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As one looks around during the day we are all confronted with varied degrees of organization. We wake up in the morning and choose from a selection of cloths that may be organized by clothing type like pants, shirts etc. After we finish getting dressed in the morning we may get something to eat from the pantry that is organized by canned foods, cereals or snacks. We open the refrigerator and choose from foods that are grouped by drinks, vegetables, meats, dairy and fruit.

After breakfast is finished the next phase of the day starts with going to work. At work we start a series of activities that are designed to complete some type of task, build something, manage a process or orchestrate some type of business flow. A business tool that can help us organize any number of issue and processes at the office is the Hosted MS Project. This software allows its user to succinctly manage, organize and plan a business project from start to finish.

Many project managers quickly realize that there can be numerous documents and contacts to track and archive. Without the proper organization system, important material can be lost, financial documents can be misplaced and team assignment information could disappear. This could all lead to misappropriation of funds, delays in project completion and loss of production tracking for a projects sub tasks. There is a solution that assists with the organization and tracking of these types of things. It is called SharePoint MPP. This application helps track your business documentation, staffing and centralizes your internet and intranet links.

A final tool that can complete your business organizational needs is the MS CRM hosting system or the Microsoft Customer Relationship Management software. This tool allows your business to fully track their clients profiles, leverage real time client data and create dash boards that pull together all of your critical data into central points to use as needed during critical business making opportunities.

To learn more about useful ways to organize your business life contact Phase 2 International and reference Hosted MS Project, SharePoint MPP and MS CRM hosting to unlock the tools to organize your business needs quicker, faster and affordably.

Does Microsoft Project overwhelm you? In 7 short lessons and less than a day, you will confidently start using it to your advantage

ne of the most critical aspects of successfully executing a project is planning it, and planning must involve both tasks and resources. In addition, it is not enough to simply create a plan and start executing tasks without properly tracking the progress. Proper project reporting to all stakeholders involved is an equally important part of project delivery.

Many tools that help with project planning and execution mechanisms are freely and commercially available. They range significantly in terms of the features they present and in terms of their ease of use. While ease of use is an important factor, it must not be at the expense of successfully planning, tracking and reporting a project progress. A decision on the tool to use is also dependent on the project size.

After working with a variety of tools, we have found that although Microsoft Project involves a lot of complexity and has a steep learning curve, it provides with comprehensive planning, tracking and reporting features. MS Project has built-in visual reporting features; MS Excel is also a useful application in providing custom visual reports. Various PDF tools help present these reports in a professional manner.

KEY ELEMENTS

The key elements of planning, tracking and reporting a project using MS Project are:

• Calendar setup
• Task planning
• Resource allocation
• Resource leveling
• Report generation

APPLICATIONS

Various applications we used for the purpose are:

• MS Office Project 2007 (for task and resource planning and for creating reports)
• MS Office Excel 2007 (for creating visual reports using the reported data from MS Project)
• PrimoPDF (for converting the MS Project reports into PDF documents)
• PDFill PDF Tools 5.0 (for creating a single reporting document using the information generated from MS Project and MS Excel)

ASSUMPTIONS AND CLARIFICATIONS

It is assumed that the person using this tutorial has basic familiarity with creating tasks in MS Project and using MS Excel. As such, to avoid this article becoming a tutorial on MS Project and MS Excel, such details will not be presented here. Also, many options (menu items and features) in MS Project can be accessed in multiple ways from multiple locations within MS Project. Instructions are provided to access and use these features in one particular way and not in all available ways.

GENERAL STEPS

1. Open MS Project.
2. Save the file as [ProjectName]_rev[RevisionNumber].mpp or use any naming convention that will be self explanatory and the future versions can be named consistently.

Note: If you wish to make the file compatible with older MS Project versions, select “Microsoft Project 2000-2003 (*mpp)” in the “Save as type” drop-down in the box that opens on clicking “Save As…” under the “File” menu. Please note that this may result in some features being lost.

3. It is important that the calendar options be setup prior to defining tasks and assigning resources; otherwise, the effort and duration calculations will go wrong and it is not easy to rectify this later.

Note: Task and Resource calendar options can be setup during task setup and resource allocation.

Next Article in this Series
Lesson 1 - Setup Calendar(s)

About the Author

mpp to xml?

looking for a free tool to convert mpp format ( ms project 2000 ) to xml, ( project 2003 does the conversion, but not project 2000 )
of course the best idea is to save to xml, but msproject 2000 DOES NOT offer that option!, so saving to XML is not possible ( I don't have project 2003 )
so what?

Save as, filetype XML.

Greenplum Buy Puts EMC Further Into Cloud, BI, Businesses
EMC's acquisition of data warehouse software provider Greenplum is in keeping with a strategy over the past five or so years go acquire technology that will allow it to play in the information infrastructure space that includes cloud computing and data analytics.

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Tags: management, project, projectmanagement, software, tools

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