What is Microsoft Project

What is Microsoft Project?

Microsoft Office Project is a software application sold by Microsoft that provides project management tools to manage projects. The program, which has many different versions, allows users to:

Understand and control project schedules and finances.
Communicate and present project information.
Organize work and people to make sure that projects are completed on schedule.

Although the name includes "Office," Microsoft Project isn't included in any of the versions of Microsoft Office currently available. It is sold separately.

Overview of Microsoft Project

Microsoft originally purchased the software from another company and released its own version in 1985. The most recent version of the software is Microsoft Project 2007. In 2009 Microsoft announced its next version of Microsoft Project, code-named "Project 14" and named Project 2010, which it expects to release in the first half of 2010.

Microsoft Project allows the project manager to enter the tasks of a project (also known as the "work breakdown structure" or WBS) and assign workers (known as "resources") to those tasks, as well as cost information.

Microsoft Project also provides functionality that allows the user to create reports that communicate the status and progress of a project.

How to Create a Project Plan in Microsoft Project

The basic steps of creating and working with a project plan in Microsoft Project (which are saved as MPP files) is as follows:

1. Create a new project file by clicking on New in the File menu. Choose Blank Project.

2. Set a project start date by choosing Project | Project Information. Enter your start date in the Start date box.

3. Save the Project file by clicking Save and specifying a project name.

4. Now the project manager can plan the steps of the project, called tasks. Go to View | Gantt Chart. In the Task Name field, enter each task, including details such as milestones.

5. Enter durations by clicking on the Duration field. The small letter "d" represents days. 2d represents two days. Designate a milestone by entering a 0d duration. Don’t enter start and finish dates for the tasks; allow the Duration field to set these automatically.

6. Link tasks (for example, "this task must be done before that task") by selecting the tasks that are related and clicking the Link Tasks button on the toolbar.

7. Next, create a resource pool from which to allocate resources to the project. Click View | Resource Sheet. In the Resource Name field, enter all resources to be used in the project.

8. Now the project manager must assign resources to each task. A resource is typically a person, but it can also include non-human entities, such as equipment or expenses. Go to View | Gantt Chart, then select the task to which to assign a resource. Choose the Assign Resources button and in the dialog box choose the resource names and choose Assign.

9. Once resources are assigned, task type must be set in order for Project to lay out the schedule That task type may be duration, work, or units. The project manager can set a default task type in Tools | Options | Schedule. Individual tasks may also have their own type; select the task and click Task Information | Advanced.

10. Now the project manager is ready to set the project baseline in Microsoft Project. Once the project has been approved, this baseline can be fixed and used throughout the duration of the project to monitor how well project is tracking against expectations. To view the baseline against actual duration, resources, or costs, choose View | Tracking Gantt. The lower bar in the chart is the baseline. The upper bar represents the actual project status.

11. The project manager must now keep the project plan up to date through Microsoft Project. Choose the task to be updated, then choose Tools | Tracking | Update tasks. In the dialog box, enter progress data, either in the form percentage complete, actual dates, actual durations, or actual work.

12. To view project progress in Microsoft Project, choose Report | Visual Reports.

13. To close the project, create a final report by the means in step 12. If the project plan was useful to the management of the project, the project manager may wish to create a template plan to use in the future. Choose File | Save As | Template.

Versions of Microsoft Project

Microsoft Project has several different editions or versions, based on the needs of the users and organization.

Microsoft Office Project Standard 2007 is a single-user edition of the software. This version is targeted toward the desktop user.

Microsoft Office Project Professional 2007 includes all the capabilities in Office Project Standard 2007 as well as collaborative features that allow users to work together when the organization is also using Microsoft Office Project Server 2007.

Microsoft Office Project Server maintains project plan information and data on a server. Project Server allows multiple users to access that data through their client applications, Microsoft Office Project Professional 2007 and Microsoft Office Project Web Access.

Microsoft Office Project Web Access is a client application that is used with Microsoft Project Server. The service is used through a web browser to view, analyze, and report on project status, as well as create project proposals and plans. Using Project Web Access requires a Client Access License (CAL).

Microsoft Office Project Portfolio Server 2007 is an application that allows organizations to manage and prioritize all of its projects and programs. Portfolio Server enables managers and executives to uncover the value of each project and program to the organization and to prioritize them based on financial benefits and matchup with the strategic goals of the company.

Microsoft Office Enterprise Project Management (EPM) Solution is a suite of project management and portfolio management applications. The EPM suite allows an organization to gain visibility across all projects maintained in the system to ensure that business initiatives map to business strategies. The suite includes: Microsoft Office Project Professional 2007, Microsoft Office Project Server 2007, and Microsoft Office Project Portfolio Server 2007.

Office Project Portfolio Web Access is a web-based user interface that allows users to access information in Project Server in order to manage their portfolio of projects and evaluate them against performance metrics and business strategies. Using Project Portfolio Web Access requires an Office Project Portfolio Server 2007 Client Access License (CAL).

Microsoft Project Resources

MPUG
Microsoft's Project Website
Christophe Fiessinger's Blog

Microsoft Project Certification

Microsoft Project Management Certification: How to Get Started
70-632: MCTS: Microsoft Office Project 2007: Managing Projects
70-633: Microsoft Office Project Server 2007, Managing Projects
70-634: Microsoft Office Project Server 2007, Managing Projects and Programs
70-639: MCTS: Microsoft Office Project Server 2007, Configuration

Microsoft Project Training

EPMConnect
IIL
MSProjectExperts