Microsoft Excel to Project in 5 Easy Steps

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On April 18th, C/D/H hosted a webinar with New Horizons on five easy steps to Microsoft Project. Local project management and technology professionals learned project management basics, an overview of Microsoft Project tools, and the benefits of moving to Microsoft Project from Excel.

View C/D/H's Excel to Project in 5 Easy Steps slide deck and see transformational changes you can bring to your daily project management duties with this powerful tool.

And for more information on this or other project management topics, visit our blog at www.cdhtalkstech.com.

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Microsoft Excel to Project in 5 Easy Steps

  1. 1. CDH From Excel to Project in 5CDH Easy Steps April 2012
  2. 2. CDH Quick FactsAbout Us Approach Partnerships• 22nd Year • Vendor • Microsoft Gold• Grand Rapids & Independent • VMware Enterprise Royal Oak • Non-reseller • Citrix Registered• 30 Staff • Professional • Novell Gold Services Only • Cisco Premier
  3. 3. CDH Expertise
  4. 4. CDH Get Social with C/D/H C/D/H Talks Tech C/D/H Tweets Tech
  5. 5. C/D/H Project ManagementCDH Expertise • C/D/H Project Management Group – Six active members – PMI certified – Experience in Microsoft Enterprise Management approach – Experience in multiple project management tools and methodologies – Experience in PMO development and operations
  6. 6. CDH Your Presenter Doug MacNEIL Consultant PMP | MCITP:EPM | MCT MCTS | MOS | CNE dougm@cdh.com
  7. 7. CDH Agenda • Introduction • General Project Management Discussion • Microsoft Project Tools • Project Management - Tasks – Work breakdown structure – Task assignment – Resource scheduling – Critical path analysis – Cost estimating • Q&A
  8. 8. CDH What is a “Project”? “A project is a temporary endeavor undertaken to create a unique product, service or result.” Source: A guide to the project management body of knowledge (PMBOK Guide) Fourth Edition
  9. 9. CDH Project Management Evolution (1989) PRINCE method derived from PROMPTII is (1950s) published by the U.K. The Critical path Government method (1969) (2002) Portfolio (CPM) invented Project Management (1986) Management Institute (PMI) established Six Sigma Techniques Methodology 1910s 1950s 1960s 1970s 1980s 1990s 2000s(1861–919) (1958) (1975) (1987) (1995)The Gantt Chart The Program PROMPTII First PMBOK Agile Projectdeveloped Evaluation and methodology Guide published Managementby Henry Review Technique created by Simpact SystemsLaurence Gantt (PERT) method invented
  10. 10. CDH Project Management • Projects in one form or another have been undertaken for a millennia • Gantt Chart first developed in 1920 • The latter half of the 20th century people started to talk about “Project Management”
  11. 11. CDH Why Project Management • Project and Portfolio Management helps organizations gain visibility and control across all work, enhancing decision- making, improving alignment with business strategy, maximizing resource utilization, and enhancing project execution.
  12. 12. CDH The Business Needs Align work with strategicRationalize investment objectives Manage projects and Gain visibility and resources effectively control over projects
  13. 13. CDH Microsoft Project - Tools • Target Audience: – Excel 2010 – “Accidental” Project Managers – Project Standard 2010 • Individuals and Part Time Project Managers – Project Professional 2010 • Full Time Project Managers – Project Server 2010 • IT, PMO, Engineering R&D, Product Development, Operations
  14. 14. CDH Microsoft Excel 2010 • Microsoft Excel 2010 gives basic data list capabilities – Listing of activities – Listing of resources – Listing of budget – Listing of …..
  15. 15. CDH Microsoft Project Standard 2010 • Microsoft Project Standard 2010 delivers powerful, visually enhanced ways to manage a wide range of projects.
  16. 16. CDH Microsoft Project Professional 2010 • Microsoft Project Professional 2010 gives you a powerful, visually enhanced way to effectively manage a wide range of projects and programs. • Provides integration capabilities with: SharePoint, Team Foundation Server and Project Server.
  17. 17. CDH Microsoft Project Server 2010 • Microsoft Project Server 2010 builds upon the Microsoft SharePoint Server 2010 platform. • Provides a basis for Project Web App pages, site administration, project workspaces, and authentication infrastructure for Project Server users. • Provides portfolio tracking and planning.
  18. 18. Microsoft Project ManagementCDH Overview • Microsoft Project History – 1984 – Original version DOS based – 1986 – Version 4 (Final DOS based version) – 1990 – Version 1 for Windows – 1991 – MAC version released – No version 2 for Windows ever released – 1993 – Last MAC version (Project 4) released – Current version is 14th release – Version 15 TBD…
  19. 19. You Just Might Be a ProjectCDH Manager “If youre 6 months late on a milestone due next week but really believe you can make it, you just might be a project manager.” (Apologies to Jeff Foxworthy)
  20. 20. CDH Project Management • Work breakdown structure • Task assignment • Resource scheduling • Critical path analysis • Cost estimating
  21. 21. CDH Project Management - WBS • Work breakdown structure • Task assignment • Resource scheduling • Critical path analysis • Cost estimating
  22. 22. CDH Work Breakdown Structure • Work Breakdown Structure – According to the PMBOK is defined as “the process of subdividing project deliverable and project work into smaller more manageable components.” – Done in Excel can be a list of activities that need to be accomplished – Done in Project is manageable and can be used as a tool in Project Management
  23. 23. CDH Work Breakdown - Excel Line Est. # of Description Comments # hours 1 Project Management 2 Time required by C/D/H project manager and all C/D/H team member time for status meetings, general communication and project collaboration 3 Project initiating tasks including internal prep meeting 2.0 and establishment of project management plan 4 Project kick-off meeting 2.0 2 CDH Staff members @ 1 hour per 5 Project planning tasks including build of initial project 1.0 plan and schedule 6 Weekly project status meetings 2.0 7 Monitoring and controlling activities including issuance 2.0 of regular project communications, budget monitoring and reporting, project plan updates and project change control 8 Project closure tasks including preparation and 1.0 issuance of final project documents and other tasks as needed 9 Project closure meeting 2.0 2 CDH Staff members @ 1 hour per
  24. 24. CDH Work Breakdown – Project
  25. 25. CDH Project Management - Tasks • Work breakdown structure • Task assignment • Resource scheduling • Critical path analysis • Cost estimating
  26. 26. CDH Task Assignment • Task Assignment – Done in Excel lists resources that can be applied to a task – Done in Project is manageable and can be used as a tool to track and monitor resource utilization
  27. 27. CDH Task Assignment - Excel Task Description Assigned to: Service Area Joe - Information Joe will not be onsite but Erik Network4th BGP Peer - Nov. 29th. Technology Erik - will be. Infrastructure Information Technology Computer Paul - Information Operations,802.11n deployment for Corp Technology Network Infrastructure Perform an annual audit of ComputerActive Directory Audit Active Directory to identify user Operations access Computer Currently there is no Pat - Information Operations,Add security to the Media (AV) WLAN authentication or encryption on Technology Network the media WLAN. Infrastructure
  28. 28. CDH Task Assignment - Project
  29. 29. CDH Task Assignment - Project
  30. 30. CDH Task Assignment - Project
  31. 31. Project Management - ResourceCDH Scheduling • Work breakdown structure • Task assignment • Resource scheduling • Critical path analysis • Cost estimating
  32. 32. CDH Resource Scheduling • Resource scheduling – Excel is a great spreadsheet program but it is not made for planning and scheduling – Excel provides limited Gantt Chart development – Project allows visibility into task calendars and resource allocation
  33. 33. CDH Resource Scheduling - Excel Resource Name Work Douglas J. MacNEIL 15.2 hrs Project initiating tasks including internal prep meeting and establishment of project  2 hrs management plan Project kick‐off meeting 0.4 hrs Project planning tasks including build of initial project plan and schedule 1 hr Weekly project status meetings 0.4 hrs Monitoring and controlling activities including issuance of regular project communications,  2 hrs budget monitoring and reporting, project plan updates and project change control Project closure tasks including preparation and issuance of final project documents and other  1 hr tasks as needed Project closure meeting 0.4 hrs Other projects and commitments 8 hrs Polly C. Corbett 169.8 hrs Project kick‐off meeting 1.6 hrs Weekly project status meetings 1.6 hrs Project closure meeting 1.6 hrs Develop Exchange design and migration plans 16 hrs Build new Exchange 2010 server hosting CAS, HUB, and mailbox roles 36 hrs Create Cisco ASA network translation and access list. Create legacy URL and update SSL.  18 hrs Test Exchange connectivity for ActiveSync, OWA, and Outlook Anywhere. Test co‐existence between Exchange Server 2003 and Exchange Server 2010 4 hrs Migrate pilot group from Exchange 2003 to Exchange 2010 48 hrs Other projects and commitments 0 hrs Pat Jones 16 hrs Create virtual machine for Exchange Server 2010 16 hrs Erik Gilreath 24 hrs Create Cisco ASA network translation and access list. Create legacy URL and update SSL  24 hrs certificate. 
  34. 34. CDH Resource Scheduling - Project
  35. 35. CDH Resource Scheduling - Project
  36. 36. CDH Project Management – Critical Path • Work breakdown structure • Task assignment • Resource scheduling • Critical path analysis • Cost estimating
  37. 37. CDH Critical Path • The critical path is the series of tasks (or even a single task) that dictates the calculated project start or finish date • If a single task is late on the critical path, the end date of the entire project will also be late
  38. 38. CDH Critical Path • Critical Path Analysis – Excel allows listing of tasks but offers no assistance with identification and tracking of critical path – Project allows visibility into the critical path • Highlight the critical path • Show only the critical path • Show a single critical path for multiple projects • Calculate multiple critical paths
  39. 39. CDH Critical Path - Excel Line Est. # of Description Comments # hours 1 Project Management 2 Time required by C/D/H project manager and all C/D/H team member time for status meetings, general communication and project collaboration 3 Project initiating tasks including internal prep meeting and 2.0 establishment of project management plan 4 Project kick-off meeting 2.0 2 CDH Staff members @ 1 hour per 5 Project planning tasks including build of initial project plan 1.0 and schedule 6 Weekly project status meetings 2.0 7 Monitoring and controlling activities including issuance of 2.0 regular project communications, budget monitoring and reporting, project plan updates and project change control 8 Project closure tasks including preparation and issuance 1.0 of final project documents and other tasks as needed 9 Project closure meeting 2.0 2 CDH Staff members @ 1 hour per
  40. 40. CDH Critical Path - Project
  41. 41. CDH Critical Path - Project
  42. 42. CDH Critical Path - Project
  43. 43. CDH Project Management - Costs • Work breakdown structure • Task assignment • Resource scheduling • Critical path analysis • Cost estimating
  44. 44. CDH Cost Estimating • Cost estimating – Excel allows cost rollup and what if scenarios with extensive development – Project allows presentation of costs and budgets from stock reports and offers multiple rates and ability to factor in overtime rates
  45. 45. CDH Cost Estimating - Excel
  46. 46. CDH Cost Estimating - Project
  47. 47. CDH Cost Estimating - Project
  48. 48. CDH Thank You Royal Oak Grand Rapids 306 S. Washington Ave. 15 Ionia SW Suite 212 Suite 270 Royal Oak, MI 48067 Grand Rapids, MI 49503 (248) 546-1800 (616) 776-1600 www.cdh.com (c) C/D/H 2007. All rights reserved

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