Accessing Your Project Information


You view and work with information in Microsoft Project by selecting a specific view to be displayed in your Microsoft Project workspace. Of the many views built into Microsoft Project, some have to do with tasks , others with resources, and still others with assignments. Certain views are a spreadsheet of tables and columns . Others are graphs or forms. Other views are a blend; for example, the Gantt Chart includes both a sheet and a graph.

You can switch tables in a view, and add and remove fields shown in a view, and so modify these views to present your project information exactly the way you need.

Using Views

When you first start using Microsoft Project, typically the first view you use is the Gantt Chart, which is the default view. Here, you enter information such as tasks, durations, and task relationships. Then you might use the Resource Sheet, in which you enter resource information. As you continue to plan your project, your requirements become more sophisticated, and you find you need other views. For example, you might want to see all your tasks with their current percent complete, along with the critical path . Or you might need a graph showing a particular resource's workload throughout April and May.

Tip  

Change the default view       To change the view that opens when you first open Microsoft Project and create a new project file, click Tools, Options and then click the View tab. In the Default View box, click the view you want to appear by default whenever you create a new project file.

This setting changes the view only for any new project files. For an existing project file, the last view shown when you saved and closed the file is the one that appears when you open it again.

Cross-References  

For more information about other view options, see "Arranging Your Microsoft Project Workspace" later in this chapter.

The most commonly used views are available on the View menu. All views are available on the More Views submenu. To switch to a different view, do the following:

  1. Click View and then look for the view you want.

  2. If the view you want is listed, click its name . If the view is not listed, click More Views. The full list of available Microsoft Project views appears (see Figure 4-2).


    Figure 4-2: The More Views dialog box lists all available views in alphabetical order.

  3. Double-click the view you want. It appears in your Microsoft Project workspace, replacing the previous view.

Keep in mind that when you switch from one view to another, you're not changing the data; you're just getting a different look at the data in your project database.

If you display the View bar, you can use it to quickly switch views. To show the View bar, do the following:

  1. Click View, View Bar. The View bar appears on the far left edge of the Microsoft Project window (see Figure 4-3). The same views that appear on the View menu are listed on the View bar.

    click to expand
    Figure 4-3: The View bar lists icons for the same views shown in the View menu.

  2. Click a view's name or icon to switch to that view. If you can't see the view's name, click the arrow at the bottom of the list to see more views.

    If the view isn't listed on the View bar, click More Views to see the full list.

    Tip  

    Switch views with Active View bar To hide a showing View bar, click View, View Bar.

    When the View bar is hidden, a blue vertical bar appears between the Project Guide side pane and the current view. This is the Active View bar, and it shows the name of the current view. To change the current view, right-click the Active View bar. If the view you want appears in the shortcut menu, click it. Otherwise, click More Views to display the More Views dialog box and then click the view you want.

Inside Out: Add your favorite views to the View menu
start example

Although the most commonly used views are listed on the View menu and the View bar, they might not be your most commonly used views. For example, you might use the Task Entry view and the Detail Gantt daily, and you don't want to click More Views every time you need it.

You can add your frequently used views to the View menu and View bar. To do this, follow these steps:

  1. Click View, More Views.

  2. Click the view you want to add to the View menu and then click Edit.

  3. In the View Definition dialog box, select the Show In Menu check box

You can use this technique to remove views you never use from the View menu and View bar as well. Simply select the view, click Edit, and clear the Show In Menu check box.

You can also rearrange the order of views listed. The task views are listed first, in alphabetical order, and then the resource views are listed in alphabetical order. In the More Views dialog box, click the view you want to rearrange and then click Edit. In the Name box, add a number in front of the name; it is then brought to the top of its respective list. Prefix all the displayed views with a sequential number, and they'll appear in that sequential order.

end example
 
Cross-References  

You can fully customize your views and create entirely new views. For more information, see "Customizing Views".

You can think of Microsoft Project views in the following categories:

  • Gantt charts

  • Network diagrams

  • Graph views

  • Sheet views

  • Usage views

  • Forms

  • Combination views

Working with Gantt Charts

Gantt charts are a special type of view used extensively in project management. The left side of a Gantt chart contains a sheet view and the right side contains a bar graph along a timescale (see Figure 4-4).

click to expand
Figure 4-4: A Gantt chart shows task information in the sheet portion of the view; the corresponding bar graph shows the task's duration, start and finish dates, and task relationships.

Table 4-1 describes the Microsoft Project Gantt charts.

Table 4-1: Microsoft Project Gantt Charts

Type of Gantt chart

How you can use it

For more information

Bar Rollup (task view)

View summary tasks with labels for all subtasks . Use the Bar Rollup view with the Rollup_Formatting macro to see all tasks concisely labeled on summary Gantt bars.

"Organizing Tasks into an Outline"

Detail Gantt (task view)

View tasks and associated information in a sheet, and see slack and slippage for tasks over time in a bar graph on a timescale. Use the Detail Gantt to check how far a task can slip without affecting other tasks.

Chapter 9, "Checking and Adjusting the Project Plan"

Gantt Chart (task view)

View tasks and associated information in a sheet, and see tasks and durations over time in a bar graph on a timescale. Use the Gantt Chart to enter and schedule a list of tasks. This is the view that appears by default when you first start Microsoft Project.

"Creating a New Project Plan" .

Leveling Gantt
(task view)

View tasks, task delays, and slack in a sheet, and the before-and-after effects of the Microsoft Project leveling feature. Use the Leveling Gantt to check the amount of task delay caused by leveling.

"Balancing Resource Workloads"

Milestone Date Rollup (task view)

View summary tasks with labels for all subtasks. Use the Milestone Date Rollup view with the Rollup_Formatting macro to see all tasks concisely labeled with milestone marks and dates on summary Gantt bars.

"Creating Milestones in Your Schedule"

Milestone Rollup (task view)

View summary tasks with labels for all subtasks. Use the Milestone Rollup view with the Rollup_Formatting macro to see all tasks concisely labeled with milestone marks on the summary Gantt bars.

"Creating Milestones in Your Schedule"

Multiple Baselines Gantt (task view)

View different colored Gantt bars for the first three baselines (Baseline, Baseline1, and Baseline2) on summary tasks and subtasks in the chart portion of the view. Use the Multiple Baselines Gantt to review and compare the first three baselines you saved for your project.

"Saving Original Plan Information Using a Baseline".

PA_Expected Gantt (task view)

View your schedule's expected scenario based on durations calculated from a PERT analysis.

"Calculating Your Most Probable Duration"

PA_Optimistic Gantt (task view)

View your schedule's best-case scenario based on durations calculated from a PERT analysis.

"Calculating Your Most Probable Duration"

PA_Pessimistic Gantt (task view)

View your schedule's worst-case scenario, based on durations calculated from a PERT analysis.

"Calculating Your Most Probable Duration"

Tracking Gantt (task view)

View tasks and task information in a sheet, and a chart showing a baseline and scheduled Gantt bars for each task. Use the Tracking Gantt to compare the baseline schedule with the actual schedule.

Chapter 10, "Saving a Baseline and Updating Progress"

You can change the look and content of bars on a Gantt chart. You can:

  • Change the pattern, color , and shape of the Gantt bar for a selected task.

  • Change the text accompanying the Gantt bar for a selected task.

  • Change the format and text for all Gantt bars of a particular type.

  • Change the text style for all Gantt bars of a particular type.

  • Change the layout of links and bars on a Gantt chart.

  • Change the gridlines in the view.

Troubleshooting: You can't find the PERT analysis views
start example

If you haven't used PERT (Program Evaluation and Review Technique) analysis since installing Project 2003, you might not see the PA_Expected Gantt, PA_Optimistic Gantt, PA_Pessimistic Gantt, or PA_PERT Entry Sheet in the More Views dialog box.

Click View, Toolbars, PERT Analysis. On the PERT Analysis toolbar (see Figure 4-5), click the button for the PERT analysis view (for example, Optimistic Gantt) you need. From this point forward, that PERT analysis view is listed in the More Views dialog box.


Figure 4-5: A PERT analysis view does not become available in the More Views dialog box until you select it on the PERT Analysis toolbar.
end example
 
Cross-References  

For more information about changing the look and content of Gantt bars, see "Formatting a Gantt Chart View".

Cross-References  

To change the timescale in a Gantt Chart, see "Working with Timescales" later in this chapter.

Cross-References  

You can also change the content or look of the sheet portion of a Gantt chart. For details, see "Customizing Views".

Cross-References  

You can print views with the content and format you set up in the Microsoft Project window. For more information, see "Setting Up and Printing Views".

Working with Network Diagrams

Network diagrams are a special type of graph view that presents each task and associated task information in a separate box, or node . The nodes are connected by lines that represent task relationships. The resulting diagram is a flowchart of the project. Network Diagram views (see Figure 4-6) are also referred to as PERT charts. They are Activity on Node diagrams , as contrasted with Activity on Arrow diagrams .

click to expand
Figure 4-6: You can enter, edit, and review tasks and their dependencies in the Network Diagram view.

Table 4-2 describes the Microsoft Project network diagram views.

Table 4-2: Microsoft Project Network Diagram Views

Type of Network diagram

How you can use it

For more information

Descriptive Network Diagram (task view)

View all tasks and task dependencies. Use the Descriptive Network Diagram to create and fine-tune your schedule in a flowchart format. This view is similar to the regular Network Diagram, but the nodes are larger and provide more detail.

"Establishing Task Dependencies"

Network Diagram (task view)

Enter, edit, and review all tasks and task dependencies. Use the Network Diagram to create and fine-tune your schedule in a flowchart format.

"Establishing Task Dependencies"

Relationship Diagram (task view)

View the predecessors and successors of a single selected task. In a large project or any project with more complex task linking, use this task view to focus on the task dependencies of a specific task.

"Establishing Task Dependencies"

Cross-References  

To learn about modifying the content or format of a Network Diagram, see "Modifying a Network Diagram".

Working with Graph Views

Graph views present project information in a pictorial representation that more readily communicates the data (see Figure 4-7).

click to expand
Figure 4-7: You can use the Resource Graph to review resource allocation levels.

Table 4-3 describes the Microsoft Project graph views.

Table 4-3: Microsoft Project Graph Views

Type of graph view

How you can use it

For more
information

Calendar (task view)

View tasks and durations for a specific week or range of weeks in a monthly calendar format (see Figure 4-8).

Chapter 5, "Scheduling Tasks"

Resource Graph (resource view)

View resource allocation, cost, or work over time for a single resource or group of resources at a time. Information is displayed in a column graph format (refer to Figure 4-7). When used in combination with other views, the Resource Graph can be very useful for finding resource overallocations.

"Balancing Resource Workloads"

click to expand
Figure 4-8: In the Calendar view, you can quickly see which tasks are scheduled on particular days, weeks, or months.

The Resource Graph shows peak units by resource, including the percentage of allocation and overallocation . You can change the type of information being shown in the Resource Graph by doing the following:

  1. With the Resource Graph showing, click Format, Details.

    The Details submenu lists the various categories of information that the Resource Graph can chart, including Work, Percent Allocation, and Cost.

  2. Click the category of information you want charted on the Resource Graph.

    Cross-References  

    For information about modifying the format of the Resource Graph or Calendar view, see "Customizing Views".

Working with Sheet Views

Sheet views are spreadsheet-type views that are divided into columns and rows, and in which each individual field is contained in a cell (see Figure 4-9).

click to expand
Figure 4-9: Use the Task Sheet to enter tasks and durations, and to review calculated start and finish dates.

The Microsoft Project sheet views are described in Table 4-4.

Table 4-4: Microsoft Project Sheet Views

Type of sheet view

How you can use it

For more
information

PA_PERT Entry Sheet (task view)

Enter your schedule's best-case, expected-case, and worst-case scenarios for a task's duration in preparation of calculating the most probable duration using a PERT analysis, which helps you consider and reconcile disparities between different task estimates.

"Calculating Your Most Probable Duration"

Resource Sheet (resource view)

Enter, edit, and review resource information in a spreadsheet format.

Chapter 6, "Setting Up Resources in the Project"

Task Sheet (task view)

Enter, edit, and review task information in a spreadsheet format.

"Creating a New Project Plan"

Cross-References  

For information about modifying the content or format of a sheet view, see "Modifying a Sheet View".

Working with Usage Views

Usage views are made up of a sheet view on the left side and a timesheet on the right. Together with the timescale, the timesheet can show work, cost, availability, and other data broken out by time, that is, timephased (see Figure 4-10).

click to expand
Figure 4-10: Display the Task Usage view to review assignments by task.

The Microsoft Project usage views are described in Table 4-5.

Table 4-5: Microsoft Project Usage Views

Type of usage view

How you can use it

For more information

Resource Usage (assignment view)

Review, enter, and edit assignments by resource. In the sheet portion of the Resource Usage view, each resource is listed with all associated task assignments indented beneath it (see Figure 4-11). In the timesheet portion of the view, information such as work or costs for the resource and the assignment is listed according to the timescale, for example, by week or month.

Chapter 7, "Assigning Resources to Tasks"

Task Usage (assignment view)

Review, enter, and edit assignments by task. In the sheet portion of the Task Usage view, each task is listed with the assigned resources indented beneath it (see Figure 4-12). In the timesheet portion of the view, information such as work or costs for the task and the assignment is listed according to the timescale, for example, by day or by week.

Chapter 7


Figure 4-11: In the Resource Usage view, each resource is listed with its assigned tasks.

Figure 4-12: In the Task Usage view, each task is listed with its assigned resources.

Because the timesheet portion of the usage views breaks down information from certain fields and from specific time periods, there are three subcategories to the major field categories of tasks, resources, and assignments:

  • Task-timephased

  • Resource-timephased

  • Assignment-timephased

You can review task-timephased and assignment-timephased fields in the timesheet portion of the Task Usage view. You can review resource-timephased and assignment-timephased fields in the timesheet portion of the Resource Usage view.

Note  

Timephased information is used in many earned-value analysis calculations. For more information about earned value, see "Analyzing Progress and Costs Using Earned Value".

The Work field is shown by default in the timephased fields in the timesheet portion of a usage view. Multiple fields of information can be " stacked " in the view at one time. To change the type of information shown, do the following:

  1. With a usage view showing, click Format, Details.

    The Details submenu lists the different timephased fields that the timesheet portion of the usage view can display, for example, Actual Work, Baseline Work, and Cost. Any fields currently displayed are noted with a check mark.

  2. Click the field you want to add to the timesheet. Another row of timephased information is added to the timesheet for each task.

  3. To remove a row of information from the timesheet, click Format, Details and then click the item you want to remove.

    Note  

    For information about modifying the format of a usage view, see "Modifying a Usage View".

Working with Forms

Forms are specialized views that include text boxes and grids in which you can enter and review information in a way similar to a dialog box (see Figure 4-13). Although you can display a form on its own and click the Previous and Next buttons to cycle through the different tasks or resources in your project, a form is most useful when included as part of a combination view (see "Working with Combination Views" in the next section).

click to expand
Figure 4-13: This Task Form shows fundamental information about the task, along with information about assigned resources and predecessor tasks.

The Microsoft Project forms are described in Table 4-6.

Table 4-6: Microsoft Project Forms

Type of form

How you can use it

For more information

Resource Form (resource view)

Enter, edit, and review all resource, task, and schedule information about a selected resource, one resource at a time. The grid area can show information about the resource's schedule, cost, or work on assigned tasks. It is most useful when used as part of a combination view (see Figure 4-14).

Chapter 7

Resource Name Form (resource view)

Enter, edit, and review the selected resource's schedule, cost, or work on assigned tasks. The Resource Name Form is a simplified version of the Resource Form.

Chapter 7

Task Details Form (task view)

Enter, edit, and review detailed tracking and scheduling information about a selected task, one task at a time. The grid area can show information about assigned resources, predecessors, and successors.

Chapter 5

Task Form (task view)

Enter, edit, and review information about a selected task, one task at a time. The grid area can show information about the task's assigned resources, predecessors, and successors.

Chapter 5

Task Name Form (task view)

Enter, edit, and review the selected task's assigned resources, predecessors, and successors. The Task Name Form is a simplified version of the Task Form.

Chapter 5

click to expand
Figure 4-14: When you click a task in the upper Gantt Chart portion of the Task Entry view, the task, assignment, and predecessor information for that selected task appear in the lower Task Form portion of the view.

You can change the categories of information shown in a form view. To do this, follow these steps:

  1. Click View, More Views. In the More Views dialog box, click the form you want. Click the Apply button.

  2. Right-click the blank area on the form. A shortcut menu appears, which shows different types of information that can be shown in the form. A check mark appears next to the information currently shown in the form.

  3. Click the information you want to display in the form. You can choose only one item from the shortcut menu at a time.

Working with Combination Views

Combination views are groupings of two views in a split screen. Typically, the information in one portion of the split screen controls the content in the other portion (see Figure 4-14).

The predefined Microsoft Project combination views are described in Table 4-7.

Table 4-17: Microsoft Project Combination Views

Type of combination view

How you can use it

For more information

Task Entry (task view)

Enter, edit, and review detailed information about the task selected in the Gantt Chart. The Gantt Chart appears in the upper portion of the view, and the Task Form appears in the lower portion. The information shown in the Task Form corresponds with the task selected in the Gantt Chart.

Chapter 5

Resource Allocation (resource view)

Review and resolve resource overallocations. The Resource Usage view appears in the upper portion of the view, and the Leveling Gantt appears in the lower portion. The information shown in the Leveling Gantt corresponds with the resource or assignment selected in the Resource Usage view.

"Balancing Resource Workloads"

You can create your own combination view by simply splitting the view. For example, if you split the Gantt Chart view, the Task Form appears in the lower pane, instantly resulting in the Task Entry view. Likewise, if you split the Resource Sheet, the Resource Form appears in the lower pane.

The split bar is located in the lower-right corner of the Microsoft Project window, just below the vertical scroll bar. To split a view, drag the split bar up to about the middle of the view or wherever you want the split to occur. Or click Window, Split.

click to expand
Troubleshooting: The current view doesn't have a split bar
start example

By their nature, graph views and forms do not have a split bar. However, you can still create a combination view with these views in the upper pane. Click Window, Split. The view splits , with the Task Form or Resource Form appearing in the lower pane.

end example
 

To remove the split and return to a single view, double-click the split bar, which is now the gray dividing bar between the two views. Or click Window, Remove Split.

click to expand

To modify a combination view, simply modify one component of the combination view as if it were in its own view.

Cross-References  

For more information about combination views, see "Customizing Views".

Troubleshooting: You can't get the combination view to be a single view again
start example

In a combination view such as Task Entry or Resource Allocation, one of the two views always has focus; that is, it's the currently active view. When you switch to another view, only the active view switches.

Before switching to another view, make the combination view a single view. To do this, click Window, Remove Split. Or double-click the split bar ”the gray dividing bar between the two views. Then switch to the other view.

end example
 

Working with Timescales

Many Microsoft Project views, including Gantt charts and usage views, use a timescale to indicate time in the project. The timescale appears above the chart or timesheet area of a view. Starting with Project 2002, you can now display up to three timescales (see Figure 4-15), each timescale in a tier. The highest tier shows the broadest period of time, and the lowest tier shows the most detailed period of time. For example, you can show days within weeks within months, or you can show weeks within quarters .

click to expand
Figure 4-15: You can zoom your timescales up or down while you're working.

The default timescale is two tiers: days within weeks. To set your timescale options, do the following:

  1. Show a view that contains a timescale; for example, the Gantt Chart, Task Usage view, or Resource Graph.

  2. Click Format, Timescale. The Timescale dialog box appears.

  3. The Timescale dialog box has four tabs: Top Tier, Middle Tier, Bottom Tier, and Non-Working Time. The Middle Tier tab is displayed by default. In the Show box, click the number of timescale tiers you want to display (one, two, or three).

  4. In the Units box, specify the time unit you want to display at the middle tier, for example, quarters, months, or weeks.

  5. In the Label box, click the format in which you want to display the time unit, for example, Mon Jan 26, '04; Mon January 26; or Mon 1/26.

  6. If you chose to display more than one tier, click the Top Tier and/or Bottom Tier tabs and repeat steps4and 5.




Microsoft Office Project 2003 Inside Out
Microsoft Office Project 2003 Inside Out
ISBN: 0735619581
EAN: 2147483647
Year: 2003
Pages: 268

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