Maximizing the Power of Microsoft ® Project and Microsoft ® Word Dr. John A. Estrella, CMC, PMP...
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Maximizing the Power of Microsoft ® Project and Microsoft ® Word Dr. John A. Estrella, CMC, PMP Presented to MPA Greater Toronto Area 20 February 2008 Microsoft, Microsoft Project and Microsoft Word are either trademarks or registered trademarks of Microsoft Corporation in the United States and other countries. Other terms may be trademarks or registered trademarks of their respective owners. © 2008. Agilitek Corporation. All Rights
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Transcript of Maximizing the Power of Microsoft ® Project and Microsoft ® Word Dr. John A. Estrella, CMC, PMP...
Maximizing the Power ofMicrosoft® Project and Microsoft® Word
Dr. John A. Estrella, CMC, PMP
Presented to MPA Greater Toronto Area
20 February 2008
Microsoft, Microsoft Project and Microsoft Word are either trademarks or registered trademarks of Microsoft Corporation in the United States and other countries. Other terms may be trademarks or registered trademarks of their respective owners.
© 2008. Agilitek Corporation. All Rights Reserved.
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Learning Objectives
1. Extend the power of Microsoft Project and Microsoft Word
2. Create work breakdown structures and mind maps Organize and transform brainstorming notes into schedules Convert mind maps into sophisticated documents instantly
3. Display summary and detail project information graphically
4. Incorporate time bands when defining task dependencies
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Learning Objective (1 of 4)
Extend the power of Microsoft Project and Microsoft Word
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Useful Third-Party Software Tools
Mindjet® MindManager®
Encourages creative thinking in a project Captures and manages information visually
Critical ToolsTM: WBS Chart ProTM
Facilitates graphical creation of work breakdown structures Displays summary and detail project information
Critical ToolsTM: PERT Chart EXPERTTM
Creates and displays project PERT network charts Incorporates vertical time bands on task dependencies
PERT = Program Evaluation and Review Technique
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Mindjet® MindManager®
Speeds up brainstorming sessions Defining the project scope Documenting project information Creating work breakdown structures
Converts mind maps automatically Into Microsoft Project schedules Into Microsoft Word documents
Facilitates graphical monitoring and controlling of projects Weekly progress reports
Source: Mindjet
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Source: Mindjet
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Critical ToolsTM: WBS Chart ProTM
Captures the overall project scope graphically Highlights and summarizes key project information Serves as a powerful communication and collaboration tool
Allows the project team to create work breakdown structures Decompose the project into manageable smaller tasks Facilitates team building during project initiation
Supports bidirectional link into Microsoft Project Converts WBS into Microsoft Project schedules Reflects Microsoft Project changes dynamically
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Source: Critical Tools
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Source: Critical Tools
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Critical ToolsTM: PERT Chart EXPERTTM
Enables the creation and definition of task dependencies Calculates critical and non-critical tasks Displays the sequence of tasks graphically
Makes it easier to view task predecessors and successors Incorporates vertical time bands in the PERT chart Shows dependency information (FS, SS, FF & FS, and lag)
Supports bidirectional link with Microsoft Project Converts WBS into Microsoft Project schedules Reflects Microsoft Project changes dynamically
FS = Finish-to-Start, SS = Start-to-Start, FF = Finish-to-Finish and FS = Finish-to-Start
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Source: Critical Tools
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Learning Objective (2 of 4)
Create work breakdown structures and mind maps Organize and transform brainstorming notes into schedules Convert mind maps into sophisticated documents instantly
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Work Breakdown Structure (WBS)
What is WBS? “A deliverable-oriented hierarchical decomposition of the work to
be executed by the project team to accomplish the project objectives and create the required deliverables. It organizes and defines the total scope of the project.”
How do you create a WBS? Get the team to identify the upper levels of the WBS
• Major deliverable work areas of the project
• Major phases in the project’s life cycle Provide details on the lower WBS elements
• Scope, schedule, cost, resource, notes, etc.
Sources: PMI 2004, 379; PMI 2001, 5
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WBS (continued)
Is WBS supported in Microsoft Project? Yes, but only in an indented outline format
Are there other alternatives? Yes, use MindManager or WBS Chart Pro Import the WBS into Microsoft Project
Source: PMI 2001, 9
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Source: PMI 2001, 9
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WBS in WBS Chart Pro
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WBS in Microsoft Project
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Mind Mapping
What is a mind map? “A mind map is a diagram used to represent words, ideas, tasks
or other items linked to and arranged radially around a central key word or idea. It is used to generate, visualize, structure and classify ideas, and as an aid in study, organization, problem solving, decision making, and writing.”
How do you create a mind map? Start with a central key word or idea List 4 to 7 key items around the central key word or idea Add graphics, relationships, words, etc. as needed
Export the mind map into Microsoft Project or Microsoft Word
Source: Wikipedia
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Learning Objective (3 of 4)
Display summary and detail project information graphically
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Displaying Project Information
Graphical representation addresses the need of visual learners Makes presentations easier and more appealing
Microsoft Project Stores most of the information But, it cannot easily display the data in graphical format
MindManager Project dashboard, requirements documentation, etc.
WBS Chart Pro / PERT Chart EXPERT Summary, by resource, by phase, etc.
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Source: Mindjet
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Source: Mindjet
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Source: Critical Tools
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Source: Critical Tools
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Source: Critical Tools
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Learning Objective (4 of 4)
Incorporate time bands when defining task dependencies
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Source: Critical Tools
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References
Critical Tools. Project planning and graphing software. http://criticaltools.com/.
Mindjet. The Mindjet map gallery. http://www.mindjet.com/us/download/map_library/map_library_browse.php?pid=0&cid=1&page=3&index=10.
Project Management Institute, Inc. 2001. Project Management Institute practice standard for work breakdown structures. Newtown Square, PA: Project Management Institute, Inc.
Project Management Institute, Inc. 2004. A guide to the project management body of knowledge. 3rd ed. Newtown Square, PA: Project Management Institute, Inc.
Wikipedia. Mind map. http://en.wikipedia.org/wiki/Mind_map.
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Contact Information
Dr. John A. Estrella, CMC, PMP Management Consultant
• Project management, business analysis, and software testing International Author
• Courses, books, and products (http://agilitek.com/products.html) Professional Speaker
• Keynote, training, and webinar
Web sites: http://JohnEstrella.com • http://SampleExamQuestions.com
Phone: (905) 201-3085
E-mail: [email protected]
