Part I

The Riddle of the Ribbon. Moving from MS Project 2007 to 2010.

Where is Everything?

Part II
Sharing: How I do Project Scheduling

Ed Mahler
Project Administration Institute, Inc.

2015 Construction CPM Conference

Session FR116, Friday, Jan 16

1/16/2014 Project Administration Institute, Inc. 1

 Dick Faris Keynote
Laziness

1/16/2014 Project Administration Institute, Inc. 2

 Overview

Sharing, not a tutorial

Part 1 2007 to 2010, how I dealt with the upgrade
Where did they put the executable files
The 2007 menu to 2010 ribbon challenge
Enhancements , omissions, & recommendations
Sharing the PAI ribbon
Part 2 How I do Project Scheduling
High visibility scheduling
Sharing PAI views, tables, filters

1/16/2014 Project Administration Institute, Inc. 3

 Installation
Objective
Keep 2007 after 2010 is installed
Know where its components are installed so you can
control its operation
Installation Environments
Do it yourself
There is an option to keep 2007
Centralized robo rollout in a corporate environment
May not have option to keep 2007
Reinstall 2007 after 2010 installed

1/16/2014 Project Administration Institute, Inc. 4

 Installation
Where is everything?
1. Executable program
They have the same filename - WINPROJ.EXE
Windows XP and Windows 7 stored in different places
2010 and 2007 can coexist but cant run at the same
time
2. MPT file global.mpt
2007 (Menu, Views, tables, filters, macros, reports)
2010 (Views, tables, filters, macros, reports)
3. Ribbon file (2010 menu)

1/16/2014 Project Administration Institute, Inc. 5

 Installation

Windows XP/SP3

1/16/2014 Project Administration Institute, Inc. 6

 MSP 2007 executable
Windows XP/SP3

1/16/2014 Project Administration Institute, Inc. 7

 MSP 2010 executable
Windows XP/SP3

1/16/2014 Project Administration Institute, Inc. 8

 Windows XP/SP3
MSP 2007 mpt

MSP 2007 mpt

Menu
Views
Tables
Filters
Macros

1/16/2014 Project Administration Institute, Inc. 9

 MSP 2010 mpt & ribbon
Windows XP/SP3

MSP 2010 mpt & customized ribbon

Views Menu
Tables
Filters
Macros

1/16/2014 Project Administration Institute, Inc. 10

MSP 2010 internal ribbon
Windows XP/SP3

MSP 2010 internal ribbon

Menu

1/16/2014 Project Administration Institute, Inc. 11

 Installation

Windows 7

1/16/2014 Project Administration Institute, Inc. 12

 MSP 2007 executable
Windows 7

1/16/2014 Project Administration Institute, Inc. 13

MSP 2010 executable
Windows 7

1/16/2014 Project Administration Institute, Inc. 14

MSP 2007 mpt
Windows 7

MSP 2007 mpt

Views
Tables
Filters
Macros
Menus

1/16/2014 Project Administration Institute, Inc. 15

 14

MSP 2010 mpt

Windows 7

MSP 2010 mpt & customized ribbon

Views Menus
Tables
Filters
Macros

1/16/2014 Project Administration Institute, Inc. 16

 office

MSP 2010 internal ribbon

Windows 7

MSP 2010 internal ribbon

Menus

1/16/2014 Project Administration Institute, Inc. 17

 XP Execution

1/16/2014 Project Administration Institute, Inc. 18

 W7 Execution

1/16/2014 Project Administration Institute, Inc. 19

 Executing from Windows Explorer
Double clicking your mpp file will open the last
version of MSP you installed.
To change which one opens right click the file and
select Open with.
Then Browse for the other MSP version using the
info on slides 8 and 9, or 14 and 15.
Click the Always use the selected program box to
make the change permanent.

1/16/2014 Project Administration Institute, Inc. 20

 Executing from Windows Explorer

1/16/2014 Project Administration Institute, Inc. 21

 W7 Execution from the start menu
or the toolbar

1/16/2014 Project Administration Institute, Inc. 22

 Importing 2007 Views and Tables

2007 view/table & heading ~ 25% of screen

height
Imported view/table & heading consumed
>33% of screen height

1/16/2014 Project Administration Institute, Inc. 23

 2007 Menu ~25% of Screen Height

Can see 26 lines

Table View

1/16/2014 Project Administration Institute, Inc. 24

2007 View & Table imported into 2010 >33%

Can see 21 lines

Table View

1/16/2014 Project Administration Institute, Inc. 25

 Importing 2007 Views and Tables

2007 view/table & heading < 25% of screen

height
Imported view/table & heading consumed
>33% of screen height
If you redefine your views and tables in 2010
they will take <25% of screen height

1/16/2014 Project Administration Institute, Inc. 26

 Native 2010 View and Table <25%

Can see 23 lines

Table View

1/16/2014 Project Administration Institute, Inc. 27

 Native 2010 View and Table <25%

Click here
to
compress
the ribbon

1/16/2014 Project Administration Institute, Inc. 28

 Native 2010 View and 2007 Imported Table <25%

Can see 27 lines

1/16/2014 Project Administration Institute, Inc. 29

 Native 2010 View and Table <20%

Click
here to
restore
ribbon

1/16/2014 Project Administration Institute, Inc. 30

 Finding PAI 2007 menu commands
on the Ribbon
2010 has 2 menus
Quick access tool bar menu
File menu

and 5 Ribbons
Task Ribbon
Resource Ribbon
Project Ribbon
View Ribbon
Format Ribbon

1/16/2014 Project Administration Institute, Inc. 31

 Mapping the PAI 2007 Menu to 2010
PAI Customized 2007 menu

2010 Quick access tool bar menu

1/16/2014 Project Administration Institute, Inc. 32

 Mapping the PAI 2007 Menu to 2010
PAI Customized 2007 menu

To customize the toolbar

2010 Quick access tool bar menu

1/16/2014 Project Administration Institute, Inc. 33

Customizing the Quick Access Tool Bar Menu
Customized 2007 menu
620

Quick access tool bar (menu)

1/16/2014 Project Administration Institute, Inc. 34

 Where are the PAI 2007 Menu Icons?
PAI Customized 2007 menu

2010 File menu

2010 File Menu takes up the whole screen

Contains
File open, save, and save as
Print and print preview
Tools options
Organizer

1/16/2014 Project Administration Institute, Inc. 35

 Where are the PAI 2007 Menu Icons?
PAI Customized 2007 menu

Task Ribbon

1/16/2014 Project Administration Institute, Inc. 36

 Where are the PAI 2007 Menu Icons?
PAI Customized 2007 menu

I use the Resource Pool View to define resources and Gantt view to assign them
and the amount of work they do.

Resource Ribbon

1/16/2014 Project Administration Institute, Inc. 37

 Where are the PAI 2007 Menu Icons?
PAI Customized 2007 menu

Project Ribbon

1/16/2014 Project Administration Institute, Inc. 38

 Where are the PAI 2007 Menu Icons?
PAI Customized 2007 menu

View Ribbon

1/16/2014 Project Administration Institute, Inc. 39

 Mapping 2007 to the 2010 Ribbon
PAI Customized 2007 menu

Format Ribbon

1/16/2014 Project Administration Institute, Inc. 40

 Simplify: Create your own Menu in 2010

Create a
new tab

1/16/2014 Project Administration Institute, Inc. 41

 Create your own Menu in 2010

Create a
new tab

Insert a
group in
the tab

1/16/2014 Project Administration Institute, Inc. 42

 Create your own Menu in 2010

Create a
new tab

Insert a
group in
the tab

Add
Commands

1/16/2014 Project Administration Institute, Inc. 43

 Create your own Menu in 2010

Create a
new tab

Insert a
group in Ribbon is
the tab exportable
Add
Commands

1/16/2014 Project Administration Institute, Inc. 44

 Mapping 2007 to Customized Ribbon
PAI Customized 2007 menu

PAI Customized 2010 Ribbon

1/16/2014 Project Administration Institute, Inc. 45

 Customized Ribbon in a Window

Shrinks the ribbon

Adapts to smaller size by creating multiple groups

1/16/2014 Project Administration Institute, Inc. 46

 Ribbon Pros and Cons
Pros
Extremely customizable
Exportable/Importable
Cons
Ribbons and headings takes up too much vertical space
Too many rarely used options on the ribbons
Too many clicks to get to popular commands
Delete in Task ribbon under Clear
Window in View ribbon now called Switch Windows
Popular menu commands not included in any ribbon
Page break
Change highlighting
Missing features from 2007
Buttons for macros
View, Table, and Filter window pull downs

1/16/2014 Project Administration Institute, Inc. 47

 Google: MS Project 2007 menu to 2010

Link to
interactive
guide

1/16/2014 Project Administration Institute, Inc. 48

 MS Project 2007 menu to 2010
interactive guide

1/16/2014 Project Administration Institute, Inc. 49

 2010 Enhancements and Omissions
Enhancements
Text wrapping
Filter highlight on/off feature
Spell check tells line # where the word is
Performance

Omissions
View, Table, and Filter window pull downs
Buttons for macros
Useful menu commands not included in any ribbon
New feature: Manually or Auto Scheduled, default
is Manually.

1/16/2014 Project Administration Institute, Inc. 50

 Recommendations
Install 2010 & Import your views, tables, filters,
macros
Keep 2007 for reference and until you dont need it
Recreate your views and tables in 2010 to reduce
heading size
Create your own customized ribbon tab or email me and
Ill send you mine (edmahler@paiwebsite.com)

1/16/2014 Project Administration Institute, Inc. 51

 Part II
Sharing: How I do Project Scheduling

Ed Mahler
Project Administration Institute, Inc.

2015 Construction CPM Conference

Session FR116, Friday, Jan 16

1/16/2014 Project Administration Institute, Inc. 52

 How I Use MS Project
Multiple project teams
Planning
Tracking
Reporting
Repository
Provide high visibility into the schedule
through the use of customized fields and
macros
1/16/2014 Project Administration Institute, Inc. 53
 The Tracking and
Reporting Cycle

1/16/2014 Project Administration Institute, Inc. 54

 To Do
indicators

Status
Date

To Dos
Critical
Path
indicators
View
(as of 5/27)

1/16/2014 Project Administration Institute, Inc. 55

 % Complete
To Dos

Status
View
(as of 5/27)

1/16/2014 Project Administration Institute, Inc. 56

 To Do count now 2

Task 2 is on schedule % Complete now 21%

Task 5 is 4 wks

Status
(as of 5/27)

1/16/2014 Project Administration Institute, Inc. 57

 4 wks
longer

Task now 8 wks

Made these
4 wks later

The ripple effect

Tasks moved from baseline

Key milestone moved 1.6 wks from baseline

1/16/2014 Project Administration Institute, Inc. 58

 Task 5 now on schedule
for new date and 39%
complete

Status
(as of 5/27)

Task 17 pushed past the status date, no longer a to do

1/16/2014 Project Administration Institute, Inc. 59

 Recovery

Shortening Task 7 by 1 wk
takes 6-9 off the critical path
but doesnt affect the target

Still 1.6 wks

late

1/16/2014 Project Administration Institute, Inc. 60

 Recovery
Shortening Task 21 by 1 wk
Improves the target 1 wk

Still 3 days late

1/16/2014 Project Administration Institute, Inc. 61

 Recovered
Shortening Task 23 by 1 wk
recovers the target and then some

Now 2 days
early

1/16/2014 Project Administration Institute, Inc. 62

Scheduler provides PM a pdf of what changed to share with the team

Status

1/16/2014 Project Administration Institute, Inc. 63

 Plus a pdf of the new rebaselined schedule to share with stakeholders

Schedule

1/16/2014 Project Administration Institute, Inc. 64

 Plus a Milestone view to share with stakeholders

Milestones

1/16/2014 Project Administration Institute, Inc. 65

Plus the to dos for the next several weeks

To Dos

1/16/2014 Project Administration Institute, Inc. 66

 And a Status Summary Containing
A verbal description of what changed, and risks and
Project Metrics
Project is 8% complete
Key milestone improved 2 days from 9/12 to 9/10/12
2 tasks were statused as on schedule for their current plan
dates
1 task slipped 4 wks but the time was recovered by
shortening 3 others
4 tasks had duration changes causing 21 tasks to change
their finish dates
4 tasks should be underway or complete by our next
update the wk of 6/17. All expected to be on schedule at
that time.

1/16/2014 Project Administration Institute, Inc. 67

 Sharing
Please email me if you are interested in
receiving copies of the views, tables, filters,
and ribbon to supporting this process.

1/16/2014 Project Administration Institute, Inc. 68

 Contact Information
Ed Mahler
Project Administration Institute, Inc.
Larchmont, NY
edmahler@paiwebsite.com
Office # 914-834-4162
Cell # 917-734-3953

Session FR116, 1/16/14

1/16/2014 Project Administration Institute, Inc. 69