Project 2016 Nivel 2

INSTRUCTOR'S EDITION
Microsoft® Project
2016: Part 2
Read Me First!
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will give you access to key instructor resources so you can present the best possible
CHOICE learning experience.
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Again, congratulations on your choice—the right choice—the Logical CHOICE!
Microsoft® Project
2016: Part 2
Microsoft® Project 2016: Part 2
Part Number: 091063
Course Edition: 1.0
Acknowledgements
PROJECT TEAM
Author Media Designer Content Editor
Sunni K. Brock Brian Sullivan Angie French
Logical Operations wishes to thank the Logical Operations Instructor Community, and in particular Tom Allen, Elizabeth Robinson,
and John Wilson for contributing their technical and instructional expertise during the creation of this course.
Notices
DISCLAIMER
While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their
accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of
merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any
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Microsoft® Project 2016:
Part 2
Lesson 1: Executing a Project..........................................1

Topic A: Enter Task Progress.......................................................... 2
Topic B: Update Task Progress with SharePoint...............................8
Topic C: Update Work...................................................................11
Topic D: Update Costs.................................................................. 14
Lesson 2: Monitoring Project Progress.......................... 19

Topic A: View Project Progress..................................................... 20
Topic B: Add Custom Fields.......................................................... 30
Topic C: Create Custom Views...................................................... 41
Topic D: Create a Network Diagram..............................................48
Topic E: Analyze a Project Plan..................................................... 53
Lesson 3: Controlling a Project Plan.............................. 59

Topic A: Edit the Task List............................................................ 60
Topic B: Reschedule Tasks............................................................65
Topic C: Update a Baseline........................................................... 69
Lesson 4: Reporting on Progress...................................73

Topic A: Format and Share a Chart View....................................... 74
| Microsoft® Project 2016: Part 2 |
Topic B: View Existing Reports................................................................80

Topic C: Create Custom Reports............................................................. 87
Topic D: Create a Visual Report............................................................ 101
Lesson 5: Customizing the Application............................... 107

Topic A: Change Project Options.......................................................... 108
Topic B: Create a Project Plan Template................................................ 120
Topic C: Share Resources..................................................................... 122
Topic D: Link Project Plans................................................................... 124
Appendix A: Extending Project with Macros and Apps.........................133

Topic A: Extend Project with Macros and Apps..................................... 134
Glossary............................................................................................. 139
Index.................................................................................................. 141
Using the Microsoft®
Project 2016: Part 2
Instructor’s Edition
Welcome to the Instructor

Welcome and congratulations on your choice to use the finest materials available on the
market today for expert-facilitated learning in any presentation modality. You can utilize the
Microsoft® Project 2016: Part 2 curriculum to present world-class instructional experiences
whether:
• Your students are participating with you in the classroom or virtually.
• You are presenting in a continuous event or in an extended teaching plan, such as an
academic semester.
• Your presentation takes place synchronously with the students or asynchronously.
• Your students have physical courseware or are using digital materials.
• You have any combination of these instructional dimensions.
To make the best use of the Microsoft® Project 2016: Part 2 materials in any or all of these
dimensions, be sure to review the contents of the CHOICE Facilitator's Guide for an
orientation to all of the components of the CHOICE experience.
Preparing to Present the CHOICE Experience

Effectively presenting the information and skills in this course requires adequate preparation
in any presentation modality. As such, as an instructor, you should familiarize yourself with
the content of the entire course, including its organization and instructional approaches.
You should review each of the student activities, exercises, and Mastery Builders so you can
facilitate them during the learning event. Also, make sure you review the tips for presenting
in the different dimensions; these instructor tips are available as notes in the margins of your
Instructor's Edition.
In addition to the curriculum itself, Microsoft® PowerPoint® slides, data files, and other
course-specific support material may be available by downloading the files from the
CHOICE Course screen. Be sure to obtain the course files prior to your learning event and
make sure you distribute them to your students.
Course Facilitator Icons

Throughout the Instructor’s Edition, you may see various instructor-focused icons that provide
suggestions, answers to problems, and supplemental information for you, the instructor.
Icon Description
A display slide note provides a prompt to the instructor to display a specific slide
from the provided PowerPoint files.
Content delivery tips provide guidance for specific delivery techniques you may
want to utilize at particular points in the course, such as lectures, whiteboard
sketching, or performing your own demonstrations for the class.
Managing learning interactions provide suggested places to interact with the class
as a whole. You might poll the class with closed-ended questions, check
comprehension with open-ended questions, conduct planned discussion activities,
or take notes and questions from the group to "park" and address at a later point in
the class.
Monitoring learner progress notes suggest when you might want to monitor
individual students as they perform activities, or have private sidebar conversations
with specific individual participants.
Engaging learners notes suggest opportunities to involve the students in active
ways with the course presentation, such as enabling them to demonstrate their work
to the class as a whole, or checking in on the logistics of the presentation.
Incorporating other assets notes suggest when and how to include other types of
media, such as visiting CHOICE social media sites, accessing specific web resources,
or utilizing media assets provided with the course, such as Logical Operations'
LearnTOs.
Additional notes show where, on occasion, there may be instructor notes or tips
that appear in a separate section at the back of the courseware and not in the
margins.
Digital Software Updates

The software vendor may at any time deploy software updates digitally, resulting in changes that
may not be reflected dynamically in this course. Stay up to date with product updates and be ready
to adapt the material to any changes in the user interface.
Presentation Tips for the Microsoft® Project 2016: Part 2 Course

Here are some useful tips for presenting the Microsoft® Project 2016: Part 2 course. Microsoft Project
2016 is a very powerful and robust application with many options and features. Part 1 is an
introductory course and will show students how to perform basic tasks to accomplish scenarios
appropriate to those just starting out with Project. Part 2 covers the more advanced features and
usage scenarios.
Course-Specific Technical Requirements

Hardware
For this course, you will need one computer for each student and one for the instructor. Each
computer will need the following minimum hardware configurations:
• 1 GHz or faster 32-bit (x86) or 64-bit (x64) processor
• 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit)
• 16 GB available hard disk space (32-bit) or 20 GB (64-bit)
• CD-ROM drive (if installing any software from a CD-ROM)
| Using the Microsoft® Project 2016: Part 2 Instructor’s Edition |

• Keyboard and mouse (or other pointing device)

• 1024 x 768 resolution monitor recommended
• Network cards and cabling for local network access
• Internet access (contact your local network administrator)
• Printer (optional) or an installed printer driver
• Projection system to display the instructor's computer screen
Software
• Microsoft® Windows® 10
• Microsoft® Office Professional 2016
• Microsoft® Project Professional 2016
• Web conferencing application for class sessions with remote students or a blend of live and
remote students
Setting Up the Course

For each student and the instructor:
1. Provide a system with Internet access and the given hardware requirements.
2. Install Windows 10 and download and install any available Windows updates.
3. Install Microsoft Office Professional 2016.
4. Install Microsoft Project Professional 2016.
5. Download and install any Microsoft Office updates.
6. Open Microsoft Project Professional 2016 and Microsoft Excel 2016 and accept any licensing
agreement and update first run dialogs so they don't interfere with the student's experience.
7. Add the Project 2016 icon to the Windows taskbar.
It may be helpful to open Microsoft Project 2016 and search for the Residential Construction
template on the instructor and student machines to ensure connection to the Office templates is
working before class starts:
1. Open Microsoft Project Professional 2016.
2. On the Start screen, in the Search for online templates field, type construction and then
select Start Searching.
3. From the results list, select Residential Construction.
4. Verify that the template downloads and opens in Microsoft Project.
Some of the activities involve working with files of different types. It may be helpful to enable file
extensions in the default views for Explorer and Windows 10 dialog boxes:
1. On the Taskbar, select File Explorer.
2. On the View tab, check the File name extensions check box.
3. Verify that files are displayed with their extensions (.mpp, .xlsx, .docx, and so on.)
To demonstrate synchronization with SharePoint as an optional instructor activity, ensure that the
instructor's machine has network access to a SharePoint server and that the instructor has a URL
and login credentials which allow creation of new SharePoint sites.
Install the Course Data Files

From the course Files tile on CHOICE, download and extract the 091063CD<version>.zip file.
From the location you extracted the files to, navigate to the 091063CD<version>
\091_063\091063Data folder. Run the 091063Data.exe file, which will install a folder named
091063Data at the root of your C drive. (You may need to select More Info and then select Run
Anyway if prompted by Windows.) This folder contains all the lesson-specific subfolders and data
files you will need to run this course. There is a separate folder with the starter files for each lesson
or Mastery Builder, and there may be a Solutions folder with completed files students can use to
check their results.

Presentation Planners
The lesson durations given in the course content are estimates based on a typical class experience.
The following planners show examples of how the content could be presented in either a
continuous one-day flow or separately across a multi-session seminar series. Your presentation flow
may vary based on a number of factors, including the size of the class, whether students are in
specialized job roles, whether you plan to incorporate LearnTOs or other assets from the CHOICE
Course screen into the course, and so on. Use the samples and blank planners to determine how you
will conduct the class to meet the needs of your own situation.
Continuous Presentation: Model Class Flow
This planner provides a sample presentation flow based on one 8-hour day of training with breaks
and lunch factored in.
Section Duration Day Planner
Welcome and Introductions 0:30 8:00 - 8:30

Lesson 1: Executing a Project 1:30 8:30- 10:00
BREAK 0:15 10:00 - 10:15
Lesson 2: Monitoring Project Progress 1:45 10:15 - 12:00
LUNCH 0:30 12:00 - 12:30
Lesson 3: Controlling a Project Plan 1:00 12:30 - 1:30
BREAK 0:15 1:30 - 1:45
Lesson 4: Reporting on Progress 1:00 1:45 - 2:45
BREAK 0:15 2:45 - 3:00
Lesson 5: Customizing the Application 1:00 3:00 - 4:00
Continuous Presentation: Your Class Flow

Use this planner to plan the flow of your own training day based on the needs of your students, the
schedule for your own day, and/or any other modifications you choose.
Section Duration Day Planner
Welcome and Introductions

Lesson 1: Executing a Project
Lesson 2: Monitoring Project Progress
Lesson 3: Controlling a Project Plan
Lesson 4: Reporting on Progress
Lesson 5: Customizing the Application
Non-continuous Presentation: Model Class Flow

This planner provides a sample presentation flow based on separate sessions presented over
multiple days or weeks.
Session Number Material Covered Session Duration
One Welcome and Introductions 2:00

Lesson 1: Executing a Project
Two Lesson 2: Monitoring Project Progress 1:45
Three Lesson 3: Controlling a Project Plan 2:00
Lesson 4: Reporting on Progress
Four Lesson 5: Customizing the Application 1:00
Non-continuous Presentation: Your Class Flow

Use this planner to plan how you will present the course content based on the needs of your
students, your conventions for the number and length of sessions, and any other modifications you
choose.
Session Number Material Covered Session Duration

About This Course
Welcome to Microsoft® Project 2016: Part 2. This course is designed to familiarize you with the
advanced features and functions of Microsoft Project Professional 2016 so that you can use
it effectively and efficiently in a real-world environment.
In Microsoft® Project 2016: Part 1, you learned the basic features of Microsoft® Project 2016
during the planning phase of a project. Microsoft® Project 2016: Part 2 covers the advanced
knowledge and skills a project manager needs to update a project plan in Project 2016
during the execution, monitoring, and controlling phases of a project. In other words, once
your project plan is approved by the project sponsor, this course will enable you to manage
the project so that it is completed on time, within budget, and according to scope.
Course Description
Target Student
This course is designed for students with an understanding of project management concepts
who are responsible for creating and maintaining project plans. Target students will be
looking to acquire the advanced knowledge and skills a project manager needs to update a
project plan in Project 2016 during the execution, monitoring, and controlling phases of a
project.
Course Prerequisites
To ensure your success in this course, you should have basic project management
knowledge and skills. Additionally, you should be able to create a new project plan, manage
time in a project plan, manage tasks in a project plan, manage resources in a project plan,
and share a project plan using Microsoft Office Project 2016. The following Logical
Operations courses can help you in meeting this requirement:
• Project Management Professional (PMP)® Training: Aligned with PMBOK® Guide Fifth Edition
• Microsoft® Project 2016: Part 1
You should also have basic knowledge and skills for using any current Windows® operating
system—preferably Windows 10. The following Logical Operations courses can help you
meet this requirement:
• Using Microsoft® Windows® 10
• Microsoft® Windows® 10 Transition from Windows® 7
Course Objectives
Upon successful completion of this course, you will be able to manage an existing Microsoft
Project 2016 project plan.
You will:
• Update a project plan to reflect progress as you execute the project.

• Monitor project progress in the project plan.
• Adjust the project plan to control constraints.
• Create project reports to share a project’s status.
• Customize project settings and share customizations with other projects.
The CHOICE Home Screen

Logon and access information for your CHOICE environment will be provided with your class
experience. The CHOICE platform is your entry point to the CHOICE learning experience, of
which this course manual is only one part.
On the CHOICE Home screen, you can access the CHOICE Course screens for your specific
courses. Visit the CHOICE Course screen both during and after class to make use of the world of
support and instructional resources that make up the CHOICE experience.
Each CHOICE Course screen will give you access to the following resources:
• Classroom: A link to your training provider's classroom environment.
• eBook: An interactive electronic version of the printed book for your course.
• Files: Any course files available to download.
• Checklists: Step-by-step procedures and general guidelines you can use as a reference during
and after class.
• LearnTOs: Brief animated videos that enhance and extend the classroom learning experience.
• Assessment: A course assessment for your self-assessment of the course content.
• Social media resources that enable you to collaborate with others in the learning community
using professional communications sites such as LinkedIn or microblogging tools such as
Twitter.
Depending on the nature of your course and the components chosen by your learning provider, the
CHOICE Course screen may also include access to elements such as:
• LogicalLABS, a virtual technical environment for your course.
• Various partner resources related to the courseware.
• Related certifications or credentials.
• A link to your training provider's website.
• Notices from the CHOICE administrator.
• Newsletters and other communications from your learning provider.
• Mentoring services.
Visit your CHOICE Home screen often to connect, communicate, and extend your learning
experience!
How to Use This Book

As You Learn
This book is divided into lessons and topics, covering a subject or a set of related subjects. In most
cases, lessons are arranged in order of increasing proficiency.
The results-oriented topics include relevant and supporting information you need to master the
content. Each topic has various types of activities designed to enable you to solidify your
understanding of the informational material presented in the course. Information is provided for
reference and reflection to facilitate understanding and practice.
Data files for various activities as well as other supporting files for the course are available by
download from the CHOICE Course screen. In addition to sample data for the course exercises, the
course files may contain media components to enhance your learning and additional reference
materials for use both during and after the course.
| About This Course |

Checklists of procedures and guidelines can be used during class and as after-class references when
you're back on the job and need to refresh your understanding.
At the back of the book, you will find a glossary of the definitions of the terms and concepts used
throughout the course. You will also find an index to assist in locating information within the
instructional components of the book.
As You Review
Any method of instruction is only as effective as the time and effort you, the student, are willing to
invest in it. In addition, some of the information that you learn in class may not be important to you
immediately, but it may become important later. For this reason, we encourage you to spend some
time reviewing the content of the course after your time in the classroom.
As a Reference
The organization and layout of this book make it an easy-to-use resource for future reference.
Taking advantage of the glossary, index, and table of contents, you can use this book as a first
source of definitions, background information, and summaries.
Course Icons
Watch throughout the material for the following visual cues.
Icon Description
A Note provides additional information, guidance, or hints about a topic or task.
A Caution note makes you aware of places where you need to be particularly careful
with your actions, settings, or decisions so that you can be sure to get the desired
results of an activity or task.
LearnTO notes show you where an associated LearnTO is particularly relevant to
the content. Access LearnTOs from your CHOICE Course screen.
Checklists provide job aids you can use after class as a reference to perform skills
back on the job. Access checklists from your CHOICE Course screen.
Social notes remind you to check your CHOICE Course screen for opportunities to
interact with the CHOICE community using social media.
| About This Course |

1 Executing a Project
Lesson Time: 1 hour, 30 minutes
Lesson Objectives
In this lesson, you will update the project plan to reflect the team's progress. You will:
• Enter progress on tasks and update the project plan.
• Update Task progress from a SharePoint task list.
• Update task progress to reflect work completed and revise work needed.
• Update cost information in a task.
Lesson Introduction
Once you have created a Microsoft® Project plan, shared it with your sponsor, stakeholders,
and team members, and received approval to start doing the work, you have entered the
execution phase of the project. During this phase, it is very important to measure your
progress against the plan so that you can make good decisions to keep the project on track.
2 | Microsoft® Project 2016: Part 2
TOPIC A
Enter Task Progress
As the project team works to complete tasks, you need to capture the status of the tasks in the
project plan so that you can later effectively track and report your project's status. In this topic, you
will enter progress on tasks and update the project plan.
Task Progress
Task progress is the progress information about a task that you need to capture to keep the project
plan up to date when a project is in the execution phase. The task progress can include the
Task Progress
percentage complete, the actual start date, and the actual or projected finish date of the task. When
you update the progress on a task, Project may automatically update the amount of work completed
and the associated cost depending on the task settings. Also, any successor tasks dependent on the
task you are updating will be automatically rescheduled if they are set to auto-scheduled mode if the
Ask the students how update causes a change in the dependency dates. For example, if you complete a task a day early,
they request task status Project may assume that the next task that is supposed to start when that task finishes can also start
from team members and
a day early.
the responses. For
example, they may ask
"When do you think
you'll have that done?"
The Status Date Dialog Box
and the response could The Status Date dialog box enables you to change the status date for the project. When you update
be "I'm almost finished"
task status, you can specify the status as of the current date or for a status date. A status date is a
or "about half done, I
need a few more days." date that you specify for reporting on a project. If you don’t set a status date, Project assumes that
progress updates are relative to the current date. For example, if your team reports task status to you
on Friday and you enter your updates for last week on Monday, you can set the status date to the
date corresponding to last Friday so that your reporting and estimates are accurate. You can access
The Status Date Dialog the Status Date dialog box in the Status group on the Project tab.
Box
Figure 1-1: Set the date for your status updates in the Status Date dialog box.
The Mark on Track Command

The Mark on Track command will update the selected tasks so that they are on schedule as of the
status date. For example, if you have a task that lasts two weeks and as of the first week, you use the
Ask the students if they
Mark on Track command to update it, Project will update the progress to 50% complete as of the
would like to save time status date you have set. You can select multiple tasks to quickly mark them as on track as of the
updating task status in status date. You can find the Mark on Track command in the Schedule group
their project plan.
on the Task tab.
Lesson 1: Executing a Project | Topic A

Microsoft® Project 2016: Part 2 | 3
The Update Tasks Dialog Box

The Update Tasks dialog box gives you more control over updating a task. To prevent a delay in
one task from affecting the entire project and to maintain an accurate record of the project’s
progress, you should update the actual start date for a task that does not start according to plan. The Update Tasks
Also, sometimes a task will start on schedule but finish before or after the planned date. In this case, Dialog Box
you should update the actual finish date for the task because its finish date might affect the start date
of other tasks. You can use the Update Tasks dialog box to enter a task’s actual start and finish
dates.
Figure 1-2: Use the Update Tasks dialog box to update the status of tasks that are not on
schedule.
Percent Complete
Project uses percent complete to calculate the progress of a task. A task that has not been started is 0%
complete, and a task that is finished is 100% complete. When a task is in progress and you want to
update its progress in the project plan, you can select the task and select one of the % Complete Percent Complete
buttons on the Task tab. Use these buttons if the task in progress is 25%, 50%, or 75% complete. If
the percentage of completion falls somewhere between these values, you can use the Update Tasks
dialog box to enter any percentage value. Entering a percent-complete value for a task helps you
compare the actual progress against the baseline plan. In the Update Tasks dialog box, you can
specify a percent complete value from 0 to 100. For example, in an office construction project, you
can specify that the task “Build foundation” is 80% complete.
Actual Duration
The actual duration is the amount of time spent on a task to date. It is calculated as: Actual Duration =
Duration × Percent Duration Complete. For example, if the task “Purchase materials” has a scheduled
duration of 4 days, and the task is 25% complete, the actual duration is 1 day. If you enter an actual Actual Duration
duration value that is greater than the scheduled duration, Project updates the scheduled duration to
equal the new actual duration, sets the remaining duration to zero, and sets the task to 100%
complete.
Demonstrate a couple of
examples with simple
math.

Figure 1-3: Actual duration is calculated by multiplying the percent complete and the total
duration.
Remaining Duration
The remaining duration is the amount of time left for the task to be completed. If you enter a value for
actual duration, the remaining duration is calculated as: Remaining Duration = Duration – Actual
Remaining Duration
duration.
If you enter a value in the % Complete field, the remaining duration is calculated as: Remaining
Duration = Duration - (Duration × Percent Complete).
If you enter or edit a remaining duration value, Project calculates a new task duration and a new
completion percentage. For example, suppose that the task “Review blueprints” has a scheduled
duration of five days. Three days of this task schedule have passed, but the resource assigned to the
task informs you that an extra three days will be required to complete the task. You must then
update the task by adding three more days to the remaining duration value. Project will then
automatically update the schedule and the completion percentage for the task.

Figure 1-4: The remaining duration is calculated as the duration minus the actual duration.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Enter Task Progress.

ACTIVITY 1-1
Entering Task Progress
Data File
C:\91063Data\Executing a Project\Woods_3BR_Home_Project_Execute.mpp
Before You Begin

Microsoft Project Professional 2016 is installed on your machine.
Scenario
Building with Heart, located in Greene City, is a non-profit home construction organization whose
purpose is to build a two- or three-bedroom home for each qualifying family. These homes have a
mortgage with a very reasonable interest rate, and because many materials and labor are donated, the
mortgage is much less than if everything had to be purchased outright.
As a volunteer project manager at Building with Heart, you have started a new construction project
to build a three-bedroom home for a qualifying family whose previous residence was destroyed by a
storm. You have already created a project plan in Microsoft Project 2016. Now, your team is starting
to work on the tasks, and you need to record their progress. All of the plans, contracts, and permits
have been completed, and the demolition team has finished tearing down the old house. Your
volunteers report that as of Friday, June 10, 2016, they have been working on sorting the debris, but
they think they will need an extra day to finish. You decide to make these progress updates to the
plan.
Note: This course uses a streamlined notation for ribbon commands. They'll appear as [Ribbon
Tab]→[Group]→[Button or Control] as in "Select Task→Insert→Milestone. " If the group
Let the students know name isn't needed for navigation or there isn't a group, it's omitted, as in "Select File→New."
that the project plan has
For selections that open menus and submenus, this notation will continue until you are directed
already been approved
and baselined. to select the final command or option, as in "Select Task→Editing→Clear→Clear All." Some
Project 2016 command buttons are split, meaning there are actually two separate buttons you
can select independently. This is often the case with commands that have multiple options/
variations accessible by selecting a drop-down arrow. The Paste command button in the
Clipboard group on the Task tab is an example of this. For these commands, you will be
directed to either select just the button, as in "Select Task→Clipboard→Paste, " or you will be
directed to select the drop-down arrow if necessary, as in "Select Task→Clipboard→Paste
drop-down arrow→Paste Special."
Note: Activities may vary slightly if the software vendor has issued digital updates. Your
instructor will notify you of any changes.
Notify students of any
changes to activities
based on digital software
updates issued by the 1. From the task bar, select the Project icon to open Project 2016.
software vendor.
2. Open the Woods_3BR_Home_Project_Execute.mpp project plan file.
a) On the Start screen, select Open Other Projects.
b) On the Open screen, select This PC, and then select Browse.
c) In the Open dialog box, navigate to the folder containing your class files, and open C:\91063Data
\Executing a Project\Woods_3BR_Home_Project_Execute.mpp.
d) Verify that the Woods_3BR_Home_Project_Execute.mpp project plan file opens to the Gantt Chart
view.

3. Set the status date to June 10, 2016.
a) On the ribbon, select Project→Status→Status Date.

b) In the Status Date dialog box, in the Select Date field, select Fri 06/10/16, and then select OK.
4. Mark contract tasks as on track.

a) In the Task Entry table, select Task 2 (Finalize plans and develop estimate with owner).
b) On the ribbon, select Task→Schedule→Mark on Track.
Verify that a check mark appears in the Task Information column indicating that the task is complete.
c) Repeat steps a and b to mark Task 3 (Sign contract and notice to proceed) on track.
5. Update progress on demolition tasks.

a) In the Task Entry table, select Task 5 (Demolition of Old House), hold down the Shift key, and select
Task 6 (Place Containers) to select both tasks.
b) On the ribbon, select Task→Schedule→100%.
Verify that a check mark appears in the Task Information column indicating that the task is complete.
c) In the Task Entry table, select Task 7 (Sort Debris).
d) On the ribbon, select Task→Schedule→Mark on Track.
e) On the ribbon, select Task→Schedule→Mark on Track drop-down arrow→Update Tasks.
f) In the Update Tasks dialog box, in the Remaining Duration field, enter 4d, and then select OK.
Explain that students
6. Update permit tasks. first use the Mark on
a) In the Task Entry table, select Task 11 (Secure foundation permit), and then hold down the Shift key Track without opening
and select Task 16 (Secure miscellaneous permits). Verify that tasks 11 through 16 are selected. the dialog box so that
b) On the ribbon, select Task→Schedule→Mark on Track drop-down arrow →Update Tasks. Project calculates the
values as if we were
c) In the Update Tasks dialog box, in the Actual section, in the Finish field, select Fri 05/27/16, and
current on progress to
then select OK.
the status date as a
starting point.
7. Save the file as C:\091063Data\Executing a Project\My_Woods_3BR_Home_Project_Execute.mpp
a) On the ribbon, select File→Save As.
b) Select Browse and then navigate to C:\091063Data\Executing a Project\.
c) In the File name field, enter My_Woods_3BR_Home_Project_Execute and select Save.

TOPIC B
Update Task Progress with SharePoint
In addition to making progress updates directly to tasks in a project plan, you can save time by
synchronizing task progress from SharePoint. In this topic, you will learn how to update task
progress from a SharePoint task list.
SharePoint Synchronization
If your organization uses Microsoft SharePoint, you can synchronize your Microsoft Project
Professional task list with a SharePoint task list. Project team members can view the schedule on
SharePoint
SharePoint. When they update their work progress on SharePoint, you will see their changes in
Synchronization Project. Conversely, any changes you make in Project will be updated on SharePoint so that team
members can see them.
SharePoint Libraries
You can save a project in a Microsoft SharePoint library for team collaboration. A SharePoint library
is a location on a SharePoint site where you can store, share, and manage files. Team members can
log in to access the project file and, depending on the permissions you set, update task status,
availability, and other information. This option does not require Project Server. SharePoint
functionality is available in the Professional edition of Project 2016.
The Sync with SharePoint Dialog Box

When you select the Sync with SharePoint button on the Share screen, you will be prompted to
go to the Save As screen. When you select the Sync with SharePoint button on the Save As
The Sync with
screen, you will have the option of syncing with a new SharePoint site or an existing one. In either
SharePoint Dialog Box case, you will need a valid SharePoint Site address, User Name, and Password.
Figure 1-5: Syncing with SharePoint is integrated into the Save As screen.
Note: You can access the Sync with SharePoint button directly from the Save As screen if you
wish.
Once you have synchronized a project plan to SharePoint, you can continue to synchronize the
tasks in your project with the task list in SharePoint. As team members update task progress in
Lesson 1: Executing a Project | Topic B

SharePoint, you will have the option to synchronize the updates with the project plan. You can then
modify the tasks, if necessary, and sync further changes to SharePoint as needed.
job aids on How to Sync a Project with SharePoint.

ACTIVITY 1-2
Updating Task Progress with SharePoint
(Optional Instructor Activity)
Before You Begin

Microsoft Project 2016 is open. You are signed into a Microsoft SharePoint site and have
permissions to create new team sites.
Scenario
This is an optional Building with Heart has just installed a new SharePoint server for you and your colleagues to
instructor activity that collaborate on projects. You want to create a new project plan that you can share on SharePoint to
can be demonstrated if manage the transition to sharing your documents on SharePoint.
you have completed the
optional SharePoint
setup instructions.
1. Create a new Simple Project plan.
a) In Project, select File→New.
b) On the New page, select Simple project plan.
c) In the Simple project plan dialog box, select Create.
Verify that a new Simple project plan opens.
2. Sync to SharePoint and create a new team site.

a) Select File→Save As.
b) On the Save As page, select Sync with SharePoint.
c) In the Sync with field, select New SharePoint Site.
d) In the Site address field, enter the URL to your SharePoint site.
e) Click Save. If necessary, enter the credentials to login to your SharePoint site.
3. Update task progress on SharePoint.

a) In the browser, navigate to your new site if necessary.
b) In the navigation list, select Tasks.
c) In the Tasks list, check the check box next to Task 1 to mark it complete.
d) Select the name of Task 2 to open the task.
e) On the Task 2 page, on the ribbon, select Edit Item.
f) In the Assigned To field, enter your name as it appears in your credentials for the SharePoint site.
g) In the % Complete field, enter 50.
h) Select Save.
4. Sync with SharePoint.

a) On the taskbar, select Project 2016.
b) Select File→Info.
Verify that the Save and Sync Your Project group displays the last saved time and the URL to your
SharePoint site.
c) Select Save.
Once the Sync with SharePoint status dialog box finishes, verify that the updates you made to the
tasks on SharePoint are now reflected in the Gantt Chart view.
5. Close the project plan.

a) Select File→Close.

TOPIC C
Update Work
Many project tasks require the effort of multiple resources and resources that aren't always available
for the project full time. In these cases, you'll need to track the progress of the overall task, and also
the contribution of the various resources. Fortunately, Project 2016 enables you to focus on the fine
details within a task so that you can better manage overall progress and resource allocation. In this
topic, you will update task progress to reflect work completed and revise work needed.
Actual Work
In addition to tracking the progress of tasks as a percentage and recording the actual start and finish
dates, you can track the actual work performed on a task. Actual work refers to the amount of work
that has already been completed by resources assigned to tasks. For example, a resource working Make sure the students
part-time on a task may complete 20 hours of work on that task during the status week. Project uses understand the
actual work to calculate the real costs of the task. difference between
duration and work.
The Actual Work Field

The Actual Work field tracks all the work completed to date for a task by the assigned resources. You
can add the Actual Work field to a task or resource sheet so that you can review and compare
actual work values against baseline work values. You can also use the field to filter a task or resource The Actual Work Field
sheet, or to manually enter actual work information. If you enter a value in a task’s Actual Work
field, Project divides the value among the resources assigned to that task.
Figure 1-6: You can add the Actual Work field to the Task Entry table.
Overtime Work
Overtime work is work scheduled to take place beyond the regular working hours of a resource.
Assigning overtime to a resource does not change the original amount of work on the task and does
not necessarily affect the duration; overtime work is recorded separately for each task. When you
enter overtime work for a resource, the cost for that portion of the work is calculated based on the
overtime rate for the resource.
Lesson 1: Executing a Project | Topic C

The Work Table

The Work table contains the work fields that you need to update to reflect work completed on task
assignments. You can use this table to update Actual Work and Remaining Work. You can also
The Work Table
add the Overtime Work field to this table.
You may want to

demonstrate how to add
the Overtime Work
column to the Work
table.
Figure 1-7: Update work fields in the Work table.
job aids on How to Update Work.

ACTIVITY 1-3
Updating Work
Before You Begin

The My_Woods_3BR_Home_Project_Execute.mpp project plan file is open.
Scenario
To make sure that your project plan accurately reflects the work performed, you need to make a
small change to the work on the Sort Debris task because your volunteers put in an additional 4
hours (1 hour each). You also want to make sure that the permit tasks do not show any work since
you are not tracking work for them.
1. Update the Actual Work on the Sort Debris task.

a) Right-click the Table selection button, and then select Work.
b) In the Work table, in the row for Task 7 (Sort Debris), select the Actual Work field, and increase the
value from 96 hrs to 100 hrs.
c)
Note: After updating fields, click outside the field to see the updated results.
In the same row, in the Remaining Work field, increase the value to 192 hrs.
2. Set the Actual Work for the permit tasks to zero.

a) In the Work table, select Task 11 (Secure foundation permit).
b) On the ribbon, select Task→Properties→Details to display the Details pane.
c) In the Details pane, select the Actual radio button.
d) In the General contractor resource row, in the Work field, enter 0h, and then select OK.
e) Click Next to proceed to the next task.
f)
Repeat steps d through e to update the Actual Work field for Tasks 12 through 16.
g) Select Task→Properties→Details to close the Details pane.
Inform the students that
3. Save your changes to My_Woods_3BR_Home_Project_Execute.mpp. you can't multi-select
a) On the Quick Launch bar, select Save. tasks in the details pane.

TOPIC D
Update Costs
In addition to using Work to calculate the costs in a project plan, Project also tracks materials and
other costs accrued during the project execution. To make sure these costs are calculated correctly,
you need to update the project plan with the actual costs as they are incurred. In this topic, you will
update cost information in a task.
The Cost Table

The Cost table enables you to enter fixed costs for tasks or resources. You can update the fixed cost
and set the accrual method that Project uses to distribute the cost across the duration of the project
The Cost Table
schedule.
Figure 1-8: Enter actual costs in the Cost table.
The Assignment Information Tracking Tab

You can enter actual costs for materials and cost resources in the Assignment Information dialog
box's Tracking tab. The tab enables you to update the Actual cost field for an assignment between
The Assignment
a task and a resource.
Information Tracking
Tab
Lesson 1: Executing a Project | Topic D

Ask the students to

explain what an
assignment is (links a
task and resource).
Figure 1-9: Update costs for an assignment in the Assignment Information Tracking tab.
Updating Material Costs

When you open the Assignment Information dialog box for an assignment between a task and a
material resource, the Work fields are expressed in the material's units instead of units of time. For
example, if you have a material resource called "wood siding" and it is purchased in "square feet," Updating Material Costs
the Work fields will show the number of square feet estimated, actual, and remaining to complete
the task. To update the amount of materials used, enter the actual amount of units used in the
Actual Work field.
Updating Cost Resources

To update the Actual Cost for a cost resource, you simply update the Cost field for the assignment
in the Task Usage table. Project automatically calculates the Actual Cost by default. Since the
original planned cost was saved when creating a baseline, you can still monitor progress against the Explain that cost
plan. However, if you want more control over how Project calculates Actual Cost, you can modify resources accrue as a
the default settings for the project in the Options dialog box for the project plan. task completes by
default.
job aids on How to Update Costs.

ACTIVITY 1-4
Updating Costs
Before You Begin

The My_Woods_3BR_Home_Project_Execute.mpp project plan file is open.
Scenario
To make sure that your project plan accurately reflects the costs accrued, you need to make changes
to the Place Containers and Sort Debris task because you ended up using three containers instead
of two. You also need to update the actual waste dump fee to 30 tons to reflect the new amount.
1. Update the Place Containers cost.

a) Right-click the Table selection button, and then select Cost.
b) In the Cost table, in the row for Task 6 (Place Containers), select the Actual field, and increase the
value from $40.00 to $60.00.
2. Update the Sort Debris task.

a) In the Cost table, select Task 7 (Sort Debris).
b) On the ribbon, select Task→Properties→Details to display the Details pane.
c) In the Details pane, uncheck the Effort driven check box.
d) Select the Actual radio button.
Explain that unchecking e) In the row for the Container resource, increase the Units field to 300% and the Work field to 108h.
Effort driven will enable f) Select OK.
modifying the work
values without changing 3. Update the Haul Waste task.
the duration of the task.
a) In the Work table, select Task 9 (Haul Waste).
b) In the Details pane, in the Waste Dump Fee resource row, increase the Work field to 30 ton.
c) Click OK.
d) Select Task→Properties→Details to close the Details pane.
4. Save your changes to My_Woods_3BR_Home_Project_Execute.mpp and then close the file.

a) On the Quick Launch bar, select Save.
b) Select File→Close.

Summary
In this lesson, you updated task progress in a number of ways. You also updated work and costs
associated with resource assignments.
Which ribbon commands of the Task tab are you most likely to use during your next project to update task
progress?
Encourage students to
A: Answers will vary, but might include Mark on Track, 100 %, or Update Task Progress. use the social
networking tools
What is an advantage of updating assignment work and costs in the project plan?
provided on the CHOICE
A: Answers will vary, but may include making sure that the project is staying under budget and preventing Course screen to follow
overallocation of resources. up with their peers after
the course is completed
Note: Check your CHOICE Course screen for opportunities to interact with your classmates, for further discussion
peers, and the larger CHOICE online community about the topics covered in this course or and resources to support
other topics you are interested in. From the Course screen you can also access available continued learning.
resources for a more continuous learning experience.
Lesson 1: Executing a Project |

2 Monitoring Project
Progress
Lesson Time: 1 hour, 45 minutes
Lesson Objectives
In this lesson, you will monitor project progress in the project plan. You will:
• View project progress using project plan views.
• Add custom fields to a project plan.
• Create customized project plan views.
• Create a network diagram to analyze tasks.
• Analyze the progress of a project plan.
Lesson Introduction
As you update task progress and actual work and cost data, Microsoft® Project 2016 gives
you many options for monitoring and analyzing progress against the project plan. By
carefully tracking and monitoring performance information and using the tools and
techniques to analyze this data, you will be able to identify possible risks to your project and
respond to them appropriately. You also lay the foundation for communicating
performance measurements to the project team and stakeholders.
TOPIC A
View Project Progress
So far, you may have only worked with a few of the views that are available in Microsoft® Project
2016. There is much more project information you can see with views, and views can be customized
to meet your needs. In this topic, you will explore the many views accessible through the View Bar,
and several commands on the View tab of the ribbon that can be used to review the project plan's
progress.
Views
Views in Microsoft Project provide a visual representation of project data that is useful in tracking
your project. You can use a variety of views to focus on specific aspects of your project. Views
typically contain a combination of two or more tables and charts. For example, you can have a view
that helps you track the progress, or a view that shows you how your team resources are being used.
Default Views
By default, the View Bar displays the views that Project 2016 considers to be the most commonly
used. Here is a table of those views and what they show. These views are in the order that they
Ask students which of appear on the View Bar.
these views they have
used. Focus on the View Description Use To
common views and let
the students know they
Calendar Shows the project schedule in calendar See which tasks are scheduled for a
can use this information format. You can view tasks by month, particular day or week.
as reference. week, or by a custom time period.
Gantt Chart Shows project tasks in two ways: as a list, See a list of tasks and a graphical
and as bars plotted against the project depiction of when they are
timeline. This is the default view. scheduled to occur.
Network Shows the dependencies between tasks. See a graphical depiction of how
Diagram tasks are sequenced.
Task Form Shows information about each task, one Work on one task at a time
task per screen. without using the Task
Information dialog box.
Task Sheet Shows all of the project tasks as a list. It is See a list of tasks.
similar to the Gantt Chart without
depicting the tasks as bars plotted against
the project timeline.
Task Usage Shows how many hours each task or See the number of hours a task or
assigned resource is scheduled to use per its assigned resources will use in
unit of time shown in the timeline. total or for a unit of time.
Timeline Shows only those tasks you wish to see See key tasks in a time plot.
plotted against the project timeline. This is
the same view that is shown by default in
the pane above the main view.
Tracking Gantt Shows baseline and scheduled Gantt bars Compare the baseline schedule
for each task. with the actual schedule.
Lesson 2: Monitoring Project Progress | Topic A

View Description Use To

Resource Form Shows information about each resource, Work on one resource at a time
one resource per screen. without using the Resource
Resource Shows what percentage of each resource is See when each resource is
Graph being used per unit of time shown in the allocated and overallocated.
timeline, one resource per screen.
Overallocated resources appear in red.
Resource Sheet Shows all of the project resources as a list. See a list of all project resources
You are already familiar with this view. and detailed information about
each one.
Resource Shows as a table all of the resources, which See a list of all resources and the
Usage tasks each resource is assigned, and how tasks to which each resource is
many hours each task is scheduled to take assigned.
per unit of time shown in the timeline.
Team Planner Shows in a graph all the resources and the See a graphical depiction of each
tasks to which each resource is assigned per resource, the tasks to which each is
unit of time shown in the timeline. assigned, and when each resource
Overallocated resources appear in red. You will work on its assigned tasks.
should already be familiar with this view.
The More Views Dialog Box

In addition to the 13 views shown on the View Bar, there are 14 others from which you can
choose. You can access the More Views dialog box by selecting More Views at the bottom of the
View Bar or any of the Other Views commands. Here is a table of those views and what they The More Views Dialog
show. Box
Bar Rollup Shows only summary tasks. See a high-level summary of a The New, Edit, Copy,
complex project plan. and Organizer buttons in
the More Views dialog
Descriptive Shows more information for each node Review or prepare to print a box will be discussed in
Network than in the regular network diagram. detailed network diagram. the next topic.
Diagram
Detail Gantt Shows more information about each task Review or prepare to print a
bar than in the regular Gantt Chart, detailed Gantt Chart.
including the critical path.
Gantt with Shows the Timeline view in the upper Compare the high-level timeline
Timeline pane and the Gantt Chart view in the lower and the details Gantt chart.
pane.
Leveling Gantt Shows schedule delays caused by resource Identify changes made by
leveling. automatic levelling of resources.
Milestone Date Shows all tasks concisely labeled with View only milestones when
Rollup milestone marks and dates on summary preparing a status update.
Gantt bars.
Milestone Shows all tasks concisely labeled with See a high-level summary with
Rollup milestone marks on summary Gantt bars. milestones.


Multiple Shows a Gantt Chart with baselines for all Visually compare schedules
Baselines tasks displayed against the timeline. between multiple baselines.
Gantt
Relationship Shows each task, one task per screen, along Review the relationships in detail
Diagram with its predecessors and successors and the for individual tasks.
type of dependencies it has with its
predecessors and successors.
Resource This is a split view that shows the Review how resources are
Allocation Resource Usage view in the top pane. allocated to individual tasks.
When a task is selected, a Gantt Chart of
just that task is shown in the bottom pane.
Resource This view is similar to the Resource Form Prepare a report of project
Name Form view, but shows less detail about the resources.
resource.
Task Detail This view is similar to the Task Form view, Review or prepare to print details
Form but shows more detail about the task. about project tasks.
Task Entry This is a split view that shows the Gantt Modify details on tasks.
Chart view in the top pane and the Task
Form view in the bottom pane. When you
select a task in the upper pane, its
information is shown in the bottom pane.
Task Name This view is similar to the Task Form view, Prepare a report of project tasks.
Form but shows less detail about the task.
The Sort Command

You can use the Sort button to arrange the tasks or resources in a different order than they currently
appear. When you select this button, a drop-down menu will be displayed. You can choose one of
The Sort Command
the pre-defined sort criteria (by Start Date, Finish Date, Cost, Priority, or ID), or you can specify
your own sort criteria.
If you choose to specify your own sort criteria, the Sort dialog box will be displayed. You can use
the dialog box to specify up to three fields for sorting data. You can specify whether each field
should be sorted in ascending or descending order. You can also specify whether you want tasks
permanently renumbered and whether you want to keep the outline structure.

Figure 2-1: The Sort dialog box enables you to customize how a table is sorted.
Selecting Sort sets the sort parameters you changed and closes the dialog box. Cancel closes the
dialog box without setting the sort parameters you changed. Reset returns the sort parameters to
their default state.
Note: You can also sort views by selecting the drop-down arrow adjacent to a column header in
the view. You can choose to sort the column in ascending or descending order.
The Outline Command

You can use the Outline button to specify how much detail about the project is shown. This is
helpful when your project has summary tasks and subtasks (perhaps several levels for complex
projects). When you select this button, Project displays a drop-down menu: The Outline Command
• Selecting the Show Subtasks option displays all the subtasks under the currently selected task.
• Selecting the Hide Subtasks option hides all the subtasks under the currently selected task.
• Selecting the All Subtasks option displays all of the subtasks in the entire project.
• Selecting the Level 1 though Level 9 options displays tasks at the selected level of indentation.

Figure 2-2: Use the Outline button to hide or show levels of tasks.
The Tables Command

You can use the Tables button to display different sets of fields in the current view. When you
select this button, Project display a drop-down menu of available tables.
The Table Command
Demonstrate how to
change tables in a view.
Figure 2-3: The Tables button enables you to switch tables in a view.
The Entry table is the default configuration for many views. There are several other built-in tables
you can choose from this menu, or you can see additional tables by selecting the More Tables
option. This table explains the use of each of the other primary built-in tables.

Table Use to View
Cost Cost information about project tasks—including baseline, actual, and

variance.
Hyperlink Links to additional task information on a computer, network, or web page.
Schedule Schedule information about project tasks—including start dates, finish dates,
free slack, and total slack.
Summary Basic project information—including task duration, start and finish dates,
percent completed, cost, and work.
Tracking Actual task information rather than planned task information.
Usage Task work, duration, and start and finish dates.
Variance The difference between baseline and actual dates.
Work The difference between baseline and actual work, as well as work remaining.
Tables are not just for viewing project information. You can also use tables to edit existing
information or add new information.
You can customize the selected table for your needs (for example, by adding and subtracting
columns). You can also use the Tables menu to reset a customized table to its default configuration
or save it as a new table.
The Highlight Command

You can use the Highlight command to focus on items in the current view that meet specific
criteria. When you select this field, Project displays a drop-down menu of highlight criteria.
The Highlight Command
Figure 2-4: Highlighting fields based on criteria enables you to quickly identify areas of concern.
There are several built-in highlight criteria you can choose from this menu, or you can choose other
criteria by selecting the More Highlight Filters option. Selecting the Clear Highlight option will

remove highlighting from the current view. If you select the New Highlight Filter option, you can
create a custom highlight filter.
The Filter Command

You can use the Filter command to show only items in the current view that meet specific criteria.
When you select this field, Project displays a drop-down of filter criteria.
The Filter Command
Figure 2-5: Filtering enables you to customize which items are shown in a view.
There are several built-in filter criteria you can choose from this menu, or you can choose other
criteria by selecting the More Filters option. Selecting the Clear Filter option will remove filtering
from the current view. If you select the New Filter option, you can create a custom filter. Selecting
the Display AutoFilter option toggles off and on the ability to apply sorting, filtering, and grouping
by selecting the drop-down arrow adjacent to a column header in the view. Selecting the Show
Related Summary Rows option toggles off and on the display of summary tasks containing
subtasks that meet the filtering criteria.
Note: If Display AutoFilter is toggled on, you can also filter views by selecting the drop-down
arrow adjacent to a column header in the view.
The Group Command

You can use the Group command to group like items together in the current view based on criteria.
When you select this command, Project displays a drop-down list of criteria.
The Group Command

Figure 2-6: Group criteria give you different ways to summarize like items.
There are several built-in group criteria you can choose from this menu, or you can choose other
criteria by selecting More Groups. Selecting Clear Group removes grouping from the current view.
If you select New Group by, you can create a custom grouping.
The Timescale Dialog Box

The Timescale dialog box enables you to customize your project view by formatting the timescale
to suit your preferences. When you customize the timescale, you change the increments of time that
are displayed. The timescale can represent time from minutes to years. There are three tiers in the The Timescale Dialog
timescale: Top Tier, Middle Tier, and Bottom Tier. By default, the timescale displays two tiers, Box
but you can choose to display One tier (Middle), Two tiers (Middle, Bottom), or Three tiers
(Top, Middle, Bottom).
By default, only the middle and bottom tiers are active, with the top tier showing the date at the start
of each week, and the bottom tier showing the days of the week. You can change these increments
by using the Timescale dialog box. You can also change the labels and the alignment for the
timescale.

Figure 2-7: The Timescale dialog box enables you to format the time periods for time-based
views.
job aids on How to View Project Progress.

ACTIVITY 2-1
Viewing Project Progress
Data File
C:\091063Data\Monitoring Project Progress\Woods_3BR_Home_Project_Monitoring.mpp
Before You Begin

Microsoft Project Professional 2016 is open.
Scenario
You have now been executing the project for a few months and recording task progress. As a
project manager, you would like to sort the tasks by start date so that you can monitor which tasks
are starting soon. You would also like to group the tasks by resource so that you can easily identify
which tasks a resource is working on when you communicate with them to gather status. You decide
to use the view commands to make these changes.
1. Open C:\091063Data\Monitoring Project Progress\Woods_3BR_Home_Project_Monitoring.mpp.
2. Make sure you are viewing the Gantt Chart.
3. Use the Sort command to sort the tasks by Start.

a) Select the View tab on the ribbon.
b) In the Data command group, select the Sort button.
c) In the Sort by drop-down list, select the by Start Date option.
Notice that the Gantt Chart and Task Entry Table are now sorted by Start Date.
4. Use the Group by command.

a) On the Quick Access Toolbar, select the Undo button to return the Gantt Chart to its original state.
b) Select View→Data→Group by→Resource.
Notice that the tasks in the Gantt Chart are now grouped by milestones and non-milestones.
5. On the Quick Access Toolbar, select the Undo button to return the Gantt Chart to its original state.
Remind the students to
6. Save the file in C:\091063Data\Monitoring Project Progress as
use the zoom and scroll
My_Woods_3BR_Home_Project_Monitoring.mpp and leave it open for the next activity.
controls to view the
results.

TOPIC B
Add Custom Fields
Microsoft Project Professional 2016 comes packed with hundreds of fields for capturing
information about project tasks and resources. However, there may be situations in which you need
additional or different data fields than those provided; for example, if your organization needs to
track vendor categories on resources or uses a custom formula to calculate estimated cost. In this
topic, you'll see how to add custom fields to a project.
Custom Fields
Custom fields are data fields that you can configure for your unique project or organizational needs.
Dozens of these custom fields already exist as placeholders in Project 2016, ready for you to use.
Ask students to offer There are several ways to use custom fields. You can:
some examples of
custom fields they might
• Insert data that is important to your organization.
need to create and use. • Write formulas that will perform calculations.
• Add lookup tables to make data entry more accurate.
• Build graphical indicators to call attention to important items.
• Create hierarchical coding structures.
When you create a custom field, you need to specify the appropriate data type. Text is the default
data type, but you can also select Cost, Date, Duration, Number, and other options. When you
create a custom text field, you can create a simple text field that accepts any text, such as notes and
reminders to yourself, or you can create or import a lookup table so that your custom text field is
populated with predefined options. Creating a custom field makes it available for use in Project, but
it will not appear in any table, views, or reports until you add it.
The Custom Fields Dialog Box

The Custom Fields dialog box enables you to customize the built-in custom fields to suit your
needs.
The Custom Fields
Dialog Box
Lesson 2: Monitoring Project Progress | Topic B

Figure 2-8: Modify custom fields using the Custom Fields dialog box.
The Custom Fields dialog box gives you many options for configuring custom fields.
Section of Options and Functions

Dialog Box
Field Select the Task option to customize a task field. Select the Resource option to
customize a resource field.
Regardless of whether you want to customize a task or resource field, from the
Type drop-down list, select the type of field (Cost, Date, Duration, Finish,
Flag, Number, Start, Text or Outline Code) you want to customize. A fixed
number of each type of field is assigned to both tasks and resources. For example,
30 customizable text fields are set aside for tasks, and 30 customizable text fields
are set aside for resources. Similarly, 10 customizable cost fields are set aside for
tasks, and 10 customizable cost fields are set aside for resources.
Select Rename to rename fields from their default names to something more
descriptive of their functions.
Select Delete to remove a customized field. When you do this, you are actually
returning the field to its pre-customized state.
Custom Select the Lookup option to create a lookup table. A lookup table is useful when
attributes you want to be able to populate a field by selecting a value from a drop-down list.
For example, you might create a lookup table called Priority Code with the values
High, Medium, and Low. When you select the Lookup button, an Edit
Lookup Table dialog box will be displayed where you can enter the data for your
lookup table and set parameters for the table.
Select the Formula option to create a formula field. A formula is useful when you
want Project 2016 to perform a calculation for you. When you select the Formula
button, the Formula dialog box will be displayed for you to compile your Let the class know that
formula. lookup tables will be
discussed later in this
topic.

Section of Options and Functions

Dialog Box
Calculation Select the Rollup option and select a rollup option from the drop-down list to
for task and customize how Project 2016 calculates task and group summary rows. In project
group management, to rollup means to include lower-level project information at higher
summary levels of the project.
rows
Select the Use formula option if you want to use the formula field you created
for the rollup calculation.
Calculation Select the Roll down unless manually entered option if you want the values of
for the customized field to be spread evenly across each assignment.
assignment
rows
Values to Select the Data option to see the actual information entered into a field.
display
Select the Graphical Indicators option and then select the Graphical
Indicators button to apply graphical indicators to your custom field. When you
select the Graphical Indicators button, the Graphical Indicators dialog box
will be displayed, where you can select criteria for what to display and when.
Caution: Be careful with the Delete option because deleting a customized field will also delete
any project data entered into the custom field.
Field Lookup Tables

A field lookup table is a set of predefined values that you create or import. A field is populated with
the values in a lookup table so that you can select only those predefined values; any attempt to enter
Field Lookup Tables
values other than those defined in the lookup table returns an error. This kind of field ensures data
integrity.
For example, when you fill out your mailing address in an online form , you may choose from a list
Ask the students to
of states or provinces. The values that are available for you to choose from are stored in a lookup
name some types of table. You can use the same method to prepopulate a list of values in a field in Project 2016.
fields that would benefit
from lookup tables.
Figure 2-9: Keep values in a custom field uniform by using a field lookup table.

The Edit Lookup Table Dialog Box

When you select the Lookup button in the Custom Fields dialog box, the Edit Lookup Table
dialog box will open. Use this dialog box to enter the data for your lookup table and set parameters
for it. There are several options you can specify for a lookup table. These include selecting a value The Edit Lookup Table
from the table as the default entry value, sorting the values in different ways, and allowing values not Dialog Box
listed in the table to be entered.
Figure 2-10: The Edit Lookup Table dialog box enables you to specify values to pick from for a
field.
Custom Field Formulas

Formulas are scripts that generate values by calculating the values in other fields. In other words,
formulas enable you to work with existing values to create new values that are important to you. For
example, you can create a custom field that displays the number of days remaining, from the current Custom Field Formulas
date, until each task is scheduled to start. This value would be derived by calculating the value in
each task’s start date field against the current date. Make sure when you create a customer for a
formula that you choose the field type that matches the result of your formula. For example, if you
are calculating the number of days between two dates, the result will be a number, not a date, so you Inform the students that
would choose a number field type. scripting instruction is
beyond the scope of this
course.

Figure 2-11: You can use a formula to have Project calculate the value of a field.
Note: You’ll need to be familiar with scripting syntax to write formulas in Project, but the
buttons and options in the Formula dialog box can help you build the expressions.
The Formula Dialog Box

The Formula dialog box enables you to enter or build a formula for calculating custom values in a
field. There are three methods for entering a formula in the Formula dialog box. You can:
The Formula Dialog Box • Type the formula.
• Construct the formula using the field, function, and operator controls provided.
• Import the formula from another Project file.
Figure 2-12: Enter a formula for a field in the Formula dialog box.
The Graphical Indicators Dialog Box

The Graphical Indicators dialog box enables you to set up custom visual cues that are based on
criteria that you define. For example, you can create a custom field named “Cost Alert” that displays
The Graphical Indicators
a warning icon if a task has a scheduled cost that’s greater than its baseline cost.
Dialog Box
Ask the students if they

would like to create a
dashboard with stop
lights for status.

Figure 2-13: Create custom visual alerts in the Graphical Indicators dialog box.
job aids on How to Add Custom Fields.

ACTIVITY 2-2
Adding Custom Fields
Before You Begin

The My_Woods_3BR_Home_Project_Monitoring.mpp project plan file is open.
Scenario
You have hired contract resources for the construction project. One of the grants your organization
was awarded requires that a certain percentage of contractors meet one or more specific criteria.
You want to add a custom lookup table to your project plan so that you can easily capture this
information about each contractor. Since you are creating a custom field, you also decide to add a
formula field so that you can determine the number of days between the current date and the finish
date for each task in your schedule.
1. Rename the Resources Text1 field to Grant Criteria

a) Select Project→Properties→Custom Fields
b) In the Custom Fields dialog box, select the Resource radio button.
c) In the Type drop-down list, make sure Text is selected.
d) In the Field section, make sure Text1 is selected.
e) Select Rename.
f) In the Rename Field dialog box, type Grant Criteria as the new name for the field.
g) Select OK to close the Rename Field dialog box.
2. Make the Grant Criteria custom field into a lookup table.

a) In the Custom Fields dialog box, select the Resource option and make sure the Grant Criteria
(Text1) custom field is selected.
b) In the Custom attributes section, select the Lookup button.
c) In the Edit Lookup Table for Grant Criteria dialog box, select the first cell of the Value column and
type W
d) Select the first cell of the Description column and type Women Owned
e) Select the second cell of the Value column and type M
f) Select the second cell of the Description column and type Minority Owned
g) Select the third cell of the Value column and type V
h) Select the third cell of the Description column and type Veteran Owned
i) Select the fourth cell of the Value column and type >1

j) Select the fourth cell of the Description column and type More Than One
k) Select Close to close the Edit Lookup Table for Grant Criteria dialog box.
3. Add a graphical indicator to the Grant Criteria custom field.

a) In the Custom Fields dialog box, select the Resource option and make sure the Grant Criteria
(Text1) custom field is selected.
b) In the Values to display section, select the Graphical Indicators button.
c) In the Graphical Indicators dialog box, select the first cell of the Test for 'Grant Criteria' column and
select equals from the drop-down list.
d) Select the first cell of the Value(s) column and type W
e) Select the first cell of the Image column and select the first half-filled circle from the drop-down list.
f) Select the second cell of the Test for 'Grant Criteria' column and select equals from the drop-down
list.
g) Select the second cell of the Value(s) column and type M
h) Select the second cell of the Image column and select the second half-filled circle from the drop-
down list.
i) Select the third cell of the Test for 'Grant Criteria' column and select equals from the drop-down list.
j) Select the third cell of the Value(s) column and type V
k) Select the third cell of the Image column and select the third half-filled circle from the drop-down list.
l) Select the fourth cell of the Test for 'Grant Criteria' column and select equals from the drop-down
list.

m) Select the fourth cell of the Value(s) column and type >1
n) Select the fourth cell of the Image column and select a solid circle from the drop-down list.
o) Select OK to close the Graphical Indicators dialog box.

p) Verify that, in the Values to display section, the Graphical Indicators radio button is now selected.
Note: Once you select the Graphical Indicators button and configure the
graphical indicators, the Graphical Indicators radio button is automatically
selected in the Custom Fields dialog box.
q) Select OK to close the Custom Fields dialog box.
4. Create a custom formula field.

a) Select Project→Properties→Custom Fields.
b) If necessary, select the Task radio button. In the Type drop-down list, select Number.
c) Rename the Number1 field to Days Left and select OK.
d) Select the Formula button.
e) In the Formula dialog box, select the Function button, choose Date / Time from the drop-down list,
and select DateDiff.
f) In the formula, select interval with the mouse pointer. Replace it by typing "d" (with quotation marks)
for day.
g) In the formula, select date1 with the mouse pointer. Replace it by selecting the Function button,
choosing Date / Time from the drop-down list, and selecting Now().
h) In the formula, select date2 with the mouse pointer. Replace it by selecting the Field button,
choosing Date from the drop-down list, and selecting Finish.

i) In the formula, highlight firstdayofweek, firstweekofyear and delete the text by pressing the Delete
key. If necessary, delete all extraneous spaces and the comma in the formula.
j) Select OK to close the Formula dialog box.

k) If necessary, in the Microsoft Project dialog box about replacing all the data in the Days Left field,
select OK.
l) Select OK to close the Custom Fields dialog box.
5. Verify that the View Bar is visible on the left side of the Project 2016 interface.
6. Add a Grant Criteria column to the Resource Sheet.

a) Find and select the Resource Sheet button on the View Bar.
Note: You may need to select the down arrow at the bottom of the View Bar to
find the Resource Sheet button.
b) In the Resource Sheet view, select the Material column.
c) Right-click and select Insert Column.
d) In the Type Column Name field, type Grant Criteria and press Enter.
Verify that the view contains a new column titled Grant Criteria.
Note: If you select a cell in the Grant Criteria column, select the down arrow,
and select an option. Project 2016 will convert your choice into the
corresponding graphical indicator.
7. Add a Days Left column to the Gantt Chart.

a) Select the Gantt Chart button on the View Bar.

b) In the Gantt Chart view, select the Predecessors column.
c) Right-click and select Insert Column.
d) In the Type Column Name field, type Days Left and press Enter.
Verify that the view contains a new column titled Days Left.
Note: To see values in this column, you may need to expand subtasks and
scroll vertically. The values may be rather large because the formula uses
your computer's current date as the Now value for the calculation.
8. Save the file.

TOPIC C
Create Custom Views
Even though Project 2016 provides you with 27 built-in views, you may need to build your own to
show the information you want about your project. In this topic, you will create custom views.
New Views
Project provides several views, but you can also create your own custom views, which you can
quickly access from the View bar or a view button. For example, when looking at tasks in Network
Diagram view, you might want to see resource names and the percent complete in the nodes; these New Views
two data points are not part of the default Network Diagram view, but you can add them to a
custom view. You can also create combination views for when you want to see information from
two views simultaneously. You can begin to create a new view by selecting New in the More Views
dialog box.
Figure 2-14: Use the New button in the More Views dialog box to create a new view.
The Define New View Dialog Box

The Define New View dialog box will be displayed. You have the option of creating a Single view
or a Combination view.
The Define New View
Dialog Box
Figure 2-15: Define New View dialog box.
Select Single view if you only want to see project information in a single pane. Select Combination
view if you want to see overall project information in one pane and details about selected items in
another pane.
Lesson 2: Monitoring Project Progress | Topic C

Single View
If you select Single view, a View Definition dialog box will be displayed.
Single View
Figure 2-16: View Definition dialog box for a new single view.
Use the View Definition dialog box to configure the view:

• Specify a Name for the new view.
• Select a Screen (a previously existing view) upon which the new view will be based.
• Select a Table that will be applied to the new view.
• Select a Group that will be applied to the new view.
• Select a Filter that will be applied to the new view.
• Choose whether to add highlighting for the filter in the new view.
• Choose whether to show the new view in the menu.
Note: The Screen you choose as the basis for your new view may constrain your choices in the
Table, Group, and Filter fields. You may need to make a selection in each field to close the
dialog box, or you may not be able to make selections in some fields.
Combination View
While managing and tracking a project, you might want to view different aspects of it at the same
time. For example, you might want to view the Gantt view and the Task Details form
Combination View
simultaneously. You can do this by creating a combination view. A combination view is a custom
split-pane view. If you select Combination view, a different View Definition dialog box will be
displayed.

Figure 2-17: Create a new combination view to add the details pane to a view.
In this View Definition dialog box, you have different options to configure the view:
• Specify a Name for the new view.
• Select a Primary View to include in the main pane of the new view.
• Select a second view to include in the Details Pane of the new view.
• Choose whether to show the new view in the menu.
The Edit Button

In many cases, you may find that editing a built-in view is more efficient than creating a new view.
You can edit a built-in view (or a custom view) by selecting Edit in the More Views dialog box.
The Edit Button
Figure 2-18: Edit button in the More Views dialog box.
Selecting Edit will open a View Definition dialog box similar to one for new views.
The Copy Button

If you want to edit a built-in view, it's a good idea to make a copy of it first so that the original view
is unchanged. You can copy a built-in view (or a new view) by selecting Copy in the More Views
dialog box. Copy Views

Figure 2-19: Copy button in the More Views dialog box.
Selecting Copy will open a View Definition dialog box similar to one for new views.
Note: To further explore customizing Project 2016 views, you can access the LearnTO
Customize Views presentation from the LearnTO tile on the CHOICE Course screen.
You may want to show
LearnTO Customize
Views from the CHOICE
Course screen or have The Global Template
students navigate out to
the Course screen and The Global template is a collection of default settings, such as views, tables, macros, and custom fields,
watch it themselves as a that are available to all projects on your system. These settings exist within a special project on your
supplement to your computer (Global.MPT) and are used in all of your projects. You can modify the settings used in the
instruction. If not, please Global template to provide new and updated project standards across your projects.
remind students to visit
the LearnTOs for this
course on their CHOICE The Organizer
Course screen after
class for supplemental The Organizer is a tool you can use to copy reports, calendars, and other elements to other projects,
information and or to the Global template (Global.MPT). Copying an element to the Global template makes it
additional resources. available to all your projects. However, you may not need to use the Organizer to accomplish what
you want. In fact, Project’s default behavior is to automatically copy all new views and related
elements you create to the Global template. If you have unchecked the setting and want to copy
Ask students if they are selected elements to the Global template, or if you want to copy an element from one project to
familiar with the default another, you’ll need to use the Organizer. The Organizer can also copy custom text styles to other
templates in other Office projects or to the Global template.
programs such as Word
and Excel.
The Organizer

Figure 2-20: Use the Organizer to copy custom elements to the Global template or between
project files.
job aids on How to Create a Custom View.

ACTIVITY 2-3
Creating Custom Views
Before You Begin

C:\091063Data\Monitoring Project Progress\My_Woods_3BR_Home_Project_Monitoring.mpp is
open.
Scenario
It is now six months into implementation of the construction project. Overall, the project is on
schedule and within budget. About a third of the tasks have been completed. You would like to see
a list of pending tasks without the completed tasks. You would also like to see the same view with
the details for a single selected task so that you can quickly make updates if needed. You decide to
create a new single view and a new combination view.
1. Create a new single view.

a) Scroll down to the bottom of the View Bar.
b) Select the More Views button.
c) In the More Views dialog box, select New.
d) In the Define New View dialog box, select Single view and select OK.
e) In the View Definition dialog box, in the Name field, type My Incomplete Tasks
f) In the Screen field, verify that Gantt Chart is selected from the drop-down list.
g) In the Table field, from the drop-down list, select Entry.
h) In the Group field, from the drop-down list, select No Group.
i) In the Filter field, from the drop-down list, select Incomplete Tasks.
j) Verify that the Highlight filter check box is unchecked.
k) Verify that the Show in menu check box is checked.
l) Select OK to close the View Definition dialog box.

m) Select Apply to close the More Views dialog box.
Notice that your new view is displayed, showing only uncompleted tasks.
2. Create a new combination view.

a) Scroll down to the bottom of the View Bar.

b) Select the More Views button.

c) In the More Views dialog box, select New.
d) In the Define New View dialog box, select Combination view and select OK.
e) In the View Definition dialog box, in the Name field, type My Detailed Incomplete Tasks
f) In the Primary View field, from the drop-down list, select My Incomplete Tasks.
g) In the Details Pane field, rom the drop-down list, select Task Details Formf.
h) Verify that the Show in menu check box is checked.
i) Select OK to close the View Definition dialog box.

j) Ensure that the My Detailed Incomplete Tasks view is selected, and then select Apply to apply the
view and close the More Views dialog box.
k) Notice that your new view is displayed, showing only incomplete tasks. Also notice that, when you
select a task in the top pane, its details appear in the bottom pane.
3. Save the file.

TOPIC D
Create a Network Diagram
Up to now, you have mainly looked at projects though the lens of the Gantt Chart—which is the
most well-known way to illustrate project information. However, every project manager should be
familiar with another important method for illustrating project information: the network diagram,
which gives you a visual logical map of how the project tasks relate to each other. This visual
diagram can help you see which tasks are most important and how the interdependencies work
together. It is also a great tool for communicating the project plan with your team. In this topic, you
will explore network diagramming.
Network Diagrams
Network diagramming (also called Precedence Diagramming Method or PDM) is a method for
illustrating project information that emphasizes task sequencing and dependencies among tasks. In
Network Diagrams
this methodology, tasks are depicted as boxes (known as nodes), and dependencies are depicted as
arrows connecting the nodes.
Figure 2-21: A network diagram is another way to view project tasks.
A network diagram is especially useful when you need to pay more attention to task sequencing
rather than task scheduling.
Ask students for some Note: PDM was developed in the early 1960s by the H.B. Zachry Company in cooperation with
situations where they
IBM.
might want to use
network diagramming
rather than Gantt
charting. The Network Diagram View
Another way to monitor project progress is to use Network Diagram view. In this view, a task that
is 100% complete is crossed out (×), and tasks that are in progress have a slash (\) through them.
The Network Diagram
Whenever you add tasks to a Gantt Chart and link them together, Project 2016 creates a network
View diagram behind the scenes. To see it, select the Network Diagram button on the View Bar.
Lesson 2: Monitoring Project Progress | Topic D

Figure 2-22: View the task paths and progress in Network Diagram view.
Task Nodes
A task node is a node in the network diagram that represents a task. When you switch to the
Network Diagram view, you will see your project plan tasks depicted as nodes. You can also use
the Network Diagram view to construct your initial project plan. To start building a project plan, Task Nodes
open a blank project, select the Network Diagram view, and select the Insert Task button on the
Task tab on the ribbon. A node will appear representing the new task.
Figure 2-23: A node represents a task.
Node Task Fields

The node displays six task fields: Explain each field in the
task node.
• Name of the task, which initially will be blank or have a <New Task> placeholder. You can
type a desired task name directly into this field.
• Start date of the task, which will initially be the computer's current date.
• ID number of the task, which is automatically assigned by Project 2016.
• Finish date of the task, which will be the Start date plus the Duration.
• Duration of the task, which will initially be 1 day (estimated). You can type a different duration
directly into this field.

• Resource Names assigned to the task, which initially will be vacant. You can type resource
names directly into this field.
Milestones and Summary Nodes

In Network Diagram view, milestone nodes are shown as hexagons and summary nodes are
shown as parallelograms.
Milestones and
Summary Task Nodes
Figure 2-24: Milestone and summary task nodes are shaped differently than regular task nodes.
Paths
A path is a chain of linked tasks from a starting point to an ending point. Simple projects may have a
single path, whereas complex projects can have multiple paths that run in parallel—diverging and
Paths
converging.
Ask students for

examples of a simple
project path.
Figure 2-25: Many project plans will have multiple paths of related tasks.
job aids on How to Create a Network Diagram.

ACTIVITY 2-4
Creating a Network Diagram
Before You Begin

open.
Scenario
You would like to see how your project plan looks as a network diagram so that you can see the
different task paths and dependencies. You recently learned that a tankless high-efficiency water
heater was donated for the project, so you decide to add that task as a new network node.
1. On the View Bar, select the Network Diagram button. If necessary, select Task→Properties→Details to
close the Details pane.
2. Review the network diagram.

a) In the Network Diagram view, scroll to the upper-left corner of the large pane so that the first tasks
are visible.
b) Notice that the nodes for completed tasks appear crossed out.
c) In the status bar at the bottom of the Project window, use the Zoom control to zoom out so that you
can see the task paths.
d) Scroll right to review the task paths for your project. Zoom in as needed to read the nodes.
3. Create the Install Tankless Water Heater task node.

a) Locate the Install appliances task node.
Note: Scroll to the end of the project (bottom right). The Install appliances task
node is the fifth from the end just above and to the left of the Cleanup for
occupancy task node.
b) Click and hold the left mouse button inside the Install appliances task node.
c) Drag the mouse pointer outside the node toward the right. The mouse pointer will change
appearance.
d) Release the left mouse button.
Notice that a new rectangular node appears.
e) In the top cell of the new node, type Install Tankless Water Heater

f) Click and hold the left mouse button inside the Install Tankless Water Heater node, then drag the
mouse pointer down to the Cleanup for Occupancy node and release it to link the tasks.
4. Save the file.

Remind the students to
use the zoom and scroll
controls to view the
results.

TOPIC E
Analyze a Project Plan
Now that you have viewed the project plan in a number of ways, you are ready to apply analysis to
the progress so that you can determine if the project is on track and prepare to take any corrective
actions. Fortunately, Project provides you with a number of analysis tools to help you get the most
from your project plan. In this topic, you will analyze the progress of a project plan using various
methods.
The Project Statistics Dialog Box

The Project Statistics dialog box displays overall project statistics for start and finish dates,
duration, and cost of the current project. You can open the Project Statistics dialog box by
selecting Project→Properties→Project Information to open the Project Information dialog The Project Statistics
box, and then select the Statistics button. Dialog Box
Figure 2-26: Use the Project Statistics dialog box to review scheduled and actual start and finish
dates, durations, work, and costs.
Variance
In project management, variance is the difference between the baseline and actual performance.
Variances can occur in scope, time, and cost factors. Small variances at the task level frequently
result in large variances at the project level. Variance
Project 2016 includes a number of built-in tables that show you variance. You can access these
tables on the View tab of the ribbon, in the Data command group, in the Tables button drop-
down menu. The Cost table shows variances between planned and actual costs. The Variance table Demonstrate how to
shows variances in planned and actual dates and duration. The Work table shows variances in view variance tables.
planned and actual work. Variance can be positive (indicating that the project is exceeding the plan)
or negative (indicating that the project is under the plan).
Lesson 2: Monitoring Project Progress | Topic E

Figure 2-27: The Variance table shows how a project in execution differs from the original plan.
Slippage
Slippage is the amount of additional schedule duration caused by slipping a scheduled date. For
example, missing a milestone because a task took longer than planned may cause an additional week
Slippage
of slippage in a project plan. You can choose which baseline fields are used to calculate slippage in a
Gantt chart by using the Slippage bar styles formatting command.
Figure 2-28: Slippage is displayed in the Gantt chart as a line between the Baseline bar and the
Task bar.
The Earned Value Table

If your organization uses Earned Value Management (EVM) to measure project performance, you
can access several earned value tables on the View tab of the ribbon, in the Data command group,
Earned Value Table
in the Tables button drop-down menu. When you select this button, you will see several options. If
you select the More Tables option, the More Tables dialog box will open. In this dialog box, you
can select from three task-related earned value tables and one resource-related earned value table.
Gauge the level of depth
as appropriate for the
students in covering
EVM.

Figure 2-29: Earned Value table.
Note: You must be in a task-related view (such as Gantt Chart) to generate the three task-
related earned value tables. Similarly, you must be in a resource-related view (such as Resource
Sheet) to generate the resource-related earned value table. You may want to show
LearnTO Analyze
Earned Value from the
Note: To further explore analyzing earned value with Project 2016, you can access the LearnTO CHOICE Course screen
Analyze Earned Value presentation from the LearnTO tile on the CHOICE Course screen. or have students
navigate out to the
Course screen and
Access the Checklist tile on your CHOICE Course screen for reference information and watch it themselves as a
job aids on How to Analyze a Project Plan. supplement to your
instruction. If not, please
course on their CHOICE
Course screen after
class for supplemental
information and
additional resources.

ACTIVITY 2-5
Analyzing a Project Plan
Before You Begin

open.
Scenario
The Woods residential construction project is now three months into execution. During project
planning, you entered cost rates for each resource. As soon as the project plan was approved, you
baselined the project. Now, your project sponsor, Sylvia Deaton, has asked for some numbers for
her status report. She wants to know the percentage complete for the overall project and the values
for the project's earned value.
1. Review the Project Statistics.

a) On the ribbon, select the Project tab.
b) Select the Project Information button.
c) In the Project Information dialog box, select Statistics.
Examine the Project Statistics dialog box and locate the percentage complete for duration and work.
2. Generate an earned value table.

a) Click Close to return to the Gantt Chart view.
b) On the ribbon, select the View tab.
c) In the Data command group, select the Tables button.
d) From the drop-down menu, select the More Tables option.
e) In the More Tables dialog box, select the Task option.
f) Select Earned Value.

g) Select Apply to close the More Tables dialog box.

Examine the Earned Value table.
3. Save the file and then close it.

Summary
In this lesson, you monitored and analyzed a project plan using the various views and tables
available in Project, and explored how to customize those views for your needs. You also learned
how to work with a network diagram.
What types of custom fields might you use in your next project?
A: Answers will vary, but might include organizational categories, such as department, formulas to
use the social calculate key performance indicators, and graphical indicators to quickly identify tasks that are on
networking tools track versus off track.
Course screen to follow Which views are most helpful for monitoring project progress?
up with their peers after A: Answers will vary, but may include task usage views, tracking Gantt view, and custom views.
for further discussion Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
and resources to support peers, and the larger CHOICE online community about the topics covered in this course or
continued learning. other topics you are interested in. From the Course screen you can also access available
Lesson 2: Monitoring Project Progress |

3 Controlling a Project Plan
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will adjust the project plan to control constraints. You will:
• Edit tasks to reflect changes in the plan.
• Reschedule tasks to control the project plan.
• Update the Baseline fields and create an Interim Plan.
Lesson Introduction
Up to now, you have updated the project progress in the project and monitored progress
with various views and tables. As a project progresses, it rarely goes exactly as planned.
Controlling a project means bringing a project back on track when it is not going according
to the plan. You may need to make changes to the project plan based on performance or
unforeseen circumstances. This lesson covers the common actions that a project manager
will take to adjust a Microsoft® Project plan to bring it back on track.
TOPIC A
Edit the Task List
As a project progresses, there are often new tasks that are discovered that need to be completed
before the project can proceed. Also, there may be tasks that are no longer needed or that may be
decided to be out of scope to bring the project back on track. As a project manager, you need to
keep the project plan current so that it reflects the actual work. In this topic, you will edit tasks to
reflect changes in the plan.
Schedule Options
Before you try inserting a new task into an existing task list, it's a good idea to make sure that the
Autolink inserted or moved tasks check box is checked. When this feature is enabled, project will
Schedule Options
automatically manage the dependencies between the tasks for you. You can find this option by
selecting File on the ribbon, selecting the Options tab on the Backstage, and selecting the
Schedule tab in the Project Options dialog box.
Demonstrate how to
verify that the Autolink
inserted or moved tasks
check box is checked.
Figure 3-1: Enable the Autolink inserted or moved tasks option to make inserting and moving
tasks easier.
Remind students how to
set the New Tasks You should also make sure that the New Tasks Created option is set to Auto Scheduled by
Created option to Auto
Scheduled using the
looking at the status bar.
status bar.
Insert Tasks
Ask students for After you have verified that these options are set, go to the Gantt Chart view and select the task
examples of when they below the point where you want the new task to appear. Then, on the ribbon, select the Task tab,
might need to insert a find the Insert command group, and select the Task button. A new task will be inserted in the
task into an existing task
list.
Lesson 3: Controlling a Project Plan | Topic A

Gantt Chart just before the task you had selected. You can rename the new task in the Gantt Chart
view or in the Task Information dialog box.
If the selected task was part of a path, the new task will be automatically inserted into the path. The
selected task will become the successor of the new task, and the task that was the predecessor of the
selected task will become the predecessor of the new task.
The new task will not inherit any other characteristics of the selected task. You will need to set the
task duration, assign resources to it, and make any other adjustments needed.
Note: Be aware that inserting a new task into an existing task structure may affect the scheduling
for the entire project. Successor tasks may have to be rescheduled (automatically or manually),
and the entire project may finish later than originally planned. Inserting new tasks may also
increase the cost of the project.
Insert Task Options

There are several other ways you can use the Insert Task button while in the Gantt Chart view:
• Insert recurring tasks. For example, you might want the task Submit status to project sponsor
to occur on a certain day each month.
• Insert blank rows. For example, you might want to separate groups of related tasks with blank
rows.
• Import tasks from Outlook®. For example, you might want to convert an Outlook task into a
Microsoft® Project task.
Figure 3-2: You can use the Insert Task button options to insert different types of task rows.
Inactive Tasks
An inactive task is a task that is no longer needed, but does not affect resource availability, or the
project schedule. When you inactivate a task, the task stays in the task list, but the text is grayed out
and has a line through it. It is a good idea to inactivate tasks that are no longer needed rather than Inactive Tasks
delete them. This will ensure that your baseline and original project plan stay intact, while still
reflecting the new plan. You can mark a task as inactive in the Task Information dialog box or by
selecting Inactive in the Schedule group of the Task tab on the ribbon.

Figure 3-3: An inactive task doesn't affect the project schedule.
job aids on How to Edit the Task List.

ACTIVITY 3-1
Editing the Task List
Data Files
C:\091063Data\Controlling a Project Plan\Woods_3BR_Home_Project_Controlling.mpp
Before You Begin

Scenario
As the project progresses, you are informed that you need to add a task for installing a skylight in
the upstairs bathroom. The interior decorator has also let you know that the client has decided
against wallpaper, so you need to make that task inactive.
1. Open C:\091063Data\Controlling a Project Plan\Woods_3BR_Home_Project_Controlling.mpp.
2. Make sure the autolink option is active.

a) Select the File→Options.
b) In the Project Options dialog box, select Schedule .
c) Scroll down to the Scheduling options for this project section.
d) Verify that the Autolink inserted or moved tasks check box is checked.
e) Select OK to close the Project Options dialog box.
3. Insert a new task into the task structure.

a) Make sure you are in Gantt Chart view.

b) In the status bar, make sure the New Tasks option is set to Auto Scheduled.
c) In the Task Entry table, select row 46, Hang 1st floor exterior doors.
d) If necessary, select the Task tab on the ribbon.
e) In the Insert command group, select the Insert Task button.
f) Rename <New Task> to Install master bath skylight
g) Change the duration of the new task from 1 day? to 1 day
Notice that Project 2016 automatically inserted the new task into the existing path, making Install
felt, flashing and shingles the predecessor of the new task and Hang 1st floor exterior doors the
successor of the new task.
4. Mark a task inactive.

a) On the ribbon, select View→Zoom→Entire Project.
b) Select row 78, Hang wallpaper entry and kitchen - 1st floor.
c) Select Task→Schedule→Inactivate.
Notice that Project 2016 displays the task as inactive in the Gantt chart view.
5. Rename a task.
a) Select row 77, Paint all except entry and kitchen - 1st floor
b) Rename Paint all except entry and kitchen - 1st floor to Paint all - 1st floor
6. Save the file in C:\091063Data\Controlling a Project Plan as

My_Woods_3BR_Home_Project_Controlling.mpp

TOPIC B
Reschedule Tasks
A critical part of controlling a project plan is rescheduling tasks that have gone off track. Because
the scheduling of a task can impact the entire project plan, it is essential that you understand the
various methods of modifying a task's schedule and controlling the impacts to the overall plan. In
this topic, you will use various tools to handle rescheduling of tasks.
The Update Project Dialog Box

Rescheduling a task is often necessary when a delay occurs. Project can automatically reschedule any
remaining work based on tasks you select after a specific date. To do this, select the tasks you wish
to reschedule, and then use the Update Project command to specify the date to reschedule The Update Project
uncompleted work. For example, you may have an emergency weather delay which stops all outdoor Dialog Box
work. You can select the tasks that are affected, and then specify the date that work resumes in the
Reschedule uncompleted work to start after drop-down list. Tasks that have already been started
may be split by Project to reflect the break in work.
Ask the students to
identify some scenarios
in which they may need
to reschedule work.
Update ProjectFigure 3-4: Reschedule work for selected tasks in the Update Project dialog box.
Split Tasks
Project 2016 assumes that once an assigned resource starts a task, that person continues working on
it until it is complete. In reality, however, there may be situations when a resource needs to work on
a task in two or more chunks of time. This is called splitting a task. To manually split a task, select Split Tasks
the Task tab on the ribbon, find the Schedule command group, and select the Split Task button.
Then, in the Gantt Chart, split a task bar and drag the split piece of the task bar to a new date.
Project 2016 will connect the two halves of the split task bar with a dotted line.
Ask students for
examples of when they
might need to split a
task.
Figure 3-5: A split task reflects a break in work.
Note: Be aware that splitting a task may cause the project schedule to change.
Lesson 3: Controlling a Project Plan | Topic B

Task Inspector
As you are changing your task list, occasionally Project 2016 will underline a date in red. This
indicates that there is a scheduling conflict that needs your attention. You can use Task Inspector
Task Inspector
to help you identify and resolve the problem. Open Task Inspector by selecting the Inspect
button on the Task tab of the ribbon. If you then select the task with the conflict, Task Inspector
will show you the cause of the problem and suggest potential solutions.
Figure 3-6: Task Inspector helps identify scheduling issues and potential resolutions.
If you select the arrowhead to the right of the Inspect button, Project 2016 will show you a drop-
down menu containing Task Inspector options. The Inspect Task option toggles Task
Inspector on and off. The other three buttons toggle their respective features on and off in Task
Inspector.
The Move Command

The Move command enables you to move selected tasks forward or backward in the schedule. You
can also reschedule the task to when resources are available. You can find the Move command in
The Move Command
the Tasks group of the Task tab on the ribbon.

Figure 3-7: Use the Move command to quickly reschedule a task.
job aids on How to Reschedule Tasks.

ACTIVITY 3-2
Rescheduling Tasks
Before You Begin

The My_Woods_3BR_Home_Project_Controlling.mpp project plan is open.
Scenario
As the project progresses, you realize that the Woods 3BR Home Project may not finish on time
unless you reschedule some tasks. Also, the Masonry contractor has decided to take the week of
Thanksgiving off. You need to split the task to finish the week after Thanksgiving. However, the
Framing Contractor can complete his work before Thanksgiving as long as most of the brick work
has been completed. You make the changes to the schedule.
1. Split a task.
a) In the left pane of the Gantt Chart, select row 51, Complete exterior brick.
b) On the ribbon, select View→Zoom→Selected Tasks in order to view the task bar in the Gantt chart
pane.
c) Select the Task tab on the ribbon.
d) In the Schedule command group, select the Split Task button.

Notice that the mouse pointer changes its appearance to indicate that it is in task splitting mode.
e) In the right pane of the Gantt Chart, hover the changed mouse pointer over the middle of the task
bar in row 51 until the split indicator shows 11/19/16 as the Scheduled Start date.
f) Click the left mouse button to split the task bar.
g) Drag the right half of the split task bar until the split indicator shows 11/28/16 as the Task Start date.
Notice that the two halves of the split task are connected by a dotted line.
This procedure is rather
tricky. Students may
need to attempt it
several times before
they are successful.
2. Move tasks.
a) Select row 52 Complete Exterior Siding.
b) On the ribbon, select Task→Tasks→Manually Schedule.
c) In the right pane of the Gantt Chart, drag the task bar backwards until the indicator displays
11/21/16 as the Scheduled Start date. You may need to zoom in to get the dates correct.
3. Verify the new finish date and save your changes.

a) Scroll to the end of the task list.
Verify that row 120 Ready for Move-In now displays 12/30/16 as the Finish date.
b) Save the file.

TOPIC C
Update a Baseline
As the project plan is updated, you may find it necessary to update your baseline to reflect the new
plan. By updating the baseline properly, you can still retain information about the original plan, but
still track progress against the updated plan. By keeping a record of baselines, you will be able to
analyze performance to improve future projects.
The Set Baseline Dialog Box

You can easily set a new project baseline by selecting the Project tab on the ribbon, finding the
Schedule command group, selecting the Set Baseline button, and selecting the Set Baseline
option. The Set Baseline Dialog
Selecting this option will display the Set Baseline dialog box. Project 2016 allows you to set up to Box
11 baselines. The best practice is to use Baseline (without a number) for the project plan when it is
initially approved, and then to use Baseline 1–10 when the project sponsor approves later changes to
the project plan. For example, if the project sponsor approves the addition of several new project
tasks a month into project execution, you should capture the change by setting Baseline 1. You can
also use the Set Baseline dialog box to take a snapshot of interim plans or baseline selected tasks
rather than the entire project. If your project plan has summary tasks and subtasks, you can use the
dialog box to specify how you want baselines handled between the summary tasks and subtasks.
Finally, you can use Set as Default to save your baseline preferences for selected tasks.

LearnTO Baseline a
Project from the
CHOICE Course screen
or have students
navigate out to the
Course screen and
watch it themselves as a
supplement to your
Figure 3-8: Use the Set Baseline dialog box to set a new baseline.
Note: As a project manager, you should have a clearly defined process for evaluating and the LearnTOs for this
approving changes to the project baseline. The positive and negative effects of potential changes
Course screen after
to project scope, time, or cost must be carefully considered before implementing them.
information and
Lesson 3: Controlling a Project Plan | Topic C

Note: To further explore how to baseline projects, you can access the LearnTO Baseline a
Project presentation from the LearnTO tile on the CHOICE Course screen.
Interim Plans
An interim plan is a snapshot of the current project start dates and end dates that you can use to
compare against the project baseline to see how the project is progressing. You can save up to 10
interim plans in a project plan.
If you need to keep records of extensive project data during the planning phase, it is a good idea to
set multiple baselines instead of using interim plans. For example, you may want to set a baseline at
each major planning milestone. Then, if you need to save only task start dates and finish dates after
the project begins, you can set multiple interim plans. For example, you may want to set an interim
plan on a monthly or quarterly basis.
job aids on How to Update a Baseline.

ACTIVITY 3-3
Updating a Baseline
Before You Begin

The My_Woods_3BR_Home_Project_Controlling.mpp project plan is open.
Scenario
Now that you've made changes to your project plan, you would like to create a new baseline so that
you can compare progress to the new plan. However, you want to save the old baseline so that you
can compare progress to both in the future. You also want to compare your new baseline against the
old baseline to see how the project plan has changed.
1. Set a new baseline as Baseline 1.

b) In the Schedule command group, select the Set Baseline button.
c) In the Set Baseline dialog box, verify that the Set Baseline radio button is selected, and in the drop-
down field, select Baseline 1.
d) Select OK to close the dialog box.
2. Compare the baselines.

a) Select View→Resource Views→Other Views→More Views. If for some reason the
b) In the More Views dialog box, in the Views list, select Multiple Baselines Gantt. baseline has been set
c) Select Apply. before on the datafile
d) In the Gantt pane, zoom and scroll to compare the baseline bars. For example, notice the being used, students
differences in the red and blue bars for the Dry In tasks. may see text in the Set
baseline field showing
3. Save and close the project file. the date it was last
saved and they may
receive a dialog box
warning them that the
baseline has already
been set once they
select OK. If so, have
them select Yes to
overwrite the previous
baseline and proceed
with the activity.

Summary
In this lesson, you rescheduled work by moving and splitting tasks and inserted new tasks into the
project plan. You also updated a baseline for the project plan.
In what scenarios might you split a task?

A: Answers will vary but may include work-stoppage due to weather, resource availability issues, or other
use the social circumstances where a task is started but not finished until later.
networking tools
When would you use an interim plan?
Course screen to follow A: Answers will vary but may include for creating a checkpoint at a regular basis, or to align with
up with their peers after organizational reporting goals.
for further discussion Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
and resources to support peers, and the larger CHOICE online community about the topics covered in this course or
continued learning. other topics you are interested in. From the Course screen you can also access available
Lesson 3: Controlling a Project Plan |

4 Reporting on Progress
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will create project reports to share a project’s status. You will:
• Format and share the Gantt Chart and Timeline views.
• View the built-in reports.
• Create and customize new reports.
• Create and export Visual Reports.
Lesson Introduction
As a project progresses, keeping your stakeholders and other members of your organization
informed is a very important part of project management. By keeping your project plan up
to date and carefully recording progress accurately, you have paved the way to communicate
your project status through the rich reporting capabilities that Microsoft® Project 2016
provides. By creating and sharing reports, you and your stakeholders can easily assess the
project's status and make critical decisions with the right information at the right time.
TOPIC A
Format and Share a Chart View
Project 2016 provides many visual representations of projects in the form of charts. Project makes it
easy to prepare chart views that you can quickly share with others. In this topic, you will format and
share the Gantt Chart and Timeline views.
The Gantt Chart Tools Format Contextual Tab

If you generate a new chart report, a Gantt Chart Tools Format contextual tab will appear on the
ribbon. You can use the commands on this tab to format any shapes or text boxes in the chart
The Gantt Chart Format
report.
Contextual Tab Gantt Chart views allow you see, at a glance, task information in columns and rows with
corresponding bars along a timeline. You can customize the chart part of these views in Project to
better suit your needs. For example, you can change how nonworking time is displayed, or you may
want to format a Gantt Chart view to quickly identify specific tasks, or perhaps you want to add text
to specific bars to help you identify them.
Keep in mind that any changes you make to one Gantt Chart view does not change the look of
another Gantt Chart view.
Figure 4-1: The Gantt Chart Tools Format tab enables you to modify the Gantt chart.
Note: These commands are very similar to the Drawing Tools Format contextual tab
commands found in Word, Excel®, and PowerPoint®.
The Bar Styles Dialog Box

To call attention to task bars on a Gantt Chart view, such as a milestone or summary task, you can
change their color, shape, or pattern to separate them from other bars of a particular type using the
The Bar Styles Dialog
features of the Bar Styles dialog box.
Box If you want to spotlight a particular task category that is not represented by its own Gantt bar, you
can create a new Gantt bar style. For example, you can create a type of Gantt bar to show available
slack or to call attention to delayed tasks.
Lesson 4: Reporting on Progress | Topic A

Figure 4-2: Modify how the bars of the Gantt chart appear in the Bar Styles dialog box.
The Timeline View

You may already be familiar with the Timeline view as a component of the Project 2016 interface.
By default, whenever you create a new Project file, the Timeline view will be visible as a secondary,
horizontal pane below the ribbon. You can make the Timeline smaller or larger by sliding the Timeline View
divider bar at the bottom of the Timeline pane up or down. You can even completely hide the
Timeline by sliding the divider bar all the way up.
Figure 4-3: You can control which tasks appear in the Timeline view.
You can control which tasks are displayed on the Timeline by checking and unchecking the
Display on Timeline field in the Task Information dialog box. Generally speaking, you should
show high-level summary tasks on the Timeline. However, there may be circumstances when you
want to show important, lower-level tasks.
Note: Unlike previous versions, Project 2016 supports multiple timelines so that you can format
them for different purposes, such as a milestone and summary view.
The Timeline Tools Format Contextual Tab

Whenever you select a pane containing the Timeline view, Project 2016 will display the Timeline
Tools Format contextual tab on the ribbon. These controls enable you to change how the
Timeline displays. The Timeline Tools
Format Tab

Figure 4-4: Modify the Timeline view with the commands on the Timeline Tools Format
contextual tab.
Here is a table of the commands on this tab and what they do.
Command Description
Text Styles Changes the font, size, color, and other attributes of all text on the Timeline.
Font Changes the font, size, color, and other attributes of selected text on the
Command Timeline.
Group
Date Format Changes how dates are displayed and which dates are displayed on the
Timeline.
Detailed Changes how much detail is displayed on the timeline. This command is only
Timeline active when the Timeline is visible as a secondary pane below the ribbon. If the
command is toggled off, most of the text will be hidden on the Timeline and
the Timeline height will be shorter. If the command is toggled on, more text
will be shown on the Timeline and the Timeline height will be taller.
Overlapped Changes how tasks that overlap chronologically are displayed on the Timeline.
Tasks If this field is checked, overlapping tasks are displayed on different rows. If this
field is unchecked, overlapping tasks are displayed on the same row.
Pan & Zoom Changes whether Pan & Zoom is active. If this field is checked, you can pan
and zoom to navigate the Timeline view.
Text Lines Changes the height of task bars in the Timeline. The minimum is 1 (shortest)
and maximum is 10 (tallest).
Existing Tasks Changes which tasks are displayed on the Timeline. If you select this button,
Project 2016 will open the Add Tasks to Timeline dialog box, which shows all
the project tasks in a dynamic outline You can check tasks you want to be visible
on the Timeline and uncheck those you do not want to be visible on the
Timeline.
Insert Task Adds a new task to the Timeline as a bar chart. (This new task is also added to
the project's task list.) If you select this button, Project 2016 will open the Task
Insert Callout Adds a new task to the Timeline as a callout. (This new task is also added to the
Task project's task list.) This command is only active when the Timeline is visible as
the primary pane. If you select this button, Project 2016 will open the Task
Insert Adds a new milestone task to the Timeline. (This new milestone is also added
Milestone to the project's task list.) This command is only active when the Timeline is
visible as the primary pane. If you select this button, Project 2016 will open the
Task Information dialog box.
Display as Bar Changes whether a selected task on the Timeline is displayed as a bar. You must
select a task before this command is active. If the selected task is not displayed as
a bar, it will be displayed as a callout.

Command Description
Display as Changes whether a selected task on the Timeline is displayed as a callout. You
Callout must select a task before this command is active. If the selected task is not
displayed as a callout, it will be displayed as a bar.
Remove from Removes the selected task from the Timeline. You must select a task before this
Timeline command is active. Removing a task from the Timeline does not delete the task
from the project.
Copy Timeline Provides various options for you to copy the Timeline.
Note: The Copy Timeline option will be discussed in the next section.
The Copy Timeline Command

Whenever you select the Copy Timeline command on the Timeline Tools Format contextual
tab, Project 2016 gives you three options for copying the timeline.
Here is a table of the options and how to use them. The Copy Timeline
Command
Figure 4-5: Copy Timeline options.
Option Use
For E-mail Copies the Timeline to the Windows clipboard so that you can paste it into the
body of an Outlook® email message. The pasted image will be relatively small in
both visual and data size. The pasted image may not look exactly like the copied
Timeline.
For Copies the Timeline to the Windows clipboard so that you can paste it into a
Presentation PowerPoint® slide. The pasted image will be larger in both visual and data size.
Again, the pasted image may not look exactly like the copied Timeline.
Full Size Copies the Timeline to the Windows clipboard at its current zoom level—be it
large, medium, or small. You can paste it into any Office document. You may
find this option especially useful for Word, Publisher®, or Visio® documents you
plan to print. The visual and data size of the pasted image depends on the zoom
level of the copied Timeline. The pasted image will look exactly like the copied
Timeline.
job aids on How to Format and Share a Chart View.

ACTIVITY 4-1
Formatting and Sharing a Chart View
Data Files
C:\091063Data\Reporting on Progress\Woods_3BR_Home_Project_Reporting.mpp
Before You Begin

Scenario
The monthly Building with Heart construction project team meeting will take place next Monday.
During the meeting, you plan to give a presentation of the project. You want to make a few
formatting changes to the timeline and then put the project timeline into a PowerPoint slide.
1. Open C:\091063Data\Reporting on Progress\Woods_3BR_Home_Project_Reporting.mpp.
2. Format the Timeline.

a) In the upper pane, select the Timeline view.
You may want to slide the pane divider down so that the Timeline view pane is about the same size
as the Gantt Chart view pane.
b) In the Timeline Tools Format contextual tab, select the Text Styles button. In the Text Styles dialog
box, change the font for the entire Timeline from Segoe UI to Lucida Console. Change the font size
for the entire Timeline from 8 to 9. Select OK to close the dialog box.
Notice that the font has changed in the entire Timeline.
c) Select the Date Format button. In the drop-down, change the Format from Default to 1/28.
Notice that the month and day (but not the year) are displayed on the Timeline.
d) Select the Text Lines field. Change the number from 1 to 2.
Notice that the task rows are taller.
e) Select the Final Acceptance bar. In the Font group, select the Background Color button and choose
a bright color for the task.
The bar should have a different color.
®
3. Copy the Timeline from Project and paste it into PowerPoint .
a) Select the Copy Timeline button. From the drop-down, select the For Presentation option.
b) From the Windows 10 Start menu, open Microsoft PowerPoint 2016.
c) In the PowerPoint Welcome Center, select the Blank Presentation option.
d) On the first slide, select Click to add title and type Residential Construction
e) Also on the first slide, select Click to add subtitle and add Monthly Project Team Meeting
f) Select the New Slide button on the Home tab of the ribbon.
g) On the new slide, select Click to add title and type Timeline

h) Also on the new slide, select the Click to add text content box. On the ribbon, on the Home tab,
select the arrow under the Paste button, and from the drop-down, select the Picture option.
Notice that an image of the Timeline has been added to the slide.
4. Save the PowerPoint file in C:\091063Data\Reporting on Progress as My_Timeline.pptx and then close
PowerPoint. Save the Project file in C:\091063Data\Reporting on Progress as
My_Woods_3BR_Home_Project_Reporting.mpp

TOPIC B
View Existing Reports
One of the most useful tools for sharing project information is a report. Fortunately, Project 2016
provides a variety of built-in reports that are ready for you to use without much effort. In this topic,
you will look at the various reports that Project prepares for you automatically.
Dashboard Reports
Project 2016 has 20 built-in reports, all of which you can access from the Report tab on the ribbon.
These built-in reports are grouped into four types: Dashboards, Resources, Costs, and In
Dashboard Reports
Progress.
Dashboards are eye-catching, dynamic reports that show important project indicators.
Figure 4-6: Dashboard reports are available from the Report tab.
Types of Dashboard Reports

There are five dashboard reports.
Report Description Use

To save time, don't
cover each report in Burndown Shows two side-by-side line charts. The Work Burndown To see if your project
detail. Allow the students
chart depicts how much work you have completed and is ahead of schedule,
to use this table as a
reference.
how much you have left. If the remaining cumulative on time, or late.
work line is steeper, then the project may be late. The
Task Burndown chart depicts how many tasks you have
completed and how many you have left. If the remaining
tasks line is steeper, then your project may be late.
Lesson 4: Reporting on Progress | Topic B


Cost Overview Shows three charts and tables depicting the status of To see if your project
project costs. The Progress Versus Cost chart shows is under budget, on
progress made versus the cost spent over time. If the % budget, or over
Complete line is below the cumulative cost line, your budget.
project may be over budget. The Cost Status table shows
the cost status for top-level tasks. The Cost Status chart
also shows the cost status for top-level tasks graphically.
Project Shows three charts and tables depicting the status of To see how much of
Overview project tasks. The % Complete chart shows the status for your project is
all top-level tasks. The Milestone Due table shows complete.
milestones that are coming soon. The Late Tasks table
shows tasks that are past due.
Upcoming Shows two charts and tables depicting tasks with start or To see how much of
Tasks finish dates within the next week. The Tasks Starting your project remains
Soon table shows the status of tasks starting in the next 7 to be done.
days. The Remaining Tasks chart shows the status of
tasks that are due in the next 7 days.
Work Shows four charts depicting work and resource data. The To see how much
Overview Work Burndown chart was described previously. The work has been
Work Stats chart shows work stats for all top-level tasks. completed and how
The Resource Stats chart shows work stats for all your much work remains
resources. The Remaining Availability chart shows the to be done.
remaining availability for all work resources.
Resource Reports
Resource reports show important resource information about your project.
Resource Reports
Figure 4-7: Resource reports are available from the Report tab.
Types of Resource Reports

There are two resource reports.
To save time, don't

cover each report in
reference.

Overallocated Shows two charts depicting information about To see which

Resources overallocated resources. The Work Status chart shows resources are
the actual and remaining work for overallocated assigned more work
resources. The Overallocation chart shows surplus than they can
work assigned to overallocated resources. accomplish.
Resource Shows three charts and tables depicting information To see the status of
Overview about project resources. The Resource Stats chart all your project
shows the work status for all work resources. The Work resources.
Status chart shows the percent of work done by all the
work resources. The Resource Status table shows the
remaining work for all work resources.
Cost Reports
Cost reports show important cost information about your project.
Cost Reports
Figure 4-8: Cost reports are available from the Report tab.
Types of Cost Reports

There are five cost reports.

To save time, don't
cover each report in Cash Flow Shows two charts and tables depicting project costs. The To see how much
chart shows the project's cumulative cost and the cost per money you've
reference.
quarter. The table shows cost information for all top-level spent on the
tasks. project.
Cost Shows four charts and tables depicting project overspending To see which
Overruns on tasks and resources. The Task Cost Variance chart and tasks and
table show cost variance for all top-level tasks in the project. resources are over
The Resource Cost Variance chart and table show cost budget.
variance for all work resources in the project.


Earned Value As discussed earlier in the course, shows a chart depicting To see if the
Report earned value compared to the budgeted cost of work project is behind
scheduled (BCWS) and the actual cost of work performed schedule or over
(ACWP). budget.
Resource Shows two charts and a table depicting resource costs. The To see the cost
Cost Cost Status chart shows the cost status for work resources. status of project
Overview The Cost Distribution chart shows how costs are spread out resources.
amongst different resource types. The Cost Details table
shows cost information for all work resources in the project.
Task Cost This is similar to the Resource Cost Overview report, but To see the cost
Overview shows task information rather than resource information. status of project
tasks.
In Progress Reports
In Progress reports show how your active tasks and pending milestones are performing.
In Progress Reports
Figure 4-9: In Progress reports are available from the Report tab.
Types of In Progress Reports

There are four progress reports.

To save time, don't
Critical Tasks Shows a pie chart and table of all tasks on the critical To see the status of cover each report in
path. Tasks on the critical path have no room for all tasks on the
schedule slippage. critical path. reference.
Late Tasks Shows a pie chart and table of all tasks that are behind To see which tasks
schedule. are behind schedule.


Milestone Report Shows three charts and tables about project To see the status of
milestones. The Late Milestone table shows all milestones.
milestones that are past due. The Milestones Up
Next table shows milestones that are due in the next
30 days. The Completed Milestones table shows
milestones that are 100% complete.
Slipping Tasks Shows a line chart and table of all tasks that are behind To see tasks that
schedule. have been or will be
completed later than
planned.
Note: To further explore the management of critical paths, you can access the LearnTO
Manage the Critical Path presentation from the LearnTO tile on the CHOICE Course
You may want to show screen.
LearnTO Manage the
Critical Path from the
CHOICE Course screen
or have students Access the Checklist tile on your CHOICE Course screen for reference information and
navigate out to the job aids on How to View Existing Reports.
Course screen and
supplement to your
Course screen after
information and

ACTIVITY 4-2
Viewing Existing Reports
Before You Begin

The My_Woods_3BR_Home_Project_Reporting.mpp project plan file is open in Microsoft
Project Professional 2016.
Scenario
The Woods 3BR Home project is underway. Your manager has asked for an overview of the
project's status, resources, and what is needed to complete the project on time. You prepare a
variety of existing reports to gather this information.
1. Generate a dashboard report.

a) On the ribbon, select Report→View Report→Dashboards→Project Overview. If necessary, resize the
Timeline pane so that the report displays fully.
Notice the project completion percentage. Notice which top-level tasks are complete, in progress,
and not yet started.
2. Generate a resources report.

a) If necessary, select the Report tab on the ribbon again.
b) Under the View Reports group, select the Resources button.

c) From the View Resource Reports drop-down list, select the Resource Overview report.
Notice which resources have remaining work.
3. Generate a progress report.

a) If necessary, select the Report tab on the ribbon again.
b) Under the View Reports group, select the In Progress button.
c) From the View In Progress Reports drop-down list, select the Critical Tasks report.
Notice the list of tasks on the critical path that are not complete.
4. Save the file.

TOPIC C
Create Custom Reports
Although Project 2016 provides many useful reports that are ready for you to use, there may be
situations where you need to create a custom report to meet your specific project needs. In this
topic, you will create and customize new reports.
The New Report Command

You can start creating a new report by selecting the New Report command from the View
Reports section. Selecting this button will display four report options.
The New Report
Command
Figure 4-10: Create a custom report with the New Report command.
New Report Types

There are four types of new reports available. You can customize each of these new report formats
to meet your needs.
Blank Report Generates a report that is empty except To create a report from scratch.
for the report title.
Lesson 4: Reporting on Progress | Topic C


Chart Generates a report that contains a To show project information
report title and a single chart. graphically.
Table Generates a report that contains a To show project information in a
report title and a single table. tabular format.
Comparison Generates a report that contains a To graphically compare two sets
report title and two side-by-side charts. of project information.
The Report Tools Design Contextual Tab

Whenever you generate a new report, the Report Tools Design contextual tab will appear on the
ribbon. You can use the commands on this tab to change the overall look of the report.
The Report Tools
Design Contextual Tab
Figure 4-11: Create report elements using the Report Tools Design contextual tab.
The following table lists the commands on the Report Tools Design Contextual tab and indicates
what they do.
Command Description
Themes Changes the graphic theme for the report. You can choose from over 20
themes.
Colors Changes the color palette of the report. You can choose from over 20 color
palettes or create a custom palette.
Fonts Changes the font combinations used in the report. You can choose from over
20 font combinations or create your own.
Effects Applies 3D effects to objects in the report.
Images Inserts photos or graphics (such as your company logo) into the report.
Shapes Inserts geometric shapes into the report.
Chart Inserts a chart into the report.
Table Inserts a table into the report.
Text Box Inserts a text box into the report.
Manage Enables you to rename the report. Also allows you to organize reports.
Selecting the Organizer option will open the Organizer dialog box to the
Reports tab. The Reports tab works exactly like the Views tab you learned
about earlier in this course.
Copy Report Copies the report to your Windows® clipboard so that you can paste it into
another document.
Page Breaks Allows you to see where the report will break when it is printed.
Margins Allows you to set the margins for the printed report.

Command Description
Orientation Allows you to print the report in either Portrait or Landscape mode.
Size Allows you to specify a page size for the printed report.
Chart Types
There are eight types of charts you can insert into a report, as well as several variations of each type
from which to choose.
Chart Types
Chart Type Example
Column
Ask students when they
might use each type of
chart.
Line

Chart Type Example

Pie
Bar
Area

Chart Type Example

Surface
Radar
Combo

The Chart Tools Design Contextual Tab

If you generate a new chart report, a Chart Design Tools contextual tab will appear on the ribbon.
You can use the commands on this tab to change the look of the chart in the report.
The Chart Tools Design
Contextual Tab
Figure 4-12: Change the look of a chart using the Chart Tools Design commands.
The following table lists the commands on the Chart Tools Design Contextual tab and indicates
what they do.
Command Description
Add Chart Element Adds titles, labels, and other elements to the chart.
Quick Layout Changes how information is presented in the chart.
Change Colors Changes the color scheme for the data elements (bars, lines, etc.) in
the chart.
Chart Styles Changes the graphical look of the chart.
Chart Data Makes the Field List appear and disappear on the right side of the
screen.
Change Chart Type Changes the chart type (for example, from column chart to line
chart).
Note: You will learn how to use the Field List later in this topic.
The Chart Tools Format Contextual Tab

If you generate a new chart report, a Chart Tools Format contextual tab will appear on the ribbon.
You can use the commands on this tab to format any shapes or text boxes in the chart report.
The Chart Tools Format
Contextual Tab
Figure 4-13: Use the commands on the Chart Tools Format tab to modify the elements in a chart
report.
Note: These commands are very similar to the Drawing Tools Format contextual tab
commands found in Word, Excel®, and PowerPoint®.

The Table Tools Design Contextual Tab

If you generate a new table report, a Table Tools Design contextual tab will appear on the ribbon.
You can use the commands on this tab to change the look of the table in the report.
The Table Tools Design
Contextual Tab
Figure 4-14: The Table Tools Design commands enable you to format a table in a report.
The following table lists the commands on the Table Tools Design Contextual tab and indicates
what they do.
Command Description
Table Style Options Adds rows and columns to the table.

Table Styles Changes the graphical look of the table.
Shading Changes the shading of cells in the table.
Effects Adds a shadow or reflection effects to the table.
WordArt Styles Applies and formats WordArt in the table.
Table Data Makes the Field List appear and disappear on the right side of the
screen.
The Table Tools Layout Contextual Tab

If you generate a new table report, a Table Tools Layout contextual tab will appear on the ribbon.
You can use the commands on this tab to change the layout of the table in the report.
The Table Tools Layout
Contextual Tab
Figure 4-15: The Table Tools Layout commands enable you to change the layout of a table in a
report.
The following table lists the commands on the Table Tools Layout Contextual tab and indicates
what they do.
Command Description
Select Selects the entire table, a column, or a row for layout.

Delete Removes the table from the report.
Height (in the Cell Size Changes the height of the selected rows.
command group)

Command Description
Width (in the Cell Size Changes the width of the selected columns.
command group)
Distribute Rows Makes all selected rows the same height.
Distribute Columns Makes all selected columns the same width.
Align Left Aligns text in the selection to the left.
Center Aligns text in the selection to the horizontal center.
Align Right Aligns text in the selection to the right.
Align Top Aligns text in the selection to the top.
Center Vertically Aligns text in the selection to the vertical center.
Align Bottom Aligns text in the selection to the bottom.
Text Direction Changes the direction of text in the selection.
Height (in the Table Size Changes the height of the entire table.
command group)
Width (in the Table Size Changes the width of the entire table.
command group)
Bring Forward If objects in the report overlap, brings the selected table forward or
to the front.
Send Backward If objects in the report overlap, sends the selected table backward
or to the back.
The Field List Task Pane

The Field List task pane enables you to change which types of fields are displayed in the selected
chart or table of a report. If a chart or table shows task information, selecting the Resources tab in
The Field List Task Pane
the Field List task pane will cause resource information to be displayed in the chart (and vice
versa).

Figure 4-16: Specify how data appears in a report using the Field List task pane.
The Field List task pane includes many options for customizing charts and tables.
Area of Field List Use
Tasks | Resources Choose to display task or resource information in the chart or table.
Select Category Choose which type of data to display in the chart or table.
Select Fields Choose which fields to display in the chart or table. For example,
you might want to display cumulative cost or work fields.
Filter Choose a criterion for displaying task or resource information in the
chart or table. For example, you can use this field to specify a date
range for information.
Group By Choose a criterion for grouping task or resource information in the
chart or table.
Outline Level Choose the level of task information to be displayed in the chart or
table. (Not active when displaying resource information.)
Sort By Choose a criterion for sorting task or resource information in the
chart or table.

Note: To further explore how to customize Project 2016 reports, you can access the LearnTO
Customize Reports presentation from the LearnTO tile on the CHOICE Course screen.
LearnTO Customize
Reports from the
CHOICE Course screen Access the Checklist tile on your CHOICE Course screen for reference information and
or have students job aids on How to Create a Custom Report.
navigate out to the
Course screen and
supplement to your
Course screen after
information and

ACTIVITY 4-3
Creating Custom Reports
Data File
C:\091063Data\Reporting on Progress\building_with_heart.png
Before You Begin

The My_Woods_3BR_Home_Project_Reporting.mpp project plan file is open in Microsoft
Project Professional 2016.
Scenario
The Woods 3BR Home Project has been chosen as a showcase project for Building with Heart.
Your manager asks you to generate a new custom report for the board of directors with the
following elements:
• A table of high-level tasks (or phases) that have been completed.
• A chart of remaining work.
• A link to the Building with Heart website.
• The Building with Heart logo.
1. Create a new table report.

a) On the ribbon, select Report→View Reports→New Report→Table.
b) In the Report Name dialog box, in the Name field, type BWH Woods 3BR Home
c) Select OK to close the dialog box.
Notice that a new table report appears, and that the Table Tools contextual tab and the Field List are
now visible so that you can modify the table.

2. Design the table.

a) Verify that the table in the report is selected.
b) On the Table Tools contextual tab, select Design→Table Styles→Medium Style 2 - Accent 6.
Notice the table now has a green style.
3. Select fields using the Field List.

a) Verify that the table in the report is selected.
b) At the top of the Field List pane, verify that Tasks is selected.
c) In the Filter drop-down list, select Completed Tasks.
d) In the Outline Level drop-down list, select Level 1.
e) Select the Close button in the upper-right corner of the Field List to close it.
Notice that the table now contains information about high-level completed tasks.
4. Add a chart to the report.

a) Scroll down the report until the table is no longer visible on the screen.
b) On the Report Tools contextual tab, select Design→Insert→Chart.
c) In the Insert Chart dialog box, find and select Clustered Column and then select OK.
5. Edit the chart.

a) If necessary, select the chart to display the chart edit buttons.
b) Select the Chart Elements button.

c) In the CHART ELEMENTS pop-up box, uncheck the Gridlines check box.
Notice that the gridlines are no longer visible on the chart.
d) If necessary, select the chart to display the chart edit buttons again.
e) Select the Chart Styles button.

f) From the Chart Styles pop-up box, select the Color tab.
g) Scroll down to Color 10 (which is different shades of green) and select it.
Notice that the bars on the chart are now different shades of green.
h) If necessary, select the chart to display the chart edit buttons again.
i) Select the Chart Filters button.

j) In the Chart Filters pop-up box, in the Series section, uncheck the Actual Work and Work check
boxes, leaving only the Remaining Work check box checked. Select the Apply button.
Notice that only the Remaining Work series is displayed on the chart.
6. Insert a hyperlinked text box.

a) Scroll up to the top of the report.
b) On the ribbon, on the Report Tools contextual tab, select Design→Insert→Text Box.
c) Move the mouse pointer to the white space below the report title and draw a text box.

d) Type http://www.buildingwithheart.example in the text field.
e) Right-click the text field and select the Hyperlink option.

f) In the Insert Hyperlink dialog box, make sure Existing File or Web Page is selected, and in the
The URL was selected Address field, type http://www.buildingwithheart.example
to align with the fictional g) Select OK to close the Insert Hyperlink dialog box.
organization in the
course storyline, but this 7. Insert an image.
is not a live site. If a) On the ribbon, on the Report Tools contextual tab, select Design→Insert→Images.
students click the
b) In the Insert Picture dialog box, navigate to C:\091063Data\Reporting on Progress, select
hyperlink, it will fail. If
building_with_heart.png, and then select the Insert button.
you want students to see
a live hyperlink in action, c) Move the logo under the title to the right of the hyperlink.
even if it doesn't match
the scenario, substitute
logicaloperations.com or
another URL of your
choice.
8. Save the file.

TOPIC D
Create a Visual Report
While Project 2016 is a very useful analysis and report tool itself, you may find the need to use the
powerful features of Microsoft® Excel® or Visio® to create more complex reports and perform
additional analysis. Fortunately, Project's Visual Reports feature allows you to do just that.
Visual Reports
Visual Reports enable you to export your project's data to a PivotChart in Microsoft Excel and to a
PivotDiagram in Microsoft Visio. These views provide a way for you to choose what fields,
including custom fields, to display in a report while viewing it, and quickly modify how the report is Ask students if they
displayed without having to regenerate it from within Project 2016. With this flexibility, Visual would find the Visual
Reports provide a more agile reporting solution than basic reports. Reports feature useful in
their work environment.
The Visual Reports Dialog Box

When you select the Visual Reports button, the Visual Reports - Create Report dialog box will
be displayed. In this dialog box, you can choose which built-in Excel or Visio templates you want to
use and what timescale you want to include in the report. The Visual Report generated by the dialog This is a complex dialog
box will automatically open as a new Excel or Visio file. You can modify the Visual Report in Excel box. Demonstrate how
or Visio and save it in those file formats. to use it.
The Visual Reports

Dialog Box
Lesson 4: Reporting on Progress | Topic D

Figure 4-17: Access ready-made report templates in the Visual Reports - Create Report dialog
box.
Note: You can do much with Visual Reports from this dialog box. However, given the
complexity of the procedures and the limited number of students who are likely to use them,
they are not covered in detail in this course.
Excel PivotCharts
In Excel, a PivotChart report can help you visualize Project 2016 data so that you can easily see
comparisons, patterns, and trends. This will enable you to make informed decisions about critical
Ask if anyone in the data in your project. In Project, when a visual report is generated, it is displayed as a PivotChart and
class has experience PivotTable. The PivotTable contains data from the project plan. A PivotChart report is an
using Excel PivotCharts. interactive chart that graphically represents the data in a PivotTable report. PivotChart reports can
be created only from an existing PivotTable report. Once a report has been created, you can make
changes to it by filtering the content or changing the layout.
Visio PivotDiagrams
Ask if anyone in the
class has experience In Microsoft Visio, a PivotDiagram is a collection of shapes arranged in a tree structure that helps
using Visio you to analyze and summarize data in a visual, easy-to-understand format. It starts out as a single
PivotDiagrams. shape, called a top node, that contains information imported from Project 2016. You can break the

top node into a level of subnodes to view your data in various ways. When a visual report is
displayed in Visio, it is displayed as PivotDiagrams. This is similar to the PivotTables and
PivotCharts displayed in Excel. The PivotDiagrams in Visio are mainly used for hierarchical data
such as work breakdown structures. You can also customize these diagrams and perform
calculations in them.
job aids on How to Create a Visual Report.

ACTIVITY 4-4
Creating Visual Reports
Before You Begin

My_Woods_3BR_Home_Project_Reporting.mpp is open.
Scenario
Your manager asks you to generate a Baseline Work Report for the Woods 3BR Home construction
project that she can manipulate in Excel.
1. Open the Visual Reports - Create Report dialog box.

a) On the ribbon, select the Report tab.
b) Find the Export command group.
c) Select the Visual Reports button.
The Visual Reports - Create Report dialog box will open.
2. Set the parameters for the Visual Report.

a) In the Visual Reports - Create Report dialog box, select the All tab.
b) On the All tab, select the Baseline Work Report with an Excel icon next to it.
c) In the Select level of usage data to include in the report field, select Days from the drop-down list.
d) Select View.
e) Wait for Project 2016 to generate an Excel PivotChart. This can take several seconds.
Notice that Excel 2016 opens automatically and displays a PivotChart.
3. Save the created Excel file in C:\091063Data\Reporting on Progress as My Baseline Work Report.xlsx
and close the file.
Tell the students to
explore the other If Microsoft Excel displays a Compatibility Checker message, select Continue.
worksheet tab and a) Close Excel.
explain that the data can b) Select Close to close the Visual Reports - Create Report dialog box.
be manipulated outside
of Project and that it will 4. Save and close the Project file.
not effect the project
plan file.

Summary
In this lesson, you formatted and shared the Timeline view. You also reported progress using the
existing reports in Project 2016 and created a custom report.
What is the most important thing to do in Project to create a helpful report?

A: Answers will vary but should include keeping the Project progress up to date, formatting and filtering to
highlight important data, and utilizing applications such as Excel. use the social
networking tools
Which reports will you use on your next project?
A: Answers will vary. Course screen to follow
up with their peers after
Note: Check your CHOICE Course screen for opportunities to interact with your classmates, the course is completed
peers, and the larger CHOICE online community about the topics covered in this course or for further discussion
other topics you are interested in. From the Course screen you can also access available and resources to support
resources for a more continuous learning experience. continued learning.
Lesson 4: Reporting on Progress |

5 Customizing the
Application
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will customize project settings and share customizations with other
projects. You will:
• Manage the options of the application environment.
• Create a custom project plan template.
• Share resources using a resource pool.
• Link project plans using master projects and subprojects.
Lesson Introduction
Microsoft® Project 2016 is a powerful tool for managing a project plan throughout the life
of a project. Up to now, you have used the various features of Project to monitor a project,
control a project to keep it on track, and created a number of views and reports to
communicate status information. Whether you are a new or experienced Microsoft Project
user, there are many options that you can use to customize the way Project works to suit
your particular needs.
TOPIC A
Change Project Options
Project 2016 provides many options for controlling various aspects of a project and the application.
Knowing about these options will give you an understanding of how best to customize Project to
meet the needs of your organization, and it will save you time and effort by enabling you to modify
the default settings to match the way that you work.
The Backstage
As its name implies, the Backstage is a behind-the-scenes section of Project 2016 (and other
applications in the Office 2016 suite). You can access the Backstage by selecting the File tab on
The Backstage
the ribbon. If you select the Options tab on the Backstage, the Project Options dialog box will
open.
Figure 5-1: The Backstage.
General Project Options

The Project Options dialog box is packed with a multitude of options grouped into eleven screens.
On the General screen you can change:
General Project Options • How ScreenTips are displayed.
• The default view.
• The date format.
• Your user name.
• Your initials.
Lesson 5: Customizing the Application | Topic A

• The Office background.

• The Office theme.
• Whether the Start screen displays when the application opens.
Figure 5-2: The General tab of the Project Options dialog box enables you to change basic
options for the program.
Project Display Options

On the Display screen you can change:
• The calendar type.
• Currency options. Project Display Options
• How indicators are displayed.
• Which elements appear in the user interface.

Figure 5-3: Customize the way Project looks using the Display Options.
Project Schedule Options

On the Schedule screen you can change:
• The first day of the week.
Project Schedule • The fiscal year.
Options • Daily start and end times.
• Hours per day and week.
• Days per month.
• How assignment units are displayed.
• Whether new tasks are automatically or manually scheduled.
• Whether auto scheduled tasks begin on the project start date or calendar date.
• Which time units are used for task duration and work.
• The default task type (Fixed Units, Fixed Duration, or Fixed Work).
• Whether alerts and suggestions are displayed.
• Calculation options.

Figure 5-4: The Schedule options enable you to customize how Project schedules tasks.
Project Proofing Options

On the Proofing screen you can change:
• AutoCorrect options.
• Spelling settings. Project Proofing Options
• Which fields are spell checked.

Figure 5-5: Change how Project proofs text with Proofing options.
Project Save Options

On the Save screen you can change:
• The default file type.
Project Save Options • Where files are saved.
• Auto save options.

Figure 5-6: Save options enable you to change how Project saves files.
Project Language Options

On the Language tab you can change which language(s) are used for spell check, the program
interface, and Help.
Project Language
Options

Figure 5-7: Change language options on the Language tab of the Project Options dialog box.
Project Advanced Options

On the Advanced screen you can change:
• What happens when you open Project 2016 or start a new project.
Project Advanced • Planning Wizard options.
Options • Standard and overtime rates for new resources and tasks.
• Editing options.
• Abbreviations for time units.
• Options for linking projects.
• Earned value settings.
• Advanced calculation options.

Figure 5-8: Set advanced options in the Advanced tab of the Project Options dialog box.
Ribbon Customization Options

On the Customize Ribbon screen you can change the configuration of the ribbon. The left column
lists the available tabs, groups, and commands. The right column lists the current configuration of
the ribbon. Using the buttons on this page, you can: Ribbon Customization
• Add new tabs and groups. Options
• Add items from the left column to the right column.
• Remove items from the right column to the left column.
• Move items up or down in the right column.
• Reset customizations.

Figure 5-9: Customize the ribbon to easily access commands.
If you create a new tab, Project 2016 will also automatically create a new group under the new tab.
Before you can add a command from the left column to the right column, you must create a new
group in a new or existing tab. If you reset the ribbon, the Quick Access Toolbar will reset as well.
Quick Access Toolbar Options

On the Customize Ribbon screen you can change the configuration of the Quick Access
Toolbar. This page works much like the Customize Ribbon page.
Quick Access Toolbar
Options

Figure 5-10: The Quick Access Toolbar.
job aids on How to Change Project Options.

ACTIVITY 5-1
Changing Project Options
Data File
C:\091063Data\Customizing the Application\Woods_3BR_Home_Project_Customizing.mpp
Before You Begin

Scenario
You have been using Microsoft Project 2016 to manage your project and you notice that there are
some commands that you use frequently. You decide to customize your project options so that
these commands are easier to access. You also want to change your theme to match Building with
Heart's environmentally friendly mission.
1. Open C:\091063Data\Customizing the Application\Woods_3BR_Home_Project_Customizing.mpp.
2. Open the Project Options dialog box.

a) On the ribbon, select the File tab.
b) On the Backstage, select the Options tab.
c) If necessary, select the General tab.
d) In the Office Background drop-down list, select Tree Rings and then select OK.
e) Verify that the Microsoft Project title bar displays a tree ring pattern.
3. Customize the ribbon.

a) Select the Customize Ribbon option.
b) Select the New Tab button.
In the right column, notice that Project 2016 created New Tab (Custom) and New Group (Custom).
c) Select New Tab (Custom), then select the Move Up button until New Tab (Custom) and New Group
(Custom) are at the top of the right column.
d) Select New Group (Custom), select the first command at the top of the left column, 100% Complete,
and select the Add button.
Notice that Project 2016 added the selected command to New Group (Custom).
e) Add the Entire Project and Project Information commands from the left column to New Group
(Custom).
f) In the right column, select New Tab (Custom) and then select the Rename button.
g) In the Rename dialog box, in the Display name field, type My Tab and then select OK.
h) In the right column, select New Group (Custom) and then select the Rename button.
i) In the Rename dialog box, in the Display name field, type Quick Status and then select OK.
j) Select OK to close the dialog box.

k) On the ribbon, select My Tab.

Notice that the ribbon now displays a My Tab with a Quick Status group containing three
commands.

TOPIC B
Create a Project Plan Template
You have spent a lot of time customizing your project plan. It would be great if you could reuse
your work in future projects. Project plan templates allow you to do just that.
Project Plan Templates

A project plan template is a special type of project plan file that you can use to create new projects
with default data and other elements already defined. You can create your own project plan
Ask the students if
templates by saving a project file as a template. Not only will this save you time on future projects,
they've used templates but using templates helps ensure success by reusing strategies that worked in the past, such as
in other programs. default tasks and relationships. It also captures people or resources and reporting methods and
views that worked for the previous plan.
The Save As Template Dialog Box

When you save a project plan as a template, Project displays the Save As Template dialog box. This
enables you to choose which data you want to clear from the file when it is saved as a template. For
The Save As Template
example, you will probably want to clear the actuals and baselines. You may also want to exclude
Dialog Box team member's salary or other cost data.
Review some scenarios

with the class for
removing data from a
template.
Figure 5-11: Clear data from a project plan template using the Save As Template dialog box.
job aids on How to Create a Project Plan Template.
Lesson 5: Customizing the Application | Topic B

ACTIVITY 5-2
Creating a Project Plan Template
Before You Begin

The C:\091063Data\Customizing the Application
\Woods_3BR_Home_Project_Customizing.mpp file is open.
Scenario
As your building project nears completion, you realize that you will soon need to start another
building project for Building with Heart. You decide to save your current project plan as a template
so that your future projects benefit from your customizations.
1. Save the project plan as a template.

a) Select File→Export.
b) On the Export screen, select Save Project as File.
c) In the Save Project as File list, select Project Template.
d) Select Save As.
e) In the Save As dialog box, navigate to C:\091063Data\Customizing the Application
f) In the File name field, type My_Home_Building_Project_Plan
g) In the Save as type drop-down list, make sure that Project Template (*.mpt) is selected, and then
select Save.
h) In the Save As Template dialog box, check the Values of all baselines and Actual Values check
boxes, and then select Save.
2. Close the template file.
Lesson 5: Customizing the Application | Topic B

TOPIC C
Share Resources
In an organization, resources often work on multiple projects. It can be challenging to understand
who is available. However, sharing resources across projects can make this challenge much easier. In
addition, you can centralize information about the resources so that you don't have to keep them
updated in multiple places.
Resource Pools
A resource pool is a single central file that contains all of the resource information. You can use a
resource pool to identify assignment conflicts and view time allocation for each project. Resource
pools are created by saving a blank project plan file that contains only the resource pool
information. If you use Project Professional 2016 and your organization uses an enterprise resource
pool, such as with Microsoft Project Server or Project Online, you don't need to create another
resource pool.
The Share Resources Dialog Box

After you create a shared resource pool, the information for each shared project comes from this
resource pool, and all information like assignments, cost rates and availability are in this central
The Share Resources
location. You can choose whether to use local resources or a resource pool in the Share Resources
Dialog Box dialog box. Select Sharer takes precedence if you want information in your project to override any
conflicting information from the resource pool.
Figure 5-12: Share resources between projects with the Share Resources dialog box.
job aids on How to Share Resources.
Lesson 5: Customizing the Application | Topic C

ACTIVITY 5-3
Sharing Resources
Data Files
C:\091063Data\Customizing the Application\BWH_Resource_Pool.mpp
C:\091063Data\Customizing the Application\Woods_3BR_Home_Project_Customizing.mpp
Before You Begin

Microsoft Project 2016 is open.
Scenario
You have decided to centralize your resources in a resource pool. You already created a new blank
project file and copied your resources into it. Now, you want to modify your project plan file to use
the new resource pool.
1. Open C:\091063Data\Customizing the Application\BWH_Resource_Pool.mpp.
2. Open C:\091063Data\Customizing the Application\Woods_3BR_Home_Project_Customizing.mpp.
3. Select the resource pool.

a) Select Resource→Assignments→Resource Pool→Share Resources.
b) In the Share Resources dialog box, select the Use resources (requires at least one open resource
pool) radio button, and in the From drop-down list, select BWH_Resource_Pool.mpp.
c) Select OK.
4. Close all of the open files but do not save the changes.
Lesson 5: Customizing the Application | Topic C

TOPIC D
Link Project Plans
There are situations where you may want to manage multiple projects that are dependent on one
another. For example, a master construction project may have multiple subprojects that are
managed by different project managers. Project 2016 allows you to link multiple projects so that you
manage external dependencies.
Linked Projects
You already know how to link tasks within a project file. It is also possible to link separate project
files, and to link tasks that are in separate project files. Linking projects and tasks in different
projects establishes a relationship between the project files.
Master Projects and Subprojects

A master project is one that is linked to one or more smaller subprojects. Conversely, a subproject is one
that is linked to a larger master project. If you are managing a large, complex project, you may find it
Ask a couple of students easier to create several small Project 2016 files and combine them with a master Project 2016 file.
to briefly describe the For example, the master project Mission to Mars.mpp might be composed of these subprojects:
most complex project • Launch from Earth.mpp
upon which they have
• Travel from Earth to Mars.mpp
worked.
• Land on Mars.mpp
• Explore Mars.mpp
• Launch from Mars.mpp
• Travel from Mars to Earth.mpp
• Land on Earth.mpp
One of the advantages to combining your subprojects into a master project is that it enables you to
view all of your resources across projects and make sure none of them are overallocated.
You can easily link a subproject to a master project by selecting the Project tab on the ribbon,
finding the Insert command group, and selecting the Insert Subproject button.
Note: To insert a subproject into a master project, you must be in a task-related view (such as
Gantt Chart or Network Diagram). The Insert Subproject button will be disabled if you are
in another type of view (such as Calendar or Resource Sheet).
The Insert Subproject Options

When you select the Insert Subproject button, the Insert Project dialog box will open.
Insert Subproject
Options
Lesson 5: Customizing the Application | Topic D

Figure 5-13: Select a subproject in the Insert Project dialog box.
The Insert Project dialog box allows you three options for creating a link between the two files.
Option Result
Link to project + Insert A two-way link is established between the subproject and the master
project. A change made in either file will be reflected in the other.
This is the default option.
Link to project + Insert A one-way link is established between the subproject and the master
Read-Only project. A change made in the subproject file will be reflected in the
master project file, but changes in the master file will not be reflected
in the subproject file. This option protects the original subproject files
from unwanted changes.
Insert This option inserts a copy of the subproject data into the master
project file. No link is established between the two files. A change
made to either file will not be reflected in the other.
A subproject inserted into a master project looks and behaves much like a summary task. You can
expand the subproject in the master project to see the subproject's tasks. You can collapse the
subproject in the master project to hide the subproject's tasks.
Note: If you have a subproject with a two-way link to a master project, you can make a change
to the subproject within the master project, and then save the master project. Project 2016 will
ask you whether or not you want save the change to the subproject.

Dependencies
As you may recall when you link two tasks together in Microsoft Project 2016, you are creating a
dependency between their start and finish dates. Dependencies drive the project schedule. A task may
Review the types of be linked to predecessors or successors. Every change you make to a linked task will affect its successors.
dependencies.
The Links Between Projects Dialog Box

When subprojects are linked to a master project, you can establish dependencies between the tasks
of the subprojects or between the tasks of the master project and its subprojects. This is done
exactly like establishing dependencies between tasks in an independent project.
External Predecessors and Successors

You can easily see the dependences that exist between a project and other projects by selecting the
Project tab on the ribbon, finding the Properties command group, and selecting the Links
Between Projects button.
Selecting this button will display the Links Between Projects dialog box, which has two tabs. The
External Predecessors tab shows you which tasks in the project have predecessor tasks in other
projects. The External Successors tab shows you which tasks in the project have successor tasks in
other projects. For example, in the following image, the project has one external predecessor: there
is an FS dependency between Subproject Task 2C (which is in another project) and Master Project
Task 0A (which is in this project).
Figure 5-14: View external dependencies in the Links Between Projects dialog box.

Note: The Links Between Projects dialog box will be automatically displayed whenever you
open a project file that has tasks with unsynchronized links to tasks in other projects. This gives
you the opportunity to review any differences. You can use the buttons at the bottom of the
dialog box to accept a single selected difference or accept all differences shown.
job aids on How to Link Project Plans.

ACTIVITY 5-4
Linking Project Plans
Data Files
C:\091063Data\Customize the Application\Residential Construction.mpp
C:\091063Data\Customizing the Application\Commercial Construction.mpp
Scenario
You work for a public-private partnership that is planning to construct a new planned community
called GreeneCentre in the blighted heart of Greene City. The vision for this new neighborhood is
to have everything "young urban pioneers" could want within easy walking or biking distance. You
are the project manager for both the residential and commercial construction aspects of the
initiative. You currently have separate project plans for each aspect. However, you realize that they
could be better managed as a single master project.
1. Create a new blank project file to be the master project.

a) In the Project 2016 New screen, select the Blank Project option.
Notice that a new, blank project is displayed in the Gantt Chart view.
2. Insert Residential Construction.mpp and Commercial Construction.mpp into the new master project as
subprojects.
a) In the Gantt Chart of the blank project, select the first empty row.
b) On the ribbon, select the Project tab.
The subprojects used in c) Select the Insert Subproject button.
this activity (and later d) In the Insert Project dialog box, navigate to C:\091063Data\Customizing the Application and select
activities) are based on Residential Construction.mpp and select Insert.
the Residential e) Select the second empty row.
Construction and
f) Select the Insert Subproject button again.
Commercial
Construction project g) In the Insert Project dialog box, navigate to C:\091063Data\Customizing the Application and select
templates available on Commercial Construction.mpp and select Insert.
the Project 2016 Notice that both subprojects are visible in the Gantt Chart of the master project and behave much
Welcome or New like summary tasks.
screens. These
templates contain a 3. Create a dependency between tasks in two subprojects.
number of over-allocated a) In the Gantt Chart of the master project, expand the Residential Construction subproject by selecting
resources. In a real- the arrowhead () next to the subproject name.
world environment, over- b) Scroll down to the bottom of the Gantt Chart and also expand the Commercial Construction
allocated resources subproject.
should be leveled.
c) In the Residential Construction subproject, select row 105, Complete final inspection for certificate of
occupancy.
d) Scroll down to the Commercial Construction subproject, press the Ctrl key, and select row 142,
Obtain certificate of occupancy.
e) Select the Task tab on the ribbon.
f) In the Schedule command group, select the Link the Selected Tasks button.
Note: Project 2016 automatically renumbers row 142 as row 143.
g) In the right pane of the Gantt Chart, notice that there is now an arrow linking the Complete final
inspection for certificate of occupancy and Obtain certificate of occupancy task bars.

Note: You may need to scroll or change the zoom level to see the task bars in
the right pane.
4. Save the master project.

a) On the ribbon, select the File tab.
b) On the Backstage, select Save As.
c) In the Save As pane, select This PC.
d) In the This PC pane, select Browse.
e) In the Save As dialog box, navigate to C:\091063Data\Customizing the Application
f) In the File name text box, type My Master Construction Project.mpp
g) Select Save to close the dialog box.
h) When Project 2016 asks you whether you want to save your changes to Residential
Construction.mpp or Commercial Construction.mpp, select Yes to All.

Summary
In this lesson, you customized Microsoft Project 2016 to meet your project and organizational needs
by setting project options, customizing the interface, and reusing project information across multiple
projects.
What commands might you add to the ribbon or Quick Access Toolbar?
A: Answers will vary, but might include setting the status date, sending email, and so on.
use the social
What features of Project would you use to reuse your work in another project?
networking tools
provided on the CHOICE A: Answers will vary, but might include creating templates, sharing resources, and linking project plans.
Course screen to follow
up with their peers after Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
the course is completed peers, and the larger CHOICE online community about the topics covered in this course or
for further discussion other topics you are interested in. From the Course screen you can also access available
and resources to support resources for a more continuous learning experience.
continued learning.
Lesson 5: Customizing the Application |

Course Follow-Up
Congratulations! You have completed the Microsoft® Project 2016: Part 2 course. You are now able to
use many of the advanced features and functions of Microsoft Project Professional 2016 so that you
can use it effectively and efficiently in a real-world environment.
The ability to complete projects on time, within budget, and according to specifications is crucial for
all professionals—regardless of whether project management is an official part of your duties.
Microsoft Project 2016 is a powerful tool that can enable you to manage projects effectively and
efficiently.
What's Next?
Spend as much time as you can, as soon as you can, using Project 2016 to create and manage actual
project plans. The more real-world experience you have with the program, the more proficient you
will become.
Since Project 2016 has many features in common with other Office programs, also consider taking
additional Office 2016 course offerings from Logical Operations.
You are encouraged to explore Microsoft Project further by actively participating in any of the social
media forums set up by your instructor or training administrator through the Social Media tile on
the CHOICE Course screen.
Course Follow up
A Extending Project with
Macros and Apps
Introduction
In this appendix, you will extend functionality with macros and apps for Office.
TOPIC A
Extend Project with Macros and Apps
Now you will discover how to extend Project's functionality with macros and apps for Office.
Macros
A macro is a series of commands or instructions that you can run together as a single command to
perform a common task automatically. You can use macros to automate frequent tasks, such as
common formatting changes that you make regularly. You can write a macro from scratch using
Visual Basic for Application code, or you can record a sequence of actions to create a new macro.
The Record Macro Dialog Box

You can use the Record Macro Dialog Box to record a new macro. Once you start the recording, all
of your actions will be recorded until you click Stop Recording. You can use the mouse to click
commands and options, but not to select text. For best results in a macro, use the keyboard to select
text and other objects when possible.
Figure A-1: Use the Record Macro dialog box to record a series of actions as a new macro.
Item Description
Macro name Enables you to enter a name for the new macro.
Shortcut key Enables you to to choose a shortcut key combination to run the macro.
Store macro in Enables you to specify the template or project plan file in which you want to
store the macro. To make your macro available to all projects, make sure to
choose Global File.
Description Enables you to enter a description of the macro.
Appendix A : Extending Project with Macros and Apps | Topic A

Item Description
Row references Specifies whether the macro runs on an exact row or relative to the current
row. For example, if you want to format text in the current row when you
run the macro, make sure to choose Relative.
Column references Specifies whether the macro runs on an exact column or relative to the
current column. For example, if you want to format text in the current
column when you run the macro, make sure to choose Relative.
Methods of Running a Macro

You can run a macro by selecting the macro from the Macros command in the View tab on the
ribbon or you can use the macro's shortcut key combination to run it. You can also assign a macro
to the Quick Access Toolbar or by adding the command to the ribbon in the Project Options
dialog box.
The Apps for Office Dialog Box

You've probably had the experience of visiting an online "app store" and downloading an app to
your smartphone or mobile device. The Office Store is the app store for the entire Microsoft Office
2016 suite—including Project 2016. It contains a number of apps, developed by third-party vendors, Demonstrate how to
that enhance Project 2016. Some of the apps are free, while others must be purchased. You can install an app from the
access the Office Store from the Project tab of the ribbon by selecting the Browse Office Store Office Store.
button. You can access any apps you previously installed by selecting the My Add-Ins button.
Project will open Apps for Office in a pop-up window and show you apps for all applications in the
Office suite. By default, the PLAN AND MANAGE PROJECTS add-ins are displayed at the top.
You can filter the list further by using the search field. Select an app to learn more about it.
Figure A-2: The Office Add-Ins window showing PLAN AND MANAGE PROJECTS add-ins.

Note: To successfully download an app from the Office Store and install it in Project 2016, you
must sign in to Project 2016 with a Microsoft account.
job aids on How to Extend Project with Macros and Apps.

ACTIVITY A-1
Extending Project with Macros and Apps
Before You Begin

Project 2016 is closed.
Scenario
You still have a few minutes at the end of your work day, so you decide to try adding an app to
Project 2016.
1. Open Project 2016 and create a new, blank project.
2. Open the Office Store.

b) In the Add-Ins command group, select the Store button.

c) In the Office Add-Ins dialog box, select the Search the Office Store field, type project, and press the
Enter key.

d) In the search results, select an app icon to read more about the app.
Note: Normally, you would select the Add button to continue the process of
downloading and installing the app. However, because of the limitations of the
The activity must end at training environment, you will stop here.
this point because
Microsoft accounts were e) Close the Office Add-Ins dialog box.
not created for students
to use during this 3. Close the blank project file.
course.

Glossary
actual duration interim plan

The amount of time spent on a task to A snapshot of the current project start
date. dates and end dates that you can use to
compare against the project baseline to see
actual work how the project is progressing.
The amount of work that has already been
completed by resources assigned to tasks. link
In Project, the act or result of joining two
custom field tasks together to create a dependency.
A data field that you can configure for
your unique project or organizational macro
needs. A series of commands or instructions that
you can run together as a single command
dependency to perform a common task automatically.
A logical relationship between two tasks in
which the start or finish of one task affects master project
the start or finish of the other. A project that is linked to one or more
smaller subprojects.
field lookup table
A set of predefined values that you create network diagramming
or import. A method for illustrating project
information that emphasizes task
formulas sequencing and dependencies among tasks.
Scripts that generate values by calculating Tasks are depicted as boxes (known as
the values in other fields. nodes), and dependencies are depicted as
arrows connecting the nodes. Also known
Global template as Precedence Diagramming Method
A collection of default settings, such as (PDM).
views, tables, macros, and custom fields,
that are available to all projects on your Organizer
system. A tool you can use to copy reports,
calendars, and other elements to other
inactive task projects, or to the Global template
A task that is no longer needed, but does (Global.MPT)
not affect resource availability, or the
project schedule. overtime work
Work scheduled to take place beyond the
regular working hours of a resource.
percent complete views

Used to calculate the progress of a task. The visual representation of project data
that is useful in tracking your project.
predecessor
A task that must be started or finished Visual Reports
before another task can be performed. Enable you to export your project's data to
a PivotChart in Microsoft Excel and to a
project sponsor PivotDiagram in Microsoft Visio.
The person in an organization who
authorizes, supports, and approves a
project.
remaining duration
The amount of time left for the task to be
completed.
resource pools
A single central file that contains all of the
resource information.
rollup
Including lower-level project information
at higher levels of the project.
SharePoint library
A location on a SharePoint site where you
can store, share, and manage files.
slippage
The amount of additional schedule
duration caused by slipping a scheduled
date.
subproject
A project that is linked to a larger master
project.
successor
A task that is logically linked to one or
more predecessor tasks.
task progress
The progress information about a task that
you need to capture to keep the project
plan up to date when a project is in the
execution phase.
variance
The difference between the baseline and
actual performance.
Glossary
Index
A D
actual duration 3 dashboards 80
actual work 11 dependency 126
Actual Work field 11
Assignment Information E
Tracking tab 14
Autolink inserted or moved tasks 60 earned value
tables for 54
Edit Lookup Table 33
B Excel PivotCharts 101, 102
Backstage 108
Bar Styles F
dialog box for 74
baseline Field List
setting 69 overview 94
field lookup table 32
filter criteria 26
C
charts G
customizing 94
designing 92 Gantt Chart
formatting 74, 92 tools 74
types 89 global template 44
combination view 41, 42 group criteria 26
cost resources
updating 15 H
Cost table 14 highlight criteria 25
critical path
report for 83
custom fields
I
dialog box 30 inactive tasks 61
Formula dialog box 34 interim plan 70
formulas 33, 34
uses 30 L
link
between projects 126 R

overview 126
remaining duration 4
projects 124
reports
tasks 124
charts in 89
cost 82
M creating 87, 88
Mark on Track command 2 dashboard 80
master project 124 design tools for 88
material costs in progress 83
updating 15 new types 87
milestones 50, 83 resource 81
Move command 66 tables in 93
visual 101
N resource pool
share resources 122
network diagramming 48
Network Diagram view
adding task nodes 49 S
milestones and summary tasks in 50 SharePoint libraries 8
overview 48 SharePointsyncing with 8
path 50 single view 41, 42
slippage 54
O sort criteria 22
Status Date 2
Organizer 44 subproject
overtime work 11 inserting in master project 124
insert options 124
P link options 125
path 50, 61 overview 124
PDM 48 successor
percent complete 3 external 126
Precedence Diagramming Method, See overview 126
PDM summary task 50, 125
predecessor syncing
external 126 with SharePoint 8
overview 126
project options T
advanced 114 tables
display 109 customizing 94
general 108 designing 93
language 113 layout tools 93
proofing 111 views 24
Quick Access Toolbar 116 Task Inspector 66
ribbon customization 115 task node fields 49
save 112 task progress 2
schedule 110 tasks
project plan in Network Diagram view 49
save as template 120 inserting 60, 61
templates 120 Move 66
Project Statistics 53 splitting 65
Index
Timeline
formatting 75
sharing 77
view 75
Timescale 27
U
update project
dialog box for 65
Update Tasks 3
V
variance 53
View Bar 20
views
adding new 41
combination 42
copying 43
editing 43
filtering 26
grouping 26
highlighting 25
most common 20
network diagramming 48
outline 23
single 42
sorting 22
specialized 21
tables 24
Timeline 75
Timescale 27
Visio PivotDiagrams 101, 102
Visual Reports
creating 101
overview 101
W
Work table 12
Index
NH91063I rev 1.0
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INSTRUCTOR'S EDITION

The CHOICE Instructor’s Edition

The CHOICE Facilitator’s Guide

The CHOICE Facilitator’s Course

The Logical Operations Instructor Community

Author Media Designer Content Editor

Sunni K. Brock Brian Sullivan Angie French

Lesson 1: Executing a Project..........................................1

Lesson 2: Monitoring Project Progress.......................... 19

Lesson 3: Controlling a Project Plan.............................. 59

Lesson 4: Reporting on Progress...................................73

Topic B: View Existing Reports................................................................80

Lesson 5: Customizing the Application............................... 107

Appendix A: Extending Project with Macros and Apps.........................133

Welcome to the Instructor

Preparing to Present the CHOICE Experience

Course Facilitator Icons

Digital Software Updates

Presentation Tips for the Microsoft® Project 2016: Part 2 Course

Course-Specific Technical Requirements

| Using the Microsoft® Project 2016: Part 2 Instructor’s Edition |

• Keyboard and mouse (or other pointing device)

Setting Up the Course

Install the Course Data Files

| Using the Microsoft® Project 2016: Part 2 Instructor’s Edition |

Section Duration Day Planner

Welcome and Introductions 0:30 8:00 - 8:30

Continuous Presentation: Your Class Flow

Section Duration Day Planner

Welcome and Introductions

Lesson 2: Monitoring Project Progress

Lesson 3: Controlling a Project Plan

Lesson 4: Reporting on Progress

Lesson 5: Customizing the Application

Non-continuous Presentation: Model Class Flow

| Using the Microsoft® Project 2016: Part 2 Instructor’s Edition |

Session Number Material Covered Session Duration

One Welcome and Introductions 2:00

Non-continuous Presentation: Your Class Flow

Session Number Material Covered Session Duration

| Using the Microsoft® Project 2016: Part 2 Instructor’s Edition |

• Update a project plan to reflect progress as you execute the project.

The CHOICE Home Screen

How to Use This Book

| About This Course |

A Note provides additional information, guidance, or hints about a topic or task.

| About This Course |

The Mark on Track Command

Lesson 1: Executing a Project | Topic A

The Update Tasks Dialog Box

Lesson 1: Executing a Project | Topic A

Lesson 1: Executing a Project | Topic A

Lesson 1: Executing a Project | Topic A

Before You Begin

Lesson 1: Executing a Project | Topic A

3. Set the status date to June 10, 2016.

a) On the ribbon, select Project→Status→Status Date.

4. Mark contract tasks as on track.

5. Update progress on demolition tasks.

Lesson 1: Executing a Project | Topic A

The Sync with SharePoint Dialog Box

Lesson 1: Executing a Project | Topic B

Lesson 1: Executing a Project | Topic B

Before You Begin