Project 2010 Expert Sample

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TABLE OF CONTENTS Preface ..............................................................................................................................................3 What is Courseware? ................................................................................................................................ 3 How Do I Customize My Course? .............................................................................................................. 3 Materials Required ................................................................................................................................... 4 Maximizing Your Training Power.............................................................................................................. 5 Icebreakers ........................................................................................................................................6 Icebreaker: Friends Indeed........................................................................................................................ 7 Training Manual Sample.....................................................................................................................8 Sample Module: Working with the Project Environment (I) ..................................................................... 9 Instructor Guide Sample................................................................................................................... 21 Sample Module: Working with the Project Environment (I) ................................................................... 22 Quick Reference Sheets.................................................................................................................... 36 Certificate of Completion ................................................................................................................. 40

PowerPoint Sample.......................................................................................................................... 42 Full Course Table of Contents ........................................................................................................... 46

Preface What is Courseware? Welcome to Corporate Training Materials, a completely new training experience! Our courseware packages offer you top-quality training materials that are customizable, user-friendly, educational, and fun. We provide your materials, materials for the student, PowerPoint slides, and a takehome reference sheet for the student. You simply need to prepare and train! Best of all, our courseware packages are created in Microsoft Office and can be opened using any version of Word and PowerPoint. (Most other word processing and presentation programs support these formats, too.) This means that you can customize the content, add your logo, change the color scheme, and easily print and e-mail training materials.

How Do I Customize My Course? Customizing your course is easy. To edit text, just click and type as you would with any document. This is particularly convenient if you want to add customized statistics for your region, special examples for your participants’ industry, or additional information. You can, of course, also use all of your word processor’s other features, including text formatting and editing tools (such as cutting and pasting). To remove modules, simply select the text and press Delete on your keyboard. Then, navigate to the Table of Contents, right-click, and click Update Field. You may see a dialog box; if so, click “Update entire table” and press OK.

(You will also want to perform this step if you add modules or move them around.) If you want to change the way text looks, you can format any piece of text any way you want. However, to make it easy, we have used styles so that you can update all the text at once. If you are using Word 97 to 2003, start by clicking the Format menu followed by Styles and Formatting. In Word 2007 and 2010 under the Home tab, right-click on your chosen style and click Modify. That will then produce the Modify Style options window where you can set your preferred style options.

For example, if we wanted to change our Heading 1 style, used for Module Titles, this is what we would do:

Now, we can change our formatting and it will apply to all the headings in the document. For more information on making Word work for you, please refer to Word 2007 or 2010 Essentials by Corporate Training Materials.

Materials Required All of our courses use flip chart paper and markers extensively. (If you prefer, you can use a whiteboard or chalkboard instead.) We recommend that each participant have a copy of the Training Manual, and that you review each module before training to ensure you have any special materials required. Worksheets and handouts are included within a separate activities folder and can be reproduced and used where indicated. If you would like to save paper, these worksheets are easily transferrable to a flip chart paper format, instead of having individual worksheets.

We recommend these additional materials for all workshops: •

Laptop with projector, for PowerPoint slides

•

Quick Reference Sheets for students to take home

•

Timer or watch (separate from your laptop)

•

Masking tape

•

Blank paper

Maximizing Your Training Power We have just one more thing for you before you get started. Our company is built for trainers, by trainers, so we thought we would share some of our tips with you, to help you create an engaging, unforgettable experience for your participants. •

Make it customized. By tailoring each course to your participants, you will find that your results will increase a thousand-fold. o

Use examples, case studies, and stories that are relevant to the group.

o

Identify whether your participants are strangers or whether they work together. Tailor your approach appropriately.

o

Different people learn in different ways, so use different types of activities to balance it all out. (For example, some people learn by reading, while others learn by talking about it, while still others need a hands-on approach. For more information, we suggest Experiential Learning by David Kolb.)

•

Make it fun and interactive. Most people do not enjoy sitting and listening to someone else talk for hours at a time. Make use of the tips in this book and your own experience to keep your participants engaged. Mix up the activities to include individual work, small group work, large group discussions, and mini-lectures.

•

Make it relevant. Participants are much more receptive to learning if they understand why they are learning it and how they can apply it in their daily lives. Most importantly, they want to know how it will benefit them and make their lives easier. Take every opportunity to tie what you are teaching back to real life.

•

Keep an open mind. Many trainers find that they learn something each time they teach a workshop. If you go into a training session with that attitude, you will find that there can be an amazing two-way flow of information between the trainer and trainees. Enjoy it, learn from it, and make the most of it in your workshops.

And now, time for the training!

Icebreakers Each course is provided with a wide range of interactive Icebreakers. The trainer can utilize an Icebreaker to help facilitate the beginning of the course, as it helps “break the ice” with the participants. If the participants are new to each other, an icebreaker is a great way to introduce everyone to each other. If the participants all know each other it can still help loosen up the room and begin the training session on positive note. Below you will see one of the icebreakers that can be utilized from the Icebreakers folder.

Icebreaker: Friends Indeed Purpose Have the participants moving around and help to make introductions to each other. Materials Required • •

Name card for each person Markers

Preparation Have participants fill out their name card. Then, ask participants to stand in a circle, shoulder to shoulder. They should place their name card at their feet. Then they can take a step back. You as the facilitator should take the place in the center of the circle. Activity Explain that there is one less place than people in the group, as you are in the middle and will be participating. You will call out a statement that applies to you, and anyone to whom that statement applies must find another place in the circle. Examples: • • •

Friends who have cats at home Friends who are wearing blue Friends who don’t like ice cream

The odd person out must stand in the center and make a statement. The rules: • •

You cannot move immediately to your left or right, or back to your place. Let’s be adults: no kicking, punching, body-checking, etc.

Play a few rounds until everyone has had a chance to move around.

Training Manual Sample On the following pages is a sample module from our Training Manual. Each of our courses contains twelve modules with three to five lessons per module. It is in the same format and contains the same material as the Instructor Guide, which is then shown after the Training Manual sample, but does not contain the Lesson Plans box which assists the trainer during facilitation. The Training Manual can be easily updated, edited, or customized to add your business name and company logo or that of your clients. It provides each participant with a copy of the material where they can follow along with the instructor.

A project is complete when it starts working for you, rather than you working for it. Scott Allen Sample Module: Working with the Project Environment (I) This module introduces you to the Project Options dialog box. You’ll learn about customizing the user interface and display options first. On the Scheduling tab, you’ll learn about the calendar and scheduling customization. You can control proofing, saving, and language options as well. Finally, we’ll take a brief look at the many options on the Advanced tab, where you can control a number of settings for how Project works.

Setting General and Display Options To open the Project Options dialog box, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Options.

The Project Options dialog box opens to the General tab.

• • • • •

Select an option from the drop down box to select a new Color scheme. Select an option from the drop down box to indicate how you want to use ScreenTips. Select a Default view from the drop down list. Select a Date format from the drop down list. Enter your User name and Initials to personalize your copy of Project.

The Display tab of the Project Options dialog box. 1. Select the Display tab from the left.

2. Select the Calendar type from the drop down list. 3. If you have more than one project open, select the Project from the drop down list to set currency options for that project. You can have different currency options for each project. 4. Enter the Symbol you want to use. 5. Enter or select the number of Decimal places you want to use. 6. Select a Placement option from the drop down list. 7. Select a Currency option from the drop down list. 8. Check the box (es) to indicate which indicators, options buttons, and elements you want to show.

Setting Calendar and Schedule Options The Schedule tab on the Project Options dialog box.

1. If you have more than one project open, select the Project from the drop down list to set calendar options for that project. You can have different calendar options for each project. • Select a Week Starting Day from the drop down list. • Select a Starting Month for the fiscal year form the drop down list • Select a Default Start and End time from the drop down lists. • Enter the Hours per Day, the Hours per Week, and the Days per Month. • Check the box to indicate whether to Show scheduling messages. • Select an option from the Show Assignment Units drop down list. 2. If you have more than one project open, select the Project from the drop down list to set scheduling options for that project. You can have different scheduling options for each project. • Select how New Tasks are created from the drop down list. • Indicate how Auto scheduled tasks are scheduled from the drop down list. • Select how Duration is entered from the drop down list. • Select the time unit for Work from the drop down list. • Select a default task type from the drop down list. • Check the box(es) to indicate how the listed items are handled. 3. If you have more than one project open, select the Project from the drop down list to set schedule alert options for that project. You can have different schedule alert options for each project. • Check the box(es) to indicate which warnings and suggestions to show.

4. Indicate whether to Calculate the project after each edit. 5. If you have more than one project open, select the Project from the drop down list to set calculation options for that project. You can have different calculation options for each project. • Check the box(es) to indicate the calculation options. • Select a Default fixed cost accrual option from the drop down list.

Setting Proofing, Saving, and Language Options The Proofing tab in the Project Options dialog box. This tab allows you to control how Project corrects text as you type and how your spelling is corrected.

Select the AutoCorrect Options button to open the AutoCorrect dialog box.

Select the Custom Dictionaries button to open the Custom Dictionaries dialog box.

The Save tab on the Project Options dialog box. This tab allows you to control the format and location of your files when they are saved. You can also indicate a frequency for automatic saves. It also controls your template location and cache size and location.

The Language tab in the Project Options dialog box. This tab allows you to control which language is used for proofing and for display and help.

Setting Advanced Options The Advanced tab on the Project Options dialog box.

Sample Module: Review Questions 1. What are the tabs available in the Project Options dialog box? 2. The Options dialog box can be opened from the View tab on the Ribbon. a) True b) False 3. Which tab allows you to change the color scheme? a) b) c) d)

Advanced General Display None of the above

4. You can turn ScreenTips on or off. a) True b) False 5. You can set different currency options for each project you have open. a) True b) False 6. All project weeks must start on Monday. a) True b) False 7. When Spell Checking, Project must check every field. a) True b) False 8. You can change the hyperlink color and followed hyperlink color on the Advanced tab of the Project Options dialog box. a) True b) False

Instructor Guide Sample On the following pages is a sample module from our Instructor Guide. It provides the instructor with a copy of the material and a Lesson Plans box. Each Instructor Guide and Training Manual mirrors each other in terms of the content. They differ in that the Instructor Guide is customized towards the trainer, and Training Manual is customized for the participant. The key benefit for the trainer is the Lesson Plan box. It provides a standardized set of tools to assist the instructor train that particular lesson. The Lesson Plan box gives an estimated time to complete the lesson, any materials that are needed for the lesson, recommended activities, and additional points to assist in delivering the lessons such as Stories to Share and Delivery Tips.

A project is complete when it starts working for you, rather than you working for it. Scott Allen Sample Module: Working with the Project Environment (I) This module introduces you to the Project Options dialog box. You’ll learn about customizing the user interface and display options first. On the Scheduling tab, you’ll learn about the calendar and scheduling customization. You can control proofing, saving, and language options as well. Finally, we’ll take a brief look at the many options on the Advanced tab, where you can control a number of settings for how Project works.

Setting General and Display Options Estimated Time

10 minutes

Topic Objective

To learn how to set the general and display options in Project 2010. The General tab of the Project Options dialog box allows you to customize the user interface, default view and date options, and your personalization.

Topic Summary

Materials Required

Recommended Activity

The Display tab of the Project Options dialog box allows you to select the calendar type and the currency options, as well as selecting some other customization options. • •

Project 2010 Any project

Have the participants open the General tab on the Project Options dialog box and investigate the options. Have the participants open the Display tab on the Project Options dialog box and investigate the options.

Show the participants how to open the Project Options dialog box. Use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Options.

The Project Options dialog box opens to the General tab.

• • • • •

Select an option from the drop down box to select a new Color scheme. Select an option from the drop down box to indicate how you want to use ScreenTips. Select a Default view from the drop down list. Select a Date format from the drop down list. Enter your User name and Initials to personalize your copy of Project.

Show the participants the Display tab of the Project Options dialog box. 1. Select the Display tab from the left.

2. Select the Calendar type from the drop down list. 3. If you have more than one project open, select the Project from the drop down list to set currency options for that project. You can have different currency options for each project. 4. Enter the Symbol you want to use. 5. Enter or select the number of Decimal places you want to use. 6. Select a Placement option from the drop down list. 7. Select a Currency option from the drop down list. 8. Check the box (es) to indicate which indicators, options buttons, and elements you want to show.

Setting Calendar and Schedule Options Estimated Time

10 minutes

Topic Objective

To learn how to set the options on the Schedule tab of the Project Options dialog box in Project 2010.

Topic Summary

The Schedule tab of the Project Options dialog box allows you to customize your calendar, schedule, and scheduling options. It also controls how the project is calculated.

Materials Required

Recommended Activity

• •

Project 2010 Any project

Have the participants open the Schedule tab on the Project Options dialog box and investigate the options.

Show the participants the Schedule tab on the Project Options dialog box.

1. If you have more than one project open, select the Project from the drop down list to set calendar options for that project. You can have different calendar options for each project. • Select a Week Starting Day from the drop down list. • Select a Starting Month for the fiscal year form the drop down list • Select a Default Start and End time from the drop down lists. • Enter the Hours per Day, the Hours per Week, and the Days per Month. • Check the box to indicate whether to Show scheduling messages. • Select an option from the Show Assignment Units drop down list. 2. If you have more than one project open, select the Project from the drop down list to set scheduling options for that project. You can have different scheduling options for each project. • Select how New Tasks are created from the drop down list. • Indicate how Auto scheduled tasks are scheduled from the drop down list. • Select how Duration is entered from the drop down list. • Select the time unit for Work from the drop down list. • Select a default task type from the drop down list. • Check the box(es) to indicate how the listed items are handled. 3. If you have more than one project open, select the Project from the drop down list to set schedule alert options for that project. You can have different schedule alert options for each project. • Check the box(es) to indicate which warnings and suggestions to show.

4. Indicate whether to Calculate the project after each edit. 5. If you have more than one project open, select the Project from the drop down list to set calculation options for that project. You can have different calculation options for each project. • Check the box(es) to indicate the calculation options. • Select a Default fixed cost accrual option from the drop down list.

Setting Proofing, Saving, and Language Options Estimated Time

10 minutes

Topic Objective

To learn how to set the options on the Proofing and Language tabs of the Project Options dialog box in Project 2010. The Proofing tab of the Project Options dialog box allows you to customize how Project AutoCorrects or corrects spelling errors. You can indicate that some fields in your project be checked for spelling while ignoring other fields.

Topic Summary

The Save tab of the Project Options dialog box allows you to control the format and location of your saves. You can also have the project automatically saved every few minutes. The Language tab of the Project Options dialog box indicates your editing language and your display and help language.

Materials Required

Recommended Activity

• •

Project 2010 Any project

Have the participants open the Proofing tab on the Project Options dialog box and investigate the options. Have the participants open the Save tab on the Project Options dialog box. Have the participants open the Language tab on the Project Options dialog box.

Show the participants the Proofing tab in the Project Options dialog box. This tab allows you to control how Project corrects text as you type and how your spelling is corrected.

Select the AutoCorrect Options button to open the AutoCorrect dialog box.

Select the Custom Dictionaries button to open the Custom Dictionaries dialog box.

Show the participants the Save tab on the Project Options dialog box. This tab allows you to control the format and location of your files when they are saved. You can also indicate a frequency for automatic saves. It also controls your template location and cache size and location.

Show the participants the Language tab in the Project Options dialog box. This tab allows you to control which language is used for proofing and for display and help.

Setting Advanced Options Estimated Time

10 minutes

Topic Objective

To learn how to set the options on the Advanced tab of the Project Options dialog box in Project 2010.

Topic Summary

The Advanced tab of the Project Options dialog box allows you to customize a number of additional options in your project.

Materials Required

Recommended Activity

• •

Project 2010 Any project

Have the participants open the Advanced tab on the Project Options dialog box and investigate the options.

Show the participants the Advanced tab on the Project Options dialog box.

Sample Module: Review Questions 1. What are the tabs available in the Project Options dialog box? (General, Display, Schedule, Proofing, Save, Language, and Advanced) 2. The Options dialog box can be opened from the View tab on the Ribbon. a) True b) False 3. Which tab allows you to change the color scheme? a) b) c) d)

Advanced General Display None of the above

4. You can turn ScreenTips on or off. a) True b) False 5. You can set different currency options for each project you have open. a) True b) False 6. All project weeks must start on Monday. a) True b) False 7. When Spell Checking, Project must check every field. a) True b) False 8. You can change the hyperlink color and followed hyperlink color on the Advanced tab of the Project Options dialog box. a) True b) False

Quick Reference Sheets Below is an example of our Quick reference Sheets. They are used to provide the participants with a quick way to reference the material after the course has been completed. They can be customized by the trainer to provide the material deemed the most important. They are a way the participants can look back and reference the material at a later date. They are also very useful as a take-away from the workshop when branded. When a participant leaves with a Quick Reference Sheet it provides a great way to promote future business.

Project 2010 Expert Creating a Template from a Completed Project To save a completed project as a template, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage view. 2. Select Save As. 3. In the Save As dialog box, select Project Template from the Save As Type drop down list. 4. In order to have the template available when creating new Project plans, you’ll want to keep the template location in the Microsoft/Templates folder that comes up by default. 5. Select Save.

© Corporate Training Materials, 2012

Creating a Custom Field 1. Select the Project menu from the Ribbon. You can also get to this command from other tabs on the Ribbon. 2. Select Custom Fields. 3. Select whether the field will show in Task or Resource views. 4. Select the Type of field from the drop down list. 5. Highlight the field that you want to customize in the Field list. Each type of field has several customizable fields available. 6. Select Rename to permanently rename the field. Enter the new name and select OK. 7. Indicate the Custom Attributes, if any. We’ll talk more about lookup tables and formulas in the next two lessons. 8. If you are customizing some types of fields, you can indicate a method of rolling up task and group summary values. This determines how values are summarized at the task and group summary levels. Outline codes and text fields do not roll up. The Use Formula option is available if you defined a formula under Custom Attributes. 9. Indicate how to calculate assignment rows. None indicates that contents of the custom field are not to be distributed across assignments. Roll down unless manually entered indicates to distribute the contents across assignments. 10. Indicate whether to display values or graphical indicators. We’ll talk more about graphical indicators later in this module. 11. Select OK to save the changes to your field.

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Creating a Recurring Task To create a recurring task, use the following procedure. 1. Select the row on the Gantt chart view of the Project plan where you want the recurring task to appear. 2. On the Task tab of the Ribbon, select the arrow below the Task tool in the Insert group. 3. Select Recurring Task.

4. In the Recurring Task Information dialog box, enter a Task Name. 5. Enter the Duration for the task.

6. Select which interval the task will repeat (Daily, Weekly, Monthly or Yearly). Depending on your selection, complete additional details for the recurrence pattern: a. If you selected Daily, enter the number of days and whether it is every day or just work days.

b.

If you selected Weekly, enter the number of weeks and check the box(es) for the days of the weeks on which the task recurs.

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c. If you selected Monthly, select the pattern by date or by day of the week and which week.

d. If you selected Yearly, select the pattern by date or by day of the week and which week and which month.

7. For the Range of Recurrence, enter the Start Date and either the End Date or the number of occurrences to end after. 8. Select a Resource Calendar from the drop down list. 9. Select OK.

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Certificate of Completion Every course comes with a Certificate of Completion where the participants can be recognized for completing the course. It provides a record of their attendance and to be recognized for their participation in the workshop.

CERTIFICATE OF COMPLETION [Name] Has mastered the course Project 2010 Expert Awarded this _______ day of __________, 20___

Presenter Name and Title

PowerPoint Sample Below you will find the PowerPoint sample. The slides are based on and created from the Training Manual. PowerPoint slides are a great tool to use during the facilitation of the material; they help to focus on the important points of information presented during the training.

Full Course Table of Contents Preface ............................................................................................................................................58 What is Courseware? .............................................................................................................................. 58 How Do I Customize My Course? ............................................................................................................ 58 Materials Required ................................................................................................................................. 59 Maximizing Your Training Power............................................................................................................ 60 Module One: Getting Started ...........................................................................................................62 Housekeeping Items................................................................................................................................ 62 The Parking Lot ....................................................................................................................................... 63 Workshop Objectives .............................................................................................................................. 63 Pre-Assignment ....................................................................................................................................... 65 Action Plans and Evaluation Forms ........................................................................................................ 65 Module Two: Working with the Project Environment (I)....................................................................66 Setting General and Display Options ...................................................................................................... 66 Setting Calendar and Schedule Options.................................................................................................. 69 Setting Proofing, Saving, and Language Options ................................................................................... 71 Setting Advanced Options....................................................................................................................... 74 Module Two: Review Questions.............................................................................................................. 76 Module Three: Working with the Project Environment (II) ................................................................77 Customizing the Ribbon .......................................................................................................................... 77 Customizing the Quick Access Toolbar ................................................................................................... 79 Setting Default Task Types ..................................................................................................................... 80 Changing the Default Assignment Unit Format...................................................................................... 82 Module Three: Review Questions ........................................................................................................... 83 Module Four: Templates and Other New Project Time Savers ...........................................................84 Creating a Template from a Completed Project ..................................................................................... 84

Creating a Project from an Existing Project ............................................................................................ 86 Creating a Project from a Microsoft SharePoint Task List ...................................................................... 88 Creating a Project from a Microsoft Excel Workbook ............................................................................ 90 Module Four: Review Questions ............................................................................................................. 95 Module Five: Working with Custom Fields ........................................................................................96 About Custom Field Types....................................................................................................................... 96 Creating a Custom Field .......................................................................................................................... 97 Using a Lookup Table .............................................................................................................................. 99 Creating Basic Formulas ....................................................................................................................... 101 Determining Graphical Indicator Criteria ............................................................................................. 102 Importing a Custom Field...................................................................................................................... 103 Inserting a Custom Field ....................................................................................................................... 104 Module Five: Review Questions ............................................................................................................ 106 Module Six: Working with Tasks ..................................................................................................... 107 Displaying the Project Summary Task on a New Project ...................................................................... 107 Creating Milestones .............................................................................................................................. 108 Rearranging Tasks ................................................................................................................................ 109 Cancelling an Unneeded Task ............................................................................................................... 111 Creating Manually Scheduled Tasks ..................................................................................................... 113 Creating a Recurring Task ..................................................................................................................... 114 Module Six: Review Questions .............................................................................................................. 117 Module Seven: Working with Resources (I) ..................................................................................... 118 Removing a Resource Assignment ........................................................................................................ 118 Replacing a Resource Assignment ........................................................................................................ 120 Managing Unassigned Tasks ................................................................................................................ 121 Resolving Resource Conflicts ................................................................................................................ 124

Printing a View or Report of Resource Information .............................................................................. 127 Module Seven: Review Questions ......................................................................................................... 129 Module Eight: Working with Resources (II) ..................................................................................... 131 Adding Resources to the Enterprise Resource Pool .............................................................................. 131 Exporting Resource Data ...................................................................................................................... 133 Importing Resource Data ...................................................................................................................... 136 Modifying Resource Information in the Resource Center ..................................................................... 140 Viewing Availability Across Multiple Projects ....................................................................................... 141 Module Eight: Review Questions .......................................................................................................... 143 Module Nine: Using the Team Planner............................................................................................ 144 Rolling Up Tasks .................................................................................................................................... 145 Working with Gridlines ......................................................................................................................... 146 Changing Text Styles ............................................................................................................................. 147 Changing Task Fill and Border Colors ................................................................................................... 149 Preventing Overallocations................................................................................................................... 150 Showing and Hiding Information .......................................................................................................... 151 Module Nine: Review Questions ........................................................................................................... 153 Module Ten: Managing Risks and Measuring Performance.............................................................. 154 Reviewing Differences Between Planned, Scheduled, and Actual Work .............................................. 155 Finding Slack in the Schedule ................................................................................................................ 158 Comparing Two Versions of a Project ................................................................................................... 160 Calculating Earned Value Analysis ........................................................................................................ 163 Module Ten: Review Questions ............................................................................................................ 167 Module Eleven: Communicating Project Information ...................................................................... 168 About Sharing information ................................................................................................................... 168 Copying a .GIF Image of Your Plan ....................................................................................................... 169

Publishing a Project to a SharePoint List .............................................................................................. 170 Attaching Documents ........................................................................................................................... 172 Inserting Hyperlinks .............................................................................................................................. 173 Printing Based on a Date Range ........................................................................................................... 174 Module Eleven: Review Questions ........................................................................................................ 176 Module Twelve: Wrapping Up ........................................................................................................ 177 Words from the Wise ............................................................................................................................ 177 Review of Parking Lot ........................................................................................................................... 179 Completion of Action Plans and Evaluations ........................................................................................ 179