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Project Management Focus: Project Is Part of a Larger Picture
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Depending on your needs and the information to which you have access, the project plans that you develop might not deal with other important aspects of your projects. For example, many large projects are undertaken in organizations that have a formal change management process. Before a major change to the scope of a project is allowed, it must be evaluated and approved by the people managing and implementing the project. Even though this is an important project management activity, it is not something done directly within Project. Now that you ve had a brief look at the major parts of the Project interface in 1, A Guided Tour of Project, you are ready to create the project plan you will use
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Creating a New Project Plan
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throughout Part 1 of this book, Simple Scheduling. You ll play the role of a project manager at Lucerne Publishing, a book publisher that specializes in children s books. Lucerne is about to publish a major new book and you ve been asked to develop a plan for the book launch. In this exercise, you create a new project plan, set its start date, and save it. SET UP Start Project if it s not already running.
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1. Click the File tab.
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Project displays the Backstage view.
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2. Click the New tab.
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Project displays your options for creating a new project plan.
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These options include using templates installed with Project or available on the Web. For this exercise, you will create a new blank project plan.
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3. Under Available Templates, make sure that Blank project is selected, and then
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click the Create button on the right side of the Backstage view. Project creates a new project plan. You may see a note briefly reminding you that new tasks are created in manually scheduled mode. This information remains visible on the status bar as well.
2
Creating a Task List
Notice the thin orange vertical line in the chart portion of the Gantt Chart view. This indicates the current date. When you create a new project plan, Project sets the plan s start date to the current date. Next you ll change the plan s start date.
4. On the Project tab, in the Properties group, click Project Information.
The Project Information dialog box appears.
Important If you are using Project Professional rather than Project Standard, the Project Information and some other dialog boxes contain additional options relating to Project Server. Throughout this book we won t use Project Server, so you can ignore these options. For more information about Project Server, see Appendix C.
5. In the Start Date box, type 1/2/12, or click the down arrow to display the calendar
and select January 2, 2012.
Tip In the calendar, you can navigate to any month and then click the date you want, or click Today to quickly choose the current date.
Project Standard users do not see this portion of the dialog box.
6. Click OK to accept this start date and close the Project Information dialog box. 7. On the File tab, click Save.
Because this project plan has not been previously saved, the Save As dialog box appears.
Entering Task Names
8. Locate the 02 folder in the Project 2010 Step by Step folder on your hard
disk. The default location for the Project 2010 Step by Step folder is \Documents\ Microsoft Press.
9. In the File name box, type Simple Tasks. 10. Click Save to close the Save As dialog box.
Entering Task Names
As mentioned previously, tasks represent the work to be done to accomplish the goals of the project. For this reason, it s worth developing good practices about how you name tasks in your project plans. Task names should be recognizable and make sense to the people who will perform the tasks and to other stakeholders who will see the task names. Here are some guidelines for creating good task names:
Use short verb phrases that describe the work to be done, such as Edit
manuscript.
If tasks will be organized into phases, don t repeat details from the summary task
name in the subtask name unless it adds clarity.
If tasks will have resources assigned to them, don t include resource names in the
task names. Keep in mind that you can always edit task names later, so don t worry about getting exactly the right task names when you re initially entering them into a project plan. Do aim to use concise, descriptive phrases that communicate the required work and make sense to you and others who will perform the work. In this exercise, you enter some initial tasks required for the new book launch events.
1. Click the cell directly below the Task Name column heading. 2. Type Assign launch team members, and then press the Enter key.
The task you entered is given an ID number. Each task has a unique ID number, but it does not necessarily represent the order in which tasks occur. Your screen should look similar to the following illustration.
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