Microsoft Office Visio Professional 2007 for IT How

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Microsoft® Office Visio® Professional 2007 for IT How to Use Visio for Project Management

Microsoft® Office Visio® Professional 2007 for IT How to Use Visio for Project Management Presenter: Date:

Project Management Summary u u Use Visio 2007 with Project 2007 Diagram All Project

Project Management Summary u u Use Visio 2007 with Project 2007 Diagram All Project Phases u u u Planning Design Engineering Implementation Diagram Types u u u Gantt Chart Project timeline Project status Processes Work Breakdown Responsibility Matrix

Visio 2007 and Project 2007 u u Create plan in Project Import plan into

Visio 2007 and Project 2007 u u Create plan in Project Import plan into Visio diagram u u u Timeline Gantt Chart Include with other project diagrams Report project status as Visio Pivot. Diagram Perform ‘what-if’ modifications and export back into Project

Diagram Types Timeline Status Report Gantt Chart

Diagram Types Timeline Status Report Gantt Chart

Diagram Types Process Flow Responsibility Matrix Work Breakdown

Diagram Types Process Flow Responsibility Matrix Work Breakdown

Import a Timeline u u u (Menu) Data – Insert Data Solutions – Timeline…

Import a Timeline u u u (Menu) Data – Insert Data Solutions – Timeline… Browse to Project file Select tasks to include

Import a Timeline u u Select shapes for Visio timeline Finish

Import a Timeline u u Select shapes for Visio timeline Finish

Working with a Timeline u u u u Reposition text Move intervals and milestones

Working with a Timeline u u u u Reposition text Move intervals and milestones Add intervals and milestones Resize interval shapes Synchronize milestones Alter timeline type Apply theme

Applying a Theme u Show Theme task pane u u Select color palette u

Applying a Theme u Show Theme task pane u u Select color palette u u u (Menu) Format – Theme… Click on Theme Colors link Select theme colors from list Select font, line and connector, fill, and shadow style u u Click on Theme Effects link Select theme effects from list

Import a Gantt Chart u u u (Menu) Data – Insert Data Solutions –

Import a Gantt Chart u u u (Menu) Data – Insert Data Solutions – Gantt Chart… Select “Information that’s already stored in a file” Select “Microsoft Office Project File”

Import a Gantt Chart u u u Browse to Project file Select Major and

Import a Gantt Chart u u u Browse to Project file Select Major and Minor time scale units Select task duration format

Import a Gantt Chart u u Select task types to include Finish

Import a Gantt Chart u u Select task types to include Finish

Working with a Gantt Chart u Push project forward/back u u Create new task

Working with a Gantt Chart u Push project forward/back u u Create new task links u u Move task bar shapes left/right Drag ‘Add Link’ control handle to connection point at start or finish of linked task Set % complete u Drag ‘Change % complete’ control handle

Working with a Gantt Chart u Modify task list u u Modify columns u

Working with a Gantt Chart u Modify task list u u Modify columns u u u Drop task bar shape onto chart to add task Drop column onto chart to add column Right-click shapes for action menu Apply theme

Export a Project Report to Visio u u (Menu) Report – Visual Reports… Choose

Export a Project Report to Visio u u (Menu) Report – Visual Reports… Choose a Visio report Select level of usage data to include in report View

Working with a Pivot. Diagram u u Apply theme Apply shape u Open stencil

Working with a Pivot. Diagram u u Apply theme Apply shape u Open stencil with shape u u u u (File) Shapes Work Flow Objects, Department automatically opened Select nodes (Pivot. Diagram pane) Apply Shape… Choose stencil from dropdown Choose shape to apply Apply Data Graphics

Data Graphics u Turn on display u u u Select Data Graphic format from

Data Graphics u Turn on display u u u Select Data Graphic format from Task Pane Edit Data Graphic if required u u (Menu) Data – Display Data on Shapes (Right Click) Data – Edit Data Graphic Displays Shape Data values u u Text Relative graphs Colors Icons

Working with a Pivot. Diagram u Aggregate numerical data u u Select field from

Working with a Pivot. Diagram u Aggregate numerical data u u Select field from Add Total on PD pane Select aggregate type from dropdown (if avail. ) u u u Sum Average Minimum value Maximum value Count

Working with a Pivot. Diagram u Filter Data u u u Open dropdown for

Working with a Pivot. Diagram u Filter Data u u u Open dropdown for measure to filter in Add Category or Add Totals on PD task pane Select Configure Measure/Column/ Dimension Select filter operation u u =, !=, >=, <= Enter value

Working with a Pivot. Diagram u Add category breakdown u u Select node Click

Working with a Pivot. Diagram u Add category breakdown u u Select node Click category in Add Category on PD taskpane u Open dropdown, select level for multi-level category

Working with a Pivot. Diagram u Sort nodes u u u Select all nodes

Working with a Pivot. Diagram u Sort nodes u u u Select all nodes in level Click Other Actions button on PD task pane Select Sort… Choose sort property Choose ascending or descending Limit number of nodes shown

Working with a Pivot. Diagram u Other tasks u u Merge/Unmerge nodes on same

Working with a Pivot. Diagram u Other tasks u u Merge/Unmerge nodes on same level Promote node Collapse node Refresh data after changes to source

Other Diagram Types u Create a flowchart u Basic Flowchart u u Open Visio

Other Diagram Types u Create a flowchart u Basic Flowchart u u Open Visio template u (Menu) File – New – Flowchart – Basic Flowchart Cross-Functional Flowchart u u Open Sample u (Menu) File – New – Getting Started… u Samples – Process Improvement – Open Diagram Open Template u (Menu) File – New – Flowchart – Cross-Functional Flowchart

Other Diagram Types u Basic flowchart u u Drag shapes from stencils Connect shapes

Other Diagram Types u Basic flowchart u u Drag shapes from stencils Connect shapes u Auto. Connect or Connector Tool Auto. Connect

Link with data u (Menu) Data – Link Data to Shapes u u u

Link with data u (Menu) Data – Link Data to Shapes u u u Connect data with shape u u u Select data source Excel, Access, SQL, other DB Opens External Data window Drag record to shape Auto. Link (if shape IDs correspond with data records) Display data with Data Graphics Drag to link

Other Diagram Types u WBS Modeler Add-In u u http: //www. wbsmodeler. com/ Responsibility

Other Diagram Types u WBS Modeler Add-In u u http: //www. wbsmodeler. com/ Responsibility Matrix u Custom Visio template

Use Hyperlinks u Reference data in other files or Web sources u u u

Use Hyperlinks u Reference data in other files or Web sources u u u Open URL’s Open local files Open specific page in Visio file Create “drill down” navigation Insert a Hyperlink u u (Menu) Insert – Hyperlinks Select Address and Sub-Address (page) Enter Description for right-click shape menu Supports multiple Hyperlinks on a shape

Result: Consolidated Project View Hyperlink to other local and remote reference information Import and

Result: Consolidated Project View Hyperlink to other local and remote reference information Import and display data from Project, Excel or Database Link the data to Visio shapes and display the data using Data Graphics

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