Cynthia Snyder

Cheat Sheet / Updated 03-25-2022

Project 2016, one incarnation of Microsoft’s popular project management software, offers a tremendous wealth of functionality. However, Microsoft Project 2016 probably isn’t like any other software you’ve ever used, so mastering it can seem a daunting process. This Cheat Sheet provides you with tips and tricks for doing what you do every day as a project manager.

Article / Updated 03-08-2017

The Project 2016 AutoFilter feature is turned on by default for all new schedule files. Arrows appear in the column headings in the displayed sheet. When you click the arrow in the Resource Names column, for example, the name of every resource assigned to tasks in the project is listed in alphabetical order, along with other filtering and sorting choices. See the following figure for an example. In the AutoFilter list for a column, select check boxes to control which items appear onscreen. Selected items appear, and deselected items are hidden by the filter. If you want to display only a few items, clear the Select All check box first to deselect all items and then select the check boxes next to individual items to reselect them. Then click OK and your filter is applied. You can also choose the Filters option from an AutoFilter menu to access predefined filters. For example, this figure shows the predefined Is Greater Than filter that's available to the cost-related fields in the Cost table. In this case, the filter shows any task with a cost (total cost) between $2,000 and $4,000. Follow these steps to use AutoFilter: Display the view and table that contain the fields (columns) you want to filter. Arrows appear at the top of every column. Click the arrow on the column you want to filter. Use the Filters submenu to select a filter. Select a predefined filter. For example, if you're filtering for task cost, you can choose filters in the Total Cost column that look for costs greater than, equal to, or less than specified amounts. You can also set up another filter that looks for costs between two specified amounts. The Clear Filter from Field Name choice removes a previously applied filter. Click the OK button. Any task that doesn't meet your criteria temporarily disappears from the view. To apply highlighting to items that meet your filter criteria rather than remove nonmatching items from view, use the Highlight list in the Data group on the View tab. This list works like the filter does except that it highlights the applicable tasks.

Article / Updated 03-08-2017

When you work with auto-scheduled tasks, Project 2016 can reschedule them for you when you establish task dependencies. Because the start and finish dates of manually scheduled tasks are hard-wired (fixed), Project loses the useful ability to move them around when predecessor task schedules change. Even though Project can't automatically move manually scheduled tasks, it performs forecasted calculations for completing each manually scheduled task based on the task's links and other drivers. If Project finds that a potential scheduling problem may occur with a manually scheduled task, it alerts you — even when the Task Inspector pane isn't open. These alerts appear in the form of warnings (a red diamond with an exclamation point inside) and suggestions. Warnings represent problems that are likely to cause the project to finish off schedule, suggestions provide ideas for optimizing the schedule, perhaps improving on the projected finish date. The following figure shows a warning that the task will go past its deadline. You can see that there is also an overallocation icon that indicates that the task has overallocated resources. Right-click the task with the warning to display a shortcut menu with options for addressing the potential schedule problem at the top, as shown here. If you want to apply a schedule change option, click it on the shortcut menu. Here's a rundown of the choices you may see: Reschedule to Available Date: If an overallocated resource is assigned to the task, this choice reschedules all or part of the task to a time frame when the resource is available to handle the work. Respect Links: This warning solution moves the task based on the timing of its predecessor task. In most cases, this solution moves the task later based on the predecessor task's schedule. Switch to Auto Schedule: This warning solution typically appears for manually scheduled summary tasks. It also appears as a suggestion solution for subtasks. Choosing this schedule change causes the summary task to recalculate based on the roll-up values of its subtasks. For subtasks, the switch typically means that the task can move to an earlier spot in the schedule, potentially improving the schedule for any successor tasks, too. Fix in Task Inspector: Clicking this choice opens the Task Inspector pane so that you can review the drivers and other scheduling factors for the task before choosing a schedule change. Ignore Problems for This Task: This option allows the overallocated resources to remain overallocated. It will keep the warning indicator if the task is still expected to go past its deadline. Schedule warnings appear by default. To view suggestions, select the Task tab and click the drop-down arrow on the Inspect Task button in the Task group. Then choose Show Suggestions. Task scheduling warnings and suggestions typically don't appear unless you've outlined the task list, creating summary tasks. Because some of the warning and scheduling calculations are based on summary task information, you should follow the good practice of organizing the schedule using the work breakdown structure.

Article / Updated 03-08-2017

Calculating the cost of a material project resource in might take you back to solving problems in your old high school algebra class. Fortunately, Project 2016 makes a straightforward calculation to arrive at the cost of using a material resource. When you assign a work resource to a task, Project multiplies its standard hourly rate by the hours of work for the assignment. But material resources don't have hours of work: You pay for them by the unit quantity, not by the hour. So when you set up a material resource, you specify a standard rate for a single unit (per yard, or ton, or gallon, for example) and assign a certain number of units to each task. The cost is the number of units multiplied by the cost per use. To assign a standard unit rate for a material resource, follow these steps: Display Resource Sheet view. If you haven't already done so, click the Material Label column for that resource and then type a unit name (such as gallon). Click the Std Rate column for the resource you want to set and then type a dollar amount (such as the cost per gallon). Press Enter or Tab to finish the entry. The following figure shows that the water and beverages are set up at a cost per gallon, with a setup fee for the company to deliver and set up the water and beverage stations. You can also make cost-rate entries in the Resource Information dialog box. The Costs tab of this dialog box, shown here, offers columns labeled Standard Rate, Overtime Rate, and Per Use Cost. Note that you can also use the Resource Information dialog box to enter as many as five standard unit rates with effective dates to account for fluctuations in unit cost over the life of the project.

Article / Updated 03-08-2017

You don't have to use predesigned filters in Project 2016: You can get creative and design your own filters. To define a new filter, you specify a field name, a test, and a value. For example, the following line filters for any task on the critical path: Critical (field name) Equals (test) Yes (value) You can also include additional qualifiers to the filter. The following example filters for tasks that are on the critical path and have a baseline cost of more than $5,000: Critical (field name) Equals (test) Yes (value) and Baseline Cost (field name) Is Greater Than (test) 5000 (value) Here's how to build your own filter definition: Choose View→Filter→More Filters. The More Filters dialog box appears, as shown here. It lists all available filters — built-in and custom. Select either the Task or Resource radio button to specify in which list of filters you want the new filter to be included. Click the New button. The Filter Definition dialog box appears. In the Name field, type a name for the filter. If you want the filter to be easily accessed in the drop-down lists, select the Show in Menu check box. Click the first line of the Field Name column and then click the down arrow that appears to display the list of choices, as shown here. Click a field name to select it. Repeat Steps 5 and 6 for the Test and Value(s) columns. Test is a condition that must be met, such as Does Not Equal or Is Greater Than. Value(s) is either a value you enter, such as a specific date or cost, or a predetermined value, such as baseline cost. If you want to add another condition, choose And or Or from the And/Or column and then make choices for the next set of Field Name, Test, and Value(s) boxes. Note that you can cut and paste rows of settings you've made to rearrange them in the list, or use either the Copy Row or Delete Row button to perform those actions for filters with several lines of criteria. Click the Save button to save the new filter and then click Apply to apply the filter to your plan. Click the Organizer button in the More Filters dialog box to copy filters you've created from one Project file to another file or to make them available in all your files by copying the new filter into the Global.mpt.

Article / Updated 03-08-2017

To resolve problems with resource assignments in your Project 2016 projects, you have to first figure out where the problems lie by taking a look at a few views that focus on resource assignment. Resource Usage view, shown in the first figure below, and Resource Graph view, shown in the second figure, are useful in helping you spot overbooked resources. In Resource Usage view, the overbooked resource is shown in red, and the overallocation icon (a little red person in the Indicator column) appears. In Resource Graph view, the graph bars are shown in red for any allocation over the units allowed for the resource. In this case, Bonnie is overallocated for five days. Keep in mind that resources are flagged as overallocated in these Resource views based on their assignment percentages and calendars. A resource based on a standard calendar showing 8-hour days, assigned at 100 percent to a task, will work 8 hours a day on it. If you assign the same resource at 50 percent to another task that happens at the same time, the resource will put in 12-hour days (8 plus 4) and be marked as overallocated. In Resource Usage view, any overallocated resource has the exclamation point in the Indicator column. The total hours that the resource is working each day on his combined tasks are summarized on the line that lists the resource's name. In Resource Graph view, work is summarized in the Peak Units row at the bottom, and all work that exceeds the maximum allowable amount is highlighted in the bar graphic.

Article / Updated 03-08-2017

Contingency reserve is either time or money that is factored into the schedule or the budget to mitigate identified risks. A risk is an uncertain event or condition that, if it occurs, affects the schedule (or another project objective, such as cost, resources, or performance). The proper way to deal with uncertainty on a project is to conduct a thorough risk analysis. For those risks you accept, because you either choose not to develop a response or can't further mitigate their probability or impact, you can set aside contingency reserve to address the event when and if it occurs. No prescribed equation can determine the appropriate amount of reserve to set aside; every project is different. Here's a list of factors that generally indicate you should set aside more reserve: New or unproven technology Complex projects with numerous interfaces Projects that are unfamiliar to your organization Resources unfamiliar with the type of work to be done A constrained budget Business-critical or high-profile project To provide contingency reserve in the schedule, an unresourced task is commonly added at the end of every project phase or before a major deliverable is due. This strategy increases the likelihood that you'll meet the due date of a milestone or phase. The figure shows how a task called Registration Contingency was added to reduce the probability that a slip on any task in the Registration work packages would delay the Registration Available milestone. If everything goes as planned, then the contingency won't be used. However, if there are tasks that need to be reworked, or if there are problems with a resource, or if a stakeholder isn't available for feedback, there is some reserve built in. Set aside contingency reserve for both the schedule and the budget.

Article / Updated 03-08-2017

From time to time, you have to hit the brakes on a project in Project 2016. For example, you may set up an entire project schedule, and just as you're ready to start rolling, the project is put on hold, caused by a budget shortfall, priorities that have changed, resources being pulled to another project, or cold feet on the part of stakeholders. It happens, but it also happens that projects have a way of coming back to life. The good news for you is that if the essential facts of the project (such as its scope and the resources you've planned to use) haven't changed, you can simply reschedule the entire project to start from a later date rather than rebuild the plan from scratch. This process reschedules both auto-scheduled and manually scheduled tasks so that you don't even have to use your thinking cap. To reschedule the project, follow these steps: Choose Project, Go to the Schedule Group, then click Move Project. The Move Project dialog box appears, as shown. You can use it to reschedule an entire project that was put on hold. Enter the new project start date in the New Project Start Date field, or choose a date from the drop-down calendar. Select the Move Deadlines check box if you want Project to move any deadlines that are assigned to tasks. Click the OK button.

Article / Updated 08-24-2016

Several views in Project 2016 include gridlines to indicate certain elements, such as a break between weeks or the status date (that is, the date to which progress has been tracked on a project). These lines help someone reading the plan to discern intervals of time or breaks in information; for example, gridlines can be used to indicate major and minor column breaks. You can modify these gridlines in several ways, including changing the color and style of the lines and the interval at which they appear. To modify gridlines, use the Gridlines dialog box and follow these steps: Right-click any area of a view that contains a grid (for example, the chart area of Gantt Chart view or Calendar view) and then choose Gridlines. The Gridlines dialog box appears, as shown. You can also display the Gantt Chart Tools Format contextual tab, select Gridlines in the Format group, and then click Gridlines to open the dialog box. In the Line to Change list, select the gridline you want to modify. Use the Normal Type and Color lists to select a line style and color. If you want to use a contrasting color at various intervals in the grid to make it easier to read, follow these steps: Select an interval at which to include a contrasting line. This setting is typically used with a different style or color from the Normal line setting to mark minor intervals for a grid. Note that not every type of gridline can use contrasting intervals. Choose the type and color of that line from the lists. Click the OK button to save these settings. You make choices for modifying gridlines one by one, and you have no Reset button to revert to the original settings. Gridlines modified in one view don't affect gridlines in any other view.

Article / Updated 08-24-2016

Project 2016 allows you to customize the Gantt chart in several ways. Taskbars are the horizontal boxes that represent the timing of tasks in the Chart pane of Gantt Chart view. You can format a bar individually, change the formatting settings on different types of taskbars, or apply a new style that controls bar formatting on the entire chart. You can change several characteristics about taskbars: The shape that appears at the start and end of the bar: The ends can be formatted with different shapes, such as arrows and triangles. The shape, pattern, and color of the middle of the bar: You can change the shape's type and color. The text that you can set to appear in five locations around the bar (to the left or right of the bar or above, below, or inside it): You can include text in any or all of these locations; just don't add so many text items that they become impossible to read. As a rule, use only enough text to help readers of the plan identify information, especially on printouts of large schedules where a task may appear far to the right of the Task Name column that identifies it by name in the sheet area. When you track progress on a task, a progress bar is superimposed on the taskbar. You can format the shape, pattern, and color of the progress bar. The goal is to contrast the progress bar with the baseline taskbar so that you can see both clearly. By formatting taskbars, you can help readers of the plan identify various elements, such as progress or milestones. If you make changes to individual taskbars, people who are accustomed to the standard formatting in Project may have trouble reading the plan. In other words, don't get carried away. To create formatting settings for various types of taskbars, follow these steps: From the Format tab, select Format in the Bar Styles group and then choose Bar Styles. The Bar Styles dialog box appears, as shown. On the spreadsheet, along the top in the Name column, select the type of task that you want to modify (Split, Progress, or Milestone, for example). To modify the styles used for all summary tasks, for example, select Summary. The choices on the Bars tab in the bottom half of the dialog box change based on the selected task type. Click in the Show For Tasks column for the task type you want to modify and then select criteria for the task, such as Critical or Finished, from the drop-down list that appears. Click the Bars tab at the bottom of the dialog box to display your options, and then click the down arrows next to the following options: Shape: Modify the shape of either end or the middle of the taskbar. Shapes on either end may be any one of 24 shapes (as shown here), though you may commonly see an arrow, a diamond, or a circle. The shape in the middle consists of a bar of a certain width. Color: Modify the color used on either end or in the middle of the taskbar. Project now enables you to choose among various theme colors (as in the other Office applications). Type: Modify the type of formatting for the shape on either end of the taskbar. This setting controls how the shape is outlined: framed with a solid line, surrounded by a dashed line, or filled in with a solid color. Pattern: Select another pattern for the middle of the bar. Click the Text tab and then Click any text location. An arrow appears at the end of that line. Click the down arrow to display an alphabetical list of possible data fields to include and then click a field name to select it. Repeat Steps 5.1 and 5.2 to choose additional text locations. The figure shows how resource names are selected for the right side of the bar and how the WBS is selected inside the bar. Click the OK button to accept all new taskbar settings. If you want to make the same types of changes to an individual taskbar rather than to all taskbars of a certain type, right-click the taskbar and choose the Format Bar option. The Format Bar dialog box appears, offering the same Text and Bars tabs found in the Bar Styles dialog box, without the options at the top to select the type of item to format.