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1. Project Planning Using MS Project
Basic Navigation and
Configuration
URBS 609 Project, Unit 2

2. Urban and Regional Studies
Institute 2
About This Training Module
This training module was crafted using PowerPoint
by Microsoft Corporation. It has been packaged
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without use of PowerPoint.
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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004

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Training Module Preview
• This module will provide:
– Introduction to the basic navigation of the most
commonly used MS Project features
• Menus
• Toolbars
• Help/questions dialogue box
– Introduction to the basic configuration tools that
display the most commonly needed data
– Background material for project planning
• This module is constructed as the second of
three blocks in a building block approach

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MS Project Rules of the Road
• Be prepared before using MS Project
• Have the required building blocks defined
– Identify a clear project goal
– Identify tasks, resources, requirements, limitations
– Identify relationships between tasks
• Constraints and Dependencies
– Identify a defined sequence for tasks
• Like any tool, MS Project cannot define the goal
of a project, the user must do that

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MS Project Rules of the Road
• Be prepared to make mistakes and spend the time
to learn how and why they were made
• Create a configuration that makes sense
– Data that meets the needs of everyone involved
• Workers, managers, stakeholders
– Above all-keep it as simple as possible to avoid
information overload
• Too much information will make it more difficult to communicate
the project plan and status

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• Remember – Project is a tool designed to help:
– Organize the information
– Visualize the information
– Manage the information
– Analyze the information
– Quantify the possible plan outcomes
• Project plans are only as good as the data used to
construct them: bad estimates = bad plans
• It can be labor intensive creating a plan; save the data
in 2 places for safety – on the hard drive and a disc
– Save each time the project is opened
MS Project Rules of the Road

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The Opening Screen
Not Intuitive – add tools…

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Basic Configuration
…Project Guide…a step by step tutorial…

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Basic Configuration
Click “Tasks” and a step by step tutorial/guide appears

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Basic Configuration
Next, add toolbars to make navigating easier…

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Basic Configuration
…format data to meet personal preferences…

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Basic Configuration
…and add PERT analysis tools…

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Basic Configuration
The result is an easier to use toolset…time to explore!

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Basic Configuration
• All toolbars have tool tips that appear when the
cursor rolls over it…

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Basic Configuration
• Typing a question yields a list of topics and answers…

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Basic Configuration
• Before beginning, take some time to explore the
toolbars
• Walk through the tutorial
• Set font preferences or use the program defaults
• DO NOT BEGIN ENTERING DATA until you are
comfortable with the basic layout
• Create a layout that you are comfortable with

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Exploring the Menus
The File Menu
• Standard Windows file menu, similar to MS Word

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Exploring the Menus
• Standard Windows Edit Menu, similar to MS Excel
The Edit Menu

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Exploring the Menus
The View Menu
• Allows a user to view a wide range of charts,
graphs and tables with the click of a mouse

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Exploring the Menus
• A Standard Windows Insert menu, similar
to both MS Excel and MS Word
The Insert Menu

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Exploring the Menus
• Allows a user to customize all aspects of
the project or use wizards for ease of use
The Format Menu

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Exploring the Menus
• Link tasks, change time, adjust resources
• “level” resources when over-tasked
(automatically adjust work assignment)
The Tools Menu

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Exploring the Menus
• Project Specific Tools that are similar to MS Excel
– Sort, filter, arrange tasks
– Detailed project and task information
The Project Menu

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Exploring the Menus
• The Standard Microsoft Window Menu
The Window Menu

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Exploring the Menus
• Standard Windows Help menu
The Help Menu

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Exploring the Menus
• Most menu options can also be accessed by right
mouse-clicking in the associated working area
Menu Options

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Exploring the Menus
• On the Tool menu, Options tab is very important
• Used to set all preferences in one easy to access
place
– Fonts, calendars, work display units
– Scheduling Options
– Auto-save options
– Display options
– Chart and graph options
• Go through these tabs to set preferences
Key Options to know

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Exploring the Menus
The Options Tabs on the Tools Menu

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Exploring the Menus
• On the PERT Tool bar, PERT Entry Sheet is very
important
• Used to enter all task information before PERT
Analysis
Key Options to know

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Exploring the Menus
• Can Be Customized so the data only has to be
entered once – will be reflected in all other areas
PERT Entry Sheet

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Exploring the Menus
• On the Project menu, Task Information tab is
very important
• Used to enter all task information in one easy to
access place
• Can also be accessed by right mouse clicking
when in the WBS/Task List Area
• Go through these tabs to set constraints and
dependencies, enter task info, resources, notes
The Task Information Tabs on the Project Menu

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Exploring the Menus
The Task Information Tabs on the Project Menu

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Entering Information
• Information can also be entered directly into the
PERT Entry sheet or the WBS/Task list
– Entered in 1 place, populated in all places
• Data Entry can be done in a variety of ways
• Enter as much information as necessary to
reflect the task, but avoid over-documenting
• Use the KISS method to keep information as
usable as possible (Keep It Simple Son)

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Navigation and Configuration
• Highly Customizable – user preferred settings
• Use the minimum info necessary
• Be familiar with the tools before starting
– Standard menus with intuitive tools
• Use the included reference materials
– Tutorial
– Wizards
– Help/questions search
• Have a clear goal in mind before beginning
Review

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Resources Used in This Unit
• Dr. Anthony Filipovitch
• MS Project, by
Microsoft Corporation
• MS Excel, by Microsoft
Corporation
• PM Body of
Knowledge (PMBOK),
Philadelphia: PMI,
2000
• Project Management
Institute (PMI)
Resource Center
– Project Management
Institute Website

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You have completed
URBS 609 Project Unit 2
Please proceed to
URBS 609 Project Unit 3
This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004