Part I The Riddle of the Ribbon Moving

Part I The Riddle of the Ribbon. Moving from MS Project 2007 to 2010. Where is Everything? Part II Sharing: How I do Project Scheduling Ed Mahler Project Administration Institute, Inc. 2015 Construction CPM Conference Session FR 116, Friday, Jan 16 1/16/2014 Project Administration Institute, Inc. 1

Dick Faris Keynote Laziness 1/16/2014 Project Administration Institute, Inc. 2

Overview • Sharing, not a tutorial Part 1 – 2007 to 2010, how I dealt with the upgrade • Where did they put the executable files • The 2007 menu to 2010 ribbon challenge • Enhancements , omissions, & recommendations • Sharing the PAI ribbon Part 2 – How I do Project Scheduling • High visibility scheduling • Sharing PAI views, tables, filters 1/16/2014 Project Administration Institute, Inc. 3

Installation Objective • Keep 2007 after 2010 is installed • Know where its components are installed so you can control its operation Installation Environments • Do it yourself – There is an option to keep 2007 • Centralized robo rollout in a corporate environment – May not have option to keep 2007 – Reinstall 2007 after 2010 installed 1/16/2014 Project Administration Institute, Inc. 4

Installation Where is everything? 1. Executable program – They have the same filename - WINPROJ. EXE – Windows XP and Windows 7 stored in different places – 2010 and 2007 can coexist but can’t run at the same time 2. MPT file – global. mpt – 2007 (Menu, Views, tables, filters, macros, reports…) – 2010 (Views, tables, filters, macros, reports…) 3. Ribbon file (2010 menu) 1/16/2014 Project Administration Institute, Inc. 5

Installation Windows XP/SP 3 1/16/2014 Project Administration Institute, Inc. 6

Windows XP/SP 3 MSP 2007 executable 1/16/2014 Project Administration Institute, Inc. 7

Windows XP/SP 3 MSP 2010 executable 1/16/2014 Project Administration Institute, Inc. 8

Windows XP/SP 3 MSP 2007 mpt 1/16/2014 MSP 2007 mpt • • • Menu Views Tables Filters Macros Project Administration Institute, Inc. 9

Windows XP/SP 3 MSP 2010 mpt & ribbon 1/16/2014 MSP 2010 mpt & customized ribbon • Menu • Views • Tables • Filters • Macros Project Administration Institute, Inc. 10

Windows XP/SP 3 MSP 2010 internal ribbon 1/16/2014 MSP 2010 internal ribbon • Menu Project Administration Institute, Inc. 11

Installation Windows 7 1/16/2014 Project Administration Institute, Inc. 12

Windows 7 MSP 2007 executable 1/16/2014 Project Administration Institute, Inc. 13

Windows 7 MSP 2010 executable 1/16/2014 Project Administration Institute, Inc. 14

Windows 7 MSP 2007 mpt 1/16/2014 MSP 2007 mpt • • • Views Tables Filters Macros Menus Project Administration Institute, Inc. 15

Windows 7 MSP 2010 mpt 14 1/16/2014 MSP 2010 mpt & customized ribbon • Menus • Views • Tables • Filters • Macros Project Administration Institute, Inc. 16

Windows 7 MSP 2010 internal ribbon office 1/16/2014 MSP 2010 internal ribbon • Menus Project Administration Institute, Inc. 17

XP Execution 1/16/2014 Project Administration Institute, Inc. 18

W 7 Execution 1/16/2014 Project Administration Institute, Inc. 19

Executing from Windows Explorer • Double clicking your mpp file will open the last version of MSP you installed. • To change which one opens right click the file and select “Open with”. • Then Browse for the other MSP version using the info on slides 8 and 9, or 14 and 15. • Click the “Always use the selected program…” box to make the change permanent. 1/16/2014 Project Administration Institute, Inc. 20

Executing from Windows Explorer 1/16/2014 Project Administration Institute, Inc. 21

W 7 Execution from the start menu or the toolbar 1/16/2014 Project Administration Institute, Inc. 22

Importing 2007 Views and Tables • 2007 view/table & heading ~ 25% of screen height • Imported view/table & heading consumed >33% of screen height 1/16/2014 Project Administration Institute, Inc. 23

2007 Menu ~25% of Screen Height Can see 26 lines Table 1/16/2014 Project Administration Institute, Inc. View 24

2007 View & Table imported into 2010 >33% Can see 21 lines Table 1/16/2014 Project Administration Institute, Inc. View 25

Importing 2007 Views and Tables • 2007 view/table & heading < 25% of screen height • Imported view/table & heading consumed >33% of screen height • If you redefine your views and tables in 2010 they will take <25% of screen height 1/16/2014 Project Administration Institute, Inc. 26

Native 2010 View and Table <25% Can see 23 lines Table 1/16/2014 Project Administration Institute, Inc. View 27

Native 2010 View and Table <25% Click here to compress the ribbon 1/16/2014 Project Administration Institute, Inc. 28

Native 2010 View and 2007 Imported Table <25% Can see 27 lines 1/16/2014 Project Administration Institute, Inc. 29

Native 2010 View and Table <20% Click here to restore ribbon 1/16/2014 Project Administration Institute, Inc. 30

Finding PAI 2007 menu commands on the Ribbon 2010 has 2 menus • Quick access tool bar menu • File menu and 5 Ribbons • Task Ribbon • Resource Ribbon • Project Ribbon • View Ribbon • Format Ribbon 1/16/2014 Project Administration Institute, Inc. 31

Mapping the PAI 2007 Menu to 2010 PAI Customized 2007 menu 2010 Quick access tool bar menu 1/16/2014 Project Administration Institute, Inc. 32

Mapping the PAI 2007 Menu to 2010 PAI Customized 2007 menu To customize the toolbar 2010 Quick access tool bar menu 1/16/2014 Project Administration Institute, Inc. 33

Customizing the Quick Access Tool Bar Menu Customized 2007 menu 620 Quick access tool bar (menu) 1/16/2014 Project Administration Institute, Inc. 34

Where are the PAI 2007 Menu Icons? PAI Customized 2007 menu 2010 File Menu takes up the whole screen Contains • File open, save, and save as • Print and print preview • Tools options • Organizer 1/16/2014 Project Administration Institute, Inc. 35

Where are the PAI 2007 Menu Icons? PAI Customized 2007 menu Task Ribbon 1/16/2014 Project Administration Institute, Inc. 36

Where are the PAI 2007 Menu Icons? PAI Customized 2007 menu I use the Resource Pool View to define resources and Gantt view to assign them and the amount of work they do. Resource Ribbon 1/16/2014 Project Administration Institute, Inc. 37

Where are the PAI 2007 Menu Icons? PAI Customized 2007 menu Project Ribbon 1/16/2014 Project Administration Institute, Inc. 38

Where are the PAI 2007 Menu Icons? PAI Customized 2007 menu View Ribbon 1/16/2014 Project Administration Institute, Inc. 39

Mapping 2007 to the 2010 Ribbon PAI Customized 2007 menu Format Ribbon 1/16/2014 Project Administration Institute, Inc. 40

Simplify: Create your own Menu in 2010 Create a new tab 1/16/2014 Project Administration Institute, Inc. 41

Create your own Menu in 2010 Create a new tab Insert a group in the tab 1/16/2014 Project Administration Institute, Inc. 42

Create your own Menu in 2010 Create a new tab Insert a group in the tab Add Commands 1/16/2014 Project Administration Institute, Inc. 43

Create your own Menu in 2010 Create a new tab Insert a group in the tab Ribbon is exportable Add Commands 1/16/2014 Project Administration Institute, Inc. 44

Mapping 2007 to Customized Ribbon PAI Customized 2007 menu PAI Customized 2010 Ribbon 1/16/2014 Project Administration Institute, Inc. 45

Customized Ribbon in a Window Shrinks the ribbon Adapts to smaller size by creating multiple groups 1/16/2014 Project Administration Institute, Inc. 46

Ribbon Pros and Cons Pro’s • Extremely customizable • Exportable/Importable Con’s • Ribbons and headings takes up too much vertical space • Too many rarely used options on the ribbons • Too many clicks to get to popular commands • Delete – in Task ribbon under Clear • Window – in View ribbon now called Switch Windows • Popular menu commands not included in any ribbon • Page break • Change highlighting • Missing features from 2007 • Buttons for macros • View, Table, and Filter window pull downs 1/16/2014 Project Administration Institute, Inc. 47

Google: MS Project 2007 menu to 2010 Link to interactive guide 1/16/2014 Project Administration Institute, Inc. 48

MS Project 2007 menu to 2010 interactive guide 1/16/2014 Project Administration Institute, Inc. 49

2010 Enhancements and Omissions Enhancements • Text wrapping • Filter highlight on/off feature • Spell check tells line # where the word is • Performance Omissions • View, Table, and Filter window pull downs • Buttons for macros • Useful menu commands not included in any ribbon • New feature: “Manually or Auto Scheduled”, default is Manually. 1/16/2014 Project Administration Institute, Inc. 50

Recommendations • Install 2010 & Import your views, tables, filters, macros… • Keep 2007 for reference and until you don’t need it • Recreate your views and tables in 2010 to reduce heading size • Create your own customized ribbon tab or email me and I’ll send you mine (edmahler@paiwebsite. com) 1/16/2014 Project Administration Institute, Inc. 51

Part II Sharing: How I do Project Scheduling Ed Mahler Project Administration Institute, Inc. 2015 Construction CPM Conference Session FR 116, Friday, Jan 16 1/16/2014 Project Administration Institute, Inc. 52

How I Use MS Project • • • Multiple project teams Planning Tracking Reporting Repository Provide high visibility into the schedule through the use of customized fields and macros 1/16/2014 Project Administration Institute, Inc. 53

The Tracking and Reporting Cycle 1/16/2014 Project Administration Institute, Inc. 54

To Do indicators Status Date Critical Path indicators 1/16/2014 To Do’s View (as of 5/27) Project Administration Institute, Inc. 55

% Complete To Do’s Status View (as of 5/27) 1/16/2014 Project Administration Institute, Inc. 56

To Do count now 2 % Complete now 21% Task 2 is on schedule Task 5 is 4 wks Status (as of 5/27) 1/16/2014 Project Administration Institute, Inc. 57

4 wks longer Task now 8 wks Made these 4 wks later The ripple effect Tasks moved from baseline Key milestone moved 1. 6 wks from baseline 1/16/2014 Project Administration Institute, Inc. 58

Task 5 now on schedule for new date and 39% complete Status (as of 5/27) Task 17 pushed past the status date, no longer a to do 1/16/2014 Project Administration Institute, Inc. 59

Recovery Shortening Task 7 by 1 wk takes 6 -9 off the critical path but doesn’t affect the target Still 1. 6 wks late 1/16/2014 Project Administration Institute, Inc. 60

Recovery Shortening Task 21 by 1 wk Improves the target 1 wk Still 3 days late 1/16/2014 Project Administration Institute, Inc. 61

Recovered Shortening Task 23 by 1 wk recovers the target and then some Now 2 days early 1/16/2014 Project Administration Institute, Inc. 62

Scheduler provides PM a pdf of what changed to share with the team Status 1/16/2014 Project Administration Institute, Inc. 63

Plus a pdf of the new rebaselined schedule to share with stakeholders Schedule 1/16/2014 Project Administration Institute, Inc. 64

Plus a Milestone view to share with stakeholders Milestones 1/16/2014 Project Administration Institute, Inc. 65

Plus the to do’s for the next several weeks To Do’s 1/16/2014 Project Administration Institute, Inc. 66

And a Status Summary Containing • A verbal description of what changed, and risks and • Project Metrics – Project is 8% complete – Key milestone improved 2 days from 9/12 to 9/10/12 – 2 tasks were statused as on schedule for their current plan dates – 1 task slipped 4 wks but the time was recovered by shortening 3 others – 4 tasks had duration changes causing 21 tasks to change their finish dates – 4 tasks should be underway or complete by our next update the wk of 6/17. All expected to be on schedule at that time. 1/16/2014 Project Administration Institute, Inc. 67

Sharing • Please email me if you are interested in receiving copies of the views, tables, filters, and ribbon to supporting this process. 1/16/2014 Project Administration Institute, Inc. 68

Contact Information Ed Mahler Project Administration Institute, Inc. Larchmont, NY edmahler@paiwebsite. com Office # 914 -834 -4162 Cell # 917 -734 -3953 Session FR 116, 1/16/14 1/16/2014 Project Administration Institute, Inc. 69