You're now at the point where you can start Project 2003 and actually create your project plan. When you create a new project file, you first decide whether you're scheduling from a start date or finish date. You set your overall project calendar that the tasks will be scheduled against. If you like, you can attach project documentation such as your all-important scope statement and possibly other project- related documents.
To start creating your new project plan, you simply start Microsoft Project and choose whether you're creating a new project from scratch or from a template.
Cross-References | If you haven't installed Microsoft Project yet, refer to Appendix A, "Installing Microsoft Project 2003," for installation details and guidelines. |
To start Microsoft Project, click the Windows Start menu. Point to All Programs, point to Microsoft Office, and then click Microsoft Project. Microsoft Project starts (see Figure 3-1).
Note | If you're working with enterprise projects using Microsoft Office Project Professional 2003, you might first be prompted to enter your account name to connect to Microsoft Office Project Server 2003. |
Note | Depending on how you customize your setup, you might also be able to open Microsoft Project from an icon on your Windows desktop. |
The Microsoft Project workspace is called the view , and the view that comes up by default when you first open Microsoft Project is the Gantt Chart. The Gantt Chart is a single view; it has a task table on the left side and the chart with Gantt bars on the right.
Cross-References | For more information about working with views such as the Gantt Chart and others, see Chapter 4, "Viewing Project Information." |
You can use the blank project file to start creating your project plan from scratch. If you prefer to do this, skip to the section, "Scheduling from a Start or Finish Date."
You can also create a new project from a template. A template is a type of project file that contains existing project information that helps you start your project more quickly. The template usually contains a list of tasks, already sequenced and organized. The task list might be further detailed with phases, milestones, and deliverables. There might be additional task information in the template as well, such as task durations and task dependencies. You can use this task list as the basis for your project. You can add, remove, and rearrange tasks and adapt the task information as needed to correspond to your project requirements. A template can also include resource information, customized views, calendars, reports , tables, macros, option settings, and more.
The template file has an extension of .mpt, indicating that it is the Microsoft Project template file type. When you open and modify a template file, it is saved as a normal .mpp (Microsoft Project plan) file by default.
Cross-References | For more information about file types and project file management, see Chapter 29, "Managing Project Files." |
Templates can be generated from the following sources:
The set of templates built in to Microsoft Project reflecting various types of products or services in different industries.
These templates are provided with Microsoft Project 2003 and are based on widely accepted industry standards for projects of these types:
General use templates | Commercial construction |
Engineering | |
Home move | |
Infrastructure deployment | |
New business | |
New product | |
Office move | |
Project office | |
Residential construction | |
Software-related project templates | Microsoft Active Directory deployment |
Microsoft Exchange 2000 deployment | |
Microsoft Office XP corporate deployment | |
Microsoft SharePoint Portal Server deployment | |
Microsoft Windows XP deployment | |
Microsoft Solutions Framework application development | |
Software development | |
Software localization |
Any previous projects you have saved as project template files.
Cross-References | For more information about using completed projects as templates, see Chapter 28, "Standardizing Projects Using Templates." |
The templates standard to project management within your specific industry. Professional organizations, standards organizations, and industry groups might have resources, possibly on their Web sites, which include such templates.
Templates available on Office Online. New Microsoft Project templates are continually added to the Templates page on Office Online.
Note | If you use the enterprise features of Project Professional 2003, you use the enterprise global template. This is a different kind of template that's set up by the project server administrator, and it includes customized elements that reflect the project standards for your organization. These elements can include a set of customized views, tables, fields, and more. |
To create a new project from a template, follow these steps:
Click File, New.
Note | If you just click the New button on the Standard toolbar, a new blank project is created by default, and you don't see the template choices you need in the Project Guide. |
In the left pane, under Templates, click the On My Computer link.
In the Templates dialog box, click the Project Templates tab (see Figure 3-2).
Figure 3-2: The Project Templates tab lists all templates provided with Microsoft Project.
Click the project template you want to use and then click OK (see Figure 3-3).
Figure 3-3: A new project file is created based on the chosen template.
The first time you choose a template, Microsoft Project might need to install it. This takes only a few moments.
Tip | Find more templates online New Microsoft Project templates are continually being added to the Templates page on the Office Online Web site. To see these templates, first be sure that you're connected to the Internet. Click File, New. In the left pane under Templates, click the Templates On Office Online link. The Office Online Web page appears in your Internet browser. Under Meetings And Projects, click Project Management. A list of project management templates appear. Click a template, and a preview of the template appears. If you want to download the template, click Download Now, and follow the instructions. When finished, the downloaded template is loaded into Microsoft Project as a new file based on that template. Return to this Templates page periodically to check for new templates you can use. |
Note | Looking for the old New dialog box? As of Microsoft Project 2002, the New dialog box is replaced by the New Project pane in the Project Guide area. This is true even if you close the Project Guide pane and completely turn off the Project Guide. |
If you have an existing project that you want to use as a starting point for your new project, you can simply copy and modify it for your current purposes. You will save it under a different filename, creating a completely new file. Follow these steps:
On the Standard toolbar, click Open.
Browse to the existing project file and then click Open.
Whether you are creating a new project from scratch, from a template, or from an existing project file, your next step is to save your new project. To do this:
Click File, Save As.
Tip | Saving a new project If you're creating a new project from scratch or from a template, you can simply click the Save button on the Standard toolbar to open the Save As dialog box. |
In the Save As dialog box, choose the drive and folder in which you want to save the new project.
If you're set up for enterprise project management using Project Professional 2003 and Project Server 2003, you'll see the Save To Project Server dialog box instead.
In the File Name box, enter a descriptive name for your project and then click the Save button.
If you're working with Project Server, and you want to save the project to the server, click the Save button. Depending on how your organization has set up enterprise project management standards, you might need to add information in custom enterprise fields.
If you want to save the project locally on your own computer instead, click the Save As File button.
Cross-References | For more information about working with enterprise projects, see "Creating a New Enterprise Project". |
The Define The Project Wizard can walk you through the setup of your new project and complete the necessary dialog boxes quickly for you. To set up a new project by using the Define The Project Wizard, do the following:
Create your new project file, either from a blank project or from a template.
In the Project Guide, open the Tasks side pane by clicking the Tasks button on the Project Guide toolbar.
The Project Guide side pane is similar to the task pane in other Microsoft Office XP applications.
Click the Define The Project link.
The Define The Project Wizard starts in the side pane.
Enter the estimated start date for your project and then click the Save And Go To Step2link at the bottom of the pane.
Continue working through the Define The Project Wizard, clicking the Save And Go To link after each step.
At the final step, click the Save And Finish link.
In the Tasks pane again, click the Define General Working Times link and work through the Project Working Times Wizard.
Your first scheduling decision is whether you want Microsoft Project to calculate the schedule of your new project from a start date or from a finish date. Often, you have a finish date in mind, but you can still schedule from the start date and then make sure you hit the targeted finish date. You'll get more predictable results when you schedule from a start date.
For example, suppose you set up a project with 100 tasks. You specify task durations and sequence, link the tasks in the order they are to be done, and indicate whether any tasks have specific dates by which they must be completed. When you do not enter specific task start or finish dates, Microsoft Project schedules tasks to be done as soon as possible. Using task durations, links, and date constraints, Microsoft Project schedules the first task to start on your project start date and the remaining tasks from that point forward until the last task is completed. If that last task is done on a date that is too late for your project requirements, you can adjust the duration and sequencing, as well as the scope and resources assigned, to bring in the finish date where you need it to be.
However, you might know the project finish date but not when your project will begin because you're receiving work from another source that could be delayed. Or the project management methodology you use might require you to schedule from a finish date.
If you must schedule from the finish date, be aware that your task constraints and leveling tools will behave differently than in a project that is scheduled from the start date.
Cross-References | For more information about task constraints, see "Scheduling Tasks to Achieve Specific Dates". |
Cross-References | For more information about resource leveling, see "Balancing Resource Workloads". |
Consider that same project of 100 tasks. In a project scheduled from the finish date, any tasks that do not require a specific date are scheduled to be done as late as possible, rather than as soon as possible. Microsoft Project schedules the last task to be finished on your project finish date and works backward from that point until the first task is started. If that first task is scheduled before the current date or too early for your project requirements, you can adjust the tasks and other aspects of the schedule.
To set up your project plan to be scheduled from the project start date, follow these steps:
Click Project, Project Information.
The Project Information dialog box appears (see Figure 3-4).
Figure 3-4: Use the Project Information dialog box to specify settings for the entire project.
In the Start Date box, enter the project start date.
By default, the Start Date box shows today's date.
In the Schedule From box, click Project Start Date.
Leave the Project Finish Date box as is. Microsoft Project will calculate this date for you later.
To set up your project plan to be scheduled from the project finish date, follow these steps:
Click Project, Project Information.
In the Schedule From box, click Project Finish Date.
In the Finish Date box, enter the project finish date.
Leave the Project Start Date box as is. Microsoft Project will calculate this date for you later.
Your project calendar sets the working days and times for your project and its tasks. The project calendar is also the default calendar for any resources working on your project. The project calendar indicates when your organization typically works on project tasks and when it's off work. By setting your project calendar, you're establishing one of the fundamental methods for scheduling the tasks in your project.
Microsoft Project comes with three base calendars . These base calendars are like calendar templates that you can apply to a set of resources, a set of tasks, or the project as a whole.
Standard | Working time is set to Monday through Friday, 8:00 A.M. until 5:00 P.M., with an hour off for lunch from noon until 1:00 P.M. each day. This is the default base calendar used for the project, for tasks, and for resources. |
Night Shift | Working time is set to an 11:00 P.M. until 8:00 A.M. night shift, five days a week, with an hour off for lunch from 3:00 A.M. until 4:00 A.M. each morning. This base calendar is generally used for resources who work a graveyard shift. It can also be used for projects that are carried out only during the night shift. |
24 Hours | Working time is set to midnight until midnight seven days a week; that is, work never stops. This base calendar is typically used for projects in a manufacturing situation, for example, which might run two or three back-to-back shifts every day of the week. |
You can modify the base calendar in any way you need. To modify an existing base calendar, follow these steps:
Click Tools, Change Working Time.
In the For box, click the name of the base calendar you want to modify (see Figure 3-5).
Figure 3-5: Use the Change Working Time dialog box to modify a base calendar.
To change the working time of a single day, click that day.
If you're changing working time to nonworking time, select the Nonworking Time option.
If you're changing the working time to something other than the default, select the Nondefault Working Time option. Then, change the times in the From and To boxes as needed.
To change the working time of a particular day of each week, click the day heading.
For example, click the M heading to select all Mondays. Select the Nonworking Time or Nondefault Working Time option and then change the times in the From and To boxes as needed.
To change the working time of a day in another month, scroll down in the Select Dates box until you see the correct month.
As before, click the Nonworking Time or Nondefault Working Time option and then change the working times as needed.
This is a good method for setting holidays as nonworking time.
When you finish changing the selected base calendar, click OK.
To create a new base calendar, follow these steps:
Click Tools, Change Working Time.
Click the New button.
The Create New Base Calendar dialog box appears (see Figure 3-6).
Figure 3-6: You can create a new base calendar from scratch or adapt it from an existing one.
In the Name box, type the name you want for the new base calendar; for example, Swing Shift.
Select the Create New Base Calendar option if you want to adapt your calendar from the Standard base calendar.
Select the Make A Copy Of option if you want to adapt the new calendar from a different base calendar, such as the Night Shift calendar. Click the name of the existing calendar you want to adapt and click OK.
Make the changes you want to the working days and times of individual days or of a particular day of every week, as needed.
When finished with your new base calendar, click OK.
If you're using the Standard base calendar as your project calendar, you don't need to do much ”the Standard calendar is the project calendar by default. Just make sure to modify the Change Working Times dialog box to reflect your team's working times and days off, as well as any holidays you'll all be taking.
If you want to use a different base calendar, you must select it as your project calendar. Follow these steps:
Click Project, Project Information.
In the Calendar box, select the name of the base calendar.
Click OK.
Microsoft Project uses three types of calendars as tools for scheduling the project, as shown in the following table.
Project calendar | Governs when tasks are scheduled to be worked on and when resources are scheduled to work on assigned tasks. |
Resource calendar | Governs when resources are scheduled to work on assigned tasks. One group of resources (for example, day shift resources) can be assigned to a different base calendar than another group of resources (for example, swing shift resources). Each resource can have his or her own individual resource calendar, which can reflect special work schedules, personal days off, and vacation time. By default, the resource calendar is the Standard calendar. |
Task calendar | Governs when tasks are scheduled to be worked on. As a rule, tasks are scheduled according to the project calendar and the calendars of any assigned resources. However, sometimes a task has special scheduling requirements that are different from the norm. For example, a task might be carried out by a machine running 24 hours a day. In such a case, it's useful for a task to have its own calendar. |
You can use any of the three base calendars (Standard, Night Shift, or 24 Hours) as the basis for the project calendar, resource calendars, or task calendars.
All three of these calendars can easily be customized for specialized working days and times. If you need to apply a common working schedule to a group of resources or a set of tasks and it isn't built in to Microsoft Project already, you can create your own base calendar.
Cross-References | For more information about the task calendar, see "Working with Task Calendars". For more information about the resource calendar, see "Setting Resource Working Time Calendars". |
You can make Microsoft Project the central repository for all your important project documentation. For example, you might want to attach or link your scope statement to your project plan, as well as other documents such as the needs analysis, market study, and product specifications.
To attach planning documentation to your project, the first step is to display the project summary task. Not only does the project summary task eventually provide summary date and cost information for the project as a whole, it can serve as the location for your attached or linked planning documents. To display the project summary task, follow these steps:
Click Tools, Options and then click the View tab.
Under Outline Options, select the Show Project Summary Task check box.
Click OK.
A summary task appears in Row 0 of the Gantt Chart (see Figure 3-7), adopting the name of the file as the project summary task name.
Figure 3-7: Use the project summary task to attach or link planning documents.
If you want to change the name, click in the Task Name field for the project summary task. Edit the name in the entry field above the task sheet.
You can include documents created in other programs within Microsoft Project. Although this can significantly increase your file size , you'll know that all your project information is stored in one place. To include the documents, follow these steps:
With the project summary task selected, click Task Information on the Standard toolbar and then click the Notes tab.
You can also double-click the task to open the Summary Task Information dialog box.
On the Notes tab, click the Insert Object button.
In the Insert Object dialog box, select the Create From File option and then click the Browse button.
In the Browse dialog box, select the project planning document you want to attach or embed into your project file. Click the Insert button.
Back in the Insert Object dialog box again (see Figure 3-8), select the Display As Icon check box.
Figure 3-8: The selected document will be embedded in your project plan.
If the document is small, consider clearing the Display As Icon check box. Clearing this check box embeds the content of the file into your project Notes box, so you can read it directly from there.
Click OK.
The document's icon appears in the Notes area of the Summary Task Information dialog box (see Figure 3-9).
Figure 3-9: Double-clicking the icon opens it in its originating application.
In the Summary Task Information dialog box, click OK.
The Notes indicator appears in the Gantt Chart (see Figure 3-10).
Figure 3-10: When you store something in a Notes tab, the Notes indicator appears in the corresponding row of the Gantt Chart.
Now, whenever you need to review the document, just double-click the Notes indicator to open the Notes tab of the Summary Task Information dialog box. Then double-click the document icon.
Cross-References | For more information about embedding, see "Embedding Information". |
You can also hyperlink to a document from Microsoft Project. Hyperlinking is a preferred method when you want to keep your file size trimmer and you know that your project plan and associated planning documents will always be in the same place. It's also a very efficient method for opening associated documents quickly. To insert a hyperlink, follow these steps:
With the project summary task selected, click Insert Hyperlink on the Standard toolbar.
In the Text To Display box, type a descriptive name for the document to which you are linking; for example, Project Scope Statement.
Find and select the project planning document you want to link to your project file (see Figure 3-11).
Figure 3-11: The path and name of the selected document appear in the Address box.
Click OK.
The Hyperlink indicator appears in the Indicators field of the Gantt Chart.
Now, whenever you need to review the document, just click the Hyperlink indicator. The document opens in its own application window.
Cross-References | For more information, see "Hyperlinking to Documents in Other Applications". |
If you're using Project Professional with Project Server for enterprise project management, the preferred method for keeping all project documents together is to use the document library . By setting up Microsoft Office Project Web Access 2003 with Windows SharePoint Services, you can set up and maintain a document library. This way, all your team members and other stakeholders can view the documents through their Web browsers. They can also check documents in and out, providing vital version control.
Cross-References | For more information about setting up a document library with Windows SharePoint Services, see "Controlling Project Documents". |