes.
3. Make sure Single View is selected, and then click OK. The View Definition dialog box appears.
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Step by Step: Create a Custom View
4. In the Name box, key Music Video Schedule View.
5. In the Screen box, select Task Sheet from the dropdown list.
6. In the Table box, select Music Video Schedule Table from the dropdown list. The specific groups in the dropdown list depend on the type of view you selected in step 5 (task or resource).
7. In the Group box, select No Group from the dropdown list. The specific groups in the dropdown list again depend on the type of view you selected in step 5.
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Step by Step: Create a Custom View
8. In the Filter box, select Unfinished Shoots from the dropdown list. The specific groups in the dropdown list depend on the type of view you selected in step 5. The View Definition dialog box shows all the elements that can make up a view. Your screen should look similar to the figure above.
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Step by Step: Create a Custom View
9. Select the Show in Menu check box, and then click OK to close the View Defini- tion dialog box. The new view appears and should be selected in the More Views dialog box.
10. Click Apply. Microsoft Project applies the new view. Your screen should look similar to the figure below.
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Take Note: When you select the Show in Menu check box, Microsoft Project adds the new view to the View bar. This custom view will be saved with this Microsoft Project data file. You have the option to save all custom items in the Global.MPT (the global template) file, so they are available each time you use Project.
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Step by Step: Create a Custom View
11. SAVE the project schedule. CLOSE the project schedule.
PAUSE. If you are continuing to the next lesson, keep Project open. If not continuing to additional lessons, CLOSE Project.
In this exercise, you created a custom view that enabled you to look specifically at information that was of interest to you.
Recall that a view is a window through which you can see the various elements of a project schedule in a way that is helpful to the viewing audience.
As you’ve seen, a view might contain elements such as tables, groups, or filters. You can combine these with other elements to create almost limitless custom views to suit any purpose.
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Skill Summary
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