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Tools & Techniques Microsoft Project Best
Practices (1)
By J im Park, PMP on September 15th, 2009
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2011/3/11 http://svprojectmanagement.com/tools-techniques-%E2%80%93-microsoft-project-bes...
With the kick-off of Project Conference 2009 in Phoenix, AZ this week Microsoft has invited some
customers and partners to get a sneak peekat Microsoft Project 2010. 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 improvements. Unfortunately, this new release still does not address some basic needs
for project managers as they approach thetool. Here are some practical suggestions when using (any
version of) Microsoft Project.
Understand the Challenges to Using MS Project Theres a reason that spreadsheets are the most
commonly used software tools to manage projects. Spreadsheets are more intuitive and predictable
than MS Project. 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. A streamlined approach to using the most appropriate features is highly
recommended. I have generally found that a project manager can effectively plan and control their
projects with far less than half of the tools functionality. 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).
Know the Planning Limitations - Microsoft Project is not a project management tool. Let me
repeat that last sentence: Microsoft Project is not a project management tool. It was developed as a
schedule tracking application but has become accepted over the years as a comprehensive project
management tool. It is not the most effective tool when it comes to brainstorming activities like
project planning. Many project managers get challenged when they drag their teams through a
planning session with nothing but a Gantt Chart. Gantt Charts are not very conducive to team
interaction during the planning process. Teams often respond better and produce higher quality
planning information when using affinity diagramming tools like mind maps and work breakdown
structures. That brings up another good suggestion
Integrate a Work Breakdown Structure (WBS) For all the years that Microsoft Project has been
in use, there has never been a built-in WBS feature. This has always amazed me. Previous versions
have attempted to integrate with Microsoft Visio to create WBS diagrams but this was never an
effective feature. 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. 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.
Improve Estimation Techniques Often times the weakest link in the planning process is the
quality of work and cost estimates for project activities. There are several things to keep in mind as
you enter Duration, Work or Cost estimates into MS Project. First, it is your responsibility as the
2 7 Tools & Techniques Microsoft Project Best Practices (1) | UCSC Extension i...
2011/3/11 http://svprojectmanagement.com/tools-techniques-%E2%80%93-microsoft-project-bes...
project manager to challenge and validateestimates you receive from various sources. If you have
gone through enough projects, you know that you cannot assume every estimate will be accurate.
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. 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. 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.
Standardize, Share, and Optimize Your Resources Entering resources in Microsoft Project is
quite easy. Defining them properly is not. What I mean is that coming up with a standard naming
convention for resources can be challenging. This is especially true when there are many different
stakeholders for project data resource managers, executives, portfolio/program management and,
of course, team members. Defining a common set of resources to meet all major reporting needs is
often the job for a Project Management Office (PMO). The PMO may also be charged with setting
up a Resource Pool which can be shared across multiple projects and maintained centrally.
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. A goodunderstanding 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.
Know Your Limitations in Sharing Information Its much easier to share information with
spreadsheets than with MS Project since almost everyone has a spreadsheet application on their
computer. Unfortunately, licensing costs make MS Project a limited deployment for most
organizations. For the individual project manager there is a rarely leveraged discount available
through academic licensing. Taking a professional development course or having a child in school
allows for up to 90% off of the list pricing. It is well worthtaking advantage of this discount. Check
out online academic software resellers for more information on eligibility and pricing.
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.
Coming up next time, a closer look at Limitations in Critical Path Methodology, Compressing
Schedules Effectively, Achieving Consensus and Understanding Baselines, Controlling Projects by
Variance Analysis and Supporting Multiple Project Managers.
Thanks for reading. Your comments are always welcome!
- Jim Park, PMP
Instructor, Project and Program Management certificate program
UCSC Extension in Silicon Valley
Technorati Tags: best-practices, estimation, Goals, Professional-Development, project-management-
tools, Reddit, resources, wbs
Categories: Goals, Leadership, Priorities, Risk, Time, Training & Certification
Tags: best-practices, estimation, Goals, Professional-Development, project-management-tools,
Reddit, resources, wbs
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About the Author
Jim Park, PMP
J IM PARK, PMP, has helped organizations improve their project management skills through public
and corporate training courses since 1998. He is an instructor for the Stanford Center for
Professional Development (IP Solutions, LLC) and UCSC Extension in Silicon Valley. He has
successfully developed and delivered courses such as Project Management Essentials, PMP Exam
Prep, Microsoft Project, and Decision Making Tools and Techniques. Clients include Oracle,
Google, Pacific Gas & Electric, Lockheed Martin, Kaiser Permanente, Applied Materials, SRI
International, Ingersoll-Rand, Symantec, Hitachi, LucasArts, andthe U.S. Air Force. J im has over 15
years of experience in software development, IT, pharmaceuticals and medical device development,
with over 10 years focusedon managing projects, supporting a program office, and developing better
project management processes and tools. Linkedin Profile J imPark@Gmail.com
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Note: This work and all associated comments are licensed under a Creative
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2 Responses to Tools & Techniques Microsoft Project Best Practices (1)
1.
Amber
September 15, 2009 at 9:58 am | Permalink | Reply
Hi J im, I would follow you on Twitter if I knew which J im Park you are. Im
Amber_Richards.
Reply
2.
Jim Park, PMP
4 7 Tools & Techniques Microsoft Project Best Practices (1) | UCSC Extension i...
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September 16, 2009 at 9:28 am | Permalink | Reply
J imParkPMP
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