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Project2007 Manual

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Project2007 Manual

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leloup.olga

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Advanced Instructor Guide

Intermediate Training Manual

Project 2007

velsoft.com
Microsoft Office Project 2007 Intermediate Courseware
Written by Kelvin MacDonald
Published by Velsoft Interactive Inc.

Courseware release Version 3.0

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Table of Contents

Section 1: File Tasks and Views.................................................................................................... 1

Lesson 1.1: Using My Computer within Project.................................................................................. 2
Using the My Places Toolbar...............................................................................................................................3
Navigating with My Computer .............................................................................................................................7
Performing Basic Tasks .......................................................................................................................................8
Changing Views .................................................................................................................................................11
Lesson 1.2: Saving your Files............................................................................................................... 14
Using File Formats ............................................................................................................................................15
Using File Properties.........................................................................................................................................17
Using Auto Save .................................................................................................................................................23
Setting Save Options ..........................................................................................................................................24
Lesson 1.3: Using Templates................................................................................................................ 26
Opening a Template ...........................................................................................................................................26
Creating a Template...........................................................................................................................................28
Accessing a Custom Template............................................................................................................................29
Using and Saving Template Previews................................................................................................................32
Lesson 1.4: Viewing your Files ............................................................................................................ 34
Opening a New Window.....................................................................................................................................34
Arranging Windows ...........................................................................................................................................36
Hiding or Unhiding a Window ...........................................................................................................................37
Splitting a Window .............................................................................................................................................38
Lesson 1.5: Advanced Views................................................................................................................ 40
Using Multiple Views .........................................................................................................................................40
Viewing Tables...................................................................................................................................................43
Sorting Information............................................................................................................................................44
Using Filters ......................................................................................................................................................47
Using AutoFilter ................................................................................................................................................48
Section 1: Review Questions ................................................................................................................ 50

Section 2: Using Resources ......................................................................................................... 52

Lesson 2.1: Resource Basics................................................................................................................. 53
The Work Units Duration Equation ...................................................................................................................53
Creating a Resource List....................................................................................................................................55
Assigning Work and Material to a Resource......................................................................................................57
Using the Resource Information Dialog Box .....................................................................................................59
Using the Project Guide Task Pane for Resources ............................................................................................62
Lesson 2.2: Editing Resources ............................................................................................................. 65
Changing a Resource Calendar .........................................................................................................................65
Editing Working Time ........................................................................................................................................66
Grouping Resources...........................................................................................................................................69
Removing a Resource.........................................................................................................................................70
Lesson 2.3: Resources and Tasks ........................................................................................................ 72
Assigning a Resource to a Task (Gantt View)....................................................................................................72
Assigning a Resource to a Task (Task Information Dialog) ..............................................................................72
Using Task Usage View to Modify Resources....................................................................................................76
Using the Assign Resources Dialog ...................................................................................................................78
Removing or Replacing a Resource ...................................................................................................................80
Lesson 2.4: Resource Views ................................................................................................................. 82
Resource Sheet View ..........................................................................................................................................82
Resource Graph View ........................................................................................................................................83
Resource Usage View.........................................................................................................................................84
Lesson 2.5: Resource Conflicts ............................................................................................................ 86
Determining when Resource Conflicts Exist ......................................................................................................86
Using the Resource Management Toolbar.........................................................................................................88
Reassigning Resources.......................................................................................................................................89
Scheduling Overtime ..........................................................................................................................................91
Lesson 2.6: Leveling Resources ........................................................................................................... 95
Opening the Resource Leveling Dialog .............................................................................................................95
Leveling Calculations ........................................................................................................................................96
Leveling Range...................................................................................................................................................97
Resolving Over Allocations................................................................................................................................98
Section 2: Review Questions .............................................................................................................. 100

Section 3: Working with Tasks.................................................................................................. 102

Lesson 3.1: Viewing Tasks ................................................................................................................. 103
Using the Task Usage View..............................................................................................................................103
Using the Task Form View...............................................................................................................................104
Using the Task Entry View...............................................................................................................................105
Using the Task Name Form..............................................................................................................................107
Lesson 3.2: Working with Tasks ....................................................................................................... 109
Task Indicators.................................................................................................................................................109
Task Calendars ................................................................................................................................................109
Using Change Highlighting .............................................................................................................................111
Using the Task Drivers Pane ...........................................................................................................................114
Lesson 3.3: Linking Tasks.................................................................................................................. 116
Link Types ........................................................................................................................................................116
Linking Tasks within a Project.........................................................................................................................117
Unlinking Tasks within a Project .....................................................................................................................118
Linking Tasks Across Projects .........................................................................................................................119
Unlinking Cross-Project Tasks ........................................................................................................................122
Using Lag Time and Lead Time .......................................................................................................................123
Lesson 3.4: Editing Tasks .................................................................................................................. 126
Updating Calculation Options .........................................................................................................................126
Splitting a Task.................................................................................................................................................131
Overlapping Tasks ...........................................................................................................................................132
Delaying Tasks.................................................................................................................................................135
Assigning Variable Units to a Task..................................................................................................................136
Organizing Tasks into Phases..........................................................................................................................142
Lesson 3.5: Completing Tasks ........................................................................................................... 145
Entering Task Completion................................................................................................................................145
Updating Start and Finish Dates .....................................................................................................................146
Changing Task Duration..................................................................................................................................147
Changing Remaining Work ..............................................................................................................................149
Lesson 3.6: Working with Variances ................................................................................................ 152
Using the Variance Table.................................................................................................................................152
Checking for Variances....................................................................................................................................154
Work Variances................................................................................................................................................157
Cost Variances .................................................................................................................................................159
Section 3: Review Questions .............................................................................................................. 161

Section 4: Creating Reports....................................................................................................... 163

Lesson 4.1: Creating Reports ............................................................................................................ 164
Using the Reports Dialog Box..........................................................................................................................164
Creating a Pre-Defined Report ........................................................................................................................165
Creating a Custom Report ...............................................................................................................................166
Lesson 4.2: Creating Visual Reports................................................................................................. 169
Opening the Visual Reports Dialog .................................................................................................................169
Choosing a Report ...........................................................................................................................................171
Editing a Report ...............................................................................................................................................174
Creating a Template.........................................................................................................................................176
Modifying a Template ......................................................................................................................................178
Lesson 4.3: Saving Cube Data ........................................................................................................... 187
Choosing the OLAP Cube ................................................................................................................................187
Using the Field Picker .....................................................................................................................................188
Saving the Cube ...............................................................................................................................................190
Saving a Database ...........................................................................................................................................191
Lesson 4.4: Using Other Reports....................................................................................................... 193
Using the Copy Picture Feature.......................................................................................................................193
Using the Copy Picture to Office Wizard.........................................................................................................196
Creating a Report with the Project Guide........................................................................................................202
Creating a Report from a View with the Project Guide ...................................................................................208
Section 4: Review Questions .............................................................................................................. 210

Index ........................................................................................................................................... 212

Section 1: File Tasks and Views

In this section you will learn how to:

Navigate with My Computer
Perform basic tasks with My Computer
Change views with My Computer
Use the My Places toolbar
Use file formats
Use file properties
Use AutoSave
Set save options
Use templates
Access a custom template
Use and save template previews
Open a new window
Arrange windows
Hide a window
Unhide a window
Split a window
Use multiple views
View tables
Sort information
Use filters and AutoFilters
Microsoft Project 2007 Intermediate 2

Lesson 1.1: Using My Computer within Project

An important part of using any application is the ability to find, organize, and save your work in
the most efficient way possible. This certainly holds true when it comes to working with Project
2007.

As you probably already know, you can open files in Project in a number of ways. You can
double click directly on a file icon to open it (provided it is a Project compatible file type). If the
file name is available in the recently used list, you can open it by simply clicking on its name.
Finally, you can use the Open dialog to navigate to the location of a particular file, and then
select and open it.

When you use the Open dialog or the Save As dialog, you will notice a panel of controls on the
left hand side.

This control panel is known as the My Places toolbar, and in this lesson, you will learn how to
work with the controls on the My Places toolbar.

You will learn how to use and organize the My Places toolbar, as well as how to navigate with
My Computer, how to perform basic tasks using My Computer, and how to change views with
My Computer.

Using the My Places Toolbar

When you display the Open or Save as dialog box, you will see the My Places toolbar on the left.

Some of the default components that you could see on this toolbar are:

My Recent Documents A list of recently used, completed, or accessed files.

Desktop A list of navigable links that can also be found on your desktop.

My Documents: Provides access to the folders and files in your My Documents folder.

My Computer Provides access to the disk drives on your computer.

My Network Places If you are on a network, this button can display the remote locations
accessible via your network.

These buttons provide access to the various drives, folders, and remote locations on your
computer and computer network. In addition, the My Places toolbar can be populated with
specific folders of your choice for quick access.

To add a folder to the My Places toolbar, first use the Open dialog box to open the appropriate
location (where the folder you want to add is kept).

When you see the folder in the main viewing pane of the dialog box, click on it to highlight the
folder icon.

In this example, the Intermediate folder is highlighted. Now, if you right click on the My Places
toolbar, you will display a menu that looks like the following.

You can see that the highlighted folder is now available to add to the toolbar by clicking the Add
‘folder name’ option at the top of the menu. (In this case, the folder in question is the
Intermediate folder.)

Clicking the Add ‘Intermediate’ option will add this folder to the toolbar. You can use this
option to add as many folders as you wish to the toolbar (but not individual files).

Here is the Open dialog box, with the intermediate folder now available near the bottom of the
My Places toolbar. If you click the Large Icons option on the popup menu (remember, the menu
is displayed by right clicking on the toolbar) the toolbar icons will be increased in size. If you
click the Small Icons option on the pop up menu, the toolbar icons will be decreased in size.

Large Icons Small Icons

If you select a folder that you added to the task bar, and then right click to display the pop up
menu (or, just right click on the folder in question) there will now be a Remove option
available. If you click this option, the selected folder will be removed.

If there are too many icons on the My Places toolbar to be displayed at once, you can scroll
through the available icons by clicking the small arrows at the top and bottom of the toolbar.

If you right click on a folder that you added to the toolbar, or one of the default toolbar
buttons, you will see a move up and a move down option. The Move Up option will move the
particular folder or button in question up the toolbar, so that it will switch places with the
folder or button above it. Clicking the Move Down option will move the folder or button down
one position.

Here is the My Places toolbar before and after moving the My Documents control.

Before After

Remember that any changes that you make to the My Places toolbar will be visible throughout
Office 2007. (This means that your changes will be implemented in the Open or Save dialogs in
Word 2007 and other Office 2007 programs.)

Navigating with My Computer

If you click the My Computer icon in the My Places toolbar, a list of disk drives and folders will
appear in the main viewing pane of the dialog box that you are using. These drives and folders
can provide access to pretty much any file or subfolder on your computer.

For example, in the following image you will see an option called Local Disk (C:) in the main
viewing pane of the Open dialog box.

Take notice of how the My Computer option has been selected on the left panel (highlighted).
The options you see in the main viewing pane are storage devices and folders associated with
your computer system.

If you double click on the Local Disk option, you will populate the main viewing pane of the
dialog box with the folders and files that are stored on your main disk (main hard drive). If you
double click on one of the folders, you will see more subfolders and files. You can use the My

Computer option to browse to just about any location on your computer, by double clicking
folders, and sub folders, and so on, until you find the file that you are looking for.

In the upper right corner of the dialog box, you can find additional controls.

You are probably already familiar with the close button in the upper corner. Clicking this button
will close the dialog.

If you click the Back button ( ) you will navigate back one level. In other words, if you double
click Local Disk to show a list of subfolders, and then you double click a subfolder to show what
its contents are, you will have changed the contents of the main viewing pane twice. Each click
of the back button will take you back through one pane (list of contents) that you have
previously explored. You can use the back button to move all the way back to the original list of
drives and folders that you started in.

The Up One Level ( ) button is similar to the Back button. If you click it, you will move to the
folder or directory that is one level up from your current location. Just like the Back button, you
can use the Up One Level button to navigate back up through the levels that you visited.
However, there is an important difference between these two navigation buttons. The Back
button will take you back to the previous list of options, whether it is moving up a level (from a
subfolder to a parent folder) or down (from a parent folder to a sub folder). The Up One Level
button will only move up. That means it will only move up to a parent folder from a sub folder
or file; not the other way around.

You can also access the contents of optical storage media (CD drives or DVD drives) by clicking
the My Computer control.

Performing Basic Tasks

Now that you know how use My Computer to navigate though the folders and files on your
system, there are a few more tasks that you should learn about.

If you display the Open, or Save as dialog box, you will see a panel of buttons in the upper right
corner of the box.

If you highlight a file or folder in the main viewing area of the dialog box (by single clicking it)
and then click the Delete button ( ), you will delete the file. Before the file is deleted, you will
see the following alert.

If you click Yes, the file or folder in question will be deleted. If you click No, the deletion will be
cancelled.

Another button available for use is the New Folder button ( ). Clicking this button will display
a small box requesting a name for the folder.

If you enter a name for your new folder and then click OK, a new folder with the name you
provided will be created, and the dialog box will automatically open the view to this new folder.

If you click the Up One Level button, you will see that your new folder is now an item or
subfolder among the contents of the parent folder.

If you right click on an item in the viewing area of the dialog, you will display a menu with
several options.

The options that appear on this menu may differ slightly from system to system, depending on
what software you have installed on your computer. Regardless of the configuration of your
computer, you should see options to copy, delete, and rename the folder or file that you right
clicked on. If you want to perform any of these tasks, simply click the appropriate item from the
pop up menu.

Changing Views

When you display the Open or Save as dialog, you will see a view button in the upper right of
the dialog box window.

If you click the small arrow next to this View button, you will display a drop down list of view
options that you can apply to the items in your dialog box.

If you select the Thumbnails option, the items shown in your dialog box will appear as
thumbnails.

If you select the Tiles option, the items displayed will be arranged in rows and columns.

If you select the Details option from the Views menu, there will be additional information
details included with the folder items (such as Type and Date Modified).

If you select the Preview option, half of the viewing area of the dialog will show you a preview
of the selected file. (This will only work if the type of file that you are examining supports a
preview.)

The best idea is to try out all of the different views until you find the one that is most
appropriate for you. Remember that you can switch to any other view whenever you wish, by
using the view button options.

Lesson 1.2: Saving your Files

In this lesson you will learn some key concepts related to file management and saving your
Projects. Specifically, you will learn about the AutoSave feature, file properties, and file formats.
These topics are important because your data is valuable and should be managed wisely.

In almost every instance where you are using a Project 2007, the end result will be some kind of
file, which leads us to the concepts covered in this lesson. For example, the format of a saved
file is important because it can influence what programs the file can be used with. The
properties of a file are important because they can reveal specific information that can help you
find and identify your files. Finally, AutoRecover can be an invaluable feature when it comes to
recovering files after system crashes or power failures.

Using File Formats

First, let’s talk about the different ways we can save a file in Project. A file format is a way that
data is encoded and organized in a file. It makes sense that a Project file (which uses the
extension .mpp) would be organized and encoded much differently than a picture file, like a
.jpeg.

To choose a different file format, click the File menu and click Save As, like you normally would
to save a file. Then, choose your format from the Save As Type drop‐down menu, like this:

Once you’ve chosen a file type, give your project a name and pick its location like usual. Then,
click Save to complete the operation.

Here’s a list of files that you can save directly to with Project 2007:

.mpp Project’s default format. Note that you must choose the second .mpp type for your
project file to be read in older versions.

.mpt Project template format

.mdb A database format that can be opened by Microsoft Access.

.xls A spreadsheet or PivotTable that can be opened by Microsoft Excel.

.txt A plain‐text sheet that can be opened by virtually any application.

.csv A Comma Separated Values file, which can be opened by virtually any spreadsheet
application.

.xml An Extensible Markup Language file, also used to create Web sites.

Some file formats may not support all of the features you have in your project; if this is the case
you will get a warning when you try to save to that format. This warning will let you know what
aspects will be changed, and it’s up to you if you want to continue.

Understanding file formats can be important when opening files as well as when saving them.
In the Open dialog, there is a series of options in a drop list labeled Files of Type.

The items that appear in the main viewing pane of the Open dialog box will depend on the type
of file that is specified in the Files of Type drop list. For instance, if you are looking for many
different types of project files (like templates or projects), you may want to choose the

Microsoft Project Files (*.mp*) option. This will restrict the files in the viewing pane to those
with extensions that signify Microsoft Project files.

If you are unsure of the file type you are looking for, you can always specify the All Files option
to show all of the files in a given location, and then choose the appropriate folder or file by
name.

Using File Properties

File properties are important for a number of reasons. You can view the file properties to get
useful information about the file without having to open the file itself. You can specify file
properties to contain specific information that will help you maintain and manage files. You can
also specify properties to be used as keywords when you are searching for a file. File properties
can tell you the size of the file, the date the file was created, the date the file was last modified,
and what application is most appropriate for the file.

To view the properties of a file without opening it, right click on the file icon in Windows
Explorer and select Properties from the menu.

This will display the General tab of the Properties dialog for the file.

You can see the name of the file in the title bar of the dialog box, in front of the word
Properties. (In the previous image the name of the file in question is “temp Project.”)

You can also see the name in an editable text field near the top of the dialog.

You can enter a new name for the file in this text field or edit the old one. When you press your
Enter key or click the OK button, the file will assume whatever name is in the text field.

Further down, you can see a description of the file type and the program that is the default
choice for opening the file.

As you can see, this particular file is a Microsoft Office Project Document, and it will be opened
with Project 2007 if you double click on the file icon.

If you click the Change button, you see a list of other programs that you can select from to open
this file. If you change the program that opens this file, and then double click the file icon, the
file will be opened with the new program. (This is one example of where it is good to know
what file types are compatible with what programs.) If the program is not designed or suited
for the particular file type that it is opening, strange and unexpected results can occur.

Further down in the Properties dialog box, you will see information as to the location of the file,
the size of the file, the creation date, when the file was last modified, and when it was last
accessed.

This information can be helpful for identifying a file when you have forgotten what it is called
(or perhaps unintentionally renamed it).

You will also notice two check boxes at the bottom of the Properties box (under the General
tab) that are labeled Read‐only and Hidden. If you put a check in the Hidden checkbox, the file
icon will not be available when you look at the contents of the folder that contains it.

(If a file is hidden, you can make the file visible by choosing Tools and then Folder options from
the menu bar in the folder that contains the hidden file. This will display the Folder options
dialog. Under the View tab, select the radio button labeled Show hidden files and folders, to
make any hidden files visible.)

If you put a check in the Read‐only checkbox in the File Properties dialog, the file will become a
read only file. This means that if you open the file and make a change in the data, you will not
be allowed to save the file under the same filename. The file can only be read, not written to.

If you click the Advanced button on the bottom of the General tab in the file Properties dialog
box, you will see an Advanced Attributes box.

In the advanced box, you will see options to allow indexing of the file for better search
performance, to compress the file to save disk space, and to encrypt ( encode) the file to help
secure the data.

To view the properties for your file from within Project, click the File menu and click Properties.
You’ll see the dialog shown below.

This first tab (General) cannot be edited. It tells you the type, location, and size of your project.
It also gives you the name of the file, when it was created, modified, and last accessed; and
shows you its Windows attributes (Read‐only, Archive, Hidden or System).

The next tab, Summary, is editable. This window will show you the title, subject, author,
manager, company, category, keywords, comments, and hyperlink base for your project. Most
of these will not be filled in by default; the Title field will be filled in after you have saved your
project, and the Author and Company fields will be filled in according to the information you
provided when you installed Project. You can click in any of the white text boxes and add,
change, or delete information.

At the bottom of the Summary window, the Template field tells you what template was used to
create the file. As well, you can check Save Preview Picture if you want to be able to preview
your project when using Thumbnail view.

The third tab, Statistics, contains statistics about your project. These are automatically filled in
by Project and cannot be edited. This will tell you when it was created, last modified, last
accessed, and last printed. It will also display who edited it last, how long they worked on it for,
and what revision number it is.

Tab number four shows you basic information about your project, including its start, finish,
duration, work, cost, and percentage complete.

The last tab is Custom. You can use this tab to add a variety of custom properties to your
project.

First, type in its name or select a name from the scrolling menu. Then, choose the type (Text,
Date, Number, or Yes or No). Next, type in the value for that property and click Add. Your
property will display in the bottom portion of the screen. This can be an easy, consistent way to
track facts about a project, such as who it was checked by, which office it belongs to, or which
employee typed it.

Once you’ve modified your file’s properties, click OK. (Of course, you can also click Cancel to
discard your changes.) You can go back into your file properties and make necessary changes at
any time; remember that fields like Title will change automatically if you save the project with a
different name.

Using Auto Save

Microsoft Project 2007 is a great program—when it works. By now, you’ll probably have
discovered that Project (and Windows) doesn’t always work as they should. Murphy’s Law
states that Project will blow up or Windows will crash just as you’re finishing up that key project
that has taken four hours… and that you’ve forgotten to save. Oops!

If something like that happens, Project may be able to recover your project. First, you should
make sure that the AutoSave feature is turned on. (If it’s not on when Project crashes, your
project will probably be lost.)

You can find the AutoSave option by clicking the Tools menu, clicking Options, and then clicking
the Save tab.

In the sample above, you can see where you can turn AutoSave on. You can also tell Project
how often you want it to save AutoSave info by typing a number in the text box. (In the sample,
the number is set to 10, so it will record AutoSave info every ten minutes.) And, you can tell it
to save all open project files or just the active project.

Once you have AutoSave information set, if Project or Windows crashes, you will see a task
pane when you re‐open Project. This task pane should list all the files you had open when
Project crashed, and the various versions of those files.

You can right‐click on any file in this list to open the file, save it, or delete it. You can leave the
task pane open while you view the different versions of your file until you determine which one
you want to keep.

You may also see this pane if Project detects errors in your file while opening it. If this is the
case, you can right‐click on the repaired file and click Show Repairs.

Setting Save Options

Other options for saving files are in a different spot than you might expect. Click the File menu,
click Save As, click the Tools button, and click General Options.

The following dialog will appear:

You can choose to always create a backup of your project, to protect it with a password, or to
open it as read‐only. These options can be changed at any time, and are a great way to protect
your project!

Lesson 1.3: Using Templates

A Project template is a pre‐formatted project that can contain sample tasks, resources,
calendars and other project elements. Because some of the set up work is already done, Project
templates can be a great starting point and a great time saver! Moreover, they can be reused to
start many different projects.

In this lesson, we’re going to look at how to open, create, edit, and save templates. We’re also
going to look at using and saving template previews.

Opening a Template

To open a Project template, click the File menu and click New. Then, in the New Project task
pane, click On Computer.

(Notice that Project also offers links to templates on Office Online, as well as templates that you
recently used. Just click the link to find or open templates from the source of your choice.)

Once you click the On Computer link, you will see this dialog:

Under the Project Templates tab, choose the project that you want to use and click OK. It will
then be opened in Microsoft Project, ready for you to customize.

You should notice that there is a Templates on Office Online button available in the lower left
of the Templates dialog. Clicking this button will open a web page in your browser with links to
various types of templates.

Creating a Template

Although Project comes with a number of pre‐defined templates, you may want to create your
own template for projects that your company frequently undertakes. For example, you may
want to use the same template for planning your annual report, as the tasks, resources, and
schedule will be the same year after year.

To create your template, first create your project. You can work from a blank project, an
existing project, or a Project template. Remember to keep the elements general so that they
will apply to every project of this type.

Then, click the File menu and click Save As. In the Save As type menu, choose Microsoft Project
Template (.mpt). Then, pick a name for your file and save it.

You will then be prompted as to what information you want to save in your template.

Check the boxes for information that you don’t want saved in the template, and when ready,
click Save.

Accessing a Custom Template

You may have noticed that you didn’t have to specify the location for your template. By default,
Project places the template in the same folder that contains the pre existing templates that

come with Project. To use a custom template, just open the Templates dialog box from the New
Project task pane as explained before.

Under the General tab, you’ll see your template:

Now, you can access it like a Project template: select it, click OK, and it will open in Project
2007, ready to be used.

If you saved your template in a location other than the default, you can use the File ‐ Open
command to open the template. Just change the File Type to Templates or to Microsoft Project
files (*.mp*) to see the project files available.

Using and Saving Template Previews

There’s a neat feature in the Templates dialog box that’s called Preview. However, by default it
is turned off for all templates. To enable a preview for a template, first open the template file in
Project using the methods discussed previously. Then, click the File menu and click Properties.
Next, click the Summary tab.

Check the check box in the lower left (Save preview picture) and click the OK button. Next,
make sure you save your template and close the file. Now, the Template Preview feature will
work. (The preview will show you whatever view was last used for that template.)

Lesson 1.4: Viewing your Files

Part of Project 2007’s power lies in its ability to change screen views, so you can see your
information in different ways. In this lesson, we’re going to learn how to use the Window menu
to arrange your projects and views in a way that best suits your needs.

Opening a New Window

The first command on the Window menu lets us open a copy of our current project with any
view we would like. Just click the Window menu and click New Window. You’ll see the dialog
shown below.

From the top section of this window, you can choose the project that you want to view in the
new window; all projects currently open will be listed. Then, at the bottom, you can select the
view type. Once you click OK, the command will be performed. The new window will be marked
with a :2 to indicate that it is a copy of the first window.

Because Project 2007 knows that this is a copy of the first window, any changes that you make
in one window will be reflected in the other.

Arranging Windows

If you have more than one Project window open, you may want to arrange them so that you
can see all of your windows at the same time. To do this, click the Window menu and click
Arrange All. You’ll see your Project windows tiled like this:

To further refine your view, use the document controls at the top of the upper window to
minimize, maximize, or close that window.

You can also resize the windows by dragging the edges of the window border with your mouse.
Moreover, you can reposition a window by clicking and dragging on the title bar.

The following image shows two re‐arranged windows on the same project.

Hiding or Unhiding a Window

You can also hide a project window by clicking the Window menu and clicking Hide. Now, the
window will be completely gone from your taskbar and Window menu list. However, you can
unhide it by clicking the Window menu and clicking Unhide.

When you choose the Unhide option, you will see the following dialog.

Just select the window that you want to view from the dialog’s list and click the OK button to
unhide it.

Splitting a Window

You can add more detailed information to virtually any window by clicking the Window menu
and then clicking the Split option.

For this image, a particular task was selected, so the Task Form view appears at the bottom of
the screen.

This feature can be useful when using multiple views, which we’ll discuss in the next lesson.

To remove the split, click the Window menu and click Remove Split.

Lesson 1.5: Advanced Views

Now that we know how to manipulate Project windows, we’re going to devote this lesson to
working with views in individual projects.

In this lesson, you will learn about multiple views, viewing tables, sorting information, using
Filters, and using AutoFilter.

Using Multiple Views

Views are one of the most flexible components of Project. You can even use two different views
at the same time! To do this, click the Window menu and click Split.

Next, click with your mouse to place focus on the portion of the window that you want to
change. When you have done this, click the View menu and choose the view option that you
want.

In the image above, the lower part of the Project screen is clicked for focus and the Network
Diagram view option is selected. This action will result in two different views being displayed
simultaneously: the Gantt chart view and the Network Diagram view.

You can resize these views as you require by dragging the center bar that separates the two
panes with your mouse. You can combine views in almost any number of ways, so don’t be
afraid to experiment with them!

Viewing Tables

An entire sub menu dedicated to tables can be found under the View menu, Table option.

You can use the tables available in the sub menu to change what information is shown on the
task entry table area.

For example, if we choose the Schedule option, here’s what we would see:

Here, we can see the start, finish, and slack time for each task. Also note that the Gantt chart is
still visible on the left, and we can even split the window to display a different view if we wish.

Sorting Information

Another useful tool is the Sort sub‐menu under the Project menu.

If you click on an option in the Sort submenu, the current table will be sorted on the field
corresponding to the option you click. Here’s an example of our task entry table before the
sort:

If you choose the By Finish Date sort option, the list of tasks will be sorted based on the task
finish date.

You should notice that the task numbers haven’t changed, but their order in the list has.

Using Filters

The next tool available under the Project menu is the Filtered For feature.

Filtering a list is quite a bit different from sorting it. When a list is filtered, only those tasks that
meet the filtering criteria are shown.

For example, here’s what the same task list as shown above will look like if we filter it by
Summary Tasks:

Both the Task Entry list and the Gantt chart show only our summary tasks. To return to the All
Tasks view, just click the Project menu, choose Filter, and click All Tasks. (You can also click the
Undo button.)

Using AutoFilter

One of the most useful filtering features Project 2007 provides is the AutoFilter feature. You
can turn this option on from the Filtered For menu or by clicking the AutoFilter button ( ) on
the formatting toolbar.

Once you choose this option, AutoFilter arrows will appear at the top of your table columns.

Now you will be able to click on any of the column header filter arrows and filter your
information accordingly.

Once filtered, column header labels will appear in blue.

This indicates that a filter has been applied to this field.

You can also apply a filter to more than one field at the same time.

When you do this, only tasks that meet all of the specified filtering criteria will be shown. (For
example, a possible filter combination might be all tasks that have duration greater than 1 week
and that start on 1/1/07/.)

Section 1: Review Questions

1. Which of the following statements is not true?

A. You cannot add folders to the My Places toolbar
B. You can create new folders within the Open dialog
C. You can change how files are displayed in the Open and Save As dialog
D. Ctrl + O is a valid keyboard shortcut

2. The shortcut key for the Save As dialog is…

A. Ctrl + S
B. Ctrl + O
C. F12
D. F1

3. The AutoSave options are made available by…

A. Clicking on the My Places toolbar
B. Right clicking on the Project 2007 icon
C. Viewing the file properties
D. Clicking Tools ‐ Options ‐ Save tab within Project

4. Which one of the following statements is true about AutoFilter?

A. AutoFilter adds arrows to your column headings
B. AutoFilter automatically shows only critical tasks
C. AutoFilter is available under the View menu
D. AutoFilter is a new feature in Project 2007

5. The information in the File Properties tells you…

A. When the file was last modified
B. When the file was last accessed
C. What the name of the file is
D. All of the above

6. To view the file properties from within Project you should….

A. Click the Properties button
B. Choose the Properties option from the View menu
C. Choose the Properties option from the File menu
D. None of the above

7. Which of the following statements best describes a template in Project 2007

A. A template is a fully completed project.
B. A template only contains a resource list.
C. A template is a project file that contains a project layout and/or information that
you may want to reuse.
D. A template is a type of project report.

8. To arrange windows in project you should…

A. Choose Window followed by Unhide
B. Choose View followed by Split Windows
C. Choose Window followed by Arrange All
D. Click the Arrange All Windows button

9. When you split a window you can...

A. See different views at the same time
B. Save two versions of your project
C. Open two instances of Project 2007
D. All of the above

10. Which one of the following statements is true?

A. Sorting arranges data in order
B. Filtering is the same as sorting
C. Sorting only displays data that meet a criteria that you specify
D. You cannot sort filtered data

Section 2: Using Resources

In this section you will learn how to:

Create a resource list
Create a work resource
Create a material resource
Use the Resource Information dialog
Modify a resource calendar
Group resources
Remove resources
Assign resources to tasks
Use the Task Information dialog to assign a Resource
Use the Task Usage view
Remove or replace a resource
Use the Resource Sheet view
Use the Resource Graph view
Use the Resource Usage view
Determine when conflicts occur
Use the Resource Management Toolbar
Reassign resources
Schedule overtime
Use Resource Leveling

Lesson 2.1: Resource Basics

In Microsoft Project 2007, a resource is a person or thing (such as equipment or material) that
will be used to accomplish a task. Project 2007 can help you make sure that your tasks are
aligned with your resources, to make sure everything gets done on time. It can also keep track
of a resource’s cost, to make sure your project comes in according to budget.

You may remember the following basic formula from the foundation manual:

Resource Units X Duration = Work

When we talk about units in Project, we are really talking about resources. If a particular type of
resource (like a person) is signed to a task, and you add more resource units (more people) to
the task, the duration of the task can be shortened (provided that it is not set up as a fixed
duration task).

You can easily rearrange the basic formula shown above into the form that follows:

Work / Resource Units = Duration

It is easy to see that for a task that requires a fixed amount of work, increasing the resource
units will shorten the duration. (Dividing work by a larger number of units gives a smaller result
for the duration.) Similarly, decreasing the resource units available will increase the task
duration as the amount of total work will be divided by a smaller number.

This concept of effort driven scheduling is key to how Project works with resources and tasks.
Pretty much all of Project’s scheduling features revolve around this basic principle in some way.
Since this is such an important concept when it comes to assigning resources to a task, let’s look
at it in more detail.

The Work Units Duration Equation

As mentioned above, you can view the relationship between tasks and resources in Project
according to the following equation:

Task Duration = Total Work / Resource Units

The first term in the equation (Task Duration) is the length of time that it should take to
complete the given task.

The second term, Total Work, is the total amount of work hours required to complete the task.
For example, if our standard (default schedule) of 40 hours per week is used, and a task has
duration of three weeks, we have 3 X 40 = 120 hours of total work to complete the task.

The third term, Resource Units, is probably the hardest to understand. There are actually two
different ways of specifying Resource units: maximum units and assignment units.

When you first set up a resource, you specify an amount for the maximum units as a
percentage. If a resource will only be able to dedicate half of its working time to a project, you
would specify a maximum units value of 50%. If the resource can dedicate all of its working
time to the project, you can set the maximum units value at 100%. (Of course, you can specify
whatever percentage that best represents the resource’s availability to the project.)

If a resource’s maximum units are 100%, and the resource works 8 hours a day, than every
working hour of the day for that resource can contribute to the completion of a task. If the
maximum units for the same resource is set at 50%, only 4 hours (half of every day) will be
available for work on any given task.

When you assign a resource to a task, you specify how much of the resource’s time will be
spent on the task by setting assignment units. Just like maximum units, these units are entered
as a percentage.

For example, if you assign 25% of a resource’s time to a task and that same resource is available
8 hours a day for the project, 2 hours a day will be assigned to the task (25% of 8 hours). If you
assign 100% resource units to the task, and the resource is available 8 hours a day for the
project, the full 8 hours per day will be dedicated to the task in question.

In the context of our equation, if we specify that the task has fixed work, only the duration and
resource units can change. (Task Duration = Work / Resource Units) Clearly, if the value for
work is fixed, changing one of the other remaining values requires an adjustment in the last
value to balance the equation.

For instance if we have 6= 12/2, where 6 represents duration, 12 represents work, and 2 is
resource units; changing the units to 4 (and fixing work at 12) implies that the value of 6
(duration) must be reduced for the equation to remains equivalent on both sides (e.g. 3=12/4).

If we have a task that is set up as fixed duration and we change the assigned units, the amount
of total work for the task must change to balance the equation.

These are the types of operations that Project performs when you assign resources to tasks.
The scheduling of the tasks (and ultimately of your project) will depend on the calendars used,

the task type (such as fixed work or fixed duration), the amount of assigned resource units, and
the amount of resources available to be assigned.

As a final note, consider what happens if you assign 20% units of a resource to one task and 90
percent units of the same resource to a different task. If the maximum units value for the
resource is set at 100% and the two tasks are being worked on at the same time, you will have a
problem as 110% (20% + 90% = 110%) is greater than the maximum units available for the
resource (100%). When this happens, the resource is said to be over allocated.

Whenever the task assignment units for a resource exceed the maximum units for the resource,
Project will identify the resource as being over allocated. We will discuss overallocation in more
detail later on in this section.

Creating a Resource List

The first step in using resources in Project 2007 is to create a resource list. To do this, click the
View menu and switch to the Resource Sheet view.

The Resource Sheet view that appears is much like the Task Entry view: it looks like a table.

To enter a resource, just type the resource’s name in the Resource Name list.

Here’s an overview of what each field in the resource sheet is for.

Field Name Description

Type Tell Project whether this is a work resource (a resource that contributes
to the project via hours) or a material resource (a resource that is used
up as the project proceeds) or a cost resource.

Cost resources are new to Project 2007. These cost resources allow you
to take into account costs that may be associated with a task, but that
are not related to any work assigned to the task.

In Project 2007, you can have multiple non‐work related cost resources
assigned to a task. If you have more than one type of cost resource in
your resource list, you can assign these different costs repeatedly to
different tasks and track these costs across all tasks.

Material Label This field is only available for material resources. Use it to define the unit
of measure (for example, quarts) for the resource.

Group Add a keyword to the resource to show affiliation to a particular group

(i.e. gardeners, carpenters, mechanics, contract workers, in house
workers).

Max Units Tell Project how much of the resource (what percentage of each day) will
be available to work on your project. (We’ll cover this field in detail in the

next lesson.)

Std. Rate Tell Project how much this resource costs per standard hour (for work
resources) or per unit (for material resources).

Ovt. Rate Only applies to work resources; indicates what this resource’s overtime
rate is.

Cost/Use Designed for material resources; indicates the cost that will be charged
once 100% of the resource is used.

Accrue At Determine when standard and overtime costs are calculated: pro‐rated,
at the start, or at the end. Only has an effect on interim reports.

Base Calendar Choose which calendar this resource uses. (We’ll talk more about
resource calendars in the next lesson.)

Code You can enter any type of information you want here (up to 255
characters), such as an employee’s number or a vehicle’s identification
number.

Assigning Work and Material to a Resource

Of all the fields that are available to you, the most crucial are those that allow you to tell
Project 2007 how much of the resource can be devoted to the project in question. For work
resources, you will certainly want to fill in the maximum work times (Max Units) that the
resource can devote to the project.

In this example, the resource (Programmer) can devote 100% of his work time to the project. If
you entered 50%, the resource would only be working half time on the project.

You’ll also want to tell Project what the standard and overtime rates are for the resource. These
hourly rates that you provide will be used by Project to calculate costs.

You should always enter a rate for people, even if they’re salaried employees. After all, the
company is paying them to work, even if the money doesn’t come directly out of your budget.

For material resources, you’ll want to enter the material label, and the amount that will be
charged per unit of the resource used.

There are many more resource options that you can set—setting a resource’s working time is
particularly important—but we’ll cover those in the next lesson.

Using the Resource Information Dialog Box

Just like tasks, each resource has its own information dialog. To view this resource dialog,
double‐click on a resource listed in the resource sheet.

You can also display this dialog by choosing the Project menu, followed by the Resource
Information option. (You must be in a resource view for this command to be available.)

The following table provides an overview of each tab in the Resource Information dialog.

General Set the resource’s name, e‐mail address, initials, group, code, and type.
You can also set the resource’s availability. For example, we could indicate
that Bob can give 50% of his time to this project from February 7 to the
14th, and from the 14th on, he can give only 10% of his time.

Costs Vary a resource’s cost using cost rate tables; we’re going to devote a whole
lesson to this later on.

Notes A free‐form area where you can type in anything you like.

Custom Fields Add custom fields to this resource.

You will also notice a Change Working Time button on the right of the dialog.

You can use this button to display a dialog that will allow you to set up and modify a base
calendar for the resource.

Using the Project Guide Task Pane for Resources

When you first display the Resource sheet view (View ‐ Resource Sheet), you will notice that a
Resources Project Guide pane appears on the left of the screen.

This pane contains a series of options for dealing with resources. To add resources to your
project, click the “Specify people and equipment for the project” link.

When you do this, the following Project Guide pane will appear.

In this pane, you can specify how you want to add resources to your project. If your company
uses Project server, you can get resources from those available on the server. (Note: You must
use Project Professional to work with Project Server.)

You can also add resources from a company address book, or directory. For the purposes of this
discussion, we will explore the final option, “Entering resources manually.” If you click this link,
you will see the following Project Guide and Resource sheet view:

The Project Guide pane contains instructions for entering the names of people into the
resource sheet on the right. There are also hyperlinks to instructions for entering material or
cost resources if this is the type of resource you want to add.

Lesson 2.2: Editing Resources

Now that you know a basic procedure for entering resources, it is time to learn more advanced
resource modification techniques, including changing the resource calendar, adjusting working
time, grouping resources, removing a resource, and replacing a resource.

Changing a Resource Calendar

When you have multiple employees (resources) working on a given project, it is quite possible
(even probable) that you will have different employees working different hours.

For this reason, you may find it necessary to adjust a resource’s calendar. To do so, just click the
Calendar field (from the sheet view) and choose one of the pre‐set calendars that are available.

Notice that you can choose from any of the standard base calendars or from any custom
calendars that you have created.

Editing Working Time

When a particular resource requires very unusual or unique working hours, you may find it
necessary to edit the working time for the resource. To edit a resource’s working time, first
double‐click the resource to open the Resource Information dialog box. Then, click the Change
Working Time button.

This action will display the Change Working Time dialog.

This dialog is exactly like the regular Working Time dialog discussed in the Foundation lessons.
You can set working and nonworking hours, using any available calendar as a base. Once you
are finished editing the particular details of the calendar as required, click the OK button. The
modified calendar will be applied to this resource only.

You can also specify working times for resources by clicking the appropriate link in the
Resources Project Guide pane.

This pane will be available when you switch to the Resource sheet view or if you click the
Resources button on the Project guide toolbar.

When you click the “Define working times” hyperlink in the resources pane, you will initiate a
five step wizard for defining and modifying resource calendars.

As usual, you choose your options and proceed by clicking the links at the bottom of the pane.

Grouping Resources

The Group field in the Resource sheet view can come in handy for organizing your resources
into groups. To do this, just type the name of an appropriate group for the resource in the
group field.

After you have done this, click the Project menu, choose Group, and choose Resource Group.
(You can, of course, choose any other setting to view resources grouped according to that
criteria.)

As a result of this action, your resources will be organized by their resource groups.

Like summary tasks, you can use the plus and minus signs next to each resource group to hide
or show the particular members of the group. To un‐group resources, just click the Project
menu, choose Group, and click the No Group option. Alternatively, you can click the Undo
button to return to the state before you performed the grouping action (provided the grouping
action was your last previous action).

Removing a Resource

Deleting a resource is just like deleting a task. First, click the number of the resource to select it.

Next, press the Delete key on your keyboard, or click the Edit menu and click Delete Resource
to remove the selection.

You should notice that you can also cut, copy, and paste, resources with this menu. (The copy
cut, and paste options are also available in the pop up menu when you right click on a
resource.) In addition, you can insert resources and drag and drop them into position just as
you can with tasks.

Lesson 2.3: Resources and Tasks

You can now see how Project 2007 can help you organize tasks, calendars, and resources.
However, to take full advantage of the power of Project, you must understand how tasks,
resources, and scheduling work together. This relationship between resources and tasks is a
driving force in Project. This relationship also ties in with the central idea of the “Resource Units
x Duration = Work” equation mentioned previously.

Essentially, resources aren’t really effective until Project understands how they are going to be
used. The next step is to use your resources by assigning them to the appropriate tasks.

Assigning a Resource to a Task (Gantt View)

The easiest way to assign a resource to a task is by using the Gantt chart view. If you scroll over
to the far edge of the Task Entry sheet, you will see a column called Resource Names.

If you click a field in this column, you will see a list of possible resources that you can assign.
Simply choose the resource from the list that is appropriate for the task in question.

That’s it! Project 2007 will now assign the resource you specify from the list to complete the
given task.

Assigning a Resource to a Task (Task Information Dialog)

You can also use the Task Information dialog to assign resources to a task. In the dialog, click
the Resources tab. Then, click the table fields to enter the specific resource for the task and the
assignment units that they will contribute.

As an example, let’s look at the following software development project.

Here, the Build Components task has been selected. You will notice the duration of the task is
currently 2 months.

If you double click on the task, display the Resources tab in the Task Information dialog, and
choose a Programmer resource at 100% assignment units, the dialog should look like the
following.

To implement this resource information, click the OK button.

You will notice that the Build Components task now has a Programmers resource associated
with it.

You will also notice that the Build Components task still has duration of 2 months. This is
because this task’s duration is scheduled according to the standard project calendar.

Since the Programmer resource is also scheduled according to the standard calendar, one
programmer resource working at 100% (40 hours/week based on the standard calendar) will

complete the task in 2 months. Now, if you display the Task Information dialog again, click the
Resources tab, and change the assignment units to 200%, you will see a difference in the task
duration.

After you click OK to implement this change in the resource units, look at the task duration in
the task list and on the Gantt chart.

From this image you can see that the duration for the task is now 1 month. This is because the
two month duration was based on 40 hrs/week of work (equivalent to a programmer resource
at 100%). Changing the resource units to 200% is like adding an additional programmer at
100%.

Remember our equation:

Resource Units x Duration = Work

Work / Resource Units= Duration

Increasing the units to 200% is like having two programmers, so the equation becomes:

Work / 2 Resource Units= Duration

Since the value for the quantity of work required to complete the task has remained the same,
the duration will be half as long as it was before, because now work is divided by two units
(200%) instead of one.

This is a simple example of how assigning resources to a task can change the duration of the
task. (It may even change the critical path.)

Using Task Usage View to Modify Resources

When you are using the Gantt chart view, your Project screen will display a task list and a Gantt
chart.

As you now know, if you double click on a task, you will display the Task Information dialog,
which you can use to assign resources.

If you choose the View menu, followed by the Task Usage option, the Project screen will display
a Task Usage view of your project

In this view, you can see the resource assigned to a given task directly beneath the task’s name
in the task list. You will also see the work, the start date, duration, and calendar for the given
task.

As before, if you double click a task, the Task Information dialog will appear, but if you double
click a resource (located under the task it is assigned to), you will see the following Assignment
Information dialog.

Under the General tab, you can change the assignment units of your resource, as well as the
work that is required for the task. Remember, Work = Resource Units x Duration, so modifying
the resource assignment with one of these fields can alter how your project is scheduled.

Under the Tracking tab, you can access information about the percent of the task that is
complete, and the amount of work that remains. Under the Notes tab, you can enter notes
about the assignment of this resource to the given task.

Using the Assign Resources Dialog

In any task view, you can select a task and use the Assign Resources dialog to assign a resource
to the selected task. You do this by selecting a task and then using the Tools ‐ Assign Resources
menu command, the Alt + F10 shortcut, or the Assign Resources button ( ) on the standard
toolbar.

Any of those three commands will open the following dialog:

In this dialog, you can select one or more resources from the list, and then click Assign to assign
the selected resource (or resources) at its max units. You can also change the value in the Units
field to assign a resource at less than its max units.

If the task in question already has resources assigned to it, the dialog will show a check mark by
the assigned resource name.

You can tell that the Build Components task has Programmer resources assigned to it because
of the check mark. You can remove these resources, or add additional resources or units if you
wish.

Removing or Replacing a Resource

To remove a resource from the task, or to replace it with another resource, use the Assign
Resources dialog in the following way.

First, select the resource in question from the list. In this example the selected resource is
Programmers, because this is the only resource assigned.

Next, click the Remove button. When you click this button, the checkmark will be cleared from
the selected resource.

If you want to replace the resource with another, click the Replace button. You will then be
prompted to choose another resource from a new dialog box.

Simply select a replacement resource from the list in the Replace Resource dialog and then click
the OK button.

Lesson 2.4: Resource Views

Just like Project 2007’s task views, there are many ways that you can view resources. In this
lesson, you will learn about the three basic views and the situations where they are most
appropriate. Remember that you can switch views at any time by simply clicking the View menu
and choosing the view you want from the list of options.

Resource Sheet View

The Resource Sheet view is the view that we first used to enter our resources into our project.

This view is best used to create and edit the resources and the resource details for the given
project. Remember that you can use other view tools (such as grouping and filtering) from the
Project menu to alter how the list of resources is displayed. This view is great for organizing and
planning you resources in a way that is similar to how you first planned and entered your tasks.

Resource Graph View

After you lay out your resources in Project and assign them to various tasks, you can use this
view to see graphically which resources are used to capacity, which resources still have
availability, and which resources are over allocated.

Like the Gantt chart view, you can format the timescale, or zoom in or out to see a resource’s
usage over time.

The box to the right of the graph indicates which resource is being currently viewed. In the
image above, the box contains the word Programmers in red. This red font color indicates that
the resource is over allocated (as do the red bars in the graph).

If a resource was not over allocated, its name would appear in a black font.

To see the other resources in the graph view, use the small scroll bar on the lower left to bring
them into view.

Moving this scroll bar will display the graphs for your other resources. Remember, the red bars
indicate over allocated resources.

Resource Usage View

Once resources are assigned to tasks, their work will be calculated. You can view this work in
the Resource Usage view.

This view lists the resources along with the tasks that they are assigned to.

For example, you can see in the following image that the Programmers resource has the Build
Components task listed immediately below it.

You can see the working days for the task in the right part of the screen (shaded in yellow). You
will notice in the image above that the Tech writer resource is displayed with a black font, while
the Programmer and Software Tester resources are displayed in bold red fonts. The red font
color indicates that a resource has been over allocated.

If a resource is listed with no value (amount of hours) in its associated work field, it has not
been assigned to a task and is still available.

Lesson 2.5: Resource Conflicts

Resource conflicts can crop up when a resource’s assignment units exceed the maximum units
that are available for that resource. It should be mentioned that for a single resource, the total
amount of units assigned to different tasks can exceed the maximum units without over
allocating the resource, just as long as the different tasks are not being worked on at the same
time.

In any case, Project 2007 has features that make it easy to resolve resource conflicts when they
occur.

Determining when Resource Conflicts Exist

As mentioned previously, over‐extended resources are displayed in red in resource sheet view.

Over‐allocated resources also appear in red in the Resource Usage view.

Over allocated resources also appear in red in the resource graph. This graph, moreover, lets
you see exactly when the resource is over allocated and by how much.

Using the Resource Management Toolbar

The Resource Management toolbar can also help you identify and resolve resource conflicts.
You can display this toolbar by right clicking on empty toolbar space and choosing the Resource
Management option.

When you perform this action, you will see the following toolbar appear.

The following table provides an overview of the function of each button.

Switch to Resource Allocation view.

Switch to Task Entry view.

Go to the next over allocated resource.

Assign resources (only available when a task is selected.)

Create a new resource from your address book or from your server’s
Active Directory.

Share resources.

Update the resource pool.

Refresh the resource pool.

Open your address book.

View resource details.

Filter the information by resource used.

Get help with leveling resources.

Reassigning Resources

One way to resolve resource conflicts is to reassign resources. This means shifting the resources
around to get the work done, but without over allocating other resources.

For the most part, reassigning resources is easy. Just open the Task Information dialog, delete
the resource that you don’t want to use, and select a new one. (See Lesson 2.3 for more
information.)

For instance, the following Resource sheet shows that the Programmers resource is over
allocated (note the red font).

Let’s display the Assign Resources dialog for each task that has programmers listed as a
resource. First, display a task view on your screen like the Gantt chart, select a task, click the
Tools menu, and click Assign Resources.

The Programmers resource has 50% units assigned to the Create Documentation task. The
Programmers already have 100% (the max) assigned to another task that occurs at the same
time, so this resource has been over allocated.

If we select the Programmers resource by clicking it in the dialog, and then click the Remove
button, the checkmark will disappear, indicating that the resource is no longer assigned to this
task.

Now, if we increase the assignment units of the Tech Writer resource or the Systems Analyst
resource (depending on which resource has unallocated resource units), we can still complete
the task as per its original duration.

In the image above, the Programmers are no longer listed as a resource, and the Tech writers
are now assigned 100% units to the Create Documentation task. Notice how the cost has been
reduced from $1100 (first Assign Resources dialog) to $800 by this reassignment of resources.

Now, because the assigned units for Programmers do not exceed its max units, it is no longer
over allocated. (Note how Programmers is now in a regular black font.)

Scheduling Overtime

Another way to resolve resource over allocations is to schedule overtime. When you schedule
overtime for a resource assigned to a task, the duration of the task can be shortened.

If there is a conflict caused by resources being over assigned to multiple tasks, shortening a
task’s duration is one way free up the resources to avoid the conflict.

Let’s look at the following example.

Here you can see two tasks that overlap in time. Because the tech writer resource has been
assigned 100% to both tasks and the tasks are scheduled (in part) over the same time period, a
conflict for the tech writer resource exists.

To apply overtime, first make sure that you are in Gantt chart view. The next step is to click the
Window menu and click Split so that the task form is at the bottom.

Next, right‐click the form and click Resource Work to display the necessary fields.

Now, select the appropriate task (the one that you want to shorten) from the task list in the top
of the split screen, and enter the amount of overtime work you want to schedule for the over
allocated resource. Remember that you can use the same abbreviations (m, h, d, w, or mo) as
you would for task duration.

For our example, the duration of the task in question is one week with 0 hours of overtime. If
we add 9 hours of overtime and click the OK button (which will appear when the value in the
overtime field is modified), the task duration will change to 0.78 weeks.

Now, because the task duration has been shortened, the tasks do not overlap.

Now the Tech Writer resource will no longer be in conflict. However, because the overtime rate
is usually higher and we have scheduled additional hours, the costs for the completion of this
task will be increased.

Remember that because overtime can increase costs, you should not build it into your project
plan. Use overtime to shorten a task’s duration only when you have to.

Lesson 2.6: Leveling Resources

Essentially, resource leveling is the process of clearing up resource conflicts and over allocations
by delaying tasks or splitting tasks until the necessary resources are available to complete them.

Depending to the degree of how it is implemented, leveling will often increase the duration of a
task, and in so doing increase the length of the critical path and the project as a whole.

Opening the Resource Leveling Dialog

To open the leveling dialog, click the Tools menu, followed by the Level Resources option.

This action will display the Resource Leveling dialog.

Leveling Calculations

In the leveling dialog, the upper most group of controls is labeled Leveling Calculations. These
controls specify how Project 2007 will level resources.

If you select the Automatic radio button, tasks will be automatically adjusted (delayed or
rescheduled) whenever a resource conflict arises. If you select the Manual option (which is the
default choice), leveling will only occur when you click the Level Now button at the bottom of
the dialog.

If you decide to use automatic leveling, it is suggested that you clear the “Clear leveling values
before leveling” checkbox. If you clear this box, Project will only level new and unleveled
resource assignments.

If the “Clear leveling values before leveling” box is checked, all previous leveling values will be
cleared and re‐leveled, which may take considerable time depending on the amount of conflicts
and over allocations that your project contains.

The drop list labeled “Look for overallocations on a (list item) basis” will adjust the time basis of
the leveling process. For example, if you choose Month to Month from the list items, leveling
will only come into play when over allocations occur within a month. If you choose Hour to
Hour, overallocations within one hour will be recognized. (The default setting is Day to Day.)

Leveling Range

You can use the Leveling Range group of controls to establish the specific time period over
which your project will be leveled.

By selecting the Level radio button, you will activate the From and To drop list fields, allowing
you to specify a time range for leveling to occur within your project. Only tasks/overallocations
that fall in the specified time range will be leveled. By default, the “Level entire project” option
is selected, which will level the project from its start date to its end date.

Resolving Over Allocations

This final set of controls lets you set up parameters to guide the leveling process.

The leveling order drop list allows you to specify the order in which tasks are leveled. The
default order is Standard, which takes into account task predecessors and dependencies,
priorities and constraints, and slack time. If you choose “Priority, Standard” the leveling order
will be based on task priorities first, and the rest of the standard criteria second. If you choose
“ID only” tasks will be leveled based on the order of their ID number above any other criteria.

By default you will see the “Leveling can create splits in remaining work” checkbox selected.
This means that Project will be allowed to split tasks to help resolve over allocation conflicts. If
you want to prevent tasks from being split, clear this checkbox.

The “Leveling can adjust individual assignments on a task” checkbox is also selected by default.
This means that project can attempt to resolve conflicts by adjusting when a particular resource
works on a task independently of other resources. If you clear this checkbox, Project will not be
able to adjust a resource’s work independently.

Finally, if you select the “Level only within available slack” option, Project will only level tasks to
a degree that is within the slack time available. This means that the leveling process will not
lengthen the overall project time. However, because the leveling is constrained by slack time, it
is likely that some over allocations will remain unaddressed. It will be up to you to manage
these over allocations using some other method.

When you have finished making your settings, click OK to implement them. If you are using
manual leveling, click the Level Now button to begin the leveling process. To undo the effects of
leveling, click the Clear Leveling button.

As a final note, you can compare the results of the leveling process with your original project
scheme by using the Leveling Gantt view.

This view is available from the More Views dialog (View ‐ More Views). The leveling Gantt will
show the original project Gantt chart in green bars along with the leveled tasks in the
traditional blue format.

As you can see, the green (original task layout) bars and the blue (leveled) bars will be the
same, except where the leveling process has made a change (such as a split or delayed a task).

Section 2: Review Questions

1. In Project 2007, a resource can be…

A. A person, a material, or a task
B. A task, a cost, or a unit
C. Money, time, or effort
D. A person, a material, or a cost

2. The fundamental equation that Project uses is…

A. Duration = Time / effort
B. Work = Units / Duration
C. Resource Units = Assignment units + Material Units
D. Duration = Work / Units

3. The Resource Graph view can show you…

A. Resource Conflicts
B. Overallocations
C. Both of the above
D. None of the above

4. A conflict can be indicated by…

A. A red font
B. A conflict alert dialog
C. An inability to add more tasks to the project
D. An inability to increase the size of the resource list

5. A resource can become over allocated by…

A. Assigning the resource to many simultaneous tasks.
B. Assigning a resource with more than its maximum units.
C. Changing the position of a task on the timeline.
D. All of the above.

6. You can assign resources from the …

A. Task Information dialog
B. Assign Resources dialog
C. Report dialog
D. A and B

7. When you level resources you are…

A. Making all task durations equal
B. Making all resource assignments equal
C. Trying to resolve resource conflicts
D. Trying to lower costs

8. Leveling works by…

A. Delaying or splitting tasks so the resources assigned to them are not over allocated
B. Removing resources from the project
C. Increasing the Max Units for the resources in question
D. None of the above

9. The Resource Leveling dialog is available by…

A. Choosing Tools ‐ Resource Sharing
B. Choosing Project ‐ Resource Leveling
C. Choosing Tools ‐ Resource Leveling
D. None of the above

10. If you use overtime, you can…

A. Increase the costs for a task
B. Decrease the duration of a task
C. Shorten your critical path
D. All of the above

Section 3: Working with Tasks

In this section you will learn how to:

Use the Task Usage view
Use the Task Entry view
Use the Task Name form
Interpret task indicators
Use task calendars
Use Change Highlighting
Use the Task Drivers pane
Link tasks
Link tasks across projects
Unlink tasks
Create Lead and Lag time
Modify calculation options
Split tasks
Overlap and delay tasks
Assign variable units to a task
Organize tasks into phases
Add time to tasks
Enter Task Completion Percentages
Update start and finish dates
Update Task Duration
Check variances
Check cost variances
Check work variances

Lesson 3.1: Viewing Tasks

In this lesson, we’re going to focus on various task views. This will be very important when it
comes to concepts later on in the lesson, so with that in mind, let’s get started!

Using the Task Usage View

This view is easily accessible from the View menu (View ‐ Task Usage). The Task Usage view lets
you enter and see actual work, duration, start, and finish dates for your tasks.

Using the Task Form View

The task form view allows you to see and modify detailed information about your individual
tasks. To see this view, first select a task in your current view, and then choose View followed
by More Views.

This action will display the following dialog.

In the More Views dialog, select the Task Form option from the list and click the Apply button.

The task form for the selected task will now appear on your Project 2007 screen.

If you right click on the task form, you will see options (shown in the image above) for the
particular fields that will be displayed in the task form.

Using the Task Entry View

The Task Entry view is a split view accessible from the More Views dialog mentioned earlier
(View ‐ More Views).

To display this view, select Task Entry from the More Views list and then click the Apply button.

At the top left, you can type in a list of your tasks, as well as their duration, start, finish, and
other information. At the top right, the Gantt chart shows you a timeline of your tasks. At the
bottom, there is the Task Form that allows you to see detailed information about each task.

If you right click on the task form, you will see a menu of options for displaying various fields.
You should notice that the details shown on the form correspond to the task that is selected in
the upper pane.

If you click the Previous or Next button on the task form, you will see the details for the
previous or next task respectively.

When you use these buttons, the symbol field in the task list in the upper pane will be shaded
in black indicating which task you are currently viewing.

Using the Task Name Form

The Task Name Form can be accessed from in the More Views dialog as well.

When you select this view, your screen will display the Resources assigned to the task and the
Predecessors of the task.

In Project, strictly speaking, a predecessor is a task that ends before another task starts. The
predecessor task must be completed before work can begin on the task that it precedes. The
task that follows the predecessor is known as the successor.

For a task to have predecessors and successors, it must be linked to other tasks as shown here.

The arrows joining the linked tasks indicate that a task must be completed before the task that
the arrow points to can be started (that is, linked tasks cannot overlap in time).

You can navigate through tasks in the Task Name Form by clicking the Previous and Next
buttons.

As before, right clicking on the form will show a menu of field options that you can choose
from.

Lesson 3.2: Working with Tasks

Now that you know how to view your tasks and task details in different ways, it is time to start
learning how to work with your tasks. In this lesson you will learn about task indicators
(symbols), about task calendars, about change highlighting, and how to use the Task Drivers
feature.

Task Indicators

In the field to the immediate left of each task name, you may see a task indicator symbol.

These indicators are a kind of flag that tells you when there is an important feature or
information detail associated with the given task. The following table provides a brief
description of what the various indicators mean.

This task has a note attached to it.

This task has a hyperlink attached to it.

Project has estimated that this task will finish later than its deadline date.

This task has an inflexible constraint.

This task has a flexible constraint.

This task has not been completed in the constraint time frame.

Indicates a recurring task.

Indicates a completed task.

This task is an inserted project.

We haven’t learned about all of these concepts yet, but these task indicators will come in handy
when you get into the details of planning and executing your project.

Task Calendars

You have already heard about base calendars and calendars for your resources. What you may
not know is that Project allows you to assign a specific calendar to any particular task.

To assign a task calendar, first display the Gantt chart view. Then, double click on the task in
question to display the Task Information dialog.

In the dialog, select the Advanced tab and choose a calendar from the available calendars list.

When you select a calendar for a task, Project will base the task scheduling on this calendar.
Also, when you specify a task calendar, the “Scheduling ignores resource calendar” checkbox
will become available.

If you put a check in this box and click the OK button, Project will override the Resource
calendar of any resource you assign to the task and base the scheduling on the task calendar
instead.

Using Change Highlighting

Project 2007 provides a brand new feature called Change Highlighting. When you activate this
feature and make a change (to a task for example), values in your current view that are altered
by your action will be highlighted.

Here is an example. First, turn change highlighting on by clicking the View menu followed by the
Change Highlighting option. (If Change Highlighting is already turned on, the option will read
“Hide Change Highlighting.”)

When you activate change highlighting, values associated with the most recent change you
made will be highlighted in blue.

Once change highlighting is activated, the results of each successive change that you make will
be highlighted.

Let’s take the project that is shown above as an example. If we extend the duration of the
Release software task by dragging the end of the Gantt bar, we will see the following changed
field highlighted in blue.

Notice that the fields that were highlighted previously are no longer shaded. This is because
Change Highlighting shows you only the changes that result from your most recent action.

You can also use change highlighting to show the changes from the perspective of different
views. For example, here are the changes that result from altering the duration of a task in task
entry view.

Now, if you switch to the Variance table view, you will notice that the highlighting of changes
persists.

Remember, in Project 2007 you can undo many successive changes to your project with the
new multi level undo feature. If change highlighting was activated, you will see the highlighted
changes corresponding to each successive action that you took as you undo them one by one.

Using the Task Drivers Pane

Sometimes the way Project schedules your tasks can seem quite mysterious. This can be a real
problem if your project has hundreds or perhaps thousands of tasks because it becomes so
difficult to keep all those links and dependencies and resources sorted out.

If you are ever confused by the way Project 2007 arranges a particular task, try out the new
Task Drivers feature to see if you can clear things up. This feature is basically a task pane that
appears on the left of your Project screen. In the task pane, you will see a list of information
detailing the factors or influences that are driving the task in question.

To use the task driver pane, first select the task that you want to look into.

Next, click the Project menu, followed by the Task Drivers option.

The resulting task driver information will appear in a task pane at the left of the screen.

In this case, you can see that the selected task is influenced by a predecessor task, and by the
standard calendar.

In a large project with many dependencies, you could have any number of factors listed in the
Task driver pane.

Lesson 3.3: Linking Tasks

As you plan your project, you will find that some tasks depend upon others. For example, you
can’t begin building an office tower until the land has been excavated and a foundation is in
place. Similarly, you cannot send your custom documentation out for printing until after the
documentation has been created. In cases like these, the task that must be finished first is
called the predecessor task, and the task that starts afterwards is called the successor task.

Sometimes, a task may be dependent on another task (forming a kind of link), but it may not be
a strict predecessor or successor. (For example, it may not have to finish before a successor
starts, or after a predecessor finishes.) Or, a task may have to start at the same time as another
task (not after it, or finish before it). This task is said to be dependent on the task that it must
share a start time with.

In this lesson, we’ll learn how to link and unlink tasks within and across projects. We’ll also
learn about lead time and lag time, which will help manage linked tasks.

Link Types

There are four types of task links in Project.

Finish to Start (FS) When the predecessor task finishes, the successor task will start. This is
the default link type in Project 2007.

Finish to Finish (FF) When the task that is depended on (predecessor) finishes, the
dependent task (successor) must finish.

Start to Start (SS) When task that is depended on (predecessor) starts, the dependent
task (successor) must also start.

Start to Finish (SF) When the task that is depended on starts, the dependent task must
finish.

Once you link tasks, the link type can be set in the Task Information dialog for the dependent
(successor) task.

Linking Tasks within a Project

To link tasks, first select them in the task list. (You can select non adjacent tasks by pressing the
Ctrl button as you click on them.)

After you have selected your tasks, click the Link Tasks button ( ) on the standard toolbar.
(You can also click the Edit menu and click Link Tasks, or use the Ctrl + F2 shortcut.)

No additional information is necessary; the links will be implemented as soon as you perform
these actions.

Now, the project will take on a much more realistic timeline. Note that linked tasks are marked
with arrows that point from predecessor to successor. (By default, these will be finish to start
links.)

Unlinking Tasks within a Project

To unlink tasks, first select the task that you want to unlink.

Next, click the Unlink Task button ( ) on the standard toolbar. (You can also click the Edit menu
and click Unlink Task, or use the Ctrl + Shift + F2 shortcut.)

When you perform these steps, the selected task will be unlinked.

Notice that the timeline for the sequence of tasks has been shortened (the bars on the Gantt
chart are closer to the left).

You should also notice that the links at both ends of the selected task have been removed. (This
means that the task is no longer a predecessor or a successor.) In addition, the task that was
the selected task’s predecessor is now linked to the task that used to be its successor.

When you add or remove task links, consider the results and make sure they are appropriate
and realistic for your project.

Linking Tasks Across Projects

If you are managing multiple projects, you may find that the timelines for different projects
overlap.

As an example, suppose that you have created and saved a second smaller project, just for
planning your meeting with the president. (This might seem like an extreme case of micro
management, but it is only for the purposes of explanation.)

Of course, the meeting with the president should not take place until this small preparation
project is completed. Luckily, Project 2007 makes it easy for you to link tasks across different
projects.

First, use Project 2007 to open both projects. Next, click the Window menu and click Arrange All
so you can see both projects at the same time.

Now, select the task that you want to link to the external project. (In the sample above, you can
see that we’ve selected Task #26 Meet with President from the main project.)

Next, open the Task Information dialog for the selected task. In the ID field, type the name of
the other project that you are linking to (MeetingPreparation) followed by a backslash (\) and
the task number of the appropriate task in the other project.

When you are ready to proceed, click the OK button.

The new link will now be indicated in the task entry areas of both projects by the insertion of
the respective task names. It will also be indicated in the Gantt charts as a light grey bar with
link arrows. If the information in the predecessor task (in the external project) is updated, the
main (linked) project will update, too.

Unlinking Cross‐Project Tasks

Unlinking tasks across projects is easy. Just select the successor task and then execute an Unlink
command (the Unlink Task button, Edit ‐ Unlink Task, or the Ctrl + Shift + F2 shortcut).

When you do this, the inter‐project dependencies will be removed.

Using Lag Time and Lead Time

When tasks are linked from finish to start, you may wish to overlap the predecessor task or
delay the successor task. For example, you may want to provide some extra slack time between
dependent tasks in case it becomes necessary to shorten the critical path, to level resources, or
to adjust for other errors in planning. (After all, you may not have all of the information
required when you are first planning your project.)

You may also wish to start a dependent task early; perhaps there is some part of the dependent
task that can be accomplished before the predecessor is complete. When you start a
dependent task early, you are overlapping it with its predecessor.

The examples mentioned above can be realized with the introduction of lag time into your
linked tasks.

To enter lag time (a delay between the linked tasks), first you must select the successor task
(the one that is second or dependent), and then open Predecessor tab of the Task information
dialog.

Enter the lag time you need in the field provided using the standard duration abbreviations (m,
h, d, w, mo, or y).

Once you click OK, you’ll see a (lag time) gap between the two linked tasks in the Gantt chart.

To enter lead time (overlap) use the same process, but this time enter a negative value in the
Lag field.

As a result, the dependent task will overlap its predecessor by the amount of lag time that you
specified.

Lesson 3.4: Editing Tasks

In this lesson, we will delve further into the subject of modifying and manipulating task
properties. You will learn about calculation options, splitting tasks, overlapping tasks, delaying
tasks, and assigning variable units to a task.

Updating Calculation Options

You will recall the fundamental equation that drives Project’s scheduling mechanisms.

Duration = Work/ Units

This equation has three terms: Duration, Work, and Units. For any task in project, you can
decide which term in this equation will be adjusted when you add or remove resources to and
from a task. The way to control which term is adjusted is to set a particular task type for the
task in question.

To do this, double click on a task to display the Task Information dialog. In the dialog, click the
Advanced tab to display the task configuration options.

In the task type drop list, you will see three options: Fixed duration, Fixed Units, and Fixed
Work. The way that Project calculates the scheduling of tasks depends on the fundamental
equation shown above and on what task type you have set.

If the task type is set to fixed work, Project will shorten the duration of the task when
resources are added (increased).
If the task type is set to fixed units, Project will shorten the Duration of the task when
resources are added.
If the task type is set to fixed duration, adding more resources will decrease the amount
of individual units for the resources assigned to the task.

You will notice that in all of these cases, the total work for the task is held constant, while the
other terms of the equation are adjusted. This is because by default, all tasks in Project are
effort driven (meaning the total work does not change).

If you want to model a situation where the total work for the task can change as you add or
remove resources; you must clear the Effort Driven check box in the Task Information dialog.

(If the task type is set to Fixed Work, you will not be able to access the Effort Driven check box.)

The way that Project calculates total work and scheduling for a task is very important. If you can
really understand this concept, you will make great strides towards mastering the Project
application. With this in mind, let’s look at this in a little more detail.

As an example, we will assign a resource (for the first time) to an effort driven task.

In the example image above, the screen has been split (Window ‐ Split) to provide a better
illustration of what is happening.

The very first resource assignment to the selected task is a Tech Writer resource at 100% units.
When we click OK in the Task information dialog, Project will calculate the work time for the
task based on the duration, and the amount of resource units assigned.

Because the tech writer resource has been assigned at 100%, Project will establish the total
work for the task to be 80 hours. That means, two weeks at the 100% units level for a tech
writer (as they work 40 hours/week).

Now Project has established the total work for the task at 80 hours, based on the first resource
assignment and a duration set at two weeks. Subsequent resource assignments for this effort
driven task will change the duration according to this equation: duration = work/units.

Next, suppose we now add some additional resources to this task.

Here, we add a Systems Analyst resource to the task at 25% assigned units. Now, the duration
will be changed because there are two resources working on the same effort driven task.

Here are the results of the added resource. We see that the total work is still 80 hours (64 + 16)
and that the duration has been decreased to 1.6 weeks. (The task will be completed sooner
because of the additional resource.)

With a task that is not effort driven, additional resource assignments will not change the
duration of the task. Instead, the hours of work will be calculated for each assigned resource
based on the equation Duration = Work / Units. That is to say, for a non‐effort driven task, the
total work required to complete the task will change.

As an example, consider the same task and assignments as before, but this time the Effort
Driven check box is cleared before any resources are assigned.

The tech writer resource has been added at 100% units as a first resource assignment. The
duration has already been set to two weeks, and total work is calculated to be 80 hours.

The following image shows the results of adding a Systems Analyst resource, at 25 % assigned
units.

You will now notice that the total work for the task has increased to 100 hours (80 + 20). This is
because the task is not effort driven. The Duration = Work / Units equation is calculated
individually for each assigned resource, and the calculated work for each resource is displayed
in the Work column.

You should also notice that the duration of the task (two weeks) has not changed at all with the
addition of the new resource.

Go over this concept until you are sure you understand it. Experiment with assigning resources
to tasks, especially with what happens when you make a first resource assignment (which
establishes total work) versus subsequent resource assignments. Also experiment with
changing the task type and with clearing the effort driven check box.

When you modify a task’s resources), Project 2007 may display an action button next to the
task in question.

You can influence how Project deals with the task modification by selecting the radio button
that reflects the result that you want.

Splitting a Task

In a nutshell, splitting a task means breaking a task into two or more pieces so that a part or
parts of the task start at later dates. This can be helpful if you find that a task or particular
component of a task will be delayed for some reason.

To split a task, first locate the task in the Gantt chart.

Next, click the Split Task button ( ) on the standard toolbar and then place your mouse
pointer on the task in the Gantt chart. Click and drag with your mouse to insert the split.

Once the split is inserted, task time will be extended and the split time will be marked with a
series of dots.

To remove the split, click the Split button again, and use your mouse to drag the far piece back
toward the earlier part of the task. You could also simply click the Undo button if the split was
the last action you performed.

Overlapping Tasks

If it seems like your project will take too long to complete, or if you want to fast track it for
some other reason, it is possible to shorten the length of your project by overlapping tasks.

As an example, suppose that your project consists of making a movie. Although it might be ideal
to have the screen play and script entirely completed before filming begins, it is possible to
start filming the parts of the story that are finalized even though the entire storyline is finished.
(For example, you could certainly film an introductory scene before the final scene has been
written.)

To accomplish this in Project, you would overlap the tasks. The filming of the movie cannot
finish before the writing of the movie is complete, but some parts could be filmed while the
movie is still being written.

On a Gantt chart, overlapping tasks look like this.

In this example, the writing of the movie is roughly half complete when filming begins.

There are a number of ways to overlap tasks in Project. First, you can just use your mouse to
drag the task’s Gantt bar into an overlapping position.

When you release your mouse button after dragging, you may see a dialog like the following:

If you dragged the task in question close to the end of the task that it will overlap, Project may
assume that you are trying to link the tasks (see Lesson 3.3). If you do not want to link the tasks,
select the “Move <task name> without adding a link” radio button and click OK.

As well, when you reposition a task on the timeline by dragging it, Project will automatically
apply a Start No Earlier Than constraint corresponding to the date where you position the
beginning of the task.

In this image, you can see the constraint that has been applied after the task is repositioned.
You could also overlap the task by displaying the Task Information dialog and entering the same
constraint manually.

You will remember from Lesson 3.3 that if you add negative lag time to a linked task, you will
create an overlap.

Here we have two tasks with a finish to start link.

In the following dialog, we display the Predecessor tab of the Task Information dialog for the
successor task, and then enter a lag of ‐3 days. The tasks will overlap by this amount of time.

Now, clicking the OK button in the dialog will produce the following result.

As you can see, the tasks are still linked, but they overlap as well.

When you want to overlap tasks you should consider some of the potential risks. First, if the
tasks you are overlapping make use of the same resources, a conflict can easily occur.

Also, there is always a chance that the task that starts first will have to be revised or reworked,
in which case a dependent overlapping task may also need revision. (If the beginning of a movie
is re‐written after it has been filmed, the scene will of course have to be re‐filmed as well.) This
kind of backtracking wastes both time and resources.

Delaying Tasks

There are a number of ways to delay tasks in Project. In a trivial way, you can simply push back
the start date of the task by dragging the Gantt bar for the task, or by entering a new start date
directly.

As you already know, decreasing the amount of resource units assigned to a task can increase
its duration (Duration= Work /Units). This can certainly push back or delay the completion of a
task.

There is always the possibility that a resource assigned to a task may be suddenly required for
another task that has a higher priority. In this case, you can split the task by using the split
button ( ). (Please see the previous concept.)

When you split a task in this way, the length of the delay will be shown by a dotted line.

Work on the parts of the task that occur after the split will be resumed after the indicated delay
period. During this delay, the resources used in the task will be available for use elsewhere (on
a higher priority task) without creating a conflict.

Assigning Variable Units to a Task

Project 2007 lets you adjust how a resource is available over the duration of your project. For
example, it may be the case that a resource is available for more or less work at different points
in the project life cycle. One way to give your resources varying availability over time is to
assign variable units to your resource.

To do this, first display the resource sheet by choosing the View menu, followed by the
Resource Sheet option.

In the Resource Sheet view, double click on the resource that you want to adjust to display the
Resource Information dialog. Under the General tab, you will see a Resource Availability table.
Enter the time that the given resource is first available in the available from field. You can click
on the field to select dates from a pop up calendar.

Next, enter the date that the resource will stop being available (at a specified units level) in the
available to field.

Finally, enter the level of units that are available for the resource in the Units field of the table.
Simply repeat this process to create several varying durations of different resource availability.

When you have finished entering the varying units for the resource, click the OK button to
implement the setup.

Another topic that is closely related to varying resource units is work contouring. Project allows
you to choose from eight preset work contours. You can apply these contours to a resource
assignment to distribute or skew the work being performed over the timeline of the resource
assignment.

If you apply a front loaded work contour, most of the assigned work will occur near the
beginning of the task duration. Similarly, if you apply a back loaded work contour, most of the
work will happen at the end of the assignment (task) duration.

To apply a contour, select the Task Usage view from the View menu. When this view appears,
double click the assigned resource (visible beneath the resource’s corresponding task). This will
display the following dialog.

In the work contour drop list, you can select one of the eight preset work contours.

The following table provides a brief description of the contour presets.

Flat This is the default contour. Work is spread

out evenly over the task duration.

Back Loaded Work peaks at the end of the task

duration, meaning most of the task will be
completed near the end.

Front Loaded Work peaks at the beginning of the task

duration, meaning most of the task will be
completed near the beginning.

Double Peak Work peaks twice during the task.

Early Peak Work peaks early in the task.

Late Peak Work peaks late in the task.

Bell Work ramps up, goes to full‐time, and

then ramps down.

Turtle Work ramps down slightly at the

beginning and end of the task.

When a contour has been applied to a resource assignment, you will see its symbol in the
indicator column:

Here’s an overview of each contour type and their indicator.

Flat No indicator as this is the default type.

Back Loaded

Front Loaded

Double Peak

Early Peak

Late Peak

Bell

Turtle

Here is an example of the use of a work contour. Suppose that we have two tasks that overlap
as shown below.

Both of these tasks (that overlap as shown by the red square) use the Systems Analyst resource.
The higher (later) task uses 23% units, while the lower task uses 100% units. Because the tasks
overlap, there is a resource conflict (100% + 23%=$123%, more than the 100% max units).

The task that appears lower in the Gantt chart is called Create Documentation. This task also
starts earlier than the task that it overlaps. To assign a work contour to the Create
Documentation task, choose View followed by Task Usage.

In the task usage view, we look for the task that we want to contour (Create documentation)
and double click the assigned resource shown beneath it.

In the Assignment Information dialog that appears, we can apply a front loaded work contour.
This means that most of the work in this resource assignment will be done at the beginning of
the task duration. Hopefully, this will free up resource availability at the end of the task
duration (the part of the task that overlaps with the other task). To apply the contour, select
the contour type from the list and click the OK button.

Now if we look at the resource sheet, we find that there is no longer a conflict.

This is because the front loaded task (with 100% assigned units) gets most of the work done at
the beginning of the task. The later, overlapped task (with 23% assignment units) does not
begin until most of the work has been done on the contoured task. Because of this, there is
enough of the resource available to avoid a conflict.

Of course, applying contours could just as easily create a conflict depending on how the
assigned work is skewed. When you want to use contours, look over your Gantt charts and
resource assignments carefully.

Organizing Tasks into Phases

If your project is quite large, involving numerous (perhaps hundreds of) tasks, it may be a big
help to organize your tasks into phases. A phase can be defined as a grouping of tasks that are
logically or temporally (meaning having a similar time frame) related in some way.

For example, when making a movie, you might group pre‐production tasks and post‐production
tasks into to distinct phases. A middle phase might be the actual filming of the movie.

The completion of a phase can be seen as a milestone in the life cycle of your project, with each
individual phase being a kind of mini project on its own.

Essentially, you can create phases in a project by creating summary and sub tasks (foundation
manual) with the indent/out‐dent buttons.

Look at the following list of tasks as an example.

Tasks one to six can be grouped as pre‐production tasks. That is, all of these tasks should be in
place, or at least underway, before actual filming begins.

Tasks seven to 14 might be grouped in a production phase, and tasks 15 to 19 can be grouped
into a post production phase.

If you create new summary tasks called Pre Production, Production, and Post Production, assign
the appropriate subtasks to these phases with the indent button, and create a milestone at the
end of each phase, your film project might look like this.

Now the film project is grouped into three distinct phases. You can see the milestones signifying
the completion of the phases in the Gantt chart. Even though no start times or durations have
been applied to the tasks, you can see already how this phased approach can help you organize
your project and break it down into more manageable parts.

Lesson 3.5: Completing Tasks

Once your project is planned out, it’s time to start executing it. In this lesson, you’re going to
learn how to update work that you have completed so far on a project.

Entering Task Completion

To change a task’s completion percentage, first double‐click the task to open the Task
Information dialog. (For summary tasks, you must use the Task Information button on the
standard toolbar.) Next, on the General tab, enter the percent complete.

Once you are ready, click the OK button.

Tasks that are 100% complete will have a check next to them, like this:

Updating Start and Finish Dates

In a real project, it is possible that a task will take longer or shorter than you originally planned
for. If this happens, Project has a mechanism to allow you to update the actual percent
complete, start, and finish dates, without changing your original task duration, in case you want
to keep your original duration estimates.

To make these updates, you should first change to the Task Usage view. You can do this by
clicking the View menu and then clicking Task Usage. Next, double‐click the resource under the
task that you want to fill in work for.

This action will open the Assignment Information dialog. Under the Tracking tab, you can
update the actual work, actual start and finish dates, and percent complete.

When you do this, Project will calculate the percent of work that this resource contributed and
calculate the amount of hours that remains to complete the task. In this case, the task is
completed with slightly more work than the original estimate (15 hrs instead of 14.72).

Changing Task Duration

When you first enter your tasks into project, one of the fields available in the Gantt chart view
is Duration. The duration for a task can be entered directly into this field, or you can drag the
end of the task’s Gantt bar with your mouse to graphically adjust the duration.

When you reposition a task or increase the duration by mouse dragging, the start and finish
times will be entered automatically. A question mark beside the duration value for a task
signifies that the duration is an estimate (as opposed to an actual duration). If you enter
duration directly, and you want to make sure that Project knows it is an estimate, enter a
question mark immediately following the duration value.

In this image, an estimated duration of one week is being entered.

If we double click on the task that was just entered (see image above), you will see the
following information under the General tab of the Task Information dialog.

Notice that the duration is specified as Estimated and the percent complete is 0%. Now,
suppose at a later date the task is completed. In the Task Information dialog, we can enter the
percent completed (100%) and the actual finish date.

Notice that the actual finish date (Tue 1/15/08) has taken us well beyond the estimated
duration of 1 week. When we click the OK button the new duration will be calculated from the
start and finish dates.

If you prefer, you can enter a new duration directly into the Task Information dialog.

Here, 1.5 weeks has been entered instead of 2 weeks.

As a result of this, the task finish date will be calculated accordingly based on the start date and
the new duration.

Changing Remaining Work

As your project proceeds and you enter values for the percentage completed, it is not unusual
for some tasks to take longer than expected. If you notice that a task is not likely to complete
based on the original amount of work assigned, you can easily enter a new amount for work
remaining. To do this, first choose the Gantt Chart view, and then click View, followed by Table,
followed by Work.

The resulting screen will look something like this.

In this view, you can see that the task is 33% complete. You can also see a field for the
Remaining Work outstanding on the task (53.6 hours in this case). If you look at the Gantt bar
for the task, you can see a thick black line running through the bar as a graphical indication of
the percentage of work completed.

If you think that the task will take longer to complete than originally estimated, you can change
the value for the remaining hours. To do this, just enter a new value in the Remaining field for
the task in question. (In this case, we will replace 53.6 hrs with a new value of 60 hrs and press
Enter.)

Here you can see that the Work field, Percentage Completed field, and the length of the task’s
Gantt bar have all been adjusted to allow for the new value in the Work Remaining field. The
duration, finish date, and the percent completed for the task have also been changed to

accommodate the new remaining hours value. Keep in mind, this kind of update could easily
result in resource conflicts.

Lesson 3.6: Working with Variances

As you execute your project, you will probably want to track its progress and see how you’re
coming along in terms of budget and time. Project’s variance calculation tools can help you stay
on top of things and stay within your project’s limits.

Using the Variance Table

To view the variance table, first make sure you’re in Gantt chart view. Then, click the View
menu, choose Tables, and click Variance.

Now you can see the actual start and finish dates and the baseline start and finish dates.

You can also click in any of the Start and Finish columns to change the actual start and finish
dates. (You should not change the baseline values.)

You can also sort, group, filter, and AutoFilter the variance table.

Checking for Variances

There are a number of ways to check for variance in Project. Basically, a variance is a difference
(discrepancy) between the baseline plan for a project and the actual (current) state of a project.
Since many types of values can be altered by delays, rescheduling, resource leveling, and other
factors, there are many types of variances that you can look for.

Probably the most direct way to check for variances is by examining the variance field for the
kind of information you are interested in. For example, in the main variance table, you can see
start and finish time variance for the tasks in your project.

In the image above, you can see that the finish variance for the Revise documentation task is
negative 4.5 days. A minus sign indicates that the value is below or early compared to the
baseline. For this task, the finish date is 4.5 days early. You can also see that the Create
documentation task has a start variance of 4 days. This means that this task started 4 days late
(as compared to the baseline).

Another way to check for variances is to display the Variance table as shown above, and then
choose the Project menu, followed by the Filter For option, followed by More Filters.

In the More Filters dialog, choose a filter like Slipping Tasks.

Once you are ready, click the Apply button to implement the filter.

As a result, you will see a list of tasks and their variances that have slipped (meaning are behind
schedule).

If you just want to get an overall, project wide picture of progress and variances, click the
Project menu and click Project Information. In the resulting dialog, click the Statistics button:

Clicking this button will display a dialog like the following:

This Project Statistics dialog displays a concise summary of your project’s current, baseline,
actual, and remaining duration, work, and cost. It also shows you completion percentages for
duration and work.

Work Variances

Although the variance table can be useful for tracking scheduling, by default it does not show
actual and remaining work. You can switch to the work table by clicking the View menu, clicking
Table, and then clicking Work.

This table will show you the actual and remaining work, as well as the percent of work
completed. It also shows the baseline work values and calculates the variance. A positive
variance means you’re behind schedule, while a negative variance means you’re ahead of
schedule.

The two tasks shown in the red box are 100% complete and have a positive variance. This
indicates that these tasks are behind schedule as they required more work hours than
estimated. Like other tables, the Work Variance table can be filtered, grouped, and sorted to
provide maximum flexibility.

Cost Variances

It can be quite useful at many points in your project life cycle to have a look at how your project
costs are going. You can easily view cost variances by clicking View, clicking Table, and then
clicking Cost. The resulting cost view will look something like this:

You will see fields for fixed cost, total cost, baseline costs, variance, and actual costs. The
central columns in the table are the most important: they show your baseline and actual costs
and the variance between them.

We can see that the third and fourth tasks are over budget (the actual costs are available and
there is a positive variance). We will hope that this is not a trend for the entire project.

Like other tables, the Cost Variance table can be filtered, grouped, and sorted to provide
maximum flexibility.

Section 3: Review Questions

1. Which of the following statements is true?

A. In Project 2007, you cannot apply a task calendar
B. In Project 2007, scheduling is based solely on the Resource calendars
C. In Project 2007, you can make a task calendar override a resource calendar
D. All of the above

2. Task Drivers are…

A. A transportation resource
B. A factor influencing the scheduling of a task
C. A type of calendar
D. None of the above

3. Change Highlighting will highlight…

A. The changes in your file since the last time you saved it
B. The changes in your project that result from an action you take
C. There is no such thing as Change Highlighting
D. The Task Drivers

4. To link tasks in Project you can…

A. Select the tasks and then click the Link button
B. Drag the task into position after another task with your mouse and then click OK in
the Planning Wizard dialog
C. Specify a predecessor task in the Task Information dialog
D. All of the above

5. A finish to start task means that…

A. The successor task normally completes after the predecessor
B. The predecessor normally completes after the successor
C. The tasks will complete at the same time
D. The tasks will start at the same time

6. Lag time can be described as…

A. The time between the start and end of a task
B. The duration of the critical path
C. A delay between linked tasks
D. A split

7. Negative lag time will cause the successor task to…

A. Start early
B. Start late
C. Finish late
D. Become unlinked

8. When you split a task you can…

A. Cause resource conflicts
B. Delay the task
C. Increase the duration of your critical path
D. All of the above

9. Which one of the following statements is true?

A. Splitting a task is the same as linking a task
B. You can sometimes resolve a resource conflict by splitting a task
C. You cannot split a linked task
D. Split tasks must be completed before linked tasks

10. In general, a negative cost variance means….

A. The task is coming in under budget
B. The task is over budget
C. The Project is running late
D. The critical path has been shortened

Section 4: Creating Reports

In this section you will learn how to:

Use the Reports dialog box
Create a pre‐defined report
Create a custom report
Use the Project Guide to print a report
Open the Visual Reports dialog
Edit a report
Create a report template
Select a reporting cube
Use the Field Picker
Save a report cube
Save a report database
Use the Copy Picture feature
Use the Copy Picture to Office Wizard
Create reports with the Project Guide

Lesson 4.1: Creating Reports

If you are managing a major project, chances are that you’re going to want to develop a report
on it at some point. Luckily, Project has some useful tools to easily summarize and organize key
parts of your project.

Using the Reports Dialog Box

In Project 2007 you can open the Reports dialog box by clicking the Report menu and then
clicking the Reports option.

This action will display the following Reports dialog.

From this dialog, you can simply choose a report type the best meets your needs and click the
Select button.

Creating a Pre‐Defined Report

To create a pre‐defined report, just click one of the categories from the Reports dialog and click
Select. Next, you will be asked to choose a report sub‐type. For example, if we choose Current
Activities from the Reports dialog, here are the report sub‐types we will see:

Once you click a report sub‐type, you can click Edit to change its fonts or you can click Select to
see the report in print preview. Here is the print preview for the Unstarted Tasks report:

As you can see, it is a fairly simple process to get your information neatly organized and ready
to go.

Creating a Custom Report

Although the pre‐defined report categories are useful, there may be times when you want
specific information for your report.

To create a custom report, open the Reports dialog box, click Custom, and then click Select.

This action will reveal a dialog with a more extensive list of report types.

You can choose a report from this list and click Preview (to invoke the Print Preview window),
Setup (to invoke the Page Setup dialog), or Print (to invoke the print dialog).

You can also click the Edit button to edit the font that the report will be printed in or, you can
click the New button to create a report from scratch.

If you click the New button, you will see a dialog like the following.

Select a report type from this dialog and click the OK button to display the next dialog.

In the Task Report dialog, you can add and arrange report details with the Details and Sort tab
options. If you click the Text button, a dialog will open with options for changing the font and
formatting of the report’s text.

Under the Definition tab, you can enter a name for your report and specify a period according
to which the report information will be organized.

When you click the OK button, your new custom report will appear in the Custom Reports
dialog.

If you click the Organizer button in the Custom Reports dialog, you will display an Organizer
dialog that you can use to copy, rename, and delete reports from your custom lists.

Lesson 4.2: Creating Visual Reports

Project 2007 provides a great way to produce eye catching project reports. This new feature,
called Visual Reports, allows you to use Microsoft Excel or Visio report generation features to
create reports based on Project 2007 information.

Opening the Visual Reports Dialog

To create a report using the Visual Reports feature, you must begin by displaying the Visual
Reports dialog box. To display the Visual Reports dialog, click the Report menu, followed by the
Visual Reports option.

When you perform this action, you should see the following dialog:

Near the top of the dialog you can use checkboxes to specify Excel report templates or Visio
report templates. The templates for the application that you select will appear in the list of
available templates beneath the tabs.

You can use the tabs like a filter, to show only the templates that correspond to the selected
tab’s label. In the image above, all Excel report generation templates are listed.

Choosing a Report

To choose a report from the dialog, consider which tab contains templates that will reflect what
you want to report. For example, if you want to report to show how the resources are being
used in your project, you would choose the Resource Usage tab.

When you select a tab, you will see a list of templates that fall under the selected tab’s heading.

When you choose a tab, and then select a template by single clicking it, you will see a preview
of the selected template in the Sample area of the dialog.

This preview does not reflect the actual project data, but it does indicate the general
appearance, format, and style of the report.

If the type of chart shown in the preview area is what you are looking for, double click the
template icon where it appears in the dialog, or click the View button in the bottom right of the
dialog. This will open the template up in Excel or Visio.

Here, you can see the report in Excel, showing resource work assigned and the resource work
remaining for the project.

The resulting PivotChart is created using the Excel report generation tools, based on the Project
2007 data. If you don’t know anything about Excel PivotTables or PivotCharts, don’t worry. For
our purposes, it is enough to know that you can place checkmarks in the check boxes in the
PivotTable field list (at the right of the Excel screen) to include the corresponding data in the
report. (See the items circled in red in the image above.)

Experiment with the tabs in the Visual Reports dialog and observe the previews of the
templates in the sample area provided in the dialog to get an idea of what your report options
look like.

Editing a Report

To edit a visual report, first use the Visual Reports dialog to select the most appropriate
template for your report.

Once you have the report template chosen, click the Edit Template button in the dialog to see a
list of possible fields that you can add to the report data set.

Depending on which tab you choose in the Visual Reports dialog, a corresponding data cube will
be created that stores relevant data. (A cube can be thought of as a fancy kind of database that
can contain multiple data elements from your project.)

When you click the Edit Template button, the particular information stored in the cube, as well
as the information that has been selected (by default) from the cube for inclusion in the chosen
template, will be displayed.

This Field Picker dialog (above) shows the information from your project that is stored in the
data cube. The available information in the cube can vary, depending on what tab (template
category) you choose.

The Selected Fields area will display a list of the fields that will be available when you create
your template. (These are the fields that you will be able to put a check next to in Excel to
include them in your chart/report.)

In the Available Fields area, you will see a list of fields that are present in the cube, but are not
selected for the template.

You can move fields back and forth between the Available Fields area and the Selected Fields
area by selecting them with your mouse (highlighting them) and then using the Add and
Remove buttons to move them from one side to the other.

Once you are finished specifying which fields will be available for you template, click the Edit
Template button in the lower right of the field picker dialog to create the template in its original
application (Excel or Visio).

Creating a Template

You might have noticed that there is a New Template button in the Visual Reports dialog.

If you click this button, you will see the following New Templates dialog.

In the top of the dialog, you can use radio buttons to select the type of template that you want
to create (Excel or Visio).

In the next section of the dialog, you can select the data type (the data cube that will be
available) for the template. The drop list provided will display the same headings that are on
the category tabs of the Visual Reports dialog.

The last section of the dialog provides a button to access the Field Picker dialog that was just
discussed. (Remember, you can use the field picker to choose the fields that will be available in
your template.)

When you are ready to proceed, click the OK button in the lower right of the New Template
dialog to create the new template.

Here is the new template as it appears in Excel.

It contains an empty Pivot Table frame and a PivotTable field list containing the data elements
that you chose to include. It is up to you to fill in the table and create the report as you see fit.
You can save your new template to a specified location from within Excel if you wish (Office
menu ‐ Save As).

Modifying a Template

Whether you create your own new template, or use an existing template from the Visual
Reports dialog, you will probably want to modify the template to some degree. Applications like
Excel and Visio give you a lot of control over the format, style, and overall appearance of your
report.

The ability to create slick professional looking Project reports, using the charting and report
features of Excel and Visio, is one of the key advantages to the new Visual Reports feature.
The following example demonstrates how your project report template can be modified in
Excel.

Once the template opens in Excel, you can use the Pivot Table field list to choose the data that
will appear in the report.

Here, you can see that there is one field (Work) selected in the PivotTable field list. You will also
notice that the Work is listed in the ∑ Values box in the lower right corner of the Excel screen.

If you want to modify this chart by adding data to it, you can place checkmarks next to the
fields that you want to add in the PivotTable field list, or you can use your mouse to drag fields
from the PivotTable field list down to the ∑ Values box in the lower right.

If you put a check mark next to the Remaining Availability field and another check next to the
Actual Work field, our chart will now look like something like the following.

Here is the same Excel chart with the Remaining Availability and Actual Work data added. The
chart legend tells us that the darkest blue bars represent the scheduled work for the given
resource, the light blue bars represent the actual work done at this point, and the other bars
represent the remaining availability of the resource.

Now that we have the data that we want in our chart, it is time to polish its appearance. One
easy way to do this is to click the Design tab in Excel (remember, we are working with an Excel
2007 template in this example).

This will show a series of options that you can quickly use to modify your chart. Under the Chart
Styles area, you will see a selection of preset color and formatting choices for your chart. This is
probably the easiest and quickest way to give your report a slick appearance.

You can click the small arrows at the left of the Chart Styles buttons to see more chart style
options.

All that you have to do is to click on the style that you like the most to apply it to your report.
Here is the same chart after using the Excel Design and Layout options to modify it.

If you are using Excel to modify your chart, you will find a series of tabs at the bottom of the
Excel screen.

If you click the Data tab, you will see a table containing the actual report data used for your
Visual Report. Once again, there will be a number of options available for modifying the
appearance of the report.

You will recall that when you create a template in Visual Reports using Excel, you will see
something called an empty PivotTable frame.

The sections of the table frame will have labels like “Drop Row Fields Here” and “Drop Data
Items Here.”

To turn this empty frame into a report, drag the appropriate fields from the field list into the
table frame sections. For example, to see the actual work done by the resources, you could
drag the resources field from the field list to the Drop Row Fields Here section, drag the Time
field to the Drop Column Fields Here section, and drag the Actual Work field to the Drop Data
Items Here section.

Now the table frame is populated with data.

Once you get this far, you can use the powerful Excel charting and report generation options to
modify your table or even create a custom chart based on it.

You can print out these reports and charts from within Excel, or you can save this template for
future use by clicking the Office menu, followed by the Save As option.

In the Save As dialog, make sure that you save the file as a template.

When you click the Save button, you may see an alert like the following.

This alert is asking you if you want to include the current Project data in the template. If you
want to reuse this template for a number of different projects, click Yes, so the data will be
automatically refreshed when the template opens.

Now from within Project 2007 you can re‐use this template with a different set of project data.
First, display the Visual Reports dialog and put a check in the “Include report templates from”
check box.

If you click the Modify button, you will be able to browse to the folder that you saved your new
template or templates in.

The newly created template will now be included in the dialog’s list of available templates.

If you double click on the newly created template, or select it and click the View button, Visual
Reports will now open the template with data from the current project.

Lesson 4.3: Saving Cube Data

In the preceding lesson, we mentioned that Visual Reports saved the Project data in a fancy
data base structure called a cube. This data was then used by an Excel or Visio template to
create a report that can be modified with Excel or Visio formatting and style tools.

There can be other uses for these data cubes, also known as OLAP (OnLine Analytical
Processing) cubes, besides transferring data to Excel or Visio. For one, they can be used instead
of a traditional database; moreover, they can be faster in certain instances than traditional
relational databases. This lesson deals with saving your Project data in the OLAP cube form.

Choosing the OLAP Cube

If you would like to save your project data as an OLAP cube, you must display the Visual Reports
Dialog by clicking Report, followed by Visual Reports.

When the dialog appears, click the Save Data button near the bottom of the dialog.

When you click this button, you will see the following Save Reporting Data dialog:

To choose the type of cube you want to save, simply select an option from the Save Reporting
Cube drop list.

Using the Field Picker

You have already seen the Field Picker in the previous lesson on generating Visual Reports. It
should come as no surprise that you can use the Field Picker to refine what data will be stored
in your OLAP cube.

Once you have selected a cube type, click the Field Picker button to display the Field Picker
dialog.

In the Field Picker, select the fields that you want to add from the Available Fields list. Then,
click the Add button to add the selected field to the Selected Fields list.

Similarly, you can remove a field from the selected fields list by selecting (highlighting) it, and
then clicking the Remove button. If you want to empty the selected fields list to start fresh, just
click the Remove All button. When you remove fields from the Selected Fields list, they will
appear in the Available fields list.

The fields in the Selected Fields list are the fields that will be saved in the OLAP cube.

Saving the Cube

After you have picked a cube type and have selected your fields with the Field Picker, you can
save your cube by clicking the Save Cube button.

When you click this button, you will see a Save As dialog like the following.

Use the navigation controls to choose a folder for your cube, and then click the Save button to
save the cube in the folder that you specified.

Saving a Database

You can also save a database containing all of the reporting information for your Project. To do
this, just click the Save Database button in the Save Reporting Data dialog.

When you click this button, you will see a Save As dialog like the following.

Once again, use the navigation controls to select a folder for your database, enter a name in the
File name field, and click the Save button to save your database in the specified location.

Lesson 4.4: Using Other Reports

Believe it or not, there are still more ways to create reports in Project 2007. In this final lesson
on reports, you will learn about the Copy Picture feature, and you will learn how to create a
report using the Project Guide.

Using the Copy Picture Feature

Project provides an interesting feature for presenting a report based on the current Project
screen view. To create this kind of report, click the Report menu, followed by the Copy Picture
option.

When you choose the Copy Picture option, you will see the Copy Picture dialog appear on your
screen.

In the first set of radio buttons in the dialog, you can make the following selections:
For Screen
For Printer
To GIF image

If you choose the For Screen radio button, an image of the current Project view will be stored in
memory (clipboard). You can then paste this image into another program, like Microsoft Word.

If you choose the For Printer button, you will be able to print out an image of your current
Project view. You can preview the print‐out in the Print Preview window.

If you specify To GIF image, you will be able to save the current project view as an image in a
folder on your computer. If you select this option, you can use the Browse button to navigate to
the folder that you want to save the image in.

When you click the Browse button, a Save In dialog will appear.

You can also refine the content of the image by using the Rows on Screen or Selected Rows
radio buttons.

If you choose Selected Rows, only the rows that have been selected in Project will be included
in the created image. If you choose Rows on Screen, all visible rows will be included.

You can also choose to use the timescale shown on screen in your image, or you can choose to
specify a range between particular dates for your image. These options are selected with the
dialog’s bottom two radio buttons (under the Timescale heading).

When you have configured your copied image options as you wish, click the OK button at the
bottom of the dialog to create the image.

Here is the Print Preview window for a Project view that was copied for the Printer. Clicking the
Print button in the preview window will allow you to print the report.

This picture shows a report that was pasted into Microsoft Word after using the For Screen
option in the Copy Picture dialog.

Using the Copy Picture to Office Wizard

If you would like to prepare a report for your project using a program like Word, or Power
point, you can use the Copy Picture to Office Wizard to incorporate images of your project
views.

To take advantage of this option, click the Copy Picture to Office Wizard button on the Analysis
toolbar.

If this toolbar is not visible on your Project screen, choose View ‐ Toolbars ‐ Analysis to display
it.

When you click the Copy Wizard button on the Analysis toolbar, the following wizard dialog will
appear.

The first thing to do is click the Next button.

In this step of the wizard, you can specify an outline level for the report image. The outline level
specifies what summary or sub tasks will be shown. To keep your original outline level, select
the corresponding radio button. To modify the outline level, select the Modify my Outline level
radio button, put a checkmark in the Show checkbox, and choose an outline level from the drop
list.

When you are ready, click Next to move to the next step in the wizard.

In Step 2 of the wizard, you can choose to include only selected rows of information or to
include all of the rows on screen or in the current view. You can also specify a range of time for
your report, and choose a Default, Maximum, or Custom image size for the report.

When you have configured the radio buttons as you wish, click the Next button to move to step
3 of the wizard.

In step 3 of the wizard, you can preview the report image with the Preview button.

If you are happy with the report, use the Application radio buttons to specify what application
the report is destined for. Finally, you can choose between Portrait and Landscape for your
report orientation.

When you are ready, click Next to move onto the final stage of the wizard.

In the last stage of the wizard, arrange the Project fields that you want to display with your
report, and click the Finish button to create a GIF image of your report.

If, at any time before you click the Finish button, you want to make changes to your settings,
just click the Back button to step back through the stages of the wizard.

Creating a Report with the Project Guide

If you click the Report option in the Project Guide toolbar, you will see a Report Project Guide
pane appear on the left of the Project screen.

You can use the hyperlinks in the task pane to select a view or report, arrange the information
in a view, print the current view as a report, and more.

If you click the small down pointing arrow next to the Report button on the Project guide task
bar, you will see a list of the same options as provided in the hyperlinks.

If you choose an option from this list, the corresponding Project guide pane will be displayed.
For example, if you select the “Print current view as a report” option (fourth from the top), you
will see the following pane appear on the left.

You can now simply choose the options that you want to apply in the pane and click the
hyperlink at the bottom to continue to the next step in the process.

In the next step, you can specify the particular aspects of your report that you want to change.
Depending on which radio button you select, you will be provided with a hyperlink to the
required options needed to make the changes you are looking for.

In step 3 of the wizard, you will see options for adding headers and footers to your report.
(You may recall that this process was discussed in Lessons 4.3 and 4.4 of the Foundation
manual.)

In step 4 of the wizard, you can access options to modify the margins, print notes, configure
page breaks, and more.

You might have noticed that at any stage of the process, the Print Preview and Print buttons are
available at the bottom of the pane. This means that at any stage in the process, you can view
what your project report looks like and print it at that stage if you wish. There is also normally a
Go Back to Previous Stage hyperlink available for moving back through the stages.

This is the print preview window obtained by clicking the Print Preview button at stage 2 of the
Project Guide.

You can also display the Visual Reports or standard Report dialogs from the Project Guide. To
do this, select the first option from the Project Guide Report menu.

In the resulting pane, select the radio button labeled “Create a project report.”

This will display two hyperlinks, Display Visual Reports and Display Reports. The first (Display
Visual Reports) will invoke the Visual Reports dialog. The second (Display Reports) will invoke
the standard Reports dialog.

Creating a Report from a View with the Project Guide

In the Views and Reports pane shown above, you can also select the “Display or analyze project
information with a view” radio button.

This will display a list of views in the Pane that you can choose from. Below the list, you will see
a description of the list item that is selected. To apply this view to your project, click the “Apply
this view” button. Once the view is applied, click the “Print current view as a report” option
from under the Project Guide Report menu.

Clicking this option will display the Print Current View pane.

As mentioned before, you can click the hyperlinks at the bottom of the Pane to proceed further
on to other Panes in the report creation process. Alternatively, you can click Print Preview or
Print to view or print out the report at any time.

Section 4: Review Questions

1. The Visual Reports feature works by…

A. Using the Report/Chart tools of other applications
B. Using report data from your project stored in an OLAP cube
C. Creating reports in Visio 2007 or Excel 2007 with Project 2007 data
D. All of the above

2. To use a pre defined report type you can choose...

A. Report ‐ Reports
B. Report ‐ Pre‐sets
C. Visual Reports ‐ Pre‐sets
D. None of the above

3. Which one of the following is not an option in the Reports dialog?

A. Overview
B. Costs
C. Tasks
D. Workload

4. OLAP stands for…

A. Online analytical processing
B. Overlap
C. Online assignment processing
D. None of the above

5. Which of the following statements is true?

A. You can use Visual Reports to save reporting data as an Oracle database
B. You can use Visual Reports to save reporting data as an Access database
C. A relational database is the same as an OLAP cube
D. You cannot save report data as a database

6. To use Visual Reports you need…

A. Project 2007
B. Project 2007
C. Project 2007 and Excel 2007 Visio 2007
D. Any of the above

7. You can save a report created with Visual Reports and Excel as a(n)…
A. Workbook
B. Template
C. Excel 98‐2007 workbook
D. Any of the above

8. You can modify the Margins, Headers, and Footers of a report with the…
A. Print dialog
B. Page Setup dialog
C. File menu
D. None of the above

9. Print Preview is available from the…

A. File menu
B. Page Setup dialog
C. Print dialog
D. All of the above

10. To modify a report in Excel 2007, you should use the…

A. Design ribbon
B. Formulas ribbon
C. View ribbon
D. None of the above

Index
AutoSave ..................................................................................................................1, 14, 23, 24, 50
Change Highlighting ............................................................................................ 102, 111, 112, 161
Effort Driven Scheduling ....................................................................................................... 53, 127
Filters
AutoFilter .............................................................................................................. 40, 48, 50, 154
Default filters ............................................................................................................................ 47
Microsoft Office Project
And Microsoft Office Access ......................................................................................... 1, 16, 210
And Microsoft Office Excel.16, 169, 173, 176, 178, 179, 180, 181, 182, 183, 184, 187, 210, 211
And Microsoft Office Visio .............................................. 169, 170, 172, 176, 177, 178, 187, 210
My Computer ...................................................................................................................1, 2, 3, 7, 8
Browsing...................................................................................................................................... 8
Changing views in...................................................................................................................... 11
Context menu ........................................................................................................................... 10
Creating new folder using........................................................................................................... 9
Deleting files from....................................................................................................................... 9
Toolbar ........................................................................................................................................ 8
My Places Toolbar..........................................................................................................1, 2, 3, 4, 50
Adding folder to .......................................................................................................................... 3
Changing icon size....................................................................................................................... 5
Components of............................................................................................................................ 3
Moving icons ............................................................................................................................... 6
My Computer icon ...................................................................................................................... 7
Removing icon............................................................................................................................. 6
Scrolling through......................................................................................................................... 6
PivotTable ..................................................................................................... 16, 173, 178, 179, 182
Print Preview............................................................................... 166, 194, 195, 205, 206, 209, 211
Project Equation.................................................................................................................... 53, 126
Project Files
Creating backup automatically ................................................................................................. 25
MPP Format .............................................................................................................................. 15
Opening..................................................................................................................................... 16
Properties.................................................................................................................................. 17
Protecting with password ......................................................................................................... 25
Saving preview picture.............................................................................................................. 21
Supported formats.................................................................................................................... 15
Project Information Dialog.......................................................................................................... 156
Reports
And OLAP ................................................................................................................................ 188
And Project Guide ........................................................................................................... 202, 208

And the Organizer ................................................................................................................... 168

Copy Picture ............................................................................................................................ 193
Copy Picture to Office Wizard......................................................................................... 163, 196
Creating basic.......................................................................................................................... 165
Creating custom ...................................................................................................................... 166
Creating from current view..................................................................................................... 209
Creating new ........................................................................................................................... 167
Creating Visual Reports................................................................................................... 169, 171
Creating Visual Reports template ........................................................................................... 176
Editing basic ............................................................................................................................ 165
Editing Visual Reports ............................................................................................................. 174
Menu....................................................................................................................................... 164
Modifying Visual Reports........................................................................................................ 178
Saving as database .................................................................................................................. 191
Using Field Picker dialog ......................................................................................... 175, 177, 189
Resources
About resources colored red .............................................................................................. 83, 86
Action button .......................................................................................................................... 131
And assignment units................................................................................................................ 54
And max units ........................................................................................................................... 54
And overtime .................................................................................52, 57, 58, 91, 92, 93, 94, 101
Assign Resources dialog ...................................................................................................... 78, 89
Assigning ................................................................................................................................... 72
Assigning material..................................................................................................................... 58
Assigning work .......................................................................................................................... 57
Assignment Information dialog ................................................................................ 77, 142, 146
Automatic Leveling ................................................................................................................... 96
Changing working time ....................................................................................................... 61, 67
Choosing a calendar.................................................................................................................. 65
Creating a calendar ................................................................................................................... 65
Creating resource list ................................................................................................................ 56
Deleting..................................................................................................................................... 70
Grouping ............................................................................................................................. 69, 70
Increasing units ......................................................................................................................... 76
Leveling ................................................................................................89, 95, 96, 97, 98, 99, 154
Leveling calculations ................................................................................................................. 96
Leveling order ........................................................................................................................... 98
Leveling range ........................................................................................................................... 97
Leveling view............................................................................................................................. 98
Leveling within slack ................................................................................................................. 98
Manual Leveling ........................................................................................................................ 96
Project Guide for................................................................................................................. 62, 69
Removing assignment............................................................................................................... 80
Replacing................................................................................................................................... 80

Resolving conflicts..................................................................................................................... 89
Resource Availability table...................................................................................................... 136
Resource Graph view ................................................................................................................ 83
Resource Information dialog .......................................................................... 52, 59, 60, 66, 136
Resource Management toolbar ................................................................................................ 88
Resource Sheet view................................................................................................................. 82
Resource Usage view ................................................................................................................ 84
Sheet overview ......................................................................................................................... 56
Sheet view................................................................................................................................. 55
Updating work ........................................................................................................................ 146
Variable units .......................................................................................................................... 137
What are?.................................................................................................................................. 53
Work contours ................................................................................................................ 137, 138
Saving Data as OLAP Cube .......................................................................................................... 187
Sort Command .......................................................................................................................... 1, 44
Tasks
About predecessors ................................................................................................................ 107
About successors .................................................................................................................... 107
And phases.............................................................................................................................. 142
Assigning calendars to ............................................................................................................ 110
Assigning resources to ........................................................................................................ 72, 74
Delaying................................................................................................................................... 135
Effort driven ............................................................................................................................ 128
Entering completion percentage ............................................................................................ 145
Indicators ................................................................................................................................ 109
Lag time................................................................................................................................... 123
Lead time ................................................................................................................................ 124
Link types ................................................................................................................................ 116
Linking across projects............................................................................................................ 119
Linking within a project........................................................................................................... 117
Modifying duration ................................................................................................................. 147
Modifying Remaining Work .................................................................................................... 150
Overlapping............................................................................................................................. 132
Splitting ................................................................................................................................... 131
Task Drivers............................................................................................. 102, 109, 114, 115, 161
Task Entry view ....................................................................................................................... 105
Task Form view ....................................................................................................................... 104
Task Information dialog 52, 72, 74, 75, 76, 77, 89, 100, 110, 117, 120, 126, 127, 134, 145, 148,
161
Task Name Form view............................................................................................................. 107
Task Usage view ................................................................................................................ 77, 103
Types of................................................................................................................................... 127
Unlinking ......................................................................................................................... 118, 122
Updating start and finish dates............................................................................................... 146

Templates
Creating..................................................................................................................................... 28
File type..................................................................................................................................... 28
Online........................................................................................................................................ 28
Opening..................................................................................................................................... 26
Opening custom........................................................................................................................ 30
Previews.................................................................................................................................... 32
Using ......................................................................................................................................... 27
What are?.................................................................................................................................. 26
Variances............................................................................. 102, 113, 152, 154, 155, 156, 159, 160
Cost ......................................................................................................................................... 159
Filtering ................................................................................................................................... 155
Viewing.................................................................................................................................... 152
Work........................................................................................................................................ 157
View Commands
Cost Variance table ................................................................................................................. 159
Leveling Gantt ........................................................................................................................... 99
Minimize, maximize, and restore ............................................................................................. 36
Moving ...................................................................................................................................... 36
Resizing ..................................................................................................................................... 36
Resizing views ........................................................................................................................... 42
Resource Sheet view................................................................................................................. 82
Resource Usage view ................................................................................................................ 84
Tables ........................................................................................................................................ 43
Task Entry view ....................................................................................................................... 105
Task Form view ....................................................................................................................... 104
Task Name Form view............................................................................................................. 107
Task Usage view ................................................................................................................ 76, 103
Using multiple views ................................................................................................................. 40
Variance table ......................................................................................................................... 152
Window Menu .................................................................................................................. 34, 37, 92
Arrange All command ....................................................................................................... 36, 119
Hide command.......................................................................................................................... 37
New Window command ........................................................................................................... 34
Remove Split command ............................................................................................................ 39
Split command .......................................................................................................................... 38
Split Command.......................................................................................................................... 40
Unhide command...................................................................................................................... 37

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