![\"Microsoft](\"https:\/\/svapm.org\/wp-content\/uploads\/Gantt.JPG\")
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With the kick-off of Project Conference 2009 in Phoenix, AZ this week Microsoft has invited some customers and partners to get a sneak peek at Microsoft Project 2010.\u00a0 I have been managing projects and teaching classes on this tool for quite a long time and have had a chance to read about some of the latest \u2018improvements.\u2019 \u00a0Unfortunately, this new release still does not address some basic needs for project managers as they approach the tool.\u00a0 Here are some practical suggestions when using (any version of) Microsoft Project.<\/p>\n
Understand the Challenges to Using MS Project <\/strong>\u2013 There\u2019s a reason that spreadsheets are the most commonly used software tools to manage projects.\u00a0 Spreadsheets are more intuitive and predictable than MS Project.\u00a0 MS Project is relatively easy to use when starting to coordinate tasks but it can quickly become cumbersome and unmanageable when attempting to optimize resources and control your schedule or budget.\u00a0 A streamlined approach to using the most appropriate features is highly recommended.\u00a0 I have generally found that a project manager can effectively plan and control their projects with far less than half of the tool\u2019s functionality.\u00a0 One way to streamline your approach to the tool is to minimize data entry to certain key fields (e.g. Task Name, Predecessor, Duration, Actual Start, Actual Duration and Remaining Duration to name a few).<\/p>\n Know the Planning Limitations <\/strong>– Microsoft Project is not a project management tool.\u00a0 Let me repeat that last sentence: Microsoft Project is not a project management tool.\u00a0 \u00a0It was developed as a schedule tracking application but has become accepted over the years as a comprehensive project management tool.\u00a0 It is not the most effective tool when it comes to brainstorming activities like project planning.\u00a0 Many project managers get challenged when they drag their teams through a planning session with nothing but a Gantt Chart.\u00a0 Gantt Charts are not very conducive to team interaction during the planning process.\u00a0 Teams often respond better and produce higher quality planning information when using affinity diagramming tools like mind maps and work breakdown structures.\u00a0 That brings up another good suggestion\u2026<\/p>\n Integrate a Work Breakdown Structure (WBS) <\/strong>\u2013 For all the years that Microsoft Project has been in use, there has never been a built-in WBS feature.\u00a0 This has always amazed me.\u00a0 Previous versions have attempted to integrate with Microsoft Visio to create WBS diagrams but this was never an effective feature.\u00a0 Project managers will often utilize summary tasks and subtasks (i.e. indenting tasks) in order to create a hierarchy of work within a Gantt Chart.\u00a0 This is a good start but I would go a step further and utilize an add-on tool such as WBS Chart Pro (criticaltools.com) which integrates the Work Breakdown Structure into MS Project for reporting as well as front-end planning functionality.<\/p>\n Improve Estimation Techniques<\/strong> \u2013 Often times the weakest link in the planning process is the quality of work and cost estimates for project activities.\u00a0 There are several things to keep in mind as you enter Duration, Work or Cost estimates into MS Project.\u00a0 First, it is your responsibility as the project manager to challenge and validate estimates you receive from various sources.\u00a0 If you have gone through enough projects, you know that you cannot assume every estimate will be accurate.\u00a0 Refer to historical data, break down components to smaller work packages and push back on those Subject Matter Experts (SMEs) until you are more confident in the quality of the estimates.\u00a0 In addition, you can use various techniques such as Delphi to gain consensus on estimates or Stochastic Modeling to leverage three-point estimates and improve the confidence in your overall schedule or budget.\u00a0 There are built-in PERT Analysis features, add-on tools (e.g. Risk+ from Deltek) and even macros for Monte Carlo simulation available to integrate three-point estimation and risk management into Microsoft Project plans.<\/p>\n Standardize, Share, and Optimize Your Resources<\/strong> \u2013 Entering resources in Microsoft Project is quite easy.\u00a0 Defining them properly is not.\u00a0 What I mean is that coming up with a standard naming convention for resources can be challenging.\u00a0 This is especially true when there are many different stakeholders for project data \u2013 resource managers, executives, portfolio\/program management and, of course, team members.\u00a0\u00a0 Defining a common set of resources to meet all major reporting needs is often the job for a Project Management Office (PMO).\u00a0 The PMO may also be charged with setting up a Resource Pool which can be shared across multiple projects and maintained centrally.\u00a0 Ultimately, a key project management responsibility during the planning and control portions of a project is to optimize the usage of resources such that those resources can effectively achieve the work and thereby commit to the plan.\u00a0 A good understanding of the Resource Leveling feature in MS Project allows a project manager to identify key resource bottlenecks and optimize assignments proactively to reduce schedule risk.<\/p>\n Know Your Limitations in Sharing Information <\/strong>\u2013 It\u2019s much easier to share information with spreadsheets than with MS Project since almost everyone has a spreadsheet application on their computer.\u00a0 Unfortunately, licensing costs make MS Project a limited deployment for most organizations.\u00a0 For the individual project manager there is a rarely leveraged discount available through academic licensing.\u00a0 Taking a professional development course or having a child in school allows for up to 90% off of the list pricing.\u00a0 It is well worth taking advantage of this discount.\u00a0 Check out online academic software resellers for more information on eligibility and pricing.<\/p>\n For a more in-depth look at Microsoft Project Best Practices at UCSC Extension in Silicon Valley check out the Elective Course link in the left menu for Managing Projects with Microsoft Project.<\/strong><\/p>\n Coming up next time, a closer look at\u2026<\/strong> Limitations in Critical Path Methodology, Compressing Schedules Effectively, Achieving Consensus and Understanding Baselines, Controlling Projects by Variance Analysis and Supporting Multiple Project Managers.<\/p>\n Thanks for reading.\u00a0 Your comments are always welcome!<\/p>\n – Jim Park, PMP<\/strong> With the kick-off of Project Conference 2009 in Phoenix, AZ this week Microsoft has invited some customers and partners to 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\nInstructor, Project and Program Management certificate program
\nUCSC Extension in Silicon Valley<\/p>\n","protected":false},"excerpt":{"rendered":"