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1. Attach Pages f Comments Distribute and Present Schedules 13 12 Milestones Professional offers many ways to enter display calculate and graph numbers such as budget cost earned value man hours and more Milestones offers specialized columns for entering and calculating values ValueSets for entering values in groups such as budget or man hours and three graph areas DataGraphs for displaying line and bar graphs of values Each of the three available DataGraphs can contain up to 8 sets of values ValueSets A sample of a DataGraph with three ValueSets Budget Costs to date and Remaining Funds is shown below Budget E l Costs to date E Remaining Funds E o J You can also display values as cumulative The same DataGraph above with the same ValueSets with cumulative values is shown below Budget E 10 000 00 Costs to date Gg Remaining Funds E o J ValueSet SmartColumns sum and display values from specific ValueSets for each task row with optional indicator symbols text or colors Grant Proposals and Project Tracking Project Funding 2007 Budget Costs Remaining Name Status Jan Feb Mar Apr May Jun Ju Aug Amount to Date Funds 5 2 e 7 1 1 200 600 600 Construction 2 12 3 19 5 12 6 6 E 1 800 1 000 800 Project 2 Track and Graph Values 14 1 Generally the overall proces
2. February a 1 15 000 00 ALL PROJECTS Easily switch from the summary level Budget ACWP BCWP 15 675 8 520 9 157 Project 1 12 000 00 1 350 900 1 009 R amp D 300 200 300 9 000 00 Test 400 350 400 Production 400 350 309 Delivery to the 250 0 0 3 000 00 detailed view Project 2 1 250 300 916 R amp D 0 00 BCWP Budget Q Program Review Status gt Summary AS Phase 725 200 725 Custom Formatting for Presentation 12 1 Charts and Templates Templates retain the formatting the look of a chart while charts preserve schedule details such as task names dates value entries etc and the schedule format You can overlay a blank schedule a chart with a template and then fill in the schedule data or overlay an existing chart with a template Standard Templates come with the software and can be applied at any time even while using the Milestones Professional Setup Wizard found by clicking File Files and Templates Open and Save Options New File Wizard Personal Templates are user created saved and then applied to charts When saving a file as a Personal Template or Standard Template these elements of the schedule are saved with the te
3. Foreman as Division CHGMEL a une u August omson 6 23 Task B2 Ferguson 611 6 26 Task B3 Terry 6 3 O 6 26 Task B4 Wagenman 617 Os feed into the master schedule which looks like a blank slate until populated by the sub schedules The formatting in the master schedule rows per page symbol size text size chart size shading etc is applied to all symbols and text that are merged into it How can you make formatting all of these schedules an easy task Use a template when creating your schedules or create a template and apply it to all existing schedules See Chapter 12 for more information about templates Master Schedules 8 3 Create a Master Schedule The master schedule references one or dozens of sub schedules which will merge together into the master schedule 1 Open the Milestones schedule that will be the master schedule 2 Choose File Master Update Master Schedule The following dialog box appears Master Schedule Properties Treat the Current Schedule as a Master Schedule _ Insert Page Breaks Between Sub Schedules Insert Hyperlinks in each task row to the source Sub Schedule Automatically Update when Master Schedule is Opened Do not select this option if you are listing schedules to be used for Presentation Mode T
4. Estimate at Completion Budget 2 00 The current project is 69 66 Complete Its Schedule Performance Index SPI is currently 0 92 If things continue as is the project most likely will finish behind schedule The current project is 69 66 Complete Its Planned Value is currently 2 803 77 PY 2 903 77 Its Earned Value is currently 2 585 62 Its Actual Cost is currently 1 375 00 Therefore at this time the project has cost less than planned and has earned less than planned If things continue as is the project most likely will finish under budget EV 2 585 62 AC 1 375 00 SmartColumns and Indicators 15 25 SmartColumns and Indicators 15 26 ix A Quick Ref Tab Scheduling Basics TO ADD OR SET DO THIS Project activities or other Click the _ tool Click in a column cell and begin column text typing Symbol Click the l tool Click once on the symbol to add click with the mouse in the schedule area and drag haa bar between two Click the 44 tool Click once on the left most SUDD symbol on the schedule Click once on the horizontal bar type in the toolbox Then click once on the right most symbol on the schedule vericaLINK Click the EI tool Click once on the from top symbol Click once on the vertical link type in the toolbox Then click once on the to bottom symbol Many vertical links at once Cl
5. End If Refresh End With Exit Sub End Sub O 2y Ly Days m Complete documentation of all the methods and properties supported by this interface as well as program examples are given under Help Help Files Automation Help Working with Other Applications 11 16 i ry 4 k One of the key strengths of Milestones Professional is its excellent customization and presentation capability Virtually every aspect of your schedule from background colors shading patterns special fading effects symbol and bar colors to chart size can be customized Apply features such as templates expand collapse and color themes to quickly change the look and the view of the schedule In a single Milestones schedule you can track the details of multiple projects then present a high level presentation ready view for company executives In the schedules below both the expanded and summary view are displayed Contract Review Earned Value Report Budget Project YANN Complete Status Phase Budget ACWP BCWP January February ALL PROJECTS 10 675 8 520 9 157 Project 1 1 350 1 250 Project 2 Project 3 1 775 1 350 Project 4 Contract Review Project Earned Value Report e 2 100 Budget Project Proj 2006 Ole Complete Status Phase January
6. 12 Choose Next 13 Review your selections and press Finish When you do the imaging and HTML process will begin The Status Bar indicates the progress When the process is complete a Message Box appears asking if you want to view the output If you press Yes then your browser Is started with the first HTML page created If a symbol on your schedule contained a hyperlink which is now a hotspot in the HTML document position the cursor over that symbol and notice that that cursor changes to the finger pointer The browser status bar shows the location of the referenced hyperlink For symbols with multiple hyperlinks move the cursor E Hyperlink Hub Microsoft Internet Explorer Fie Edit View Favorites Tools Help d Back amp fay SA Search Ga Favorites Hyperlink Hub 2002 PROJECT Aug Sep Oct Nov Dec Hu Design Integration RPY Development Construct Shuttle Rockets cif P Sotware Integration l Strike System ch Ee ie F E My Computer a 4 E j Files tC Documents and Setl iy slightly when hovering over the symbol hotspot in the web page and see the different linked files in the Status Bar Distribute and Present Schedules 13 6 Tiered Hierarchy Web drill down with optional hyperlinks Use the Internet Publishing Wizard to create an HTML document containing a graphic of an outlined schedule On this picture of the schedule that displays in your browser
7. C Check Rem 1 Ena sin 72908 aot 47 Cheonix 7130 eal Eng sin 72910 H P eon C amp A Check 208 a aai T80 2172 3123 K221MA4A 8737 4D2 F221 3 24 418 K235MA B737 31Z oF o 7 8 3 Eng C 12 sin 78748 gt Emergency 219 D gt 3 Eng sin 74869 Rework TX Pr a 04 E CCheck AZ Engine Overhaul 212 7 20 2 Eng C 5 sin 79568 jh 2 Ena C 15 122 etum throttle box a ai ao 1025 gt on 759458 C Check AZ a19 921 624 3 Eng C 10 vin 78756 Ff 203 1017 11 16 To resize the graphic click once on it hold down the Shift key click and hold on a corner of the graphic and drag to make it larger or smaller The Shift key keeps it in proportion The Basics 2 26 Keyboard Shortcuts Keyboard shortcuts are useful when editing a schedule The following is an abbreviated list of function and key combination shortcuts For complete shortcut documentation consult the Help Topics available under Help Help Files Help Topics Index keyword shortcuts Pressing this key Causes this action Escape key Halts current activity when possible Tab or Shift Tab Indents or outdents one outline level if the Use Tab key for Outlining option is selected See Tools Program Options Edit menu for selected control current Zoom setting Indents promotes a task by one outline level Outdents demotes a task by one outline level to type currently selected in toolbox selectivel
8. Task B3 12 16 05 3 5 06 Task B4 11 18 05 5 9 06 Task B5 2 23 06 6 12 06 Working with an Outlined Schedule 4 6 Override summary row symbols bars and fill colors Override the default summary bar formatting for both normal and baseline summary display by outline level or for individual summary rows Outline level summary bars override Customize the summary bar settings for any of the 20 outline levels These settings will override the schedule default settings Change the summary bar s start symbol horizontal connector and end symbol for each outline level Set for both normal symbology and baseline symbology 1 Choose Format Gridlines Shading Font Sizes by Outline Level 2 Select the Outline Level for your summary bar settings 3 Under the Summary Bars tab choose a Start Symbol Bar and End Symbol for normal summary bars and baseline summary bars 4 If Automatically Apply Outline level properties while editing schedule is not checked then the summary bar override will be ignored You may continue formatting with the task line background shading column text and gridline settings for this outline level See Chapter 12 for more information about formatting task rows by outline level Override a selected summary task s bar color This setting overrides the summary bar s fill color for the selected summary task row Set the normal and baseline connector colors separately 1 Cl
9. used after Status Date Change S Du v When ita Status bate L__ option is active After Status Fill Pattern __ M Target color Type of Effect Te None v After Status Target Color L Arrowhead Size Arrow Bars Only C Small C Normal Large Shadow Settings Bars Only Show Shadow Shadow Size Sma a Shadowy Color Medium Special Color Effects The Basics 2 15 Customize a Vertical Link in the Toolbox Any vertical link in the toolbox can be changed to another shape color line pattern and more Double click a vertical link in the toolbox to make changes When a link in the toolbox is changed all occurrences of that link on the schedule also change See Chapter 3 for more details about vertical link formatting Choose from these link formatting options Shape Color Line pattern Arrow size where applicable Set size relative to symbol size Rounded corners Vertical Link Options Options For Current Vertical Link Color Hack Line Pattern Shape Lo y Options For All vertical Links Arrowhead Size O Small Normal O Large Adjust for chart symbol size Rounded Corners The Basics 2 16 Columns Column Headings and Task Rows Display as many as ten columns on the left side of the schedule and ten columns on the right side of the schedule Columns can easily be inserted deleted moved or resized The column heading contains ma
10. A single link on your schedule from one type to another type that is in your toolbox Selected symbol s on your schedule from one type to another type that is in your toolbox All symbols or bars of one type on your schedule to another type The dates of a group of tasks linked with vertical links The dates of all the tasks on your schedule Make Changes DO THIS Click once on the legend entry you want to change To move a legend entry first click the RI tool Click on the legend entry drag to the new location and drop Click the Ml tool Select the left most symbol or in the case of vertical links select the symbol from which it originates Click once on the new link type in your toolbox Click the Ml tool Select the symbol s to be changed hold down Shift to select more than one symbol Next click once on the new symbol type in your toolbox Double click the symbol or bar in your toolbox Choose a new symbol type shape Choose Dates Date Related Settings Dependency Mode A check by Dependency Mode indicates that it is turned on Then use the W tool to click and drag a symbol All dependent symbols will move by the same amount Choose Dates Date Range Tools Shift all task dates to shift all symbol dates forward or backward by a specified number of days Quick Reference Tables A 7 Make Changes TO CHANGE DO THIS Text size of an individual Click the M tool Select
11. Comp Jan Feb Mar Apr may Jun sui Aug Sep Oct Nov Dec 62 Project A MER 100 Task A1 Percent Compete View The Basics 2 35 Views by time period Instantly switch the time period displayed in the date headings to a daily weekly monthly quarterly or yearly a oe view Switch to Weekly View Switch to Monthly View For example expand the viewable schedule area to a large time frame Yearly View or contract to a small time Switch to Quarterly View frame Daily View Switch to Yearly View Simply right click the date heading and select a view including your original view The schedule s start date remains the same when switching between views while the number of days weeks months quarters or years displayed is based on font size and the amount of horizontal space available to display the selected time periods If the schedule is saved and closed before choosing Switch back to Original View then the Original View time period cannot be recovered Original View a Switch to monthly view i ANALYSIS a a ac ib al i baia asd aab aia bas isilid baka clk bili MISSION OPERATIONS SYSTEM TEST PLANNING System Engineering Complete _ ee A P INTEGRATION ATTITUDE CONTROL SYSTEM TEST PLANNING 552 h System Engineering Complete COMMAND AND CONTROL Jan 05 Feb 03 la OSA Wc ii i lb i ile il a
12. 1 Click CI ear Set tings to Fields from line 1 of input file Map To Field Usage in Schedule x x call Ae Name ae column P A Click once clear any mapping lines City ees Cenit 11 Mig Do a Field 3 Finish Column_1 3_Right Z 2 Under Fields from line Feld 5 Resource Colm 18 Right A p i Field 6 Title Column_16_Right click to 1 of input file click once Field 7 Successors Column_17_Right deselect 1 olumn_18_Fig on a field to import under Column 20 Right Field Usage in Schedule Task 1 End Date v click on a Milestones l column or field where that a cea io aana Gace inet data should appear e Aconnecting line will appear showing for example that the information from Field 1 will be pasted into Column_10_Letft e Double click a field on the right to remove a mapping line e Field 1 is the left most column in the spreadsheet Field 2 is the second column and so on e Milestones columns are numbered 1 to 10 on the left side of the schedule with column 10 being closest to the timeline area For example if your schedule only has three columns on the left then they are numbered 8 9 and 10 from left to right e Milestones columns are numbered 11 to 20 on the right side of the schedule with column 11 being closest to the timeline area e Do not map dates to columns Map start dates from start to finish task bars to Task_1_Start_Date and their finish dates to Task_1_End_Date Map the milestone dates
13. 11 12 13 14 These values are displayed in the DataGraph as bars or lines and the values can be displayed above or below the DataGraph This employee attendance example has three Type 4 ValueSets 1 Choose Tools Graph Options Setup ValueSets e The Create or Edit ValueSets dialog box appears revealing 9 Available ValueSets as shown below left 2 To the left of Set Alignment for ValueSets choose a time period by which the values will be totaled and graphed e Inthe example above the Alignment is Weekly 3 Click any Create Edit button with No Named Assigned The ValueSet Properties dialog box appears as shown below right 4 Type a value category name for ValueSet Name here Work is entered 5 Click Type 4 Use Values from Symbols Bid ValueSet Properties Press the Create Edit button to define a new YalueSet or to change t or source of an existing Valueset Create or Edit ValueSets ValueSet 1 ValueSet Name WHORE Clear YalueSet Available Values ets Create Edit Create Edit Create E dit Create Edit Create Edit Create Edit Create Edit Create Edit Create E dit Se i 2 3 4 5 B H z 4 No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned Contains O Values Contains O Values Contains 0
14. Fick ValueSets to Sum 6 Click the Display Edit Values button to enter the values e The Edit Values dialog box appears as shown Edit Values Enter or update values for each of the time periods Values are always displayed to the immediate left of each date on the schedule From Value To Thu i 1 04 is at i 31 04 s un 2 1 04 s un 2 29 04 on 3 1 04 Wed 3 31 04 IT hu 4 1 04 Fri 4 30 04 es e e ee 8 E ae a Be eee ee EZ a En Ea Ez EA Ez ge Shift Dates Forward O Backward 1 Month s Copy Values and Dates to Clipboard Copy Values to Clipboard OK Import Values from Clipboard e The dates in the From and To columns follow the time period Alignment chosen in Step 2 monthly increments in this example e The first date 1 1 04 in this example is according to the schedule s start date 7 Under Value enter numbers for each time period e Do not include any commas or symbols such as 8 Choose OK Choose the Graphic Properties tab and make selections as described on page 14 14 in this chapter 10 Choose OK to return to the Create or Edit ValueSets dialog box 11 Repeat Steps 3 9 to create or edit additional ValueSets 12 When finished click OK to return to the schedule Values will not display because the DataGraph has not been created yet Refer to the DataGraph section of this chapter to learn how t
15. Milestones Professional 2008 User Manual Copyright Copyright KIDASA Software Inc 2008 All rights reserved No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into any language in any form without the written permission of KIDASA Software Inc Trademarks Milestones Professional and Milestones Simplicity are registered trademarks of KIDASA Software Inc Milestones Etc is a trademark of KIDASA Software Inc Microsoft and Windows are registered trademarks of Microsoft Corporation MS Project is a trademark of Microsoft Corporation LaserJet DeskJet and DesignJet are registered trademarks of Hewlett Packard Word for Windows Microsoft Project Microsoft Excel Microsoft Office NetMeeting Microsoft PowerPoint and Microsoft Access are registered trademarks of Microsoft Corporation 1st Printing August 2007 Printed in the USA KIDASA Software Inc 1114 Lost Creek Blvd Suite 300 Austin Texas 78746 512 328 0168 512 328 0247 FAX E Mail info kidasa com Web site http www kidasa com ISBN 0 9623182 0 5 Table of Contents Chapter 1 Introduction Easy yet Powerful Scheduling Click and drag to build schedules Organize your schedule with outlining Work Breakdown Structure WBS and other task numbering Easily show progress Dependencies SmartColumns Baseline scheduling Symbol constraints Holidays Powerful
16. Setup ValueSets e The Create or Edit ValueSets dialog box appears revealing 9 Available ValueSets as shown below left 2 To the left of Set Alignment for ValueSets choose a time period by which the values will be totaled and graphed e Inthe example above the Alignment is Monthly 3 Click any Create Edit button with No Named Assigned The ValueSet Properties dialog box appears as shown below right For this example two ValueSets already exist so that they can be totaled 4 Type a value category name for ValueSet Name here Total Costs is entered 5 Click Type 5 Total of other ValueSet Properties ValueSets ValueSet 3 6 Click the Pick ValueSets to m Sum button Data Source Graphic Properties D Type 1 Kkeped in Global Values Type 2 Sum of Yalues Keyed into Task Lines Create or Edit ValueSets Type 3 Allocate Column Values Across Timeline Press the Create Edit button to define a new YalueSet orto change thi Bee COU or source of an existing Valueset Allocate to Current Date Allocate from Current Date Allocate using baseline symbols instead of normal symbols Available YalueS ets C Type 4 Use Values from Symbols C Ignore Values after Status Date Create Edit 1 Cast 1 Contains 4 Values Ignore Values outside Schedule Start and End Dates Create Edit 2 Cost 2 Contains 6 Va
17. Show Shadow on Symbol Size O Small Medium O Large Color Gee Color used when Status Date is to the left of the symbol This applies only when the Fill to Status Date option is active Ea To set a symbol s defaults 1 Double click a symbol in the toolbox 2 Click the Color Pattern Size Shadow tab 3 Click a drop down menu to view the options The Sample Symbol changes to match your selections as you make them Fi ext e Choose the Line Pattern and Outline Color that encompasses the symbol e Choose a Fill Pattern and Fill Color that fills the inside of the symbol e Choose a symbol Marking pattern and Mark Color such as or through the symbol a box or circle enclosing the symbol and more e The After Status Color is the fill color of the symbol after to the right of the status date The status date is controlled by a status symbol or current date line 10 activate the fill to Web Site Ahead of Schedule status feature choose Dates Date Related Settings Symbols Fill to Status Date Database Control the after status fill colors e Choose a Shadow color and size e Set an Override Size for this symbol only This override will apply to all Upgrades Behind Schedule symbols of this type that already exist on the schedule optionally and all future symbols of this type that are placed on the schedule Note that bars c
18. s date Add Text to your Schedule Add text to a column Add text to a symbol Add a note to a symbol Add freeform text Add a SmartColumn which displays symbol text or notes Customize a Symbol in the Toolbox Customize a Horizontal Bar in the Toolbox Customize a Vertical Link in the Toolbox Columns Column Headings and Task Rows To enter text in a task row s column cell To move between column cells Change the column heading properties Change the column properties Add or edit a column or SmartColumn Set the Project Start and End Dates The Date Headings Status Line Display and format the status line Current Date and Current Date Line Display the current date and current date line Status line and current date line example Bookmark Task Rows Bookmark a task row Jump to a bookmarked task row Delete one or more bookmarks Display Bookmark icons 2 2 2 2 8 2 8 2 9 2 9 2 9 2 10 2 10 2 10 Oa oi 2 12 2 12 2 12 2 12 2 12 Dac 2 14 2 15 2 16 2 17 2 17 2 17 2 18 2 18 2 19 2 20 2 21 2 22 2 22 2 22 2 22 2 23 2 24 2 24 2 24 2 25 2 25 Add Graphics to the Schedule Keyboard Shortcuts Right Click Context Sensitive Menus Schedule Setup Wizard Save a Schedule Viewing Options Page View Continuous view Full Screen view Presentation view mode Viewing Options Chart Type Gantt views Calendar View Duration View Percent Compete View Views by time period Chapter 3 Customizin
19. 3 Press the Delete key on your keyboard Task Or 1 Click the Li tool Cirk her in seleri entire column 2 Move the mouse to the bottom of the column heading cell as shown to the right 3 Right click and choose Delete Column Right click to edit column When the cursor turns to an arrow for selection of a column and you right click the menu display offers many editing choices Choose Clear Column Text to delete text in the column cells without deleting the column Formatting and Layout 6 7 Choose Reset Column Font and Font Color to Default to revert to default column text font color and size settings in the gP Zoom to 100 4 Delete Column selected column entries HE Hide Column Color themes do not override a column s HE clear Column Text A i a Show Hidden Column cell by cell settings To reset all individual a Y Copy Column Text overrides made to column cell text color ee and size back to the schedule defaults choose Reset all Row and Cell Font Color Reset All Row and Cell Font Color Overrides for all Columns Overrides for all Columns Chart Title Enter up to three lines of text for the chart title The title can have a background color frame shadow text highlights and special effects shading 1 To add a chart title Reset Column Font and Font Colors to Default Specify Title choose Insert Title E Insert Edit Chart Title Title Text 3 lines Justif
20. 300 00 200 150 00 300 300 00 Track and Graph Values 14 13 ValueSet Graphic Properties ValueSet graphic display options allow you to independently format how each ValueSet is displayed as numbers and graphs of numbers Each ValueSet can have different settings for line bar graph colors and patterns cumulative and non cumulative display of values and graphing of values adding currency symbols to values decimal place control summing of values and averaging of values and much more 1 Choose Tools Graph Options Setup ValueSets 2 Click Create Edit for the appropriate ValueSet The ValueSet Properties dialog box appears ValueSet Properties 3 Click the Graphic YalueSet 1 Properties tab as SNOWN vasset nane Data Source Graphic Properties This tab has two sections ValueSet Display Properties Graph Properties Line Style the ValueSet Display List Numeric Values Above Graph n C Show as Cumulative Properties and the Graph Graph values Graph as Cumulative Line Bar Color Properties Values Represent Currency C_I Number of Decimals to Display ae Patern Show Values Under Each Task line 4 Under ValueSet Display Exclude Name of ValueSet in Task line Solid Bar Target Color Properties Suppress Values of Zero Suppress Leading Values of Zero i LE e List Numeric Values show Average instead of Sum solid Bar Effects Above Graph F Ignore Zero values in computing average None Values appe
21. Chapter 15 SmartColumns and Indicators 000 What is a SmartColumn Indicator Symbols and SmartColumns Example Stoplight SmartColumn Create a Stoplight SmartColumn Stoplight SmartColumn example Calculation Indicator SmartColumn Calculation Indicator SmartColumn Examples Calculation Indicator SmartColumn Options Create a Calculation Indictor SmartColumn Values SmartColumns Values SmartColumn example Create a Values SmartColumn with optional indicators Summary Level Value Roll up XI Currency and Numbers Format Change the number format and number grouping options Change the number of decimal places displayed in a column Display the currency symbol with a column s values Change the currency symbol and other currency formats Percent Complete SmartColumns Percent Complete SmartColumn example Create a Percent Complete SmartColumn Duration SmartColumn Create a Duration SmartColumn Graphical Indicators for duration SmartColumns Factors which impact duration computation Resource Allocation Percent SmartColumn Create a Resource Allocation Percent SmartColumn Enter a Resource Allocation Percent Resource Allocation Percent example Symbol Count SmartColumns More SmartColumns Earned Value SmartColumns and Reports What is Earned Value Management Earned Value SmartColumns Earned Value Reports Appendix A Quick Reference Tables Appendix B Support and Where to Get More Information xii Chapter 1 Intro
22. Condition is based upon the value in a cell 24999 lt Walue lt 50000 e Condition is based upon the value in a cell e The indicator will appear when a cell s value is greater than the first value and less than equal to the second value e Do not use commas or currency signs when entering values SmartColumns and Indicators 15 11 12 The indicator can appear based on text in another column s cells This would require a Column to compare reference Step 4 which contains text f Condition is based upon finding text in a cell in column Column compared to test this condition contains the text below Kevin e Condition is based upon finding text in a cell in column e The indicator will appear when a cell contains specific text that you enter 13 Choose OK to return to the Pick indicator symbology based upon the following conditions list 14 Repeat Steps 9 13 to activate other indicators 15 More options Show result as a percent if you want the values multiplied by 100 with a sign added 35 becomes 35 x 100 35 When shown on Summary Bar show average if you want the summary row values to be an average of lower level values instead of a sum v Just add a sign after value if you want to add to the values 35 becomes 35 i On Summary Lines show value in cell if you want to override summary row values which are normally sums or averages of lower level values with user
23. Cumulative OPI Method 3 Physical progress is measured in C Variance at Congleton VAC Cumstive CPI x SPI Method _ ertance at Completion VAC Overrunrto Oate Method dollars so schedule performance and cost performance can be analyzed in the same terms Ca com Earned Value has been used since the 1960 s by the Department of Defense as a central part of the C SCSC Cost Schedule Control Systems Criteria Recently the DOD revised the 35 criteria contained in the C SCSC and produced the 32 criteria for EVMS Earned Value Management Systems These criteria have since been accepted by the American National Standards Institute Electronic Industry Association as a new standard called ANSI EIA 748 Now EVM is being used in a wider variety of government contracts and is spreading through the private sector as a valuable tool for project managers SmartColumns and Indicators 15 21 Earned Value SmartColumns Milestones Professional makes it easy to show Earned Value metrics with a simplified SmartColumn selection screen Choose Insert Rows Columns New Column Earned Value Insert Earned Value Columns Select the Earned Value Columnas you would like to use Budget and Actual columns are required thus they are pre selected You must enter values into the Data Entry columns All the other columns are automatically calculated based upon Complete Data Entry Columns Required for Earned Value Budget at Comple
24. Task C2 Elder 6 28 Task C3 Wagenman i 6 26 Task C4 Boyd SS 6 11 Symbol links between and within schedules Another way to manage multiple projects is through symbol linking Symbol linking lets you base the date of a symbol on a different symbol in another schedule or the same schedule See Chapter 9 for more information When the target symbols Projects Status Overview move in the Detailed schedule Percent project 2002 coat Budget Variance the outgoing link symbols in E the Overview schedule move to Q 65 Project1 55 000 50 000 the same date 75 000 75 000 Project 1 Detailed Report a 84 Project 2 Tasks 2004 Duration January February axavity Probe B D 46 Project3 30 000 Outgoing link 8 000 100 000 symbols 10 000 48 000 Over Budget on Budget Under Budget v4 Completed Task To be completed mm B Target 4a symbols 5d Status Completed Task To be completed Introduction 1 6 Hyperlinks Attach files and web pages to symbols and tasks Any symbol or task row on your schedule can have hyperlinks to other schedules documents or Internet web pages On
25. Type 5 ValueSet 14 12 U update master schedule 8 5 symbol linking 9 4 V values roll up 4 8 track and graph 14 1 ValueSet 14 3 assign to DataGraph 14 17 color and pattern display 14 15 display in column 14 18 graphic properties 14 14 paste values 11 11 Index 7 types 14 3 ValueSet SmartColumn 14 18 Values SmartColumn 1 8 15 9 XML example 15 9 export 11 8 vertical connectors 2 9 5 1 adding 2 9 5 5 adding many 5 6 change on schedule 5 7 color 3 15 default settings 3 14 delete 5 8 formatting 2 16 line pattern 3 15 shape 3 15 size 3 14 vertical gridlines 12 15 Viewer 13 9 View Mode 2 31 Calendar 2 33 Continuous 2 31 Duration View 2 34 Full Screen 2 31 13 12 Gantt 2 32 Gantt Roll Up 2 32 Percent Complete view 2 35 Presentation 13 10 switch to view 2 36 view options Duration View 2 34 Percent Complete view 2 35 switch to view 2 36 view modes 2 31 Visual Basic OLE automation 11 16 W WBS Number SmartColumn 4 4 alphanumeric display 4 5 Wizard Microsoft Project interface 11 2 new schedule 12 5 Schedule Setup 2 30 template 12 5 working with other applications 11 1 Index 8
26. entered summary row values 16 Choose OK to return to the Column Properties dialog box where you can add a column heading title and format the column data for currency decimals alignment and other selections 17 Finally exit all dialog boxes Enter values into the column cells and see the indicators appear accordingly Condition click to modify Opt Text 1 lonore 0 00 lt Value lt 100 00 In this example three symbols are Active and will appear according to the set conditions A lonore 0 00 Value lt 100 00 lanore 0 00 lt Value lt 100 00 For extensive instructions for Values SmartColumns press lqnore 0 00 Value lt 100 00 the Help button in the i lanore O 00 lt Value lt 100 00 Indicators for Values s Column Values SmartColumn dialog box lanore 0 00 lt Yalue lt 100 00 Iqnore 0 00 lt Yalue lt 100 00 lanore 0 00 lt Yalue lt 100 00 SmartColumns and Indicators 15 12 Summary Level Value Roll up Numbers in a Values SmartColumn ValueSet SmartColumn and Calculation Indicator SmartColumn can be automatically summed and displayed on summary task levels Summary bars must be drawn for the values to appear as instructed below To automatically total lower level values on Summary rows 1 Choose Layout Other Summary Bar Settings 2 M Compute Rolled Up Values for Value Calc SmartColumns 3 Under When to Draw choose Always to have Milestones d
27. st fof Js fcr es Joe Freelire en nat Saem Eighee mig Comp Be SPACECRAFT ENGINEERING COMMAND AND CONTROL ATTITUDE CONTROL POWER THERMAL OREM ALET PROPULSION mes SF Anish T Setem Enghes mig Compet E T COMMAND AND CONTRS L 7 ATIMU DES MTRO T POWER THERMAL PBT A LET PROPULSION Y Buck t Sparel re 00M Cancel Nent gt Finish MPX CSV and TXT files If Microsoft Project is not installed then Milestones can open MPX CSV and TXT files created from MS Project Milestones Professional schedules can be exported to the MPX CSV and TXT formats and then opened in Microsoft Project and other applications Introduction 1 10 Work with your other Applications Beyond the direct interface to Microsoft Project Milestones Professional interacts with other applications such as MS Outlook and Excel For programmers Milestones Professional supports a complete Automation interface for using Visual Basic C and other programming languages to interchange data with Microsoft applications such as Access Excel Project and more The programming that makes use of this automation feature is user created Many file formats supported In addition to built in interfaces for Microsoft Project Milestones Professional offers a custom import capability With the custom import feature you can bring in information from other sources such as CSV and TXT files Turn a spreadsheet into a Milestones schedule G
28. you can click an upper level task to reveal the lower level details Include any hyperlinks from symbols to URLs and other non Milestones files bea Plinara t imiteret Eagnhored mana H Task a a Dat Microsoft Internet Explores l Ea Pi Task reese view over Took Heb Tasks eee evei N l Task 6 __ a E Task 1 1 T Task 1 2 z Internet Publishing Wizard You need to indicate whether you want to create an HTML file which can also include a graphic of your schedule or whether you just want to create a graphic file such as a JPEG file Select the option you wank and then press Next Select Output Option O HTML file with optional Graphic File Only Tiered Hierarchy HTML graphics with Graphics Create HTML Files for Hyperlinked schedules from this file and all inked schedules Create HTML Files for Hyperlinked schedules from this file only 2 Tiered Hierarchy HTML with Graphics then Next 3 Click Change to choose an HTML Background Color for the HMTL page then Next 4 Enter a Title for the HTML page optional HTML code for the lt body gt section then click Next For no title just key an HTML command such as lt br gt Distribute and Present Schedules 13 7 5 See Graphics Output Bitmap Options on page 13 3 for choosing Bitmap Options e Include a Hyperlink Image Map will create a hotspot for eac
29. 2 7 3 7 4 7 9 7 6 7 7 TUTTE TTT Variety of horizontal bar shapes Like the symbols the 40 horizontal bar shapes and 15 vertical link shapes are fully customizable The horizontal bars can be filled with any single color or two colors faded together as well as shadowed with any color Three level symbol and bar positioning Symbols can be positioned at an upper middle or lower level on one task row The bars automatically follow the positioning of the symbols In the example below an otherwise dense and cluttered schedule is distinct and clear with three symbol positions and a variety of symbol date and text positions Further customize bars with the Always on top setting which controls which bar appears on the surface as shown below Introduction 1 15 Flexible Formatting You completely control the size and format of your schedules including the physical page size of the schedule the number and width of the columns the number and height of the rows the size of the optional legend margin sizes and more See Chapter 6 for more information Physical sizing Academic Scheduler Days Cla Hours se 8 11 3 4 5 Buidng Hours Days Class 7 8 9 10 11 12 1 2 3 4 5 Buildin Room Instruct
30. 64 267 86 Track and Graph Values 14 2 ValueSets ValueSets are user defined categories e g budget man hours costs etc that contain numbers 400 in sales 52 hours 135 purchases etc associated with a time period such as days weeks months quarters or years All of the ValueSets within any one schedule must use the same time period For example daily and weekly ValueSets cannot be combined in the same schedule Values from ValueSets can be graphed in one or more of the schedule s DataGraphs ValueSets are created and formatted under Tools Graph Options Setup ValueSets There are five different types of ValueSets available e Type 1 Keyed in Global Values Enter values by time period for the whole schedule such as monthly budget values e Type 2 Sum of Values Keyed into Task Rows Numbers are entered by time period for each task such as separate monthly budget values for Task 1 Task 2 etc When the schedule is outlined only the lowest outline level tasks should receive values because entered values roll up to upper level tasks e Type 3 Allocate Column Values Across Timeline Values are entered into a column The column value for each task is spread across the task s duration Optionally values can be allocated only to the current date or allocated from the current date to the end of the task s time span Also the values can be allocated to the task s baseline time span
31. Chart Total Forward Backward a Month s Cx Track and Graph Values 14 7 Type 3 ValueSet Allocate column values across timeline In this type of ValueSet values are entered in a column Those values are then spread across each task s time span For this schedule s Analysis task the 300 is distributed evenly between the days in April May and June The amount for each month is based upon the total number of days in that month that are included in the time span Notice that the value for May is larger since it is a full month For how to display the numbers under each task bar as shown here see page 14 15 NOTE While the following instructions refer to creating a Values SmartColumn and then creating a Type 3 ValueSet which references that column a Type 3 ValueSet can reference any column containing values such as a Calculation Indicator SmartColumn a Duration SmartColumn and more Create a Values SmartColumn and enter values First you will create a Values SmartColumn that will contain these values such as the Budget column in the example above Then you will create the Type 3 ValueSet which references this column and graphs this column s values 1 Choose Insert Rows Columns New Column Values Choose OK to view the Column Properties dialog box Choose the Column Heading tab and name the column I Choose the Column Formatting tab and make decimal and currency select
32. Color for the HMTL page then Next 6 Enter a Title for the HTML page optional HTML code for the lt body gt section then click Next For no title just key an HTML command such as lt br gt Distribute and Present Schedules 13 4 7 See Graphics Outout Bitmap Options on page 13 3 for choosing Bitmap Options e Graphic File Name Starter is only used when you are creating an HTML page and images for just the current schedule Show Roll up Indicators option is ignored Internet Publishing Wizard Please indicate whether or not you wish to include a bitmap of your schedule as part of the HTML file If tou have a multi page schedule each page will be a separate bitmap Press Next to continue Select the Bitmap Options Include a bitmap of each page Include a Hyperlink Image Map Bitmap Format JPEG Compression Image Scale Graphic File Hame Starter C Show Roll up Indicators in Graphics Output 8 Choose Next 9 Select from Task Table Options and then Next e Exclude Symbols from the Task Table to not display symbol dates in the Task Table portion of the HTML file The Task Table is a table of schedule data with one row per task e Exclude Task Table from HTML File to not display the entire Task Table in the HTML file e Inthe Task Table all symbol dates for a row are shown after the column text entries For example if you have Start and End Date SmartColumns then you would probably check exclude symbols sinc
33. Curtain Date Range or Recurring Pattern there are Curtain Add or Edit seve ral O pti Ons Set the Properties of the Curtain and then press OK Press Cancel to return to the Curtain Setup dialog to ignore any changes Date Range allows you to specify the time span that the curtain covers Date Range Curtain Date Range or Recurring Pattern A Repeat a Curtain of allows Repeat a Curtain of 1 Months v Every Months you to choose a time interval jour andm for the curtain to appear and C Use above date range as start stop For this curtain instead of schedule start end Curtain Colors Curtain Fill Pattern reappear within a date range ee sv Use above date range cae ad allows you to apply the Background Color Special Effects Repeat a Curtain of None eA selection within the Date A liaii a Range dates instead of the Z Show Border on Sides of Curtain schedule s start and end dates For the curtain to appear across a specified date range 1 Date Range 2 Enter a Start Date and Time and an End Date and Time or click the calendar icon to choose dates 3 Choose a Pattern Color Background Color Curtain Fill Pattern and Special Effects e Marbled fill patterns ignore the color selections and special effects Use of these fill patterns increases the size of printer files and metafiles e Ifthe first pattern is selected in
34. Date Related Settings The height of the horizontal portion of the status line is equal to the symbol height Three Times Symbol Height to increase the height of the status line by three symbol sizes This can result in the status line appearing in adjacent task rows in which case this option is not recommended This feature is best used in schedules with few task rows per page If the status date for every row is the same as the current date then the status line and current date line will appear along the same vertical line on top of each other Current Date and Current Date Line The current date as set by your computer s clock or an override date can be displayed above the upper right corner of the schedule by default The current date line is drawn vertically across the schedule area at the appropriate date heading location Display the current date and current date line 1 Choose Dates Current Date from the toolbar 2 Display Date to show the current date 3 Display Date Line to show the date line 4 To access other Date Line properties choose Set Current Date Dialog Choose the line type thickness and color 5 Optionally choose the Extend into DataGraph option The Basics 2 22 Status line and current date line example Each activity in the schedule below is either on behind or ahead of schedule The current date line is the default status driver while the status symbols arrows symbols in this schedule o
35. Help Files Help Topics Index keywords symbol linking Symbol Linking 9 8 Any symbol or task row on your schedule can have hyperlink shortcuts to other Milestones schedules documents or Web pages Launch a hyperlink to open the linked file or URL With this feature you can use a Milestones schedule as the project hub with quick links to all project related information a great way to cross reference or to drill down for more detail on any project activity Leung VeleeSei an Data a i es ee ee w lazlasladlartlazlaslaa came Cost Costs Variance E DALA edra Pabili ey Piah F inp jks liii pE to Pero To Hk Pa ae O 0 000 800 000 PHO OO 350 000 os els tol i Phase 4 i 100 000 Aa Bana h Biles ees pert be Per pce o o w Phase 5 Using the Internet Publishing Wizard a schedule with symbol hyperlinks is automatically transformed into a graphic with hotspot links from symbols to the schedules documents and web pages that are hyperlinked to the symbols That graphic is included in an HTML document ready for uploading to your Internet or Intranet site See Chapter 13 for how to create linked web pages from symbol hyperlinks Hyperlinks 10 1 Add a Hyperlink to a Symbol Dozens of hyperlinks can be attached to any symbol on the schedule 1 Click the arrow tool L in the toolbox 2 Click once on the symbol to which you will attach the hyper
36. Hyperlink Display choose the following options 10 Highlight Symbols With Hyperlinks to add an arrow icon to A all symbols that contain hyperlinks as shown here 11 Activate a Hyperlink from a Symbol Include Hyperlink References When Creating HTML Files to include a numbered list of hyperlink URLs in the HTML document when using the Internet Publishing Wizard This setting will be overridden if you check uncheck Include Symbol Hyperlinks in HTML File during the Internet Publishing Wizard process When you activate or launch a hyperlinked file or URL the selected file or URL will open in the appropriate program Click the arrow tool in the 1 toolbox Saturday 3 27 04 2 Hover over the symbol to see the Hyperlink C schedules AugustReport ml available hyperlinks as shown kinei Hie e iia con here Hyperlink C Vinancial ProjectABudget xls 3 Right click the symbol that contains the hyperlink and view al 1 the list of hyperlinks at the bottom J unzoom to Fitan window f g Zoom in to 200 of the right click menu aap 4 Move your cursor to the list of pes a hyperlinks and click once on the ee one you wish to activate Peg z Select Task 5 The hyperlink will open in the ree appropriate application e g Word ae Internet Explorer Milestones etc Edit Notes Edit Size or Color Edit Text or Date Position You can increase the length of time that the nine tooltip displays whe
37. In the toolbox click the arrow tool Lii 2 On the schedule click once on a symbol This should activate the Selection menu 3 Inthe Selection menu go to the ValueSets tab Enter a value for any or all of the ValueSets as shown to the right Click the apply button as shown on the right 6 Repeat for other symbols Refer to the DataGraph section of this chapter to learn how to graph these values Marketing Projects Tracking Costs Here is another 2008 Creative Print Other January February Costs example of Tasks a Type 4 ALL PROJECTS SUMMARY ValueSet Additionally this schedule uses ValueSet SmartColumns i total symbol Creative Costs values by task MEE Printing Other Costs row 4 000 2 000 1 000 5 000 lt gt 3 000 29 550 3 500 _ 8 000 14 000 Printing Other Track and Graph Values 14 11 Type 5 ValueSet Total of other ValueSets In this type of ValueSet other ValueSets are totaled These values are displayed in the DataGraph as bars or lines and the values can be displayed above or Modeling 100 200 100 3 300 below the DataGraph 200 00 150 00 300 00 300 00 Design This example has three ValueSets The Cost 1 and Cost 2 ValueSets Feta Costs are Type 1 and Total Costs is a Type 5 ValueSet that totals Cost 1 and Cost 2 1 Choose Tools Graph Options
38. In this example three He Sym Stes Condition click to modify es symbols are Active and Active 00000 00 lt Value lt 1 00 baaa al T A lonore 0 00 lt Value lt 100 00 A lonore 0 00 lt Value lt 100 00 effect the red symbol EE o Value lt 0 00 appears with negative Active 0 00 lt Value lt 500000 00 values yellow with 0 and green with positive values lanore 0 00 lt Value lt 100 00 B ignore 0 00 Value 100 00 F Value lt 1 00 e 00 ces lt 100 00 Ignore 0 00 lt Value lt 100 00 Iqnore 0 00 lt Value lt 100 00 em OT ee to ho For extensive instructions and 4 examples for Calculation Indicator SmartColumns press the Help button in the Calculation Settings Calculation Indicator SmartColumn dialog box SmartColumns and Indicators 15 8 Values SmartColumns A Values SmartColumn contains user entered values that can automatically total roll up from lower task levels to upper summary levels A Values SmartColumn can display values only symbols text or colors based on those values symbols text or colors based on another column s values or a combination of these options Additional options include showing an average of lower level values instead of a total on summary rows convert the entered value to a percentage add a sign to the entered value and override the summary line values Values SmartColumn example In this example the Cost
39. Lagudy Ghughict Expert Opliord Maite iar A jr EE gj 2 rnr Fipra Cumem Dulla Lagacy TiiL lhpdale bgt lerqearl Op lice fia Pohidul Lata ymisk adul TooBex a Sje A Ma Fije Rehesh Oulik Irial Legar Shuphica Ee floating E toolbox 2007 x monnrmrunrmrnda em RT am v m oo _ u A A r maa L hh Customizing the Toolbox 3 4 loil Set Drawing Tools Defaults The default settings for lines boxes and circles that you add to a schedule are black for color and lightweight for line type You can alter these default values by double clicking on the Line Box or Circle tool in the toolbox Box Attributes Border Color Border Pattern Background Color Box drawing tool Ei chance r Change the Border Color Border Special Effects Effects Target Color Pattern Background Color Target Color ee ma Cy and fading Special Effects The Special Effects setting will fade the Background Color into the Target Color Box Example O Line Attributes Line Color Line Pattern Line Ends Line drawing tool E chance Change the Line Color Line Pattern and Line Example Line Ends to create an arrow Circle Attributes T T Border Color Border Pattern Background Color Circle drawing tool E cieoe J Change the Border Color Border Circle Example Pattern and Background Color To
40. Milestones Professional Window While using Milestones Professional you will see a screen similar to the one below Milestones Professional Professional Window MLb Hl File i Connections Eclit LT Dates LT Insert Layout For mat View I Tools l selection l Help 0 X 5 JE F cj za i e O e gA Master Schedule New File New File Close Sawe As Save File Project Custom Outlook Legacy Xill Update Master Blank Wizard Current POF ImpartOptions o O Options f Schedule Linked oF 2 A H Symbals Opena Open Send File Password Save As cat m recently T Fi 2 d T 8 MS Project Refresh used tile Professional Win dow MLb XML Outlook Internet Legacy Graphics Files and Templates Open and Save Options Export Options hasten Update A A Title ToolbOK gt Date Headings Costs Text Column men par May EIEE eaer T ee how Se SmartColumn Casivet Schedule Area oO Projete a ee 00 0 p Design bE 80 00 Construction 8 EE Budget i 1 ii i Pon DataGraph _ Sidebar Shortcuts gt eu ValueSet i E Send Nofunds remain Ouer Budget Under Budget F wletafile lish Legend caj B C Documents and Settings Jasoni Desktopi Professional window MLE Fit T Dep Mode ON All Lines Visible hal Goto page Enter text such as project activities notes and resource names in a Text Column SmartColumns automatical
41. Publishing Presentation and Distribution Distribute your schedule Presentation View Manage Multiple Projects with Ease Master schedules Symbol links between and within schedules Hyperlinks Attach files and web pages to symbols and tasks Organize Task Rows Sorting tasks Filtering tasks Find and replace text Bookmark task rows Display Numbers and Project Status Calculation Indicator SmartColumns Quick and Easy Earned Value Reporting Stoplight SmartColumns Values SmartColumns Percent complete pies and Fill to status DataGraphs and ValueSets Resource allocation for effort driven tasks Create Presentation Schedules from MS Project Files Milestones Project Import Wizard MPX CSV and TXT files Work with your other Applications Many file formats supported Turn a spreadsheet into a Milestones schedule OLE Automation MS Outlook Import Export h I I 1 mo 4 O00 0ODOWAAWAOAO CO NNNNN NOOO ang RRR WWWNHNN p O O O CC CO CC O O O a a a a a a a a a ee a Ge Ge Ge I I a en i l a1 a a a ee ee Gee Extensive Text Entry and Graphics Options Symbol text Symbol notes Freeform text Column text Substitutable text strings Link other text documents Flexible Symbology Toolboxes Sidebar Symbol types Wide assortment of symbols User defined symbols Multiple independent milestones Variety of horizontal bar shapes Three level symbol and bar positioning Flexible Formatting Physical sizing Many time s
42. Sample Background Color Special Effects geoi None petten or Mone b pattern only _ Fade to Background color Custom Formatting for Presentation 12 18 Color Themes Color themes set predefined background shading for most areas of the schedule task rows chart title date headings columns column headings schedule background legend DataGraphs and toolbox symbol and connector colors Choose from more than 85 color themes or create your own then apply the theme to a new or existing schedule for instant color formatting Color themes do not override column cell by cell settings To reset all individual overrides made to column cell text color and size back to the schedule defaults select an entire column right click and choose Reset all Row and Cell Font Color Overrides for all Columns The program will remember the last color theme category used Create a color theme Color themes which you save are listed in the Format Color Themes drop down categories of Personal Themes and All Themes 1 Format your schedule s background shading for task rows chart title date headings columns column headings legend DataGraphs and toolbox symbol and bar colors You may choose to create either outline level shading gridline and text formatting or create default horizontal task row shading and gridline formatting 2 After your schedule has the look that you want choose Format Color Themes Manage Color Themes 3 In
43. TRAINING LiveMeeting LiveMeeting Advanced SymbolLinking D S Updated Successfully Symbol Project1 Status found in file C TRAINING LiveMeeting LiveMeeting 4dvanced SymbolLinking Updated Successfully Symbol Project1Finish Found in file C TRAINING LiveMeeting LiveMeeting Advanced SymbolLinking C The name of each target symbol that was searched for is listed along with the schedule name and location s 3 The bracketed message If a symbol link update fails on any of the schedules it could be that the file containing the referenced symbol no longer exists or l re po rts if the Update Failed is on a computer that is not available or Updated Successfully _ _ If any of the updates failed the schedule containing the target symbols may no longer exist the computer containing the schedule may not be available or the target symbol s name may have changed or may have been deleted Symbol Linking 9 4 Link Symbols within the Same Schedule The use of symbol links within the same schedule involves setting up two things 1 The symbol to be used as the target of the link must be given a unique name so that it can be found when the outgoing link symbol needs to check the target symbol s date to update its own date 2 The symbol with the outgoing link must reference the target symbol Project 1 Detailed n_ Assigned Tasks ETN DEPT SUMMARY Joe Symbol with es outgo
44. URL or document 1 2 Click the text tool T in the toolbox Click once in the column cell that will contain the hyperlink or anywhere in or outside the schedule for freeform text Type the URL e g http www kidasa com or document link e g C Financial ProjectXBudget xls To launch the hyperlink use the text tool and click once on the URL or document path and name and then double click on it to highlight it The URL should now be highlighted Press and hold the CTRL ALT then L key on your keyboard This should launch the highlighted hyperlink Symbol Hyperlinks Report Generate reports on data embedded in symbols including symbol notes hyperlinks symbol target names and symbol linking Generate a report by selecting Tools Reports Each report can be copied to the clipboard for pasting into another program for printing The Tools Reports Schedule Hyperlinks report displays data for each symbol which has a hyperlink including the task row on which the symbol appears the symbol s ordinal placement from left to right along the task row the symbol s date and the full path to the hyperlinked file Hyperlinks 10 6 Chapter 11 Working with other Applicati Milestones Professional can read information from other sources including MS Project MPX MPP and MPD files comma delimited files Excel and other spreadsheet data copied to the clipboard Microsoft Outlook tasks ODBC data sources and more Y
45. Use Single Lines for DataGraph Legend Entries to display the name of the ValueSet and the graph color for that ValueSet along a single horizontal space e Float DataGraph to undock the DataGraph from the bottom of the schedule Track and Graph Values 14 17 e Show DataGraphs on last page only to display floating DataGraphs on only the last schedule page e Extend Frame Shadow into DataGraph area to display the schedule s shadow if displayed along the edge of the DataGraphs as well e Center Displayed Values to align the values above or below the graph in the center of the time period in which the values display 15 Click OK to return to the schedule The values from the selected ValueSets should now display in the appropriate DataGraphs ValueSet SmartColumn The ValueSet SmartColumn is used to display the row total task row total of any Type 2 or Type 4 ValueSet in a column cell Why only these two ValueSets Type 2 values are entered in time period increments row by row therefore they can be totaled by row Type 4 values are attached to symbols that of course appear on task rows therefore those values can also be totaled on a row by row basis These instructions assume that you have first created a Type 2 or Type 4 ValueSet as described previously 1 Choose Insert Rows Columns New Column ValueSet 2 Under ValueSet to Use choose the ValueSet whose values will be totaled in this column Optional Indica
46. _ Align month start with week starting day Date Headings E 2 For each level choose from more than 35 Heading Types yearly monthly etc 3 Align each heading s text 4 Choose a Start number for the heading 5 Choose a Frequency for the heading e For example in a yearly heading of a project whose start date is 1 1 2002 with a frequency of 2 the yearly heading would be 2002 2004 2006 6 Under Background click once on the color box to choose a background color 7 Choose to display the date headings at the top and or bottom of the schedule 8 Add acustom heading under Selection Current Object Date Heading Edit Custom Headings See Chapter 6 for a comprehensive treatment of date headings including custom headings The Basics 2 21 Status Line Show at a glance ahead behind status with the status line The status line extends vertically along the current date line The status line bulges to the left or right according to each task row s status date Thus the status line is a visual indicator of ahead behind status Display and format the status line 1 Choose Dates Current Date 2 Display Status Line 3 To access other Status Line properties choose Set Current Date Dialog Choose the line type thickness and color 4 To make sure the status line displays bulges correctly make sure the options Symbols Fill to Status Date and Bars Fill to Status Date are checked under Dates
47. a E i li INTEGRATION MISSION OPERATIONS Switch to weekly view SYSTEM TEST PLANNING System Engineering Complete ATTITUDE CONTROL The Basics 2 36 a navptTe s OM ng Tne 100IDC NC eK A d my 4 i nP GO The toolbox contains the building blocks of your schedule symbols horizontal bars and vertical links as well as the tools used in building your schedule Any of these symbols and bars can be changed to a different shape color pattern and more All of the toolbox settings are unique to the current schedule Thus if you make a toolbox change in one schedule it does not affect any of your other schedules lf the sidebar option is selected the toolbox automatically appears within the sidebar Sidebar Sidebar Options The optional sidebar Is an extra toolbar Nast lige gist eral ie can add ee ees or br Asati nee Ay window The nor coating colbox is automatica aced within this sidebar an anchored to the left or right side of the papain lr eek seik in y well ce ai Milestones window The sidebar contains f Show Sidebar on left the toolbox and a user defined list of Show Sidebar on tight shortcut buttons for a variety of activities Penot show Sidebar Available Sidebar icons Current Sidebar icons Changes made in the Sidebar Options remeron p rme dialog box apply to all schedules IF Update Master WY Color Theme g peo j para j oe F Copy Metafile Bookmark F Copy Sc
48. a compilation of separate Milestones schedules sub schedules Usually the sub schedules are each maintained by different people or departments each responsible for one or more projects Thus the master schedule gives a Summary view of all projects or all parts of a single project Changes to data in the sub schedules appear in the master schedule Any changes to the master schedule will not appear in the sub schedules Master Schedule Example Review this general master schedule scenario and then continue to the more detailed instructions for formatting creating and updating a master schedule Assume that we have three sub schedules Project A Project B and Project C which need to be reviewed and presented at a high level Project Proj Mngr 2007 Status Task Foreman Date June July August Project A Thompson E j 7 10 Task A1 Boyd Project Proj Mngr 2007 Status EELS Foreman jane July August Date Task A2 Ferguson Project B Thompson E h lt C lt C lt 73 3XEKECS s 6 24 Task A3 Ter y ask B Mitche 6 5 Project Proj Mngr 2007 Status Task Foreman june July August DELG 6 29 Project C Jones k amp 8 SsCS 628 j 7 2 Task C1 McLeod 7 11 Task C2 Elder m 6 28 Task C3 Wagenman 6 26 Task C4 Boyd e 7111 To CO m bi ne these su
49. a summary bar Start Symbol Bar and End Symbol for this outline level R Gridlines Shading Text _ Summary Bars 2 Set baseline summary gp st sere cnet symbology under Baseline lt q v gt v Summary Bar Overrides This Baseline Summary Bar Overrides does not change the selected Start Symbol Bar End Symbol symbols to Baseline in the t M op Sak 3 Click Clear the symbol and DAF OVEN OES OT ANS EVEN clear only the settings under the Su m mary B ars tab Apply New Grid Shade Selections to all Three Sections C Automatically Apply Outline level properties while editing schedule The outline level summary bar settings override the default summary bar settings Layout Other Summary Bar Settings and Baseline Settings Custom Formatting for Presentation 12 12 Column and Column Heading Shading and Text Set the shading and text properties for the columns and column headings Each time a subsequent column heading is accessed Milestones will display the most recent column heading tab used Column text and shading Change the default setting for text and values displayed in all columns not column heading text under Format Default Text Column Text Here is how to override the default column text setting for an individual column 1 Click once on the column heading whose column properties you wish to change This should activate the Selecti
50. are appropriate for the time span of your schedule and the amount of horizontal soace over your schedule area For example daily headings would not be appropriate for an 8 5 by 11 schedule since it would be difficult to squeeze 365 daily divisions into the amount of space available Format the Date Headings To bring up the menu for formatting the date headings 1 On the schedule click the once on the date heading This should activate the Selection menu This menu can also be found under Dates Date Headings Date Headings Full Dialog The following menu appears cee O C vee A ve ney TU C E E t Show attop Show atbottom _ Align month start with week starting day crc Date Headings 2 For any of the four available headings click the drop down arrow and choose a heading type Choose from 35 standard date heading styles ranging from years to minutes and 4 user created custom headings 3 Choose Align month start with week starting day in order to line up the month headings with the week headings Reset 4 Under Background click the a Frese the color box and choose a Reset mL background color Choose __ Reset an optional Target Color and Mres T Mese m Effects for fading from the background color to target ye color Mone MRF eset Background tects E Target Colar Formatting and Layout 6 9 Date heading Start number If the date heading type is a series of non
51. b Project Proj Mngr Status Task Foreman Date August schedules into a master schedule first create a blank Milestones file with the same formatting as the sub schedules This blank schedule the master schedule will fill with the data from the sub schedules To create a master schedule that has the same format as the sub schedules choose File Files and Templates Open and Save Options Save As File Personal Template while in one of the sub schedules Master Schedules 8 1 Next choose File Files and Templates New File on the toolbar then choose File Open Personal Template and choose the template you just created This file will be the master schedule Add the sub schedules to the list of source schedules which will populate the master schedule After updating the master schedule by choosing File Master Update Master Schedule the following schedule would result Master Schedule Division Headquarters Project Proj Mngr Task Foreman Project A Thompson Task A1 Boyd Task A2 Ferguson Task A3 Terry Project B Thompson Task B1 Mitchell Task B2 Ferguson Task B3 Terry Project C Jones Task C1 McLeod Task C2 Elder Task C3 Wagenman Task C4 Boyd When a master schedule is updated any graphics titles or free form text
52. been placed on the schedule The Clear Entries button only clears the lines below It to vIew CO umn names has no effect on symbols that have already been placed on the schedule Line Insert Text From Column below 1 10 Task v Project ABC ts Task Research Phase 3 10 Task v A Enter up to 56 characters for each default text line Text attached to any symbol already on the schedule will not be affected by changes to the Default Text That is changes to the Default Text only affect symbols that subsequently get added not those already on the schedule e For user entered text under Line enter the text to appear when this symbol is added to the schedule e For a column s text to appear as the default ace oan text under Insert Text Research f C b 100 rom GO eel elow Research Web Site Ammy select an existing column from the drop Phase down list then press Database Design Insert 58 Design Database Am Vy e Repeat by assigning user entered text and or column based text Upgrades g Production for up to three lines of 16 symbol text Production Upgrades x_V Customizing the Toolbox 3 10 Override Settings of Symbols Placed on the Schedule Symbol settings can be overridden on a symbol by symbol basis once a symbol is placed on the schedule Override a symbol s color date text placement size and more Override the
53. between tasks In the following example Production cannot start until Setup is complete With dependency mode turned on if the Setup end date S is delayed then the dependent task Production will shift Production D by the same amount of time See Chapter 5 for more information SmartColumns Any column on your schedule can be set to a SmartColumn SmartColumns automatically display information contained in your schedule or entered into the column as well as make calculations display stoplights and more See Chapter 15 for more information Introduction 1 3 Baseline scheduling Baseline scheduling shows how the original schedule compares to the actual schedule Quickly choose baseline symbology using the Baseline Setup Wizard Then show hide highlight or lock down the baseline information See Chapter 4 for more information Project Baseline Actual Task Finish Finish Project A 4 23 4 23 Task A1 2 27 2 9 Task A2 3 30 Task A3 4 23 Project B 7 19 Task B1 4 15 Task B2 6 2 Task B3 7 Actual Dates amu Baseline Dates Symbol constraints Any symbol can have a constraint which limits the symbol s movement or triggers a user defined condition such as displaying a reminder note or launching a hyperlink Click once on a symbol within the schedule area and choose Selection Constraints When the symbol is moved such that it does not conform to a date con
54. color for incomplete tasks Override size Shadow Symbol text and date position and background Symbol position upper middle or lower part of the task row e Default symbol text Symbol Options Sample Swmbal Symbol Shape Color PatternjSize Shadow Text and Date Properties Default Text Standard Shapes User Defined Shapes Letter Marking L C Doc y Documents 3D Look _ Embed Above Symbol in File Clipping Symbol For printing Reset Clipping Symbol Normal Symbol O Comment Symbol fignored For SmartColumn purposes Status Symbol used For Percent Complete Baseline Symbol used in Baselines The Basics 2 14 Customize a Horizontal Bar in the Toolbox Any horizontal bar in the toolbox can be changed to another shape color pattern and more Double click a horizontal bar in the toolbox to make changes When a bar in the toolbox is changed all occurrences of that bar on the schedule also change See Chapter 3 for more details about horizontal bar formatting Choose from these bar formatting options Bar type Fill pattern and color Line pattern and color After status color for incomplete tasks After status line pattern Fading from a fill color to a target color Arrow size where applicable Shadow Bar Options Sample Bar Fill Pattern Fill Color v chance Line Color a chance Bar Type Fill color and pattern After Status Fill Color
55. date ue val ues to rol u p add p 10 No Name Assigned x Durationto _ Use Baseline Current Date Duration fro ii lower leve S to u pper Indicator only ae when using another column value to drive an levels indicator Note IF you move add or delete any columns be sure to come back to this screen and make sure that the proper columns are still selected 5 Show result as a percent C Do not do calculation on Summary Lines if you want the resulting C Show result as a percent result 100 with sign added calculation values multiplied by C Just add a sign after value 1 00 with a o sig n added 35 C Automatic E BCWS calculation is based on Baseline Dates if possible becomes 35 x 100 35 6 Just adda sign after value if you want to add to the resulting calculation values 85 becomes 35 If you just want to create a calculation column then stop here by clicking OK 7 Select the Graphical Indicators tab This is where you choose which indicators appear based on the calculated values in each column cell 8 For Column to compare the newly inserted column No Name Assigned should already be selected Column to compare Symbol size 10 No Mame Assigned wt Align Symbol in Center t Display numerical value also 9 Align the indicator symbols as a left center or right position in the column cell 10 Display numerical value also to show the calculati
56. directly into the column containing the C ol umn to d isplay th e percent complete using the Text tool pe rce nt com plete pl e Note that for the most accurate percent complete values it is recommended that you setup and use a Status Symbol on each task line 3 Show symbol only Display Settings to h ide the pe rce nt Include Percent Complete Symbol in column ef lt Percent Symbol complete value and C Show symbol only Symbol in Center V 1 90 lt Symbol size d isplay th e pi e on ly C Show Decimal Point on Duration and Complete Please note that the setting above applies to the entire schedule mot just the current 4 Value and pie formatting Bsti option S Summary Line Percent Complete _ Used Earned Value Method to report EV Column Budget Column gt Complete on Summary Lines If the Percent EV Budget 1 No Name Assign 1 No Name Assign gt IF you have an EV Budget SmartColumn then the sym bol IS not the EV value is obtained automatically and the EV S h ap eass h own column setting above is ignored above Milestones will automatically convert a symbol to this shape e Choose a Symbol Size for the percent pie e Choose left right or center alignment for the pie symbol e Show Decimal Point on Duration and Complete for detailed percent complete values 5 Summary Line Percent Complete options e Use Earned Value method and select existing columns which contai
57. e Type 4 Use Values from Symbols Values can be attached to any symbol Those values are graphed according to the time period in which each symbol resides e Type 5 Total of other ValueSets Values from selected ValueSets are totaled and graphed such as Overhead Cost ValueSet Labor Cost ValueSet Total Cost ValueSet Any of the five different types can be used in the same schedule and placed in the same DataGraph The chapter sections that follow describe each type of ValueSet in more detail Track and Graph Values 14 3 Type 1 ValueSet Keyed in global values In this type of ValueSet you enter one set of values by time period These values apply to the entire schedule These values are displayed in the DataGraph as bars or lines and the values can be displayed above or below the DataGraph Design 1 Choose Tools Graph Options Setup Modeling 200 00 300 00 200 00 300 00 ValueSets e The Create or Edit ValueSets dialog box appears revealing 9 Available ValueSets as shown below left 2 To the left of Set Alignment for ValueSets choose a time period by which the values will be entered totaled and graphed e Inthe example above the Alignment is Monthly 3 Click any Create Edit button with No Named Assigned The ValueSet Properties dialog box appears as shown below right 4 Type a value category name for ValueSet Name here Budget is entered
58. far right or left as shown by the Remaining Funds column in the template below The template s symbols replace those of the original schedule according to their positions in the toolbox Project Status Report TASK Status 2005 Budget Costs 12 000 00 4 000 00 11 000 00 11 500 00 15 000 00 2 000 00 Project Funding Name Status 10 000 00 7 000 00 2005 Jan Feb Mar Apr May Jun mm Existing chart and Template Budget Costs Remainin Amount toDate Funds Project Project A Funding Name Status Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov OOC OOCOCCOOCCOCOCO 2005 Amount 12 000 Budget Costs Kos DF 1K 4 000 Remainin Funds 8 000 Project B 11 000 11 500 500 Project C 15 000 2 000 Project D 10 000 7 000 Project E 7 000 6 000 Project F 6 000 6 000 Project G 5 500 6 000 Project H 10 000 10 000 Project 12 000 11 999 OCOOCOCOOCOQOOQOOOQOO Project J 8 000 7 000 Budget Costs to date under Budget E No funds remain Remaining Funds Over Budget E Proposal Due Custom Formatting for Presentation 12 4 Up
59. finish and start to start links The finish symbol will be the symbol with the latest date on a task row the start symbol will be the symbol with the earliest date Thus this method is not recommended when task rows have multiple start to finish bars or symbols 1 Inthe toolbox click the M Arrow tool 2 Inthe toolbox click once on the vertical link to be used 3 Select a range of task rows or non contiguous task rows whose symbols will connect vertically a To select a range of task rows click once on the first task rows of the range click in the column area not the schedule area b While holding the Shift key click on the last task row in the range All selected task rows will be highlighted Hold the Control key while selecting non contiguous task rows 4 From the menu choose Insert Vertical Link s Vertical Links between selected task rows 5 Choose to Link normal symbols or Link baseline symbols 6 Choose Downward or Upward links 7 Choose to link the symbols from Finish to Start Start to Finish Start to Start or Finish to Finish 8 Choose OK and the vertical links will appear Move an Existing Symbol on your Schedule Once a symbol is placed on the schedule several methods are available for moving changing the date of the symbol Change a symbol s date using the mouse 1 Inthe toolbox select the arrow k tool 2 On the schedule click on the symbol and drag it to a new
60. have to be the same Click the new schedule icon b Choose File Master Update Master Schedule Treat the Current Schedule as a Master Schedule Click the Add Schedule button find the schedule and double click to add it Repeat Step 4 to add more schedules to your presentation list re se 2 YS Click Move Up or Move Down to rearrange the order of schedule presentation 7 Click Delete to remove any schedules from the presentation list 8 Click OK 9 Choose View Viewing Options Page View Presentation Mode 10 Choose Master Schedule List contains Schedules to Present then OK Presentation Mode controls Manipulate the schedules while in Presentation Mode with these controls On screen buttons are not available with the Full Screen option Esc or Close Presentation button exit Presentation Mode Left Mouse Button zoom in Right Mouse Button zoom out Left Right Up Down Arrow keys scroll to the direction indicated when zoomed in lt Prev button view previous page Next gt button view next page Zoom Reset button return the zoom to fit in window lt lt button exit Presentation Mode when only presenting one schedule return to first schedule when presenting multiple schedules Distribute and Present Schedules 13 11 Full Screen Mode Do you need to make changes to a schedule live during a meeting Full Screen mode displays your schedule at the largest size possible by eliminating the tool
61. in the cell below the existing text pause then click again to highlight just that cell as shown below 4 Choose Selection Cell Text Settings Paste The results are shown to the right Copy and paste text into a single column cell You can also paste copied cells into a single column cell in Milestones 1 Inthe other application highlight and copy the column of text or single text entry 2 In Milestones click the text tool T in the toolbox 3 Click once in the cell in which the text should appear 4 Choose Selection Cell Text Settings Paste The results are shown to the right Any text already existing in the column will NOT be over written with the pasted text Working with Other Applications 11 10 Copy and paste numbers into a ValueSet You can paste numbers from the clipboard into a Type 1 or Type 2 ValueSet See Chapter 14 to set up these ValueSets 1 Inthe other application highlight and copy the column of values as shown to the right 2 Inthe Type 1 or Type 2 ValueSet s Edit Values dialog box click the Import Values from Clipboard button as shown below Edit Values Enter or update values for each of the time pertods Values are always displayed to the immediate left af each date on the schedule To 5A O04 M on BEL 04 6 1 04 AW ed 6 30 04 Shift Dates Foward Backward Month s Copy Values and Dates to Clipboard Copy Values to Clipboard Ed
62. in these areas of your Milestones schedule symbol text symbol notes column text freeform text and more Add text to a column Create a column to display text by choosing Insert Rows Columns New Column Text 1 Select the T Text tool in the toolbox Click once in a column cell Once you see the flashing cursor you can begin typing Use the arrow keys on the keyboard to move from column cell to cell Add text to a symbol Symbol text is displayed adjacent to a symbol and moves with the symbol 1 Select the R tool in the toolbox On the schedule click once on the symbol that will contain the symbol text 2 Select the Text tab in the toolbar and enter up to three lines of symbol text Press the Apply Text Changes button Add a note to a symbol Enter up to 10 000 characters in the symbol notes field This text is embedded in the symbol and appears when the cursor hovers over the symbol Optionally print symbol notes with the schedule View notes under Tools Reports Symbol Symbol Notes 1 Select the R tool in the toolbox On the schedule click once on the symbol that will contain the notes 2 Select the Notes tab in the toolbar and enter onday 4 5 01 the text Press the Apply Text Changes Nates Hower ta button For longer text in the ntoes field make see Symbol Notes sure Expanded Symbol Hover information display is checked under Tools Program Options Help Add freeform text Freeform text
63. is text that is not associated with symbols task rows columns or any other specific area of the schedule Therefore it does not move when those areas move 1 Select the T Text tool in the toolbox 2 Click once somewhere inside or outside of the schedule but not on an object Once you see the flashing cursor you can begin typing The Basics 2 12 Add a SmartColumn which displays symbol text or notes The Symbol Text SmartColumn displays within the column cell either the symbol text or symbol notes from a selected symbol type on all task rows 1 Choose Insert Rows Columns New Column Symbol Text 2 Under Choose symbol select the symbol source as the first or last symbol Choose Symbol and Text Source on a task row and the type of symbol Choose the symbol and the source of the text for the Symbol Text SmartColumn e The first symbol has the earliest Choose symbol date on the task row First symbol in task row any type Last symbol in task row any type The last symbol has the latest date First normal symbol in task row on the task row Last normal symbol in task row First baseline symbol in task row e Choose any symbol type on the Last baseline symbol in task row task row ora specific symbol type First comment symbol in task row Last comment symbol in task row 3 Under Choose text source select the symbol field whose text should appear in the column Choose text sourc
64. left side of the schedule and from 11 to 20 on the right side of the schedule as shown in the column numbering graphic under the Columns and Rows tab Column 10 is closest to the schedule area on the left side of the schedule column 11 is closest to the schedule area on the right side of the schedule For example if only one column is on the left side of the schedule it would be column number 10 Hide and unhide columns If you check the box to hide a column then the width will be remembered and restored if you later unhide the column Columns of zero width are automatically not displayed however zero width columns must always be on the outer edges For example if column 10 is marked as 0 0 width and column 9 is marked as 1 0 width after you press OK the 1 0 will be moved to column 10 lt is best to use the hide check boxes if you need to hide a column that has data in it instead of entering a 0 0 width value to essentially hide a column Unhidden columns marked as 0 0 width will eventually have their data blanked out Formatting and Layout 6 3 Create a legend The legend is the area reserved for documenting the usages of the various symbols horizontal bars and vertical links on your schedule The only meaning of a symbol or bar is that which you give it Enter Legend Height Make your changes press below Apply Legend Changes Full Legend Settings 1 Choose Layout Legend Size Next to Enter Legend Heig
65. mode See Chapter 13 for more details The Basics 2 31 Viewing Options Chart Type Gantt views A Milestones schedule can be toggled between three Gantt chart view modes To switch from one Ganit view to another choose View Viewing Options Chart Type 1 Gantt Normal View This is the default Gantt display 2 Gantt Rolled Up to Single Bar The schedule is rolled up collapsed to the highest outline level and displays single summary bars 3 Gantt Rolled Up to Multiple Bars The schedule is rolled up collapsed to the highest outline level and displays all sub tasks symbols and task bars _ 2005 2006 Task A1 Task A2 Gantt Normal View displays the default Gantt chart view Task A3 Task B1 7 19 9 5 9 23 10 27 11 30 2 11 10 13 an 8 1 1 29 3 23 5 7 Gantt Rolled Up to Single Bar displays one summary bar for each outline level 1 summary task Gantt Rolled Up to Multiple Bars displays This changes the Summary Bar Settings to Always Draw summary bars lower level task bars and symbols as rolled up to outline level 1 summary tasks This changes the Summary Bar Settings to Always Draw summary bars and Split Summary Bars using Lower Level Symbols Bars The Basics 2 32 Gantt Calendar View You can show any schedule in Calendar View Choose View Viewing Options Chart Type Gantt Calendar
66. of the task If the duration is entered in this column the end date of the task is adjusted IF a start symbol is already on the line and then you enter a duration an end symbol and bar is created automatically C Used Duration This column shows the amount of working time that has elapsed up to the Status Date C Remaining Duration This column shows the amount of working time left From the current Status Date to the scheduled End Date of the task Time 4head Behind This column shows the differnce between the current Status Date of a task and the current date of the schedule Baseline Dates _ Baseline Duration This column shows the working time represented by the baseline symbols on a task line Duration Settings options see figure on 15 18 e Show Duration in Choose days hours minutes or weeks e Customize Notation You may change the letter Duration Settings Duration Settings Graphical Indicators Settings For entire schedule Show Duration in v Customize Notation To change the letter placed after the duration value type over the values notation next to the duration To values Days d Hours h Min m week e Show Hourly as HH MM how Hourly as HH MM i f F Show Deane Point on Duration and Complete to display d uration In hou rs Split Duration Across Bars Just Count Duration For Bars and Symbols an d m i n ut es as H H M M l F or C Show Summary Duration in Calend
67. or Cells Instead of copying multiple columns of information from another application and using Custom Import to map those columns to Milestones see the beginning of this chapter you can copy and paste single columns or cells of data into Milestones columns Copy and paste text into column cells If you have a column of cells or a single cell in another application such as Excel you can easily paste that data into any Milestones schedule column Ed Microsoft Excel Mi E4 1 Inthe other application highlight and copy File Edit View Insert the column of text as shown to the right Format Tools Data Window 2 In Milestones select the column that will Help x 4 Led receive the text as shown below Click here to select entire column 3 Choose Edit Paste The results are shown to the right Any text already existing in the column will be over written with the pasted text Working with Other Applications 11 9 Copy and paste text into column cells below existing text If you have a column of cells or a single cell in eg a di ft Excel another application such as Excel you can easily Ed Microsoft Excel Filial Eg paste that data into any Milestones schedule column File Edit View Insert Format Tools Data Window 1 Inthe other application highlight and copy the column of text as shown to the right 2 In Milestones click the k tool in the ee toolbox 3 Click once
68. or entered data For example the Symbol Count SmartColumn automatically totals the number of symbols on a task row and the Duration SmartColumn calculates the length of time between the first symbol and last symbol for each task row As noted above some SmartColumns can also display indicators Indicator Symbols and SmartColumns Example This stoplight chart uses indicator symbols to report project status by displaying red green and yellow j 15 750 17 000 circles for each task row The symbol s appearance i seca Aaa is based on the value in the column cell 82 840 83 600 11 250 12 000 The Hours Cost per Hour e a ZEEE Epa jA and Budget columns are on Budget Under Budget Values SmartColumns that AZZA Completed Task AA Tobe Completed contain user entered values The Calculated Cost column is a Calculation Indicator SmartColumn that multiplies Hours and Cost per Hour The Budget minus Cost column is also a Calculation Indicator SmartColumn it subtracts the Calculated Cost values from the Budget column values and displays symbols and values accordingly SmartColumns and Indicators 15 1 Stoplight SmartColumn The Stoplight SmartColumn offers two basic methods for displaying stoplight symbols text and colors based on user entered numbers 1 to 4 or 1 to 10 Standard Stoplights Bu
69. or off this setting applies to the whole schedule Show or hide the vertical links The vertical links which establish dependencies may by visible or hidden 1 Choose View Optional Items Task Links e Acheck mark next to the Task Links menu means that vertical links are currently being displayed e lf there is no check mark then click the menu once to make the check mark appear e Even when the vertical links are hidden the rules for the movement of parent predecessor and dependent successor symbols still apply Dependencies 5 2 Symbol Dependencies and Movement When Dependency Mode is on a symbol is dependent successor if it comes after to the right of the parent symbol predecessor on the same row or if a vertical link runs from the parent symbol to the dependent symbol on another task row Vertical links can go both up and down so dependent symbols can actually be on task rows above the parent symbol In the example on the first page of this chapter shown below in excerpt a vertical link with a from to arrowhead Is used to easily see the direction of the dependencies oe Be If the February 8 symbol is moved to the right the triangle symbol will move an equal amount The 2 3 symbol will not move because it is to the left of the 2 8 symbol The vertically connected 211 de 16 symbols are also dependent symbols TE Here the 2 8 symbol is moved 10 days to the NE right as shown in the tooltip box
70. positioning and Left Center Right or Bar horizontal positioning Or Hide the text e To adda Text Background color check Fill area around text and click Change under Fill Color to choose a color o Choose a Target Color and Special Effects for fading from the Fill Color into the Target Color o Choose Draw Border to frame the background o Choose Draw Shadow for a gray text box shadow e For Date Background and Text Background o Opaque causes a solid background to appear under the text to keep underlying lines from going through the text o Transparent causes the text to not obscure any underlying graphics o Default is usually the same as Opaque For Symbol Position choose Upper Middle or Lower as the vertical placement within a task line Customizing the Toolbox 3 8 e For Marking Letter choose Upper Middle or Lower as the vertical placement within the symbol e Check Draw text at angle to force symbol text to display at the angle set in Tools Program Options Edit This override will apply to all symbols of this type that already exist on the schedule optionally To change the angle of the angled text choose Tools Program Options Edit Angle for Angled Symbol Text Symbol Positioning Example This schedule has three task rows Within each task line the symbols are positioned vertically as upper lower and middle The bars follow the positioning of the symbols to which they are attached Change
71. size 9 Click the drop down arrow to view 10 active ignored indicators and their conditions SmartColumns and Indicators 15 10 Condition click to modify Opt Text 1 A lonore 0 00 lt Value lt 100 00 a n lganore 0 00 lt Yalue lt 100 00 K Ignore 0 00 lt Walue lt 100 00 4chve 24999 00 lt Value lt 50000 00 Active O00 lt Value lt 24999 00 Iqnore 0 00 lt Value lt 100 00 Iqnore 0 00 lt Value lt 100 00 Active 50000 00 lt Value lt 5S00000 00 Iqnore 0 00 lt Value lt 100 00 Iqnore O 00 lt Value lt 100 00 Iqnore 0 00 lt Value lt 100 00 gt 0 O 0OPr gt d e Any of these symbols can be changed to another symbol from the toolbox e All symbols are set to Ignore until you create a condition for them to appear becoming Active 10 Choose one of the ten symbols The Indicator Condition Settings dialog box opens as shown below Select the indicators Indicator Symbol Fill cell with symbol color instead of drawing symbol Indicator Text Optional text to overlay symbol Symbolo rare Reset Green e Choose an Indicator Symbol They are the symbols from the toolbox e OR choose to Fill the cell with the symbol color not the symbol itself e Optionally enter Indicator Text to appear with the symbol or color fill e Choose the Symbol Color for the symbol or color fill 11 The indicator can appear based on a value in the column cell
72. symbol fill color date and text placement transparent or opaque background setting symbol size symbol s vertical position within the task row and symbol text color 1 Click the k tool 2 Click once on the symbol within the schedule The Selection menu in the toolbar is now activated 3 Inthe Text tab add or edit text change the font date and text placement text alignment transparent or opaque background setting and angled symbol text 4 Inthe Size Color tab change the symbol fill color bar color symbol size and vertical symbol position within the task row 5 Inthe Summary tab change the summary bar settings Override symbol text color and styles line by line Each symbol can have three lines of symbol text Each of those text lines can be individually formatted as an override to the default symbol text settings 1 Click the Li tool 2 Click once on the symbol on the schedule The Selection menu in the toolbar is now activated In the Text tab click the Text Overrides button for a symbol text Line 4 Set color and text attributes including bold italic and underline 5 Repeat as needed for other symbol text entries Click Apply Text Changes Hide all symbol date and text displays To hide date and text display for all symbols on the schedule choose View Other Override Symbol Text and Symbol Date Display Under Dates choose to Hide all symbol dates on the schedule Under Text choose to Hi
73. task row to be bookmarked Choose i Bookmarks in the right click menu Select Create a new Bookmark Key a Name Enter a bookmark name or use the default entry The text in the column closest to the schedule area on the left will display as the default bookmark text e The length of the bookmark name is limited to 29 characters e The Current Task Line number indicates the row location of the selected task Numbering is 1 based and begins with the top most task row and includes any hidden tasks Click Create a Bookmark Now to bookmark the task row and exit the dialog box Jump to a bookmarked task row Right click any task row and choose i Bookmarks Select Jump to a Bookmark or Delete a Bookmark Under Select Bookmark choose from the list of bookmark names e The Task line of Bookmark number indicates the row location of the selected task Numbering is 1 based and begins with the top most task row and includes any hidden tasks Click Jump to a Bookmark Now The schedule jumps to the page containing the bookmarked task row and the bookmarked task will be highlighted The Basics 2 24 Delete one or more bookmarks 1 Right click any task row and choose i Bookmarks 2 Select Jump to a Bookmark or Delete a Bookmark 3 Under Select Bookmark choose a bookmark name to be deleted e The Task line of Bookmark number indicates the row location of the selected task Numbering is 1 based and begins with the top most task row and i
74. the clipboard transparent background choose Format Frame Highlights Background color border frame corners Uncheck Include on Prints and Metafiles Export schedule pages as Choose File Export Options Graphics Click graphics JPG PNG BMP or Export Bitmap File GIF files Copy schedule information from Select and copy data from a spreadsheet another application document table or database table to the clipboard In Milestones Professional choose File Import Options Custom Custom Import From Clipboard Import information from a file Choose from the options under File Import Options Quick Reference Tables A 11 Print Your Schedules TO DO THIS DO THIS Print the schedule using the Pa _ default settings Choose File Printing Print Print the schedule and choose Choose File Printing Printing Options epuons Options are described below Print a large chart on one sheet In the Printing Options dialog box choose Scale to Fit Selected Paper Size Print a large chart in pieces In the Print Options dialog box choose Use Specified Size Enlarge a small schedule to fit In the Print Options dialog box choose Scale on a larger paper size to Fit Selected Paper Size Scale your schedule by In the Print Options dialog box choose Use horizontal and vertical scaling Custom Scaling Specified factors you set Next enter a scaling factor for Horizontal and Vertical Print color
75. the item to be changed symbol or an individual task row s column text Next choose the Text tab and change the Font Size or Color Individual symbol color Click the Ml tool Select the symbol on the chart Next choose the Size Color tab and change the Symbol Fill Color Height of individual task rows Choose Tools Program Options Edit Make sure there is a check next to W Allow Task Row Height Adjustments Click the J tool Click and drag the light blue row guide or gridline if you are using gridlines at the bottom of your task row and within the column area The cursor will change toa Release to resize Summary bar preferences Choose Layout Other Summary Bar Settings Choose how and when you want the Summary Bars to appear Also choose the symbols and bar to use for Summary bars The date of a symbol Click the J tool Then click and drag the symbol on the schedule Or click once on the symbol you want to change Enter a new date under Selection Current Object Symbol 1 Selected Or click the IR tool Click once on the symbol on the schedule and release the mouse button Hold down the Shift key and press the left or right arrow keys Quick Reference Tables A 8 Delete Items TO DELETE DO THIS symbol s Click the Ml tool Select the symbol to be deleted Press the Delete key on your keyboard To delete several symbols at once hold down the Shift key while selecting the symbols
76. the symbol whose outgoing link should point to a target symbol This will activate the Selection menu e Inthe example on page 9 1 this would be the Project 1 task line s start date in the Overview schedule In the Selection menu click the Symbol Links tab and go to the Outgoing Link the Target Symbol of the Link section as shown below Mame B 2E SARS Refresh List This symbol s date will be based upon the date of the above symbol link Clear Link Alsa update this symbol s text fram target symbal s text Outgoing Link the Target Symbol of the Link Choose the Browse button Locate the schedule that contains the target symbol click on the file name and click Open To the right of Symbol Name all available target symbol names for that schedule will be listed e Ifthe target symbol names do not appear then click the Refresh List button If they still do not appear you may not have saved the schedule that contains the target symbols Choose the appropriate Symbol Name the target symbol s name from the list Also update this symbol s text from target symbol s text The symbol text displayed by the outgoing symbol will automatically display the symbol text used by the target symbol When changes are made to the target symbol s text the outgoing symbol s text is updated Choose Clear Link to break the link between this symbol and the File Name and Symbol Name that is displayed Sym
77. what has actually been completed as of the current date e Estimate at Completion EAC AC BAC EV CPI A forecast of total costs that will be accrued by project completion based on past cost performance trends e Variance at Completion VAC EAC BAC The difference between the new Estimate at Completion and the original Budget at Completion SmartColumns and Indicators 15 23 The following schedule shows the basic Earned Value columns Budget and Actual Costs with the calculated Earned Value Contract Review Earned Value Report Once values have October November December been entered into the Budget and Actual Costs z a columns the Earned T T e SE Value SmartColumn will r Aa ee ae e perform the necessary Task 2 A seo S725 s200 pa 08 67 calculation and display n S gma er the results automatically Tack o Fe ee eee e TA 1 000 00 1775 es Ser eami Task 3 A 550 150 358 65 12 Task 3 B Tra 800 0 480 60 00 Task 3 C 425 0 145 34 21 A more complex EV a mo report could show multiple SmartColumns including BAC PV AC EV SV CV CPI and SPI Any of the EV SmartColumns can be used to drive a Type 3 ValueSet and graphed either below or overlayed on the schedule Project Total Planned Actual Earned PRCNT 0 so om 3 000 00 ee Summary Status Completed
78. z In this example the triangle symbol on the Masonry task row level 4 is rolled up to all of its upper outline levels Summary Row Roll up Another useful feature of outlining is the ability to roll up lower level tasks to the summary level in effect hiding lower level task rows Use Collapse Expand Indicators right click menus and filters to collapse for a Summary view or expand to a detailed view Roll up and down using Collapse Expand Indicators 1 Choose View Optional Items Collapse Expand Indicators cons will appear on the left side of the schedule e The expand indicator appears when there are hidden lower level tasks which can be expanded shown e The collapse indicator appears when lower level tasks are visible and can be collapsed hidden e Task lines without lower level tasks will not display either indicator 2 To collapse roll up hide lower level tasks click 3 To expand roll down to show lower level tasks click Outline Click on the collapse indicator aiai Jan Feb mar Apr may Jun to roll up hide the lower level tasks ERAAN as seen in the schedule below 2 Activity 14 2 Activity 24 a a naar oe Click on the expand indicator to roll down show the lower level Project A tasks as seen in the schedule a tof While task rows are rolled up seca ee ee Projects W rolled up tasks as if they were just one li
79. 2 17 color overrides 12 14 default styles 12 13 Index 1 reset font overrides 6 8 column title 2 18 Combo Toolbox 2 4 customize 3 2 compute rolled up values 4 8 connectors adding 2 8 add vertical 5 5 5 6 vertical 2 9 connectors fill to status 2 23 constraints 1 4 Continuous View mode 2 31 shortcut 2 27 copy column text 11 11 copy metafile to clipboard 11 15 CSV export 11 8 import 1 11 11 6 currency display in columns 12 13 current date 2 22 status line 2 22 current date line 2 22 curtains 1 18 add edit delete 12 15 example 12 18 format 12 15 repeat 12 17 shift 12 18 show over gridlines 12 17 custom date headings 6 11 D DataGraph 14 16 assign ValueSets 14 17 formatting 14 16 DataGraph and ValueSet Wizard 14 2 date headings 2 21 6 9 custom headings 6 11 frequency number 6 10 start number 6 10 switch to view option 2 36 date heading scroll buttons 1 22 dates hide all symbol dates 3 11 Index 2 project start and end 2 20 symbols 2 10 2 11 date SmartColumns 2 11 decimal places 15 13 decimal symbol 15 13 default printer 7 4 default symbol text 3 10 delete column 6 7 vertical connector 5 8 dependencies 2 9 5 1 movement rules 5 3 show hide 5 2 symbol linking 9 4 dependency mode 5 2 digit grouping symbol 15 13 distribute schedules 13 1 distribution Viewer 13 9 drawing tools 2 4 customize 3 5 duration summary line display 4 9
80. 5 Click Type 1 Keyed in Global Values TAR ValueSet Properties Create or Edit ValueSets Press the Create Edit button to define a new alueSet or to change th 0l ValueSet 1 or source of an existing Valueset Budget Data Source Graphic Properties ValueSet Name Clear YalueSet Available YalueS ets Create E dit Create Edit Create Edit Create E dit Create E dit Create Edit Create Edit Create Edit Create Edit a Se Align Yearly on Fiscal Year 1 2 3 4 5 E a 4 No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned Contains 0 Values Contains 0 Values Contains O Values Contains O Values Contains 0 Values Contains 0 Values Contains O Values Contains O Values Contains 0 Values s Set Alignment for Wales ets Track and Graph Values 14 4 Type 1 Reyed in Global Values Display E dit Values Type 2 Sum of Yalues Keyed into Task Lines Type 3 Allocate Column Values Across Timeline Select Column Allocate to Current Date C Allocate from Current Date Allocate using baseline symbols instead of normal symbols Type 4 Use Values from Symbols Ignore Values after Status Date Ignore Values outside Schedule Start and End Dates O Type 5 Total of other YalueSets
81. 5 04 3 15 04 100 A Jones 2 316 04 5 15 04 100 B Goodman 3 5 16 04 8 10 04 50 C Smith 4 Manufacture 8 10 04 12 20 04 0 D Thomas Chant Title 4 In Milestones choose File Import Options Custom Custom Import from Clipboard 5 Inthe Import Custom Format dialog box select an existing filter and choose Retrieve Settings Or create a new import filter using the Create a new filter instructions which follow Then continue with Step 6 below 6 Append Imported Data if the data on the clipboard should appear below existing data in the Milestones schedule Otherwise existing data will be overwritten 7 Click Continue Import Using Current Filter to import using the selected filter s column mapping Working with Other Applications 11 4 Create a new filter in the Import Custom Format dialog box Designate where data should be placed in Milestones by Import Custom Format Current Filter Name Please set your preferences for Milestones Professional Custom cl icki ng once ona field on the Import Note that column 10 is closest to chart area on the left StatusReport Column 11 is closest to chart area on the right left clipboard data and then C Append Imported Data StatusFieport Delete Name Clear Settings once on a field on the right Milestones columns fields This mapping of fields will then be saved as a filter Importing File 11 12 13 14 15 16 17 18 19 20
82. 6 Task B5 Display column values on summary rows Lower level values in a Values SmartColumn ValueSet SmartColumn and Calculation Indicator SmartColumn can be automatically summed and displayed on summary task levels Summary bars must be drawn for the values to appear 1 Choose Layout Other Summary Bar Settings 2 M Compute Rolled Up Values for Value Calc SmartColumns 3 Choose either Only When Rolled Up or Always for when to draw the summary lines As shown to the right values from Outline Level 2 are summed and displayed on Outline Level 1 Values SmartColumns have the option of displaying an average of lower level values instead of a sum or any overriding user entered value Working with an Outlined Schedule 4 8 Display column duration values on summary rows Duration can be displayed in calendar time or as a total of lower level duration values The default duration is shown below left as a total of the lower level durations Calendar duration is shown below right as the duration of the summary bar Choose Layout Other Summary Bar Settings 2 Forasummary duration value in calendar time Show Summary Duration in Calendar Time Display lower level symbols bars on summary rows By default the summary row displays a single start symbol end symbol and horizontal bar Optionally you can display duplicates of all sub task s symbols and bars on the summary row 1
83. BS outlining Alphanumeric WBS outlining Summary Row Display Summary bar display options and default formatting Override summary bar symbols bars and fill colors Display column values on summary rows Display column duration values on Summary rows Display lower level symbols bars on summary rows Display selected symbols on specified summary rows Summary Row Roll up Roll up and down using Collapse Expand Indicators Roll up and down using right click menus Roll up and down by filtering task rows Summary bar status fill control Chapter 5 Dependencies and Vertical LinkS 000 Dependency Mode and Display Turn Dependency Mode on and off Show or hide the vertical links Symbol Dependencies and Movement Move dependent symbols based on duration Add and Edit a Vertical Link Add a vertical link with the mouse Add vertical links between symbols on multiple task rows Edit an existing vertical connection vii 5 2 5 4 5 5 5 5 5 6 5 7 Remove Vertical Links Remove a single vertical link Remove vertical links from all symbols on a single task row Remove vertical links from all symbols selected task rows Remove selected vertical links from a single symbol Chapter 6 Formatting and Layout cssscsseseesesseseeseeees Layout Change the chart size and margins Scaling the chart size to the current paper size Change the number of columns and rows Create a legend Legend entries Columns Insert a colum
84. Calendar View Note that symbols on summary rows will not display symbol hyperlinks in the Calendar View Only symbol hyperlinks attached to symbols at the lowest outline level will appear in the Calendar View 1 2 3 Move the cursor to the arrow next to the calendar day Click the arrow to launch the list of hyperlinks for that day or right click and choose Hyperlinks Choose the hyperlink and then OK Remove a Hyperlink from a Symbol or Task Row Delete one or all hyperlinks attached to a symbol on the schedule 1 gt P NP Click the arrow tool Li in the toolbox Click once on the symbol which has the hyperlink s Choose the Selection Hyperlinks tab Click the drop down arrow to view all available hyperlinks and select the link to be deleted Click the Break Link button Hyperlinks 10 5 Delete one or all hyperlinks attached to a task line on the schedule 9 Click the arrow tool in the toolbox Click once on any column cell on the appropriate task row The row should now be highlighted If the cell only is highlighted click Selection Current Object Task Row Switch to Selected Task Find the Hyperlink Settings section Click the drop down arrow to view all available hyperlinks and select the link to be deleted Click the Break Link button Hyperlinks as Column Text or Freeform Text A hyperlink can be added as a column cell text entry or as a freeform text entry The link can be to a
85. Choose Layout Other Summary Bar Settings 2 Split Summary Bars using Lower Level Symbols Bars Inthe Summary Bar Settings dialog box you can turn off the symbol date display for summary row symbols by checking Hide Dates on Roll Up Symbols Working with an Outlined Schedule 4 9 Display selected symbols on specified summary rows Each symbol on the schedule can be individually rolled up to any single upper summary row or all Summary rows For example a symbol on an outline level 4 task row can be rolled up to just the 1 outline level thereby skipping the 2 and 3 outline levels 1 Click the amp tool in the toolbox 2 Click once on the symbol to be rolled up This will activate the Selection menu Click the Summary tab 4 Choose to Include this symbol on all Summary Bar levels Or choose Include this symbol on this Summary Bar level 301 Sunspot Excavate Plumbing Pool Plumbing Hook up Water Masonry 455 Tombstone Excavate Plumbing Pool Plumbing Hook up Water Masonry In this example the triangle symbol on the Masonry task row level 4 is rolled up to outline level 1 only Working with an Outlined Schedule 301 Sunspot Excavate Plumbing Pool Plumbing Hook up Water Masonry 455 Tombstone Excavate Plumbing Pool Plumbing Hook up Water Masonry 6 For step 5 select an upper outline level for the symbol to appear on i
86. Choose a Type of Effect to fade from the Fill Color to the Target Color to the left of the status line and from the After Status Fill Color to the After Status Target Color to the right of the status line Override a bar s default fill color The bar fill color can be overridden on a bar by bar basis once a bar is placed on the schedule 1 2 3 4 9 Click the Li tool On the schedule click once on the left most symbol to which the bar is attached The Selection menu in the toolbar is now activated Under the Size Color tab find the Override Symbol and Bar Colors section For 1st Bar Color click the box to the right to choose a color For 2nd Bar Color click the box to the right to choose a color Below the top bar is the 1st bar since it was added first Customizing the Toolbox 3 13 Always on top bars This feature controls which bar appears on top when two bars overlap Before Oh To change for example the longer thinner bar to be on top 1 2 Click the Li tool On the schedule click once on the left most symbol to which the bar is attached Click the Size Color tab Horizontal bars from this symbol are on top of other connectors After D r eee Set Vertical Link Defaults To change the attributes of a vertical link in the toolbox double click on the link in the toolbox Any changes to the vertical link in the toolbox will affect occurrences of that link on the sche
87. Column then under Column Type and Format enter a value for Indent per outline level Change the outline level of task Click the Ml tool Select the task row you row s want to indent or outdent The outline level settings are located under Selection Task Row Settings To indent click gt or press the Tab key To outdent click ea or press the Tab key Roll up all tasks to a certain level Right click a task that is at the level you want to roll all tasks to Then click Collapse All Tasks to Selected Level Work and display weekends Choose Dates Start and End Dates Full Dialog Click the Weekly Daily tab Work week starting day Choose Dates Start and End Dates Full Dialog Click the Weekly Daily tab Quick Reference Tables A 2 Scheduling Basics TO ADD OR SET DO THIS Color themes Choose Format Color Themes to apply pre formatted background coloring to the schedule Choose Format Color Themes Manage Color Themes to save a user created color theme Date range override for single page Choose Dates Start and End Dates Full Dialog Enter dates for Current Page Override Shading gridlines text and summary Choose Format Gridlines Gridlines bars by outline level Shading Font Sizes by Outline Level Custom coloring for after status fill In the toolbox double click the symbol or colors for symbols and bars bar For symbols click the Color Pattern Size Shadow tab and then ch
88. Column Type Normal Text entry Column 20 the schedule 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 noe AeA 4 Under Right Text Column Check the boxes to hide a column Check the boxes to hide a column Width s e ntera val ue in Rows Page Row Height Reset inches in order to create a 8 2 to 300 _ Reset all rows to default height colu mn on the rig ht side of the schedule 5 A under a column number means that The number and size of columns directly affects column will be hidden the amount of space available in the schedule area under the date headings By increasing the horizontal chart size you gain more horizontal space for columns and for the schedule area Rows per page and row height If you override the height of one or more individual rows then the actual number of rows on that page may be more or less than the rows per page value under Page Layout That is if a row height is decreased then the rows per page may increase if the height is increased the rows per page may decrease The default row height is based upon the available space for rows divided by the number of rows per page If you check Reset all rows to default height then any row heights that you modified will be reset to the default value The number of rows per page will also be restored Formatting and Layout 6 2 Column numbering Columns are numbered from 1 to 10 on the
89. Duration SmartColumn 15 17 Duration View 2 34 Earned Value Reports 15 25 SmartColumns 15 22 What is it 15 21 ellipse tool 2 6 embedding 11 14 End Date SmartColumn 2 11 Excel importing 11 4 expand collapse indicators 4 11 export CSV 11 8 MPX 11 8 to MS Outlook 1 13 XML 11 8 fill patterns 12 6 fill to status connectors 2 23 summary bars 4 13 symbols 2 23 filter 1 7 by outline level 4 12 options 1 7 find and replace 1 7 fonts column text reset 6 7 formatting presentation schedules 12 1 schedule layout 6 1 toolbox 3 1 freeform text 1 13 add 2 12 free viewer 13 9 frequency for date heading 6 10 Full Screen view mode 2 31 13 12 G Gantt views 2 32 gradient color fills 1 18 12 7 graphics insert 2 26 metafiles 11 15 graphing values 14 1 gridlines by outline level 12 10 formatting default 12 9 vertical 12 15 H headings date headings 6 9 Help reference information C 1 Holidays 1 4 horizontal connectors adding 2 9 after status fill color 3 13 always on top 3 14 default settings 3 12 fill color 3 13 formatting 2 15 pattern 3 13 shadow 3 13 hyperlinks 10 1 activate 10 5 clear 10 5 10 6 example 10 1 in a column 10 6 master schedule 8 4 report of symbol hyperlinks 10 6 symbols 1 7 10 2 task lines 10 4 import CSV file 11 6 11 8 Custom 11 4 expanded 20 column 11 8 from Excel 11 4 from MS Outlook 1 13 MPP file 11 2 Project f
90. INTEGRATION PLAI IG stem Engineerin stem Engineering Complete MAND AND CONTROL POWER a4 a1 Q2 Q3 a4 a1 Q2 Q3 Q4 Q1 Q2 Q3 a4 Q1 Q2 a3 PROJECT MANAGEMENT E 96 000 95 368 632 PLANNING Y PLANNING 96 000 95 368 632 SYSTEM ENGINEERING 230 744 213 646 17 096M A Ea REQUIREMENTS V REQUIREMENTS 90 000 74 288 15 712 ANALYSIS V ANALYSIS 26 800 26 800 0 INTEGRATION V INTEGRATION 28 944 28 944 0O 0 MISSION OPERATIONS V MISSION OPERATIONS 25 000 19 832 5 168 SYSTEM TEST PLANNING V SYSTEM TEST PLANNING 35 000 36 984 1 984 System Engineering Y System Engineering Complete 25 000 26 800 1 800 SPACECRAFT SS 526 888 508 888 18 000 COMMAND AND V COMMAND AND CONTROL 268 000 250 000 18 000 ATTITUDE CONTROL Y ATTITUDE CONTROL 70 752 70 752 0 0 POWER Y POWER 48 240 48 240 0 THERMAL THERMAL Y 93 800 93 800 O 0 ORBIT ADJUST ORBIT ADJUST PROPULSION Y 536 536 0 TANK Y TANK 10 720 10 720 0 VALVES Y VALVES 16 080 16 080 O 0 THRUSTER V THRUSTER 18 760 18 760 0 0 Introduction 1 19 Change view formats Milestones Professional offers many view modes in addition to the standard Gantt chart view See Chapter 2 for more information Expand or contract the time period viewed Instantly switch the time period displayed in the date headings to a daily weekly monthly quarterly or yearly view Original view Switch t
91. In T C O from City Ceiling Tile Inspection Ceilin Q y e Paint Carpet Inspection Elec Mech amp Fire y Inspection Building Final y Critical Path Project Status Review Critical Milestone Critical Task Normal Task Introduction 1 18 Color themes Apply a color theme to a new or existing schedule for instant color formatting Choose from more than 40 color themes or create your own See Chapter 12 for more information Project Cost Variance Report Baseline Cost Cost Gost MEULE UO PROJECT MANAGEMENT 96 000 95 368 632 PLANNING o o veame sss 96 0001 95 368 6321 SYSTEM ENGINEERING u 230 744 213 648 17 096 REQUIREMENTS ea SSS 90 000 74 2889 15 712 ANALYSIS V ANALYSIS 26 800 26 800 0 _ INTEGRATION V INTEGRATION 28 944 _ 28 944 0 MISSION OPERATIONS V MISSION OPERATIONS 25 000 19 832 5 168 SYSTEM TEST PLANNING m ASETE 35 000 36 984 1 984 System Engineering Y System Engineering Complete 25 000 26 800 1 800 SPACECRAFT 526 888 508 888 18 000 ATTITUDE CONTROL vamen O 70752 70 752 0 POWER l THERMAL Ke ariance Repo ORBIT ADJUST TANK e V TANK VALVES ENES Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 THRUSTER V THRUSTER m UIREMEN VY
92. Masonry Masonry Working with an Outlined Schedule 4 12 Summary bar status fill control When Bars Fill to Status Date is active under Dates Date Related Settings the summary bar is filled to match the percent complete of the sub tasks As shown here Project B s fill to status goes beyond the current date line because the bar s fill is based on the percent compete not the current date line Activity A3 35d Project B 214d 185d Activity B1 99d Activity B2 62d Activity B3 53d The 86 complete value is calculated as the total completed duration of the activities divided by the total overall duration of the activities for Project B Note that even if all sub tasks are tracking exactly to the current date the summary bar may be filled to a point either before the current date or after the current date since it is merely a gauge of the progress of all the sub tasks and not tied to the current date To completely fill summary bar connectors choose Layout Other Summary Bar Settings and check Summary Bars Ignore Fill to Status Setting For more details see the Milestones Professional Help Topics under the Help menu Index keywords fill a Summary row bar Working with an Outlined Schedule 4 13 Working with an Outlined Schedule 4 14 nadie vepenaencies and Ve NK Milestones Professional s dependency predecessor successor parent child capabilities enable you to link tas
93. Microsoft Exc Miel E3 File Edit view Insert Format Tools Data lal x E Window Help The ability to copy the numbers to and from the clipboard can be a great time saver and reduces errors Copy and paste column text and numbers into other columns You can copy an entire Milestones column to the clipboard by first selecting the entire column and then selecting Selection Column Type and Format More Column Options Copy Column Text Once your column of text is on the clipboard you can paste it into a spreadsheet another Milestones column or any program that allows columns to be pasted in from the clipboard Working with Other Applications 11 11 Paste Text and Values into Multiple Columns and Rows As described earlier in this chapter the Custom Import feature uses column mapping to populate the Milestones schedule Here you can paste cells from a spreadsheet directly into the Milestones column cells across many rows 1 Inthe other application highlight and copy the cells as shown below Ed Microsoft Excel PasteExcel xls Fie Edit wiew Insert Format Tools Data Window Help la x S a R Proj Mngr Project Budget Costs bee Elder Project 1 0 000 25 000 Butler Project 2 PoW 000 46 O00 Wagenman Projects 65 000 0 000 Bailey Project4 47 000 46 500 Boye Project o5 000 56 DOU a MlA l bi Sheet 2 Ina Milestones schedule that is prepared to accept this specific dat
94. Number 0 00 Line Color L Extend Chart Gridlines into DataGraph Area Center Displayed Values Plot Numbers Under Graphs instead of above when Displayed C Use Single Line for DataGraph Legend Entries Floating DataGraph show DataGray Extend Frame Shadow into DataGraph area 2 Choose the tab for DataGraph 1 DataGraph 2 or DataGraph 3 3 For Graph Height enter a value in inches 4 Plot ValueSets and Y Axis in Schedule Area to display the graph on the schedule instead of below the schedule 5 Under Data Display Format choose to graph values as Bars Lines or Wide Bars 6 Under Background Color click the Change button and choose a color Track and Graph Values 14 16 10 11 12 13 14 Choose a fade setting under Color Effects and then choose an Effects Target Color The Background Color will fade into the Effects Target Color Under Y Axis you can customize the value increments that display in the DataGraph e Leave all values at 0 for Milestones to automatically calculate high low and increment values based on the powers of 10 when possible for values up to 1 000 000 000 For graphing negative numbers 0 may not appear on the Y axis when Milestones calculates the Y axis values e For a custom display of Y Axis values enter a High Number representing the highest number to be displayed along the Y axis enter a Low Number representing the lowest number enter
95. Remaining Duration Y Stoplight End Date Time Ahead Behind Symbol Count Status Baseline Duration v Symbol Text Baseline Start v Earned Value v Task Number Baseline End v Microsoft Office Project v Text v Date from Symbol Column v WBS Number Automation Tag v Outline Level v Values v Percent Complete v ValueSet To change an existing column to another column type click the column heading once choose Switch to Column from Current Object Column Heading section then use the drop down menu in the Column Type and Format section to change the SmartColumn Definition To edit an existing SmartColumn s properties click the column heading once choose Switch to Column then click Column Type and Format Properties See Chapter 15 for more information about selected SmartColumns See Help Help Files Help Topics for more information about the MS Project Column option Index keyword MS Project Column The Basics 2 19 Set the Project Start and End Dates The project start and end dates control the visible date range that appears in the Milestones window 1 Choose Dates Start and End Dates from the toolbar 2 Under Displayed Start Date enter a date Press the apply button e Click the fa for a date selection calendar 3 Under Displayed End Date enter a date Press the apply button El You can still add symbols and bars outside of this range by scrolling forward and backwards with the Shift PgUp and Shift PgDown ke
96. Row Activate a Hyperlink from a Task Row Activate a Hyperlink while in Calendar View Remove a Hyperlink from a Symbol or Task Row Hyperlinks as Column Text or Freeform Text Symbol Hyperlinks Report Chapter 11 Working with other Applications Create Presentation Ready Reports from MS Project Project to Milestones Wizard Refresh your presentation schedules Create a Milestones Schedule from a Spreadsheet Create a Milestones Schedule from CSV and TXT Files Import Tasks and Appointments from MS Outlook Export as XML MS Outlook Export Direct to MS Project Export Other Export and Import Formats Copy all Pages to PowerPoint 9 4 Paste Text and Numbers into Single Columns or Cells Copy and paste text into column cells below existing text Copy and paste text into a single column cell Copy and paste numbers into a ValueSet Copy and paste column text and numbers into other columns Paste Text and Values into Multiple Columns and Rows Link and Embed Schedules in other Applications Embed a schedule in another document Link a schedule into another document Is linking or embedding the best approach Paste a Picture of the Schedule into another Application Automation Chapter 12 Custom Formatting for Presentation Charts and Templates Format a blank schedule with a selected template Format an existing schedule with a selected template Setup Wizard templates Create and save a template Patterns
97. Structure number A WBS number combines the task number and outline level in one number Task 1 would have WBS number 1 and Sub task 1 of Task 1 would have WBS number 1 1 and so on Here is the Project schedule again with both Outline Level and WBS SmartColumns In this example the WBS TT z cos scheme uses numbers only Level i Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec although letters are optional 1 1 Project 1 1 1 2 R h Activities with outline level oe T e number 1 correspond to the Phase R1 WBS numbers 1 2 3 1 1141 4 Activity Rta a r i slo 4 Activity R2 The tasks with Outline Level nue e number 2 correspond tothe ences WBS numbers 1 1 1 2 1 3 12 3 Phase D1 and 2 1 2 2 2 3 1 2 2 3 Phase D2 A Actual Baseline lt p Actual mummy Baseline Summary Summary Working with an Outlined Schedule 4 4 Alphanumeric WBS outlining Again the WBS hierarchy can contain letters as well as numbers For example a task with a WBS of 1 1 1 can be formatted to read 1 a 1 or A 1 1 or a a A among other possibilities Starting WBS Number In the dialog that appears when you eer E E are eee ey the starting number to be used on this chart The default display define a WBS SmartColumn check is numeric For all 20 levels IF you wish some or all of the levels to be any level that shou ld
98. Task CPi above 1 3 Y Incomplete Task V CPI from 1 to 1 3 Program Review E CPI below 1 In addition several of the EV SmartColumns are capable of displaying indicators while the CPI and TCPI columns have pre programmed indicators SmartColumns and Indicators 15 24 Earned Value Reports Any schedule that has the appropriate Earned Value SmartColumns in use can generate several types of EV Reports Choose Tools Reports Earned Value to choose a report Earned value Estimate at Completion Estimate at Completion From MS Project File CPI Report CPI with TEPI Report SPI Report 4ctual Cost Planned Value Earned value Report 4 025 00 The current project is 69 66 Complete It is currently 50 96 under budget If things continue as is the project could finish between 30 08 under budget and 2 814 38 46 82 under budget py Overrun td PV 2 803 77 Matha AC 1 375 00 CPIxSPI Method EAC CPI Method 2 140 44 2 00 EAC CPIxSPI Method 2 205 02 CPI Method e current project is 69 66 Complete g EAC Overrun to Date Method 2 814 38 Cost Performance Index CPI is currently 68 finish the project on budget the needed Pl forthe remainder of the project is called e To Complete Cost Performance Index CPI which is 0 54 things continue as is the project most likely I finish under budget 1 00
99. Then press the Delete key Horizontal bar s Click the NJ tool Right click the symbol on the left most end of the bar Click Clear Horizontal Bars Bars Vertical link s Click the NJ tool Right click the starting symbol for the vertical link Click Clear Vertical Links Task row s Click the M tool Right click a task row Then click Delete Task To delete several task rows hold down the Shift key while selecting the task rows and then press the Delete key To delete several non contiguous task rows hold down the Ctrl key while selecting the task rows and then press the Delete key Legend entry Click the NJ tool Click once on the legend entry you want to delete Press the Delete key Column Click the Ml tool Select the column you want to delete move the cursor to the lower edge of the column heading cell the cursor changes to a downward pointing arrow click once to select the whole column highlights in black Press the Delete key Page on your schedule Choose Edit Delete Current Page Quick Reference Tables A 9 Customizing Milestones Professional TO CUSTOMIZE DO THIS The starting template Create the format you need including customization of your toolbox and page layout Click File Files and Templates Open and Save Options Save As File Next click Standard Template Save the schedule with the name default mtp From now on every time you click New File Blank a blank sc
100. Values Contains 0 Values Contains O Values Contains O Values Contains 0 Values Contains O Values Contains Values Set Alignment for Wales ets Track and Graph Values 14 10 Data Source Graphic Properties D Type 1 Keyed in Global Values Type 2 Sum of Yalues Keyed into Task Lines Type 3 Allocate Column Values Across Timeline Select Column Allocate to Current Date Co Type 5 Total of other YalueSets C Allocate from Current Date Allocate using baseline symbols instead of normal symbols Type 4 Use Values from Symbols C Ignore Values after Status Date Ignore Values outside Schedule Start and End Dates Lk Cancel e Ignore Values after Status Date Only the values attached to symbols before to the left of the status date will be displayed and graphed e Ignore Values outside Schedule Start and End Dates Only the values attached to symbols within the schedule start and end date range will be displayed and graphed e Note that symbol values can only be entered after the ValueSet has been created 6 Choose the Graphic Properties tab and make selections as described on page 14 14 in this chapter 7 Click OK to return to the Create or Edit ValueSets dialog box 8 Repeat Steps 3 7 to create or edit additional ValueSets 9 When finished click OK to return to the schedule Add values to symbols Next add values to symbols on the schedule
101. Values Create Edit 2 No Name Assigned Contains 0 Values Display Edit Value Create Edit 4 No Name Assigned Contains 0 Values Type 2 Sum of Values Keyed into Task Lines Create Edit 5 No Name Assigned Contains 0 Values O Type 3 Allocate Column Values Across Timeline Create Edit 6 Mo Name Assigned Contains 0 Values select Column Peaasi 7 NoName Assigned Contains 0 Values C Allocate to Current Date C Allocate from Current Date l C Allocate using baseline symbols instead of normal symbols Create Edit 8 No Name Assigned Contains 0 Values peace ee teamed Create Edit 9 No Name Assigned Contains 0 Values C Ignore Values after Status Date Ignore Values outside Schedule Start and End Dates Monthly Set Alignment for Valuesets Type 5 Total of other ValueSets hon early on Fiscal ear Endings Cancel 9 Choose the Graphic Properties tab and make selections as described on page 14 14 in this chapter Click OK to return to the Create or Edit ValueSets dialog box Click another Create Edit button with No Named Assigned to add another ValueSet Click OK to return to the schedule Enter values for Type 2 ValueSets When the schedule is outlined only the lowest outline level tasks should receive values because entered values roll up to upper level tasks 1 Refer to the DataGraph section of this chapter to learn how to graph these values Right click the task r
102. Vertical Gridlines Vertical gridlines are aligned along time boundaries years fiscal years quarters months weeks days hours minutes and custom headings and extend from the date heading to the bottom of the schedule 1 2 3 Choose Format Gridlines Vertical Gridlines Check the gridline boundaries to display Choose a Frequency For example Monthly and a Frequency of 2 display a vertical gridline between every two months Choose a Line Type and a Line Color Extend Vertical Gridlines into DataGraph Area to display the gridline settings in the DataGraph area Vertical Shading Curtains Curtains are a way of highlighting a date range with a background color or a pattern A single pattern can be repeated at a chosen interval Each schedule can have multiple curtains with varying colors and patterns Add edit or delete curtains Choose Format Bo iainSelup Vertical Shading Curtains Shade by Date Range to view the Curtain Setup Start End Pattern dialog box listing any Repeat 1 Months every 2 Months hi is existing curtains Curtains are used to provide a background for the indicated date ranges They are drawn behind all other schedule items Select an existing curtain to Edit or Delete it Click the Add button to add a curtain Show Curtains Show Curtains over Horizontal Gridlines Custom Formatting for Presentation 12 15 The Curtain Add or Edit dialog box appears Under
103. View Milestones and symbol text in the schedule area are displayed in Calendar View If a single task row has been selected prior to entering Calendar View then the bars as well as the symbols on the row will be shown in the Calendar View If no rows are selected then all symbols will be shown horizontal bars are not displayed due to space limitations Any free form text entered in Gantt view will not be shown Any text entered in Calendar View will be shown just in Calendar View If two or more task rows are selected only symbols from those task rows will be displayed in Calendar View If some task rows are hidden then only visible task rows symbols will be displayed Use the PageUp and PageDown keys to scroll from month to month The following schedule is being viewed in Calendar View Administrative Division January 2009 Sun Mon Tue Wed Thu Fri Sat 28 29 30 31 1 2 3 Resource review A 4 5 6 7 8 9 10 Staff meeting Dept meeting Yy lt 11 12 13 14 15 16 17 Staff meeting Design Review y gt 18 19 20 21 22 23 24 Design Review Staff meeting Design Review gt vy gt 25 26 27 28 29 30 31 Monthly report Dept meeting A lt 1 2 3 4 5 6 7 The Basics 2 33 Gantt Duration View The Duration View mode replaces the Gantt bars and milestones with bar graphs indicating each task s duration A bar s length corresponds to a task s duration value The gray fill indicates t
104. a i e the columns match the information in the spreadsheet click the R Li tool in the toolbox 3 Click once in the cell that will anchor the pasted information pause then click again to highlight just that cell as shown below This cell is where the pasting of information will begin Project 2007 Budget Cost o H a Project Manager In this example the Excel spreadsheet has 4 cells horizontally and 5 cells vertically These cells will paste into Milestones using that same pattern 4 cells across and 5 rows down Working with Other Applications 11 12 4 In Milestones choose Selection Cell Text Settings Paste The results for this example are below Project Manager Elder Elder Project 1 Project1 Wagenman Project Project 5 ial 30 000 30 000 25 00 25 00 55 000 You can also paste cells below existing column cells in Milestones Link and Embed Schedules in other Applications Because Milestones Professional is an Object Linking and Embedding server it is possible to paste entire schedules into other OLE compliant applications such as the MS Office applications Once embedded or linked you can launch the schedule from that application by double clicking the schedule Choose Allow In Place Activation to edit the schedule from within the application in which the schedule resides This settings is under Tools Program Options Files Automation Th
105. a symbol s position 1 Click once on the symbol on the schedule 2 Hold the Shift key 3 Press the up arrow key or down arrow key to shift the symbol position Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec f you change the settings for a symbol in the toolbox and that symbol already exists on the schedule all the affected symbols are checked to see if they have individual settings that differ from the new default settings If so you are given the opportunity to keep the individual override settings Customizing the Toolbox 3 9 Choose default symbol text Assign up to three lines of text to each symbol in the toolbox When a symbol with Default Text is added to the schedule both the symbol and text appear The text is based on user entered text or text from a selected column Symbol Options Ea To set a symbol s defaults T Sample Symbol A 1 Double click a symbol in the Symbol Shape Color Pattern Size Shadow Text and Date Properties Default Text toolbox Symbol Text 2 Click the Default Text tab Key any default symbol text For this symbol Each time this symbol is placed on the schedule the text below will be set as the symbol text You can change it later by double clicking on the symbol on the schedule and replacing the text 3 C j ck g d rop d own menu The text you enter here will not replace the text of any of these symbol types once they i have
106. a working meeting Save your schedule as a PDF file to share via e mail or internet distribution Distribute and Present Schedules 13 1 Publishing for the Internet Intranet Milestones Professional s built in nternet Publishing Wizard gives you several HTML and graphics output options e Create a picture of each page of the Milestones Professional schedule e Create a single HTML document that contains a picture of each page of the schedule a table of schedule data symbol notes and more e Create a complete hierarchy of HTML documents from hyperlinked schedules Symbol hyperlinks become hotspots in the HTML page e Create a tiered interactive picture of the rolled up schedule Then click a task on the HTML page to drill down for more details Includes any hyperlinks from symbols and task rows to URLs and other non Milestones files In this example the top level schedule Milestones Chart has symbol links to other Milestones schedules The F Internet Publishing Microsoft Internet Explorer JE Internet Publishing Wizard creates Fe Edt view Pavorkes Toos Help HTML and graphics of the top level schedule and all hyperlinked schedules Name 3 Internet Publiching icross Internet Exp ilorer Fas wr or Fie Edt View Tools Help Ej Milestones Chart Finish Dates Task 1 COL r Task 1 1 Click for details 4H Resource Schedule T Task 1 7 2 a 4 Tasks by R
107. add any of these shapes click once on the tool then click and drag in the schedule area to draw You can customize the attributes of any line box or circle that is already on your schedule by double clicking directly on the object When you do a similar dialog box appears that lets you change the setting of just that object Customizing the Toolbox 3 5 Set Symbol Defaults To change the attributes of a symbol in the toolbox double click on the symbol in the toolbox Any changes to the symbol in the toolbox will affect occurrences of that symbol on the schedule That is when the new changes replace the old all occurrences of the old symbol type on the schedule are replaced by the new settings Choose symbol shape type letter mark and user defined symbols Symbol Options gi To set a symbol s defaults Sample Symbol A 1 Double click a symbol in the Symbol Shape Color Pattern Size Shadow Text and Date Properties Default Text ge toolbox Standard Shapes User Defined Shapes Letter Marking 2 C ick th e Sym bo S h ape tab v C Doc Documents 3 Click a drop down arrow B to 3D Look C Embed Above Symbol in File view th eo ptio ns Clipping Symbol For printing Reset Clipping Symbol Normal Symbol The Sample Symbol changes Comment Symbol fignored for SmartColumn purposes t om at ch yo ur se ectio ns as y ou Status Symbol fused for Percen
108. ally the tool needed to add items to your schedule The Arrow tool is used to move existing objects The Text tool is for adding text to any object or schedule area The Basics 2 6 Add Symbols and Bars using the Toolboxes Horizontal bars show the time span of a task for an activity in your project A symbol must be on each end of the horizontal bar Symbols can also be added individually independent of a bar Which toolbox should you use Using the Combo Toolbox you can add a symbol bar symbol combination in one click drag and drop movement of the mouse Using the Standard Toolbox you must first add a symbol and then add the bar and another symbol to that first symbol Both toolboxes allow you to add single symbols a symbol and bar to an existing symbol or a bar between two existing symbols Add a symbol bar symbol combination using the Combo Toolbox 1 Inthe toolbox click once on the small plus next to the symbol bar symbol combination you want to add All clicks are with the left mouse button e When you click in the toolbox notice that the selection is sunken and highlighted 2 Move the cursor to a task row in the schedule area under the date heading Notice that the date is displayed next to the crosshairs cursor Monday 24201 3 Next click and hold the mouse at the start date drag to the right and release at the task s end date Here the end date is displayed next to the cursor as well a
109. alueSet SmartColumn totals the Costs Type 2 ValueSet values for each task row Thus ValueSet SmartColumns can total values from selected Type 2 or Type 4 ValueSets The Budget per Task column also displays indicator symbols based on the column cell values BA Men Budgets under 2 000 Budgets over 2 000 Track and Graph Values 14 20 How do you know if a project activity is costing more than the expected budget Ina project schedule with hundreds of activities it s helpful to display status indicators to show at a glance which activities are under on over budget of long medium short duration complete started not started and more Milestones displays these status indicators in specialized SmartColumns based upon user defined conditions Not only can any toolbox symbol be displayed in these SmartColumns the indicator displayed can also be text a number color percent pie or combinations of these items Indicators can appear in these SmartColumns Calculation Indicator Duration Percent Complete Stoplight Values and ValueSet Note that this chapter only addresses the basics of indicators displayed in columns For extensive instructions and examples on the wide variety of possibilities for these SmartColumns and others refer to Help Help Files Help Topics Select SmartColumns under the Contents tab What is a SmartColumn SmartColumns automatically fill according to schedule data
110. an Increment which controls the incremental appearance of values between the high and low numbers along the Y axis Choose to Include Horizontal Gridlines that extend from the Y Axis values across the DataGraph area cutting through the line and bar graphs Assign ValueSet to DataGraph f Click the Assign ValueSets to this DataGraph 1 Graph button Click the Check Boxes to assign up to eight YalueSets to this DataGraph Use the Format menu DataGraph The Assign ValueSet to DataGraph Setup WalueSets Option to create a ValueSet dialog box appears as shown Available ValueS ets Y the Available ValueSets that should appear in this DataGraph Click OK Click the DataGraph 2 or DataGraph 3 tab to format and add ValueSets to the other two available graph areas Overhead Cost Contains 3 Values Labor Cost Contains 7 Values Total Costs Contains 3 Values No Name Assigned Contains 0 Values No Name Assigned Contains 0 Values No Name Assigned Contains 0 Values No Name Assigned Contains 0 Values No Name Assigned Contains 0 Values 1 2 d 4 d d 5 A O 9g O s No Name Assigned Contains 0 Values Options which apply to all DataGraphs e Extend Chart Gridlines into DataGraph area to display vertical gridlines in the DataGraph as well as the schedule area e Plot Numbers under Graphs to display numbers from ValueSets under the DataGraph instead of above the DataGraph e
111. and 100 represent the percentage v e ach col umn cel i Pick indicator symbology based upon the following conditions no Sym Seats condition ckkto modify One Text _ 1 Active 30000 00 lt Value lt 200000 00 v 3 To create a Values wh add or del Hla back to thi SmartColumn without ade aea Weim clare a a 7 Oe indicators click OK C Show result as a percent result 100 with sign added C When shown in Summary Bar show average instead of total 4 For Column to compare C Just add a sign after value On Summary Lines show value in cell Override Summary Bar settings the newly a serted col eee C Automatic EY BCWS calculation is based on Baseline Dates if possible No Name Assigned should already be selected e Or choose an existing column that contains numbers or text to display indicators based on those values Column to compare Symbol size 10 Ho Hame Assigned w Align Symbol in Center w Display numerical value also 5 Display numerical value also to show the entered values as shown above O Display numerical value also to only show the symbol indicator based on the entered values the values will be hidden 6 Align the indicator symbols as a left center or right position in the column cell 7 Pick indicator symbology based upon the following conditions to display symbols text and or color based on the column values 8 You can now choose a Symbol
112. and Gradient Fills Patterns Gradient fills Task Shading Gridlines Text and Summary Formatting Default gridlines and shading for all odd even task rows Gridlines and shading for selected task rows Outline level settings for gridlines shading text summary bars Column and Column Heading Shading and Text Column text and shading Column text color override for individual column cell Column heading text and shading Vertical Gridlines Vertical Shading Curtains Add edit or delete curtains Shift curtains Curtains example Color Themes Create a color theme Delete a color theme Apply a color theme Chapter 13 Distribute and Present Schedules Publishing for the Internet Intranet Graphics Output Bitmap Options for internet publishing Create a graphic only of each schedule page Create an HTML file with graphics and optional hyperlinks Tiered Hierarchy Web drill down with optional hyperlinks Free Milestones Viewer Presentation Mode Present a single schedule Present many schedules Presentation Mode controls Full Screen Mode Save to PDF Chapter 14 Track and Graph Values csseeseeseeeees ValueSets Type 1 ValueSet Keyed in global values Type 2 ValueSet Sum of values keyed into task rows Type 3 ValueSet Allocate column values across timeline Type 4 ValueSet Use values from symbols Type 5 ValueSet Total of other ValueSets ValueSet Graphic Properties DataGraphs ValueSet SmartColumn
113. ar Time example 47 17 as 47 hours Settings for current column C Apply Resource Allocation Percent For each task line to resultant Duration and 17 minutes Display e Show Decimal Point on Duration and Complete to display duration SmartColumn values with two decimal places and Percent Complete SmartColumns values with one decimal place e Split Duration Across Bars to count only the bars and symbols duration amounts SmartColumns and Indicators 15 17 e Split Duration Across Bars to count duration from the first symbol on the task row to the last symbol on the task row which may include non working gaps between activities e Show Summary Duration in Calendar Time to display the duration of the summary bar not the total of lower task rows duration values e Apply Resource Allocation Percent see page 15 19 to display the duration value as duration x the resource allocation percent For example if the duration is 10 days and the resource allocation percent is 50 then the displayed value will be 5 days Note that this option does not apply to the Remaining Duration SmartColumn 3 Double click the Column Heading of the new column s to make changes under the Column Heading and Column Formatting tabs 4 Click the Additional Properties button on the Column Type SmartColumn Settings tab to access graphical indicator and duration display options Graphical Indi
114. ar above DataGraph e Show as Cumulative Values appear above DataGraph as cumulative values e Graph Values Values are converted to line or bar graphs e Graph as Cumulative Cumulative values are converted to line or bar graphs e Values Represent Currency Add currency symbol to values Affects ValueSet values above below DataGraph Y axis values and ValueSet values under each task row Y axis currency display is controlled by the first ValueSet s setting for that DataGraph e Number of Decimals to Display Choose 0 6 decimal places when displaying values Affects ValueSet values above below DataGraph Y axis values and ValueSet values under each task row Y axis decimal display is controlled by the first ValueSet s setting for that DataGraph Track and Graph Values 14 14 DESIGN PLAN Show Values Under Each Task row For Type 2 3 and 4 ValueSets only Display values on task rows and within the appropriate time periods Budget 180 82 509 59 493 15 509 59 493 15 509 59 509 59 394 52 Actual 273 10 769 66 744 83 769 66 744 83 297 93 Exclude Name of ValueSet in Task row For Type 2 3 and 4 ValueSets only Hide the name of the ValueSet which will otherwise display in the column area in line with its value on the task row The example above does not exclude ValueSet names in the task rows Suppress Values of Zero To not display values of 0 zero above below the DataGraph or
115. ask rows using the nsert menu Add a vertical link with the mouse Follow the directions in the schedule below using your mouse Hardware Design Schedule ToolBox FNIT pree E TASKS u_ February Clic NCA CO Mak Preliminary Engineering QmQ Design If this exact order is used then the chosen vertical link will appear between the two symbols as shown to the right Dependencies 5 5 If you continue to add links after these four steps then you can skip step 1 and begin the next link procedure with step 2 If other actions are performed e g moving a symbol then you should begin with step 1 when adding another vertical link If your vertical links are not displayed make sure the option to display task links is checked Refer to page 5 2 for more information Add vertical links between symbols on multiple task rows This method is best when each of your task rows contains one start symbol and or one end symbol You can connect either baseline symbols or normal symbols 1 Inthe toolbox click once on Li and once on the vertical link you wish to add 2 Hold the Ctrl key on the keyboard and then click on each of the task rows whose symbols will be vertically linked click in the column area of the task row Hardware Desgin Schedule 2007 Ftanwary February March The chosen task rows here lines Task 1 2 4 and 6 will highlight in black as equirements shown to the r
116. atically Apply Outline level properties while editing schedule colors Repeat for Graph Schedule Area and Right Columns Custom Formatting for Presentation 12 11 Text tab 1 Choose a Text Color for the text KESE in the CO umns not th e sch ed u le Outline Level i the ove sin to ee te gle shading and text isplay options For the various outline levels area D U n d er B ol d Nt al ic an d Gridlines Shading Text Summary Bars Underline click once on Bold ee NANG ANA Or eae rine te Tarn off the default settings Red Bold Ttalic Hilighting Underline 3 Click again on any of these to Med tai E underine Task line override Using schedule Using schedule F 7 active default default Bold Italic and or Underline IF you set bold or italic you must specify both or leave as O Text Size 4 Note that if Boldis or D iy Point size Use Default Font Size then Italics must have the same ting or bo set to Using schedu le defau I L For exam ple Apply New Grid Shade Selections to all Three Sections y ou canno t se t B O d to an d Automatically Apply Outline level properties while editing schedule Italics to D 5 Choose a Text Size Summary Bars tab Outline Level Properties 1 U nd er Su m mary Bar Outline Level Select the options below to override the gridline shading and text z display options for the various outline levels Overrides choose
117. atically total values from lower task levels to upper summary levels A symbol can also be displayed according to the value in each cell See Chapter 15 for more information on Smart Columns Introduction 1 8 Percent complete pies and Fill to status Percent Complete SmartColumns display the percentage an optional percent complete pie or just the percent complete pie as measured by the status symbol here the arrow symbol Page 1 of 1 11 10 05 2005 2006 May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr Project 1 Ey 11 17 05 J D Project 2 a 10 30 05 J P Project 3 ey 11 28 05 LJ P Project 4 gt 11 9 05 J a Project 5 a 10 6 05 J q Project 6 D D 11 24 05 LJ Project 7 11 4 05 J q Project 8 E a 11 26 05 LJ J DataGraphs and ValueSets Project 2005 BAC Actual Earned PRCNT Tasks March April May Costs Value CSET A P Project ABC INNA TILA TIT TIT I lt s 3 000 00 2 975 1 575 0 1 888 Q 63 46 In addition to having powe rful _ i JEA a e noo la scheduling and tracking capabilities x bhatt a ar aa E vo woo smo Milestones Professional can also Earned Value 2 000 00 1 1 ees r 7 oS at E display graphs relating to the a aso schedule See Chapter 14 for m
118. bar status bar and menus The sidebar and or toolbox can also be hidden 1 Choose View Viewing Options Page View Full Screen or press Ctrl F 2 Use the Esc key or Ctrl F to exit full screen mode Save to PDF The Save As option Save As PDF enables Milestones to directly save to a PDF file Users can create PDF files Edit View Insert f from a schedule without needing a PDF printer such as iew Ctrl Adobe PDF p Open d Simply select File Files and Templates Open and Open Recent File Save Options Save as PDF and enter a filename then when the file has been created click OK to view the new PDF Milestones will attempt to launch the file using the default PDF viewer The PDF file automatically includes a bookmark section wl Save As PDF made up of any bookmarks in the schedule and optional f buttons for hyperlinks Only the first hyperlink on each symbol or taskline is included 3 Adobe Acrobat Professional Quarterly Budget Status Review p File he dit View Document Comments Tools Advanced Window Help Ss ee am EE G X ry Create PDF ES Comment amp Markup 7 a Send for Review Secure 7 A Sign ES Os ia 0 a eT ml o T EB Be Options x EHDA DoD Aerospace Project Quarterly Budget Status Review D Aircraft D Electronic DS Missile D Ordnance D Software D Environmental r iF Bookmarks Signatures
119. becomes free floating You must close and restart Milestones for these changes to take effect Choose to Remove shortcut buttons from the list of Current Sidebar icons and Add buttons from the list of Available Sidebar icons If you cannot see all sidebar shortcut icons that you have selected note that the number of visible sidebar icons is determined by the toolbox size screen resolution and Milestones window size The fewer rows of symbols and connectors in the toolbox the more sidebar shortcut icons are visible A screen resolution of 1280x1024 will show more sidebar shortcut icons than a screen resolution of 800x600 for example A maximized Milestones window will display more sidebar shortcut icons than a minimized window T O O s a a ga gs mr a fe E Pte Pe fee T E a DENE TTi amp Publish E Send US Metafile Go to page Find WP FindiRep GE Find Het JE Next Page AR Prev Page fy Chart Title f Insert T ask 2 F Cur Date W Theme HE Filter 1 Bookmark The Basics 2 3 Toolboxes Milestones Professional offers two types of customizable toolboxes Both types contain the same schedule building blocks for creating Gantt bars milestones task dependencies and more Toolbox settings are unique to each schedule To display the toolbox within the sidebar right click the toolbox and choose Sidebar Options Choose to show the sidebar on
120. bol Linking 9 3 Formatting Options In Selection Symbol Links Options choose to 1 Update Symbol Links when Schedule is Opened All symbols with outgoing links in the newly opened schedule will look for the target symbols and update symbol dates accordingly 2 M Highlight symbols with names or outgoing links Attaches an icon tp to all symbols involved in symbol linking as follows P attaches to symbols with an outgoing link P attaches to symbols with a target name H attaches to symbols with both an outgoing link and a target name 3 M Do Not Update Dependent Symbols f a symbol with an outgoing link has dependent tasks normally those tasks will move when their parent symbol is updated with the target symbol s date Check this option to prevent any dependent symbols from moving to new dates Update Linked Symbols 1 Open the schedule containing the symbols with outgoing links e f Update Symbol Links when Schedule is Opened was checked for this schedule then all symbols with outgoing links in the newly opened schedule will look for the target symbols and update symbol dates accordingly 2 If no update occurred choose File Master Update Update Master Schedule Linked Symbols Linked Symbols A dialog box reports the Symbol Links Update Results S u Cces sfu a n d fai led The results of the Symbol Links update are shown below u pd ates Updated Successfully Symbol Projecti Start found in file C
121. bol Notes Press the Copy Report to Clipboard button and then paste into another application for printing Only Print Symbol Notes for Printed Symbols to print only notes within the specified date range as set under the Print by Date Range tab thus ignoring notes from symbols that are outside the date range being printed Include Collapse Expand Indicators on Output to print summary roll up indicators if they are shown on the schedule Print Colors in Shades of Gray to cause the software to use shades of gray on non color printers Generally this should be selected Force Color Output to ensure that color commands are sent to color printers It is ignored on non color printers Generally this should be selected Use Specified Size to retain the schedule s horizontal and vertical size settings as set under Page Layout This setting allows the schedule page to span across multiple sheets of paper This option is also important to choose if you have placed graphics or free form text on your schedule gt Scale to Fit Selected Paper Size to force the size of the schedule to scale down or up to the size of the printing paper Printing 7 2 Use Custom Scaling Specified to increase or decrease the horizontal and vertical scale of the schedule For example change the Horizontal factor to 5 to reduce the schedule size horizontally by 50 The default scaling factor of 1 is for 100 Note that if you use custom sca
122. cale options Templates for instant formatting Full international support ISO week numbering Custom page numbering Gradient fill patterns Weekend and holiday shading Curtains Color themes Change view formats aan on on oe U1 a on on os iii i a i i i a SS ll lll 0 i om I I I I I I I h l h i ot ak E as oe NNN 00 CODDAANNNNDOOO OGHHGHHAAHRA HR WWWWWW OW I I I I I I I I I I Ne ee ee ee a a d I N Expand or contract the time period viewed 2 Gantt roll up views 2 Duration View and Percent Complete View 2 Calendar view 2 Date heading scroll buttons 2 View schedule thumbnails 2 Chapter 2 The BaSiCs ccccssssecssesseeseesseecesseeseenseesesseesenseessoeseees 2 1 The Milestones Professional Window 2 2 Sidebar 9 3 Sidebar options 2 3 Toolboxes 9 4 Combo Toolbox 2 4 Standard Toolbox 2 5 Toolbox tools 2 6 Add Symbols and Bars using the Toolboxes Which toolbox should you use Add a symbol bar symbol combination using the Combo Toolbox Add a single symbol using the Combo or Standard Toolbox Add a horizontal bar and symbol to an existing symbol Add a horizontal bar between two existing symbols Vertical Links To add a vertical link using the Combo or Standard Toolbox To add multiple vertical links at once Move an Existing Symbol on your Schedule Change a symbol s date using the mouse Add a symbol or change the symbol s date with a date SmartColumn Other methods to change a symbol
123. cation Percent 1 Click in the toolbox and enter values into the column cells 1 Double click a column cell on the task row whose resource needs an allocation percent do not choose a Duration SmartColumn cell 2 Choose the Task Row Settings and Info tab 3 Enter a value as shown Z of Listed Resource Allocated to this task Resource Allocation Percent example In the example below Amy will be working on Task 1 50 of the time and Task 2 50 of the time This does not change the durations of the tasks yet better indicates the effort needed to complete the tasks Thus the overall usage of this resource is 100 for this time period Resource Allocation for Duration Values Here the Allocated of Resource Allocated Duration column is a Allocation Duration Duration SmartColumn 100 62d This SmartColumn can be set to apply the resource 50 20d allocation percent to the duration value or to display 50 20d the normal duration value 100 44d 100 31d SmartColumns and Indicators 15 19 Symbol Count SmartColumns The Symbol Count SmartColumn reports the number of symbols on a task row For example if the symbols on a row represent a certain kind of event then the number of events can be easily reported in the SmartColumn 2008 Jan Feb Mar Apr May Jun e 1 21 2 12 3 6 3 19 4 6 4 28 3 17 4 13 5 6 4 124 5 17 Location Fl
124. cators for duration SmartColumns While the Duration Settings apply to all duration SmartColumns the Graphical Indicator settings apply to individual duration SmartColumns e g Duration Baseline Duration Time Ahead Behind Used Duration Remaining Duration To display symbols text or colors based on duration values 1 For the appropriate column double click the column heading and choose the Column Type SmartColumn Settings tab 2 Choose the Properties button 3 Select the Graphical Indicators tab Factors which impact duration computation e The workday start and end times affect hourly duration values e Whether or not Saturdays and Sundays are set as working days e Holidays that you might have indicated SmartColumns and Indicators 15 18 Resource Allocation Percent SmartColumn Control the effort of a resource assigned to a particular task by using a resource allocation percentage The resource allocation value can be entered in the Resource Allocation Percent SmartColumn or in any cell on the appropriate task row According to the Duration SmartColumn Settings the resource allocation percent will or will not be applied to the Duration SmartColumn s values Create a Resource Allocation Percent SmartColumn 1 Choose Insert Rows Columns New Column Resource Allocation Percent 2 Click once on the new column s heading and enter a column title under Selection Column Heading Text Enter a Resource Allo
125. ce linked you can activate the objects with a click of your mouse This lets you use a Milestones Professional schedule to manage your entire project world See Chapter 10 for more information Organize Task Rows Sorting tasks In the Tools menu choose Sort Schedule to rearrange schedule task rows based on column data or symbol dates on the schedule using these keys e The start date of each task e The end date of each task e Selected column sort by text numbers currency date or WBS number e Multiple columns e Selected task rows Save multiple column or selected tasks sort settings for repetitive sort conditions Filtering tasks With large schedules you might want to see only a subset of the project steps In the Tools menu choose Filter to sift out task rows by e Date range e Column numbers less than e Task number range e Column numbers greater than e Outline level e Types of symbols and bars Find and replace text Use Edit Find Replace Go to Page to quickly make detailed text changes to large schedules Apply Find and Replace to column text freeform text symbol notes and symbol text Bookmark task rows Add a bookmark name to any task row and then jump to that task row by choosing the bookmark name from a list of bookmarks See Chapter 2 for more information The task row which is jumped to will be highlighted Especially helpful in large schedules this feature allows you to quickly jump to sp
126. change default settings 7 Combined symbols and horizontal bar rows Symbols Click to select Double click to change Click small plus to select entire row to insert a bar Click once on a symbol or bar to select like the Standard Toolbox Double click on any symbol or bar to change it JELMA i E Horizontal bars Click to select Double click to change jejejejejeje jejejeje lele HEr k r Vertical links Click to select Double click to change too oo too o MARERE AlN E SEEE Ta Bal L Customizing the Toolbox 3 2 Set Toolbox Size and Type Since the toolbox can take up a significant amount of screen space you can customize it to remove rows of tools symbols and bars that you do not need for the schedule you are working on 1 Right click the toolbox and choose Toolbox Properties Customize Toolbox Size Type Highlight Use Standard Toolbox Use Combo Toolbox Standard Toolbox View Settings Combo Toolbox View Settings Rows Rows Symbol Bar Symbol Combinations l Symbals Horizontal Bars 5 Open File with Arrow Tool Active Common Settings Extra Highlighting for Selection Black Border Show Light Blue Background for Current Selection Show Line Box and Circle Tools Vertical Link Rows 2 Choose Use Standard Toolbox or Use Combo Toolbox 3 For the Standard Toolbox select the number of symbols and horizontal bars that should disp
127. ck a drop down menu E to Bar Type Fill color and pattern After Status Fill Color view the options S C 8 hen ito Sestus Dats L option is active After Status Fill Pattern _ ees The Sample Bar changes to match Special Color Effects 1 TON your selections as you make them Type of Effect 77 f al None M after Status Target Color Arrowhead Size Arrow Bars Only Sample Bar O Small Normal O Large Shadow Settings Bars Only E C Show Shadow Shadow Size mall OK Shadow Color Medium Customizing the Toolbox 3 12 Change bar shape pattern colors fade effect and shadow Choose from more than 40 Bar Types Choose from more that 50 Fill Patterns o Marbled bar fill patterns are full colored bitmaps which will ignore any Fill Color settings These horizontal bar fill patterns increase the size of printer files and metafiles especially on high resolution printers Thus printing time may be increased Choose a Fill Color that fills the inside of the bar Choose the Line Pattern and Line Color that encompasses the bar Choose an Arrowhead Size if the bar is a line with an arrow ending Choose a Shadow Settings color and size The After Status Fill Color and Fill Pattern controls the fill of the bar after to the right of the status date 5 To activate the fill to status feature choose Dates y Date Related Settings Bars Fill to Status Date
128. column values for Task A1 and A2 are automatically totaled and displayed in Project A s Cost cell Cost values for Project A and Project B are automatically totaled and displayed in All Projects Cost cell The symbols are displayed according to the values in each Cost column cell The symbols and conditions are user defined Here are the user defined value ranges that cause the symbols to display in Active 30000 00 lt Value lt 200000 00 the Cost Values SmartColumn Active 0 00 lt Value lt 14333 00 lt r Active 15000 00 lt Yale lt 29999 00 Outline Task CE 2008 Level Jan Feb Mar Apr May a Projects r 43 100 Project A WZ 13 500 TaskAt ig 7 500 Task B2 J 8 600 SmartColumns and Indicators 15 9 Create a Values SmartColumn with optional indicators 1 Choose Insert Rows Indicators for Values Column Col umns New Col umn Set the icra settings td this Values column Check Do not display indicator symbols to suppress Indicator Symbols Values Value Indicators 2 The Indicators for Values Column to compare Symbol size Column dialog box appears es M 200 ja in Smboioniet Ga Display numerical value also as sS h own Th IS IS wh ere Do not display indicator symbols y ou ch oose wh j ch j n d j c at ors Interpret value from compare column as a and use the Percent symbol type 97 UES Det nd 1 represent the percentage appear based on the value in ues between O
129. cription of these columns see the Earned Value section of the Milestones Professional Help Topics in the Help menu e Budget at Completion BAC Overall approved budget for a task e Actual Costs AC or ACWP Total amount spent on a task up to the current date e Planned Value PV or BCWS The point along the time phased budget that crosses the current date Shows the budgeted cost of scheduled work as of the current date e Earned Value EV or BCWP BAC x Percent Complete The budgeted cost of completed work as of the current date e Cost Performance Index CPI Earned Value Actual Costs Cost variance related as a ratio instead of a dollar amount A ratio less than 1 0 indicates that the value of the work that has been accomplished is less than the amount of money spent e To Complete Performance Index TCPI BAC EV BAC AC Indicates the CPI required throughout the remainder of the project to stay within the stated budget e Cost Variance CV Earned Value Actual Costs The difference between the work that has been accomplished in dollars and how much was spent to accomplish it e Schedule Performance Index SPI Earned Value Planned Value Schedule variance related as a ratio instead of a dollar amount A ratio less than 1 0 indicates that work is being completed slower than planned e Schedule Variance SV Earned Value Planned Value The difference between what was planned to be completed and
130. d Choose Custom Heading Data is Embedded in Schedule to allow the custom heading to stay with the schedule in cases where you might send the schedule to a colleague Formatting and Layout 6 11 Formatting and Layout 6 12 With Milestones Professional you can print stamp size to wall size schedules using a variety of printing options Print Preview Use the Print Preview feature to see a sample of how the schedule will print 1 Choose File Printing Print Preview Print This Page Printing Options Page Layout BREE Urorintoble a Margins Paper 8 50 talx 11 00 wide Chart 5 50 talx 11 33 wide XScale 0 97 Y Scale 1 00 eae RIESA 04 i aa aaa ami aaa al ahi id aa cl lanl na i nl id lai 4 i PROJECT MANAGEMENT IDECT MAGG 7 495 7 46 00 Q 9822 00 t PLANNING 95 746 00 Q 9622 00 t BYSTEN ENGINEERING REQUIREMENTS ANALYSE INTEGRATION MISON OPERATIONS SYSTEM TEST PLANNING Syr km Engineering Comple k SPACECRAFT ENGINEERING COMMAND AND CONTROL ATTITUDECONTROL OWER THERMAL ORBIT ADJUST PROPULSION 2 Click the Prev and Next buttons to move from schedule page to page 3 Click Printing Options for output format selections addressed in the next section 4 Click Page Layout to change the chart size margins and rows per page Point the cursor to a part of the schedule and zoom in by clicking the left mouse button zoom out with the right mouse button The l
131. d columns 6 2 6 6 graphics 2 26 horizontal connector 2 7 2 8 2 9 hyperlink 10 2 SmartColumn 2 19 symbol 2 8 symbol connector 2 8 symbol hyperlink 10 2 symbols connector combination 2 7 task bar 2 7 text options 2 12 text column 2 19 text to column 2 17 vertical connectors 2 9 5 5 Add tool 2 6 allow in place activation 11 13 applications interaction with other applications 11 1 Arrow tool 2 6 automation 11 16 baseline summary display 4 6 summary display hide 4 6 blank out SmartColumn cells 2 29 bookmarks 1 7 2 24 box tool 2 6 browser 13 6 C Calculation Indicator SmartColumn 15 4 create 15 6 options 15 5 calendar icons display 2 11 Calendar View 2 33 hyperlinks 10 5 cell indenting 4 3 charts 12 2 chart size 6 1 chart title 6 8 circle tool 2 6 clear column text 6 8 collaboration 13 1 color themes 1 19 12 19 apply 12 20 create 12 19 delete 12 19 reset column text before applying theme 6 8 column area 2 2 add text 2 17 column heading 2 18 formatting 12 14 properties 2 18 text 12 14 columns 2 17 add 2 19 6 6 copy and paste 11 12 currency display 12 13 delete 6 7 edit 2 19 exclude when printing 7 4 insert 6 6 move 6 6 move between column cells 2 17 numbering 6 3 paste text and numbers 11 9 properties 2 18 shading 12 13 show hide 6 3 text default styles 12 13 text column 2 12 text formatting 12 13 column text 1 13 add
132. d more change in Microsoft Project In the example below the Phase 1 MS Project schedule was imported into Milestones Professional For presentation purposes the title date heading columns symbols symbol text and shading were customized in Milestones Professional Tasks and milestones that reside on several lines in Project were moved to one line in Professional If the dates for Update 3 or Taskforce B change then the user can refresh the dates in the Milestones schedule No need to re import and reformat New tasks in Project are added to the bottom of the Milestones Professional schedule Refresh the schedule by choosing File Master Update MS Project Refresh Task Mame Contract awarded l Project meetings Strategy meeting sls Imir wF S S mT wr els mr wT F Els M E p g at e z Update Project Start End Update Stage Date Date Updatet Contract Awarded 6 4 06 6 4 06 Updates Research ABC Project Meetings Phase 1 Review 6 7 06 8 9 06 Taskforce 4 Research 6 8 06 7 1 06 Taskforce B Tazktorce C Taskforce A Taskforce B Taskforce C Development Manufacturing 6 8 06 6 15 06 6 23 06 6 23 06 7 1 06 7 9 06 7 23 06 8 6 06 8 28 06 7 1 06 7 18 06 7 31 06 8 20 06 8 28 06 For complete documentation of the Milestones Professional refresh option cho
133. d single symbols milestones Summary rows also can summarize lower level column data such as hours worked duration budget costs and more Symbols and bars on summary rows move automatically when symbols on lower level task lines move They are drawn automatically based on the dates in the lower level tasks Therefore summary row symbols cannot be selected or moved Summary bar display options and default formatting 1 Choose Layout Other Summary Bar Settings 2 Choose When to Draw the summary bars e Nevershow summary symbols and bars e Only When Rolled Up to display summary bars when lower level tasks are collapsed to the summary row e Always display the summary bars 3 Under For Normal Summary Bar Symbols and Bars select a start symbol end symbol and bar for the default summary line display The available choices match those in your toolbox Baseline can be displayed separately from normal symbols on the summary row 1 Choose Layout Other Baseline Settings 2 Follow the Baseline Wizard to create baseline symbology for the sub task rows and summary Project Baseline Actual bars Finish Finish Task A1 7 44105 12 15 05 To hide the baseline Task A2 8 4 05 11 26 05 summary bars and symbols while displaying normal Task A3 9 24 05 1 8 06 summary bars choose View Baseline Hide Baseline Summary Bars Task B1 10 20 05 3 11 06 Task B2 11 14 05 5 23 06
134. date Release the mouse button Friday 5 25 01 41d The Basics 2 10 Add a symbol or change the symbol s date with a date SmartColumn If your schedule has a date SmartColumn manually type a date or use the date selection calendar to enter a new date or change an existing date in the column cell A new date where none existed before results in a symbol appearing on the schedule Changing a date moves the existing start or end symbol When using this method dependent symbols will not move Insert a date SmartColumn by selecting Insert Rows Columns New Column Dates and choose from Start Date End Date Status Date Baseline Start and Baseline End start Display calendar icons in date SmartColumns by clicking any column heading This will activate the Selection menu Choose Current Object Switch to Column Then choose Date SmartColumn Display Settings Show calendar icons a10 E Other methods to change a symbol s date 1 Select the R tool from the toolbox 2 Click on the symbol you wish to change This will activate the Selection menu 3 Choose Selection Current Object Symbol or 1 Click I 2 Single click on the symbol 3 Hold Shift while using the left and right arrow keys on the keyboard 1 Click BJ 2 Single click on the symbol 3 Choose Ctrl E on the keyboard 4 Key anew date in the dialog box that appears The Basics 2 11 Add Text to your Schedule Include text
135. date Due Final Report Under Budget No funds remain Over Budget Proposal Due Update Due Final Report Chart after lt template is applied To format an existing schedule chart with a template 1 2 4 Open your schedule if it is not already open Choose File Files and Templates Open and Save Options Open a File use the scroll down arrow Personal Template or Standard Template Locate the template MTP file that you want Click on the file name and then click Open Setup Wizard templates When starting a new schedule using the Milestones Setup Wizard choose from dozens of ready to go schedule templates 1 as 4 5 6 T Choose File Files and Templates Open and Save Options New File Wizard Select Predesigned Template Under Template Category choose a category each has its own set of templates Under Templates in current template folder select a template Choose Next then enter a schedule title Choose Next then select a schedule start date Click Finish Most templates have basic instructions on how to use the schedule These instructions are in a freeform text box that can be deleted by clicking on the box once with the arrow tool and pressing the Delete button on your keyboard Templates are categorized by industry and common usage Here is a sampling of those categories Baseline Schedules e Aerospace amp Defense Basic Ga
136. date of any symbol whose outgoing link points to this target symbol 1 2 Click the arrow tool Li in the toolbox In the schedule that will control the dates of symbols in another schedule click once on the appropriate symbol This will activate the Selection menu e Inthe example on the previous page this would be the Task 1 start date in the Detailed Report schedule In the Selection menu click the Symbol Links tab and go to the Incoming Link and Automation Tag section as shown below Unique Symbol Hame tor Incoming Links Used when this symbol is a Link Target Automation Incoming Link and Automation Tag Under Unique Symbol Name for Incoming Links Used when this symbol is a Link Target enter a symbol name Click the apply button E Repeat this process to name other target symbols and then Save the schedule H Choose Selection Symbol Links Options Highlight symbols with names or outgoing links to attach an icon to all symbols involved in symbol linking as follows P attaches to symbols with an outgoing link P attaches to symbols with a target name H attaches to symbols with both an outgoing link and a target name Symbol Linking 9 2 Link a symbol to the named target symbol When a target symbol s date changes the symbol linked to the target symbol will also change to that date 1 2 Click the arrow tool in the toolbox In the appropriate schedule click once on
137. de all symbol text on the schedule This setting overrides toolbox settings and individual settings for each symbol on the schedule Revert to the toolbox and individual symbol settings by selecting Use Toolbox and individual symbol date text settings Customizing the Toolbox 3 11 Symbol date prefix and suffix Once a symbol has been placed on the schedule you can enter any text to appear before and or after that symbol s date display 1 Click the Li button in the toolbox 2 On the schedule click once on a symbol In the Text tab next to Date Prefix enter up to 10 characters lower case to appear before the symbol date 4 Inthe Text tab next to Date Suffix enter up to 10 characters lower case to appear after the symbol date e Enter a backslash after the entry of the prefix to hide the date display e g TBD e Adda blank space after the prefix text or before the suffix text to provide canaratinn Aanthainnn tha tavt and tha data Aianlays A y lt gt Stage 1 1 29 TBD SoftDate 3 24 4 27 or TBD Set Horizontal Bar Defaults To change the attributes of a horizontal bar in the toolbox double click on the bar in the toolbox Any changes to the bar in the toolbox will affect occurrences of that bar on the schedule Be Opto To set a bar s defaults Sample Bar Fill Pattern Fill Color Seca es E Gee 1 Double click a bar in the toolbox Line Pattern Line Color v HB chance 2 Cli
138. den menu items this is a SCAU global setting applied to all e Task names on the schedule and schedules any text entered into columns e Lines circles or boxes drawn e Values in the ValueSets with the drawing tools Format a blank schedule with a selected template Click _ New File Blank to open a blank schedule Choose File Files and Templates Open and Save Options Open a File use the scroll down arrow Personal Template or Standard Template Click on the file name of the template you want and then click Open an MTP file New blank schedule New schedule after template application Project ae ae 2005 Budget Costs Remainin NEIG Status Jan Feb Mar Apr May Jun Jui Aug Amount to Date Funds 0 00 A fPlanned OOOCOC OCOCC COCCO pms 10 000 00 n Under Budget No funds remain Over Budget gt Proposal Due Update Due Tied Final Report poate ete 7 500 00 Remaining Funds Remaining Funds 5 000 00 Custom Formatting for Presentation 12 3 Format an existing schedule with a selected template Open an existing schedule Then open a template that instantly formats the schedule The columns in the existing schedule should match the column arrangement and column types in the template as shown in the example below Exception The template can have extra columns positioned at the
139. dow The sidebar contains the toolbox which is normally free floating and a user defined list of shortcut buttons for a variety of activities Symbol types Any symbol in the Toolbox can be changed to any of four symbol types e Normal symbols track actual start dates end dates and independent milestones e Baseline symbols track baseline start end and duration e Status symbols track percent complete used duration remaining duration status date and amount ahead behind schedule e Comment symbols are ignored for SmartColumn purposes Wide assortment of symbols The flexibility and customizability of Milestones Professional symbology is second to none with over 95 symbol shapes filled with any color A Vv lt q p a t F v a A Q A F D X Introduction 1 14 User defined symbols Not enough symbol shapes Milestones Professional has a built in Symbol Maker that lets you design simple or multi part shapes ty tT Sy a Pal _ Ts fi tT ae _ Multiple independent milestones As many as 128 milestones can be added to any task row on your schedule They can be stand alone milestones or can represent a series of start and end dates You can have many milestones on a bar Design Prototype PDR CDR DEL y Yo y A A aA A A CDRL 1 CDRL 2 CDRL3 CDRL4 CDRL 5 or have many bars represent several sub tasks plus their start and end dates on one row 7 1 7
140. duction gt gt Easy yet Powerful Scheduling Milestones Professional makes planning organizing communicating and tracking your projects fast and easy Designed for anyone who spends time scheduling or managing projects Milestones Professional makes fast work of your scheduling efforts Click and drag to build schedules If you know how to use a mouse then you can use Milestones Professional 2008 That s because Milestones Professional uses the same simple click and drag technique you re already familiar with You can click and drag your way through even the most detailed projects in minutes Earned Value Report Project BAC Actual Earned PRCNT Tasks Costs Value CMPLT Project ABC 3 10 ZZZZZZA7 777A jes 3 000 00 1 575 0 1 888 Q 63 46 Task 1 Am A Budget 350 0 300 100 00 2 500 00 A yy 400 0 400 i00 00 Earned Value 2 000 00 A 175 0 146 58 54 lt 1 500 00 K 200 0 430 59 26 J Actual Cost A ns 1 000 00 100 0 221 55 26 200 0 223 63 64 th 500 00 150 0 168 amp 30 56 ip Status YW incomplete Task Completed Task A Started Task Introduction 1 1 Organize your schedule with outlining Milestones Professional offers an easy to use outlining capability Organize projects i
141. dule Vertical Link Options Ed To set a link s defaults Options For Current vertical Link 1 Shape Double click a vertical link in the Color F toolbox Line Pattern 2 Click the drop down menu Ho wt view the options The Sample Link changes to match your selections as you make them Options For All vertical Links Arrowhead Size Small Normal O Large Adjust For chart symbol size Rounded Corners Customizing the Toolbox 3 14 Choose a vertical link Color Choose from a variety of Line Patterns Choose from more than 15 vertical link Shapes Choose an Arrowhead Size if the link has an arrow ending o Optionally check Adjust arrowhead size for chart symbol size to scale the arrowheads based on the chart s symbol size setting Without this checked arrowheads may look too large on charts where the symbol size is less than one Rounded Corners is a global setting that affects all other vertical links in the toolbox Customizing the Toolbox 3 15 Customizing the Toolbox 3 16 i 4 k a a VOrKING a il 4 f a 4 Outlining is useful for organizing your schedule at different levels Usually you want to outline your schedule with enough levels so that each task level has a clear definable item of work that can be identified budgeted assigned and tracked Enter task dates at the sub task level and the summary bars will automatically appear Once your schedule i
142. dules hyperlinked to symbols in that schedule Those links become web page hotspots 1 Choose Connections Other Internet Publishing Wizard Internet Publishing Wizard You need to indicate whether you want to create an HTML file which can also include a graphic of your schedule or whether you just want to create a graphic file such az a JPEG file Select the option you want and then press Next Select Output Option HTML file with optional Graphic File Only Tiered Hierarchy HTML graphics with Graphics Create HTML Files for Hyperinked schedules from this file and all linked schedules Create HTML Files for Hyperlinked schedules from this file only Cancel 2 HTML file with optional graphics The two Create HTML Files for Hyperlinked schedules checkboxes enable you to specify how symbol hyperlinks are handled as follows If neither box is checked then no symbol hyperlinks are processed If you check the first box then all hyperlinks are processed If any refer to other Milestones schedules then those schedules are called up and each of those hyperlinks is processed and so on until the entire tree of hyperlinked schedules has been processed Each schedule results in its own HTML file created to hold the images pages of the schedule If the second box is checked then just the hyperlinks for the current schedule are processed 4 Choose Next Click Change to choose an HTML Background
143. e Symbol Text e Symbol Text The text from all three O Symbol Note lines of symbol text will appear in the column e Symbol Note The text found in the symbol notes field will display in the column First status symbol in task row 4 Choose OK and make changes under the Column Heading and Column Formatting tabs Symbol Notes In this example the text attached to the start Phase 1 Research Am Lead D Elder symbols automatically displays in the Symbol Text column PM S Butler The notes embedded in the start symbols Phase 3 automatically display in the Symbol Notes ee column Manufacture On schedule Review on 1 4 Deliver 6 12 status Deliver meeting The Basics 2 13 Customize a Symbol in the Toolbox Any symbol in the toolbox can be changed to another shape color size and more Double click a symbol in the toolbox to make changes When a symbol in the toolbox is changed all occurrences of that symbol on the schedule also change Most overrides for symbols on the schedule will revert to these new changes unless you choose otherwise See Chapter 3 for more details about symbol formatting Choose from these symbol formatting options Shape letter marking on symbol user defined symbol 3D Look for highlights and shadows Type Normal Comment Status Baseline Fill color pattern outline color pattern symbol mark color After status
144. e s toolbox colors to the existing toolbox Leave out Gridlines Applies the color theme without affecting existing gridlines If your schedule s task row shading should remain intact while applying the color theme use these steps 1 Choose Format Color Themes 2 Inthe drop down menu choose Do not alter Task Row Shading to use the color theme shading for all schedule areas yet retain the task row shading that you previously set 3 Click on a color theme from the list and see the preview of the theme as it applies to your schedule 4 Click Undo Color Theme to revert to the original schedule Custom Formatting for Presentation 12 20 i ODOTE f a ace a A ned a Fl lint a ov A j a Oe Milestones Professional schedules can be presented and distributed in a wide variety of methods and formats Quickly transform a detailed working schedule to a top level presentation schedule using task roll up see Chapter 4 Print a wall size schedule for viewing see Chapter 7 Copy and paste a schedule to other Windows applications see Chapter 11 Publish a complete hierarchy of schedules to the Internet or company Intranet E mail a Milestones schedule to a client or colleague along with the free Milestones Viewer which can open and print the schedule without allowing editing rights Use Presentation Mode to display your schedules in a slide show format Use Full Screen mode both present and modify the schedule in
145. e 2010 heading spans from 1 1 2010 to 12 31 2019 and so on 2000 2010 2020 2030 2040 2050 Formatting and Layout 6 10 Custom date heading There are also 4 custom heading settings known as Custom Types You set the date and time of each date heading division and the text for the division To edit the custom headings click Selection Current Object Date Heading Edit Custom Headings Here is an example of a custom heading with user entered text Custom Type 1 Custom Type 2 Custom Type 3 Custom Type 4 Phase 1 Phase 2 and Phase D hat Time Period 1a Date Heading Text Ends On diii 3 Phase 1 2 18 2004 An end date is entered to Phase 2 7 30 2005 3 z TE re designate the end of each date division and the beginning of the next division Create or Edit Custom Headings The schedule s start date determines when the first division begins lid Ls Le EE Insert Entry Delete Entry Custom Heading Data is Embedded in Schedule Custom Heading Data is Stored in External File In this example the date heading is set to show two standard headings plus this custom heading The result is show below 2003 2004 2005 2006 Choose Sort to arrange the custom heading entries in date order Click on a line entry number and choose Insert Entry to insert a blank entry line Click on a line entry number and choose Delete Entry to delete the text and date Recommende
146. e Change button and select a target color that the color choice in Step 4 will fade into 6 To implement the target color choose a Special Effects fading option Under Alternating Pattern choose to shade only Odd Rows or Even Rows Horizontal gridlines between task rows 8 Click the Gridlines tab Horizontal Grid and Shading Properties Select the options to draw lines between the task rows Select Show Gridlines to draw lines between the task rows Select Shade the Task Row to draw a backgound color Gridlines Shading Left Columns Graph Schedule Area Right Columns Show Gridlines Show Gridlines Show Gridlines Line Type Line Type Line Type Line Color Line Color Line Color EE chance N chenoe I chorce Reset Gridlines and Shades back to Schedule Defaults Apply New Selections to all Three Sections 9 Under Left Columns Show Gridlines to display gridlines between tasks e Apply New Selections to all Three Sections to quickly format all three areas of the schedule Left Columns Graph Schedule Area and Right Columns Any choice in one section is applied to the other two sections 10 Under Line Type choose a gridline pattern 11 Under Line Color click the Change button and choose a gridline color 12 Click OK to apply the selections lf you Reset Gridline and Shades back to Schedule Defaults then all settings will be cleared Custom Fo
147. e Type v vi Under Line Color click Line Color Line Color Line Color Change and choose a color en oo Ea a Repeat for Graph Schedule 7 coe Area and Right Columns Apply New Grid Shade Selections to all Three Sections C Automatically Apply Outline level properties while editing schedule Gridline settings apply to the task row s lower gridline border Outline Level Properties Under Left Columns click Outline Level Select the options below to override the gridline shading and text once on Sh ade the Ta sk display options for the various outline levels Lines to turn off the default r Gridlines Shading Text Summary Bars settings Grice i Summa bars Left Columns Graph Schedule Area Right Columns H ra Shade the Task Rows Shade the Task Rows Shade the Task Rows C ck agal n to Shade the Task line override Task line override Task line override Task Ro WS Or leave as O n gaits sai Shade Color Shade Color Shade Color Under Shade Color click E Esq C h an g e an d C h oose a CO Or Effects Target Color Effects Target Color Effects Target Color Under Effects Target Color m C C Special Effects Special Effects Special Effects click Change and choose a a color that the Shade Color will fade into U nd er Spec i al Effects 5 ch oose Apply New Gridi Shade Selections to all Three Sections a fade setti ng for the two C Autom
148. e inserted schedule meaning a change in the source schedule equates to a change in the schedule that was inserted in the document 1 In your Windows document Word Excel or any other OLE application click Insert Object 2 Under the Create New tab scroll down the Object type list and choose Milestones Professional Schedule 3 Under the Create from File tab click the Browse button 4 Locate the schedule click once on it and then click the Insert button 5 Link to file and then OK Go to Step 9 Or 6 In Milestones choose Edit Copy Schedule Copy Schedule to Clipboard OLE 7 In your other Windows document Word Excel or any other OLE application Working with Other Applications 11 14 click Edit Paste Special The document s Paste Special dialog box appears 8 Choose Paste Link and Milestones Professional Schedule Object and then click OK 9 Double click on the linked schedule e The schedule will open within Milestones unless you have Allow In Place Activation checked under Tools Program Options Files and Automation then the schedule can be edited within the document e Changes to the source schedule will appear in the linked schedule Is linking or embedding the best approach Use linking if you want to automatically update the linked schedule in the destination document when the schedule is updated Linking is the best approach if you need to maintain the schedule separatel
149. e they would just repeat the dates from the SmartColumns 10 Select Additional Options and then Next e Exclude File Name to not display the name of the Milestones file in the HTML file e Exclude Start and End Date to not display the schedule start and end date as set under Format Dates Schedule Details in the HTML file e Include Symbol Hyperlinks to display a Task Table number next to the date of a symbol with a hyperlink to the appropriate file or URL If you check this option then you must also include the Task Table and Symbol dates from the previous dialog box Distribute and Present Schedules 13 5 11 Choose Browse to select the file name and location for the HTML and graphics files All other HTML files and graphic image files will be placed in the same folder e Normally you would want to keep the HTML files and images for any one publishing session in a folder by themselves e When you publish an entire tree of hyperlinked schedules and images quite a few files can be produced All references to files created by the wizard are relative to the folder that you choose That is no referenced file or image has a path in front of the filename This makes it easy to move the contents of the entire folder to a web server e HTML files or images created that are based upon filenames that have blanks will have underscores where the blanks were This is done because some browsers cannot handle blanks in filenames
150. ecific schedule areas Bookmarked tasks can show indicators for easy identification Introduction 1 7 Display Numbers and Project Status Milestones Professional allows you to track and graph numbers make calculations between columns and display status stoplights for at a glance reporting Calculation Indicator SmartColumns Cost A Calculation Indicator SmartColumn can display calculation results Variance symbols text or colors based on those results symbols text or colors based on another column s values or a combination of these choices as well as convert calculation results to percentages with matching percent complete pies See Chapter Quick and Easy Earned Value Reporting Produce reports showing Earned Value Planned Value Actual Costs CPI SPI EAC and EVMS fields using user entered values calculated values imported values from MS Project or a combination of these options Stoplight SmartColumns The Stoplight SmartColumn offers two easy to use methods for displaying stoplight symbols text and colors based on user entered numbers 1 to 4 or 1 to 10 Standard Stoplights Custom Stoplights tater saner Stoo pmo PO TT ao iim rater A Project A E gt ater v Activity 1A Amy C O A Activity 2A R ALERT vw Activity 3A ey Values SmartColumns A Values SmartColumn contains user entered values and can autom
151. ed schedule Finally the end dates are linked as shown below Project Status Overview When the target symbols move in the Detailed schedule the outgoing link symbols in the Overview schedule move to the same date Percent Complete project Jan Feb Mar 65 Projecti D a 50 00 Outgoing link t2 symbols P 17 Project 4 Cost Budget Varianc 75 00 75 00 0 0 30 00 January February 23 Project 5 Over Budget Vy Status Rachel Ross Joey Richard Betty Anne Y Status Completed Task To be completed Symbol Linking 9 1 Link Symbols between Separate Schedules Linking symbols which are on two separate schedules involves setting up two things l The symbol to be used as the target of the link must be given a unique name so that it can be found when the outgoing link symbol needs to check the target symbol s date to update its own date The symbol with the outgoing link must reference the target symbol using the full path UNC path or Drive path and schedule filename along with the target symbol name Name the target symbol The date of this target symbol will drive the
152. el 2 task name Click the 4 key on your keyboard to go to the next cell in the column cursor is displayed Use Tab or cp and enter the next task name Outline existing tasks If the task names are already entered you can outline those existing tasks 1 2 3 4 Click the ll tool in the toolbox Hold the Ctrl key on your keyboard In the task column click once on all tasks that should be indented below left Click the cy button The selected tasks indent one outline level below right Project ABC Research Activity Ad Potivity A2 F Aetivity A2 Working with an Outlined Schedule 4 3 Outline Level SmartColumn This column is a great tool to keep track of each task row s outline level yet it is not necessary in order to outline As each task row is indented outdented the Outline Level SmartColumn changes automatically To add an Outline Level SmartColumn 1 Choose Insert Rows Column New Column Outline Level 2 To edit the column s properties such as column title click once on the new column s heading This will activate the Selection menu As you indent outdent your schedule tasks the outline level value changes automatically Likewise when you enter a value in the Outline Level SmartColumn the tasks indent outdent accordingly WBS SmartColumn Standard WBS outlining Another type of SmartColumn that can display the current outline level of a task is the WBS Work Breakdown
153. ent When this option is chosen the schedules in the Master Schedule List see File menu Master Schedule option of this schedule are presented Note that you should not check the Automatically Update option under the File Menu Master Schedule option unless you also want the schedules listed to be merged with this one Use Full Screen Use Esc key to terminate 4 Use All Monitors if your computer has multiple monitors the schedule will span all the monitors 5 Click Close Presentation or press the Esc key to exit Full Screen and Presentation mode corte F lt Prev Hews Zoos Reset Zoe ity Let neouse button gt Deen Cue Aghi rous buton Aerospace Project 4 Year Plan REQ ANALYSIS OWTEG OSYSENG MISSION OPS lt gt SYS TEST PL TANK ASSEMBLE SPC EN COMMAND AND CONTROL POWER MECH lt gt DESIGN AIRBORNE SUPPORT EQUIPMENT ELEC amp THERMAL RA OPC OTESTFAC O TESTIN gt SAFETY DATA REDUCTION MEP CTL CDES lt O IAT TEST SUP lt gt POST RET REF lt gt NTEGRATION ANALYSIS O SW sy SW LAUNCH PREPARATION LAUNCH OPS RETRIEVAL gt Critical Finish Summary Distribute and Present Schedules 13 10 Present many schedules To present multiple schedules you need to first use the Master Scheduling option to input a list of schedules Unlike the true Master Scheduling system the presentation schedules formatting does not
154. es user entered values from another column or text from another column You can also use the results of one calculation column in another calculation as well as choose to show the result as a percent or add a sign with the resulting value Calculation Indicator SmartColumn Examples Calculation SmartColumn 2008 January March Price Total per Unit Sales 35 1 575 KALALE The symbols in this schedule have numbers associated with them Units Sold These numbers which are part of a Symbol ValueSet are added up in the Units Sold column a ValueSet SmartColumn Total Sales is a Calculation Indicator SmartColumn that multiplies the Units Sold column by the Price per Unit column SmartColumns and Indicators 15 4 Calculation Indicator SmartColumn options 1 Make a calculation between 3 Use a calculation result in another two columns and show the calculation resulting values Budget 27 750 29 250 1 500 Target vs Actual Sales 56250 sieaso s Target vs Actual Sales uses the Units x per Unit results in its calculation 2 Make a calculation between 4 Make a division calculation and two columns and show the convert the results to percent values resulting values with symbols and pies text or colors Budget 27 750 29 250 1 500 16 250 16 250 5 Show various symbols text or colors based on the values in another Budget Budge
155. esource Cost one y Resource pec jon Fab wor A ERAR m Task 1 5 Fae I Chek to po Task 2 i Maat vith users j E I 4 iinternet Pub ishing Pacroom Interne et Explore er Fis Edt View Favorites Tools Help Earned Value Report a so oo _ o eung om mfow u ojro a fu mfo a fa f COST r saji iji poa jil LE nen Bis The symbol hyperlinks become hotspots in the eT ae Internet browser D sia 7eOD wa tao F Distribute and Present Schedules 13 2 Graphics Output Bitmap Options for internet publishing Some or all of these settings are available in the Internet Publishing Wizard When applicable refer to these suggestions and explanations for making optimal choices Create a Bitmap for each page of the schedule Generates a picture of each schedule page Include a Hyperlink Image Map Creates a hotspot for each symbol that has a hyperlink Up to nine hotspots are supported for any one symbol Bitmap Format for the graphics output JPEG is usually the best choice if the image will be viewed with a browser Not all browsers support BMP files GIF is limited to only 256 colors so any included bitmaps or gradient fills will degrade in quality Most browsers support PNG Portable Network Graphics files it is not limited to 256 colors and is a good alternative to GIF PNG files are about the same size as GIF files JPEG Compression factor A fact
156. essional offers extensive reference information in an easy to use manner In fact the Milestones Professional Help Topics contains more detail than this manual To access the reference information just choose Help Help Files Help Topics Browse the Contents or search for keywords under the Index and Search tabs Help is well organized and extensive giving you precise answers and instructions Online Support Choose Help Internet Support for a list of useful links to our website including the Main Support Page Samples and Solutions our Web Site Q amp A database The latest news and more E Mail Support You can e mail us at support kidasa com with any questions or suggestions that you may have We try to answer e mail questions 7 days a week Technical Support by Telephone You can call us at 1 512 328 0168 or 1 800 765 0167 between 8 30 am and 5 00 pm Central Time on normal workdays There is no charge for technical support Web Site Our web site is at http www kidasa com It contains a significant amount of information white papers question and answer sections movies samples additional documentation and more Automation Help Choose Help Help Files Automation Help for everything you need to know for programming your own interface to Milestones Movies Choose Help Internet Support Online Movies to go to our movies page on our website Support Resources B 1 Support Resources B 2 Index ad
157. etting schedule information into Milestones Professional from just about any other Windows software package Is easy Simply copy information from another application to the Windows clipboard and then paste into Milestones Professional For example you might have a spreadsheet like the Microsoft Excel spreadsheet shown here PROJECT A 1 Task A1 Task A1 1 Task A1 2 Task A1 3 Task A1 4 See Chapter 11 for more information OLE Automation Using OLE Automation a programmer within your company can build automated systems that include scheduling Sample programs which demonstrate the use of this powerful capability are available on the www kidasa com web site These sample programs show how Milestones Professional can be linked to Microsoft Access Visual Basic and C applications Introduction 1 11 For example schedule data that is stored in a central repository such as Access Artemis Project Oracle SQL Excel Word and more can be extracted in order to populate a Milestones Professional schedule for presentation purposes Schedule automation insures the integrity of the database and the accuracy of the presentation schedule MS Outlook Import Export Milestones is now capable of importing both Tasks and Calendar Appointments from MS Outlook Choose the type of import and pick an Outlook folder then Milestones will generate a schedule See Chapter 11 for more information F C
158. ettings Set Symbol Date Format Date headings Click once on the date headings Or click Dates Date Headings Gridlines between task rows Choose Format Gridlines Horizontal Gridlines for entire schedule Then choose the Gridlines tab Task row shading Choose Format Gridlines Horizontal Gridlines for entire schedule Then choose the Shading tab Curtains Choose Format Vertical Shading Curtains Shade by Date Range Holiday and weekend shading Choose Format Vertical Shading Weekend and Holiday Shading Quick Reference Tables A 5 Format the Schedule TO ADD OR CHANGE DO THIS Default symbol date and text Double click the symbol in the toolbox Click the location for a symbol in your Text and Date Properties tab toolbox Default symbol size Choose Format Frame Highlights Symbol Size SmartColumns Choose Insert Rows Columns New Column or click once on an existing column heading choose Switch to Column Heading then use the drop down menu under Column Type and Format to choose one of the SmartColumn Definitions Default text styles Choose Format Default Text A page break Click the Ml tool Right click the task row you want at the top of the next page and then click Insert Page Break Default symbol text Double click the symbol in the toolbox Click the Default Text tab Enter text or choose a column and press Insert Quick Reference Tables A 6 TO CHANGE A legend entry
159. files and graphics files are named for each task s WBS number For example if you click on Task 3 to see Task 3 s sub tasks the HTML file is named 3 1 HTML and the picture of the schedule is 3 1 HTML0001 jpg The exception is the main rolled up HTML page and graphic whose names come from the MLB file name For example the Milestones Professional schedule project MLB would result in the main HTML page project HTML containing a schedule graphic project htm 001 jpg Distribute and Present Schedules 13 8 Free Milestones Viewer Using the free Milestones Viewer your clients and co workers can view Milestones schedules The free Viewer shares these features with Milestones Professional e Open a Milestones schedule e Full printing and preview options e View symbol notes e Launch symbol hyperlinks e Copy a metafile of the schedule to the clipboard then paste into another application e Complete task filtering options Hyperlink Hub PROJECT RPV Development Shuttle Rockets Strike System Desig at So he Zoom to 100 2008 Tooltip and hover time control Target shared charts holidays and symbols folders for better collaboration Zoom controls Calendar and Continuous view modes Find and Go To Page options Integration Hyperlink http ifiwe kidasa com Hyperlink mailto support kidasa com Hyperlink C2006 Schedule 1 MLA view Motes Eg I
160. g the Toolbox and Sidebar Sidebar To display the sidebar To remove the sidebar To add and remove selected sidebar icons Combo and Standard Toolboxes Set Toolbox Size and Type Toolbox Free floating or Anchored in the Sidebar To display a free floating toolbox To display the toolbox within the sidebar Set Drawing Tools Defaults Box drawing tool Line drawing tool Circle drawing tool Set Symbol Defaults Choose symbol shape type letter mark and user defined symbols Choose symbol color pattern marking after status color shadow Choose positioning for symbol text date marking letter symbol Symbol positioning example Choose default symbol text Override Settings of Symbols Placed on the Schedule Override a symbol s color date text placement size and more Override symbol text color and styles line by line Hide all symbol date and text displays Symbol date prefix and suffix vi 3 10 3 11 3 11 3 11 3 11 3 12 Set Horizontal Bar Defaults Change bar shape pattern colors fade effect and shadow Override a bar s default fill color Always on top bars Set Vertical Link Defaults Chapter 4 Working with an Outlined Schedule Outlining Tools and Formatting Set the indentation amount for column text Outlining tools Outline your Tasks Outline tasks as you enter them Outline existing tasks Outline Level SmartColumn To add an Outline Level SmartColumn WBS SmartColumn Standard W
161. g times and ensures duration values remain constant for the dependent tasks Note that if a parent symbol is shifted within a block of non working time e g from a non working Saturday to a non working Sunday then the dependent symbols will not shift since the parent s date change had a net zero effect on duration In summary to force dependent symbols to move to the next workday time period and thus maintain the integrity of the duration values check Always move dependent symbols based upon duration Example In this example the task begins on Monday and ends on Friday The weekends are shaded and are non working days With Always move dependent symbols based upon duration moving the start date forward by one day would result in the end date moving ahead one day to the next working day as shown to the left The duration would remain as five days With L Always move dependent symbols based upon duration moving the start date forward by one day would result in the end date moving ahead one day to the next day regardless of working non working days as shown to the right The duration would change to four days if weekends are non working days Dependencies 5 4 Add and Edit a Vertical Link There are two methods for adding vertical links between symbols 1 Add a vertical link between two symbols which should be on different task rows using the mouse and 2 add vertical links between symbols on selected t
162. ge of your schedule to fit within the Current Paper Size or it will allow each page to span as many sheets of paper as needed depending upon the printing options you select To avoid the need for scaling it is best to make sure that your Chart Size exactly matches the Current Paper Size The measurements in the Page Layout dialog box are shown in U S inches If your regional settings are set to use metric then the measurements will be shown in centimeters Formatting and Layout 6 1 The yellow border surrounding the sample chart in the preview screen shows the unusable area of the paper where the printer cannot print as reported by your current printer You should keep the margins large enough so that no part of the sample goes into the yellow area Change the number of columns and rows Milestones Professional allows for up to 20 columns 10 on each side of the schedule Columns may contain text dates values and symbols Display 2 to 300 rows per page 1 Choose Layout Page Size Full Page Layout Dialog Click on the Columns and Rows tab Page Layout Chart Size and Margins Columns and Rows Legend 11 12 331415 16 17 8 SH wD Left Text Column Widths Right Text Column Widths 2 Under Left Text Column E AE N E i e la eden eG Widths enter a value in 0 00 0 00 0 00 0 00 EN 0 00 0 00 o oo 0 00 0 00 inches in order to create a DD OD OF OO Comin Description O column on the left side of 1 F 3 4 5
163. h symbol that has a hyperlink to a URL or non Milestones file Hyperlinks to Milestones schedules are not processed Internet Publishing Wizard Please indicate whether or not you wish to include a bitmap of your schedule as part of the HTML file IF you have a multi page schedule each page will be a separate bitmap Press Mest to continue Select the Bitmap Options Include a bitmap of each page Include a Hyperlink Image Map Bitmap Format JPEG Compression Image Scale Graphic File Name Starter C Show Roll up Indicators in Graphics Output Choose Next 7 Choose Browse to select the file name and location for the HTML and graphics files All other HTML files and graphic image files will be placed in the same folder e It is highly recommended that you create a folder in which to place these numerous HTML and graphics files e When you publish an entire tree of hyperlinked schedules and images quite a few files can be produced All references to files created by the wizard are relative to the folder that you choose That is no referenced file or image has a path in front of the filename This makes it easy to move the contents of the entire folder to a web server e HTML files or images created that are based upon filenames that have blanks will have underscores where the blanks were This is done because some browsers cannot handle blanks in filenames 8 Choose Next 9 Review your selections and press Finish The HTML
164. hape 3 6 size override 3 7 text 2 12 text and date positions 3 8 text background colors 3 8 type 3 6 user defined shapes 3 6 symbols fill to status 2 23 symbol text 1 13 add 2 12 based on column text 3 10 default symbol text 3 10 draw at angle 3 9 hide all 3 11 override colors 3 11 SmartColumn 2 13 transparent 3 8 Symbol Text SmartColumn 2 13 symbol types 1 14 T task line bookmarks 2 24 gridlines 12 9 12 10 12 11 hyperlinks 10 4 hyperlinks clear 10 6 shading default 12 8 shading by outline level 12 10 shading selected tasks 12 10 tasks per page 6 2 templates 1 17 2 30 12 2 create 12 6 format a blank schedule 12 3 12 5 format existing schedule 12 4 save 12 6 save as default 12 6 schedule setup wizard 12 5 what templates do not retain 12 3 what templates retain 12 2 text 1 13 add 2 12 column heading 12 14 column text 2 17 find and replace 1 7 format by outline level 12 10 hide all symbol text 3 11 options 1 13 Text tool 2 6 timeline date headings 6 9 title area 2 2 toolbox 2 4 3 1 Arrow tool 2 6 box tool 2 6 circle tool 2 6 Combo Toolbox 2 4 3 2 customizing 2 5 customizing the size 3 3 default 2 4 2 5 floating 3 4 line tool 2 6 Plus tool 2 6 sidebar 2 4 3 4 size 3 3 Standard Toolbox 2 5 3 2 Text tool 2 6 tools 2 6 2 27 type 3 3 Type 1 ValueSet 14 4 Type 2 ValueSet 14 6 Type 3 ValueSet 14 8 Type 4 ValueSet 14 10
165. hart amp systime for the computer time T a neo CCICIG Click the INI line tool the El box tool or the circle tool and then click and drag on the schedule to add a line a box or a circle Legend Choose Layout Legend Size and enter 1 0 or more for Enter Legend Height Legend entry Choose Insert Picture Legend New Legend Entry Graphic Choose Insert Picture Legend Picture from File Or copy the graphic to the clipboard from another application Choose Edit Paste Picture Note To convert a graphic file to an embedded graphic click once on the graphic then choose Selection Properties Convert to Embedded Graphic Column heading text Click once on the column heading and edit text Quick Reference Tables A 4 Format the Schedule TO ADD OR CHANGE DO THIS Choose Layout Page Size Chart Size Number of task rows per page Choose Layout Page Size Rows per Page Page to a schedule Choose Insert Page Insert a New Page before Current Page or Insert a New Page After the Last Page Column Choose Insert Rows Columns New Column Background color or frame Choose Format Frame Highlights options Background color border frame corners Choose Layout Page Size Page Margins Column width Click the Ml tool Click and drag on the column edge with your mouse The cursor will change to HH at the column edge Date format for symbol dates Choose Dates Date Related S
166. hat each successive outline level will be indented for this indent per Outline Lewel column 0 30 indent m from right For example outline level 2 will be indented 25 inches from the cell s left margin level 3 will be indented 50 inches from the left and so on Outlining tools A The Tab key on your keyboard can be used to indent tasks for outlining purposes This feature can be turned on and off as follows 1 Choose Tools Program Options Edit 2 Use TAB key for Outlining Now by selecting a task row and then pressing Tab the outline level increases by 1 e g from level 2 to 3 By pressing Shift Tab the outline level decreases by one e g from level 3 to 2 By selecting a task row with the arrow tool you can quickly indent task rows using the 2 outdent and indent icons found in Selection Task Row Settings Outline Level Yet another way to indent for outlining is using Alt Shift Left Arrow key for outdenting and Alt Shift Right Arrow key for indenting Working with an Outlined Schedule 4 2 Outline your Tasks You can outline existing tasks or outline tasks as you enter the task names Outline tasks as you enter them Click the tool in the toolbox Click once in the first cell below the column heading and type an Outline Level 1 task name Click the 4 key on your keyboard to go to the next cell in the column Press the Tab key or click the icon and type the Outline Lev
167. he completed portion The longest duration uses the full width of the schedule area The duration bars do not represent start and stop dates To display the Duration View choose View Viewing Options Chart Type Gantt Duration View The duration values and duration bars are based on the settings found in Layout Other Duration Settings Gantt View Task A1 Task A2 Task A3 Duration View Task B1 Task B2 Task B3 Task A1 Task A2 The default bar color is red and can be changed to another color under Tools Program Options General Task A3 Project B Task B1 Task B2 Task B3 The Basics 2 34 Gantt Percent Complete The Percent Complete view mode replaces the Gantt bars and symbols with bar graphs indicating each task s percent complete Each task displays a bar indicating its percent complete A bar s length corresponds to a task s percent complete value in relation to the date heading length That is a task which is 50 complete will display a bar which traverses half of the date heading s length The percent complete bars do not represent start and stop dates The summary percent complete bar ignores any overriding status symbol placed on the summary row To display the Percent Complete view choose View Viewing Options Chart Type Percent Complete Page 1 of 1 4 24 09 0 o 2009
168. he Task mouse at the bottom of the column heading cell as shown to the right Click here to select entire column 3 Choose Insert Column and select from the list of column types The new column will appear to the left of the selected column Move a column 1 Click the Li tool 2 Move the cursor to the top edge of the column to be moved until the cursor becomes a 3 Click and hold the mouse button and then drag to the new location As you drag a faint outline of the column moves with the cursor Formatting and Layout 6 6 4 An insert point will Milestones Professional TestSchedule1 MLA DER or X h SS File Edit View Insert Format Tools Window Help appear SNOWING you OFM x sO5 9 22309 2 RAs 2 4 where the column will PYF an Taser S eae appear when you release the mouse button When you move a column to the far left or far right edge you may need to grab the column near the column s left or right edge to allow room for the 3 column to clear the edge EAEL C ae of the chart Remember that the total width of all the columns together takes away from the area reserved for the schedule If your column widths must be so wide that there is no room left over for the schedule then you need to consider changing your chart width Delete a column 1 Click the tool 2 Select the column by left clicking the mouse at the bottom of the column heading cell as shown to the right
169. he source schedules that make up this master schedule are listed below Note that any changes made to a task in a Master Schedule are not made to the source schedule and will be eliminated when an update is done C ProjectB mlb C ProjectC mlb add schedule Delete Schedule 2x Sub schedules will fill the master schedule in the order shown in the Master Scheduling Properties dialog box When deleting a sub schedule from the list in the Master Scheduling Properties dialog box the schedule itself is removed only from the master schedule not deleted from the hard drive of the computer 3 Treat the Current Schedule as the Master Schedule 4 Insert Page Breaks Between Sub Schedules Sub schedules will be separated by page breaks in the master schedule 5 Insert Hyperlinks in each task line to the source Sub Schedule Every task row will have a task row hyperlink shortcut to the source sub schedule from which that task originated 6 Automatically Update when Master Schedule is Opened Each time this master schedule is opened the latest sub schedules automatically populate the master schedule e Otherwise the master schedule has to be updated through File Master Update Master Schedule e It s important that all of the sub schedules be available when this update is done or they will be left out of the update 7 Click the Add Schedule button to launch the Windows browser Locate and se
170. hedule Program Help Go to page v x Delete Vv Select an entry above and then Select an entry above and then press Add gt gt press lt lt Riemove To display the sidebar 1 Choose Tools Customize Sidebar Options 2 Select either Show Sidebar on left or Show Sidebar on right 3 You must close and restart Milestones for this change to take effect To remove the sidebar 1 Choose Tools Customize Sidebar Options 2 Select Do not show Sidebar This will make the toolbox free floating 3 You must close and restart Milestones for these changes to take effect To add and remove selected sidebar icons 1 Choose Tools Customize Sidebar Options 2 Add sidebar icons Select from the list of Available Sidebar icons and then click Add gt gt 3 Remove sidebar icons Select from the list of Current Sidebar icons and then click lt lt Remove Customizing the Toolbox 3 1 Combo and Standard Toolboxes There are two versions of the toolbox The Standard Toolbox groups the symbols and bars separately while the Combo Toolbox combines two symbols and one horizontal bar on each row for symbol bar symbol combinations The Plus Arrow and Text Tools vertical links and drawing tool sections are the same Standard Combo Toolbox Toolbox wm Add move and text tools Click to select lt _ Drawing Tools Click to select __ Double click to
171. hedule template using your format and toolbox settings will be displayed The default file locations Choose Tools Program Options Folders Click the Browse button to set the default locations A bar or link in your toolbox Double click on a horizontal bar or vertical link in the toolbox A symbol in your toolbox Double click on a symbol in the toolbox The toolbox size other options Right click the toolbox and choose Toolbox Properties Select the number of symbol bar symbol combinations and other options The sidebar Choose Tools Customize Sidebar Options Changes to the Show and Do not show options require you to close and restart Milestones Month and week day names Choose Format International International Number and Currency Settings Pick from Month Names Weekday Names and Page n of n Quick Reference Tables A 10 Work with Other Applications TO DO THIS DO THIS Copy a picture of the schedule Choose Edit Copy Schedule Copy Metafile to a document to Clipboard In your other application click Paste Special Choose Enhanced Metafile Embed a schedule into another Choose Edit Copy Schedule Copy Schedule document to Clipboard OLE In your other Windows application click Paste Special Or locate the schedule using Windows Explorer Click and drag the schedule name to the other application s window and release Copy a schedule with a Before copying the schedule to
172. ht enter a value in inches 2 Choose the Apply Legend Changes button to make changes 3 Choose the Full Legend Settings button to access more Legend options Legend Size 4 Under Entries Per Row enter the number of legend entries to display on each row in the legend Page Layout Chart Size and Margins Columns and Rows Legend Size and Frame Override Legend Entries Per Row Symbol Size Leave a Gap between Chart and Legend Legend Height Frame Legend 5 The legend symbols and connectors use the default symbol size setti ng E nter C Floating Legend Use Mouse to Move and Size a value under Override Legend Symbol Size to override the default setting for legend entries Frame Legend to draw Background Color Override and Shadow Background Color Override NN Effects Fade to Bottom v Target Color For Effects Shadow Color Draw Shadow Shadow Size Small OMed O Large a border around the legend area f Floating Legend to be able to position the legend anywhere Legend background color and shadow Click Change to choose a background color for the legend To fade that color to a target color choose Change next to Target Color for Effects Next choose a fading Effects for the two colors to fade together To display a shadow around the legend check Draw Shadow and select a Shadow Color Formatting and Layout 6 4 Legend entries The Legend heigh
173. ication Status Report O Left 2 Under Title Text click Center once and enter text O Right 2 Title Background Color Override Border Title Width Shadow 3 Under Title B chance V Draw Border Backgr ound Color m width O Title Text Schedule Override click Change ET gt to Bottom X Draw shadow and choose a color Target Color for Special Effects Size Small OmMed O Large 4 Choose a fade Effects m data Blue None O Engrave O Emboss Shadow for fading from the bac kg roun d CO or to th e C Insert Extra Space Under Chart Title target color Under Target Color for Special Effects click Change and choose a color Choose a text Justification Under Border and Shadow choose to draw a Border around the title Choose to add a Shadow and choose the Shadow Color and Size SS N a p The background color border and shadow can extend the Width of Title Text or Width of Schedule 10 Choose to Engrave Emboss or Shadow the title text 11 An Extra Space can be inserted between the title and the schedule The options above would result in the following chart title Status Report Formatting and Layout 6 8 Date Headings You can have up to 4 levels of Date Headings on your schedule shown above the schedule area below the schedule area or both The Date Headings are used as a reference point for the symbols and bars on your schedule You should select headings that
174. ick once on any column cell on the summary line This will activate the Selection menu 2 Under Selection Summary Bar Color Summary Bar Color Override select a color for the horizontal bar by clicking on the colored box 3 Next to Baseline Summary Bar Color Override select a color for the horizontal bar Working with an Outlined Schedule 4 7 Example Override summary bar symbols horizontal bars and fill colors This schedule below left has default symbols and bars for baseline and normal summary bars as shown in the legend Project Baseline Actual Below Summary Bar Overrides Finish Finish E have been set for all outline level 1 activities 7114 105 12 15 05 Task A1 Further the Task A2 activity has a summary bar fill color override Task A2 8 24 05 1 6 03 Task A9 ALO Project 2005 2006 Baseline Actual Task ylalslolnlolalelulalml s aO sue Task B1 Task A1 7 44 05 12 15 05 Task B2 Task A2 9 24 05 1 8 06 Task B9 Task A3 Task B2 9 24 05 1 8 06 Task B4 Task B5 10 20 05 3 11 06 Summary Bar Overrides Start Symbol Connector End Symbol a J g 11 14 05 5 23 06 Summary Bar Color Override Task B3 3 5 06 Task B4 11 18 05 5 9 06 2 23 06 6 12 0
175. ick the Ml tool Hold the Ctrl key and click once on each task row whose symbols will be connected vertically Choose Insert Vertical Links Vertical Links between selected task rows Task row in between two Click the M tool Select the task row above which existing task rows you want to insert the new row Choose Insert Rows Columns New Task Row Current date line Choose Dates Current Date to format Date headings Click once on the date headings within the schedule with the arrow tool This will activate the Selection menu Or choose Dates Date Headings Start and or end date for the Choose Dates Start and End Dates to format JULI schedule Click on the GH icon to view the calendar Quick Reference Tables A 1 Scheduling Basics TO ADD OR SET DO THIS To turn on date sensitivity Click Dates Date Related Settings then on Symbols Fill to Status Date Repeat for Bars Fill to Status Date This causes bars and or symbols to display an after status fill color after the current date Progress of a task row using a status Adda status symbol by double clicking on symbol one of your toolbox symbols and clicking the Status Symbol option Add the symbol on any task row to adjust the task s progress Constraint date for a symbol Click the Ml tool Click once on the symbol then choose Selection Constrants Set up a column for indenting Click once on the column heading Choose Selection Switch to
176. ight Sreli Design Hold the Shift key if Computer Modeling you need to select a range of task rows amA pe Analysis 3 esign Review Dependencies 5 6 3 Choose Insert Vertical Link s e Choose to Link Normal symbols or Link Baseline symbols Create Vertical Links Dependencies Click OK to link symbols vertically on the selected task rows Choose the type of symbols to link and the type of link to create below The vertical link currently selected in your Toolbox will be used bo display the links Type of Symbols bo Link Link normal symbols Link Baseline symbols Direction to Link Downward Upward Type of Link FS Finish to Start 55 Start to Start O FF Finish to Finish 5F Start to Finish e Choose to make Upward or Downward links between symbols e Choose the type of link o EEN _ Start to Start per eet Finish to Finish Edit an existing vertical link Chapter 3 discusses how to change the default settings for vertical links Here is how to change a single vertical link that is already on the schedule from one type to another 1 Inthe toolbox click the Li tool 2 On the schedule click once on the symbol from which the link extends 3 In the toolbox click once on the new vertical link The new vertical link appears Dependencies 5 7 Remove Vertical Links Vertical links can be removed from their originating symbols When multip
177. ight blue dashed line around the edges shows the margins that you have selected The yellow border identifies the unprintable portion of the schedule If your chart extends into this yellow area it may be cut off when it is printed Printing 7 1 Print Options To format the printing output of your schedule choose File Printing Printing Options Symbol notes color and output size General tab printing options Print Options General Print Exclude Columns Default Printer e Symbol Notes and Symbol Notes and Collapse Expand Indicators Co I lapse Expand l nd icato rs C Include Symbol Notes Page C Only Print Symbol Notes for Printed Symbols C Include Collapse Expand Indicators on Output e Color Color Print Colors in Shades of Gray Force Color Output e S pec ify O u t p ut S l Ze Background Colors Also Affects Column Background Include On Prints and Metafiles Interior Areas Only Specify Output Size Within these options you Can O Use Specified Size ch oose to Scale to Fit Selected Paper Size Horizontal Vertical O Use Custom Scaling Specified Include Symbol Notes Page to print a separate page containing the Symbol Notes entries These will be numbered according to the numbered symbols on the schedule so that you can match the notes to the symbols e To print the symbol notes without printing the schedule choose Tools Reports Symbol Sym
178. iles 11 2 single column 11 9 include schedule in other document 1 11 indenting 4 2 column text 4 3 shortcut 2 27 indicator symbols 15 1 Calculation Indicator SmartColumn 15 5 example 15 1 insert column 6 6 international numbers format 15 13 international support 1 17 internet publishing 13 2 create graphics and web pages 13 4 13 7 create graphics only 13 3 graphics options 13 3 tiered hierarchy 13 7 web page with drill down 13 7 Index 3 keyboard shortcuts 2 27 landscape 6 1 launch hyperlink symbol hyperlink 10 3 task line hyperlink 10 5 layout page 6 1 legend add legend entry 6 5 delete legend entry 6 6 floating 6 6 move legend entry 6 5 lines per page 6 2 line tool 2 6 linking hyperlinks 10 1 OLE 11 14 symbol linking 9 1 symbol to files and URLs 10 1 tasks to files and URLs 10 1 link steps 2 9 link tasks vertically 5 1 M master schedule 8 1 8 2 create 8 4 delete move change sub schedules 8 4 example 8 1 formatting 8 3 tips 8 6 update 8 5 versus symbol linking 9 8 metafiles 11 15 Microsoft Project interface 11 2 open MPP files 11 2 refresh feature 11 3 Wizard 11 2 Milestones Viewer 13 9 MPX Index 4 export 11 8 MS Project Column 2 19 negative number format 15 13 network faster open and save 2 30 numbers format 15 13 O Object Linking and Embedding 1 11 11 13 OLE 1 11 11 13 automation 11 16 link versus embed 11 15 open
179. ilt in stoplights appear based on user entered numbers G Y R and B can appear with the stoplights or display color fills instead of the stoplights Custom Stoplights Assign numbers 1 through 10 to any symbol color and optional text Optionally display color fills instead of the stoplights Create a Stoplight SmartColumn 1 Choose Insert Rows Columns New Column Stoplight For Standard Stoplights e Under Standard Stoplight choose Numbers 1 4 Standard Stoplight Numbers 1 4 1 Green 2 Yellow 3 Red 4 Blue Include G Y R B Text e When 1 is entered in a column cell a green stoplight symbol will appear 2 displays a yellow stoplight 3 displays a red stoplight 4 displays a blue stoplight e Include G Y R B Text to display these letters with their appropriate stoplights or color fills For Custom Stoplights e Under Custom Stoplight choose Custom Pick your own Custom Stoplight Custom Pick your own numbers symbols colors and text Mumber Symbol Color Text Ried e Select any Number 1 through 10 e Select a Symbol to appear when that number is entered in a column cell e Select a Color for the symbol or column cell fill color e Optionally enter Text up to 29 characters to appear with the symbol or cell fill color SmartColumns and Indicators 15 2 2 Optionally Fill the cell with color instead of displaying a symbol to do just that The selected colo
180. ing link Suzy Rachel Ross Joey Task 6 Richard Task 7 Betty Task 8 Anne Task 9 Status 1 Completed Task To be completed In this example the darker arrow symbol pointing upwards controls the date of the lighter arrow symbol pointing downwards on the summary row Thus the lighter arrow has an outgoing link to the darker arrow which is a named target symbol When the darker arrow target moves the lighter arrow outgoing link will move accordingly Symbol Linking 9 5 Name the target symbol 1 Click the arrow tool Li in the toolbox 2 Click once on the symbol that will control the date of another symbol This will activate the Selection menu e In the example on the previous page this would be the darker arrow symbol 3 Inthe Selection menu click the Unique Symbol Hame tor Incoming Links Symbol Links tab and go to the Used when this symbol is a Link Target Incoming Link and Automation ooo E Tag section as shown to the right 4 Under Unique Symbol Name for sais Fo Incoming Links Used when this symbol is a Link Target enter a Incoming Link and Automation Tag symbol name 5 Click the apply button E Repeat this process to name other target symbols in this schedule and then Save the schedule fA Link a symbol to the named target symbol 1 Click the arrow tool k in the toolbox 2 Click once on the symbol whose outgoing link
181. ions if applicable 5 Choose OK to return to the schedule 6 Click the text tool T click once in a cell in the new column and then enter the values e When the schedule is outlined only the lowest outline level tasks should receive values because entered values roll up to upper level tasks as set under Layout Other Summary Bar Settings 7 Repeat for other column cells Track and Graph Values 14 8 Create a Type 3 ValueSet that will reference a column containing values 1 Choose Tools Graph Options Setup ValueSets e The Create or Edit ValueSets dialog box Create or Edit ValueSets appears revealing 9 Fress the Create Edit button to define a new ValueSet or to change the values Available ValueSets or source of an existing Valueset 2 To the left of Set Alignment D eaUe ae for ValueSets choose a 1 No Name Assigned Contains 0 Values time period by which the 2 No Name Assigned Contains 0 Values values will be totaled and 3 No Name Assigned Contains 0 Values Create Edit 4 Mo Hame Assigned Contains OY alues graphed Create Edit g 3 Click any Create Edit button with No Named Assigned The ValueSet Properties dialog box appears as shown below Type a value category name for ValueSet Name here Budget is entered 5 Click Type 3 Allocate Column Values Across Timeline From the Select Column list choose the appropriate column e Allocate to Current Date Values will be sp
182. is feature is not compatible with the sidebar ig Document Microsoft Word Eile Edit View Insert Format Tools Table Window Help Project Proposal dhe Lc PA ech ae Prad on TY Page 1 Sec 1 1 1 k 9 5 Ln 25 ieoi Working with Other Applications 11 13 Embed a schedule in another document An embedded schedule becomes a part of the document in which it is embedded The embedded schedule is not linked to the original source schedule meaning a change in the source schedule does not equate to a change in the embedded schedule 1 In Milestones choose Edit Copy Schedule Copy Schedule to Clipboard OLE 2 In your other Windows document Word Excel or any other OLE application click Edit Paste Special The document s Paste Special dialog box appears 3 Choose Paste and Milestones Professional Schedule Object and then click OK 4 Close the Milestones schedule used in Step 1 and then double click on the embedded schedule e lf you had Allow In Place Activation checked then the schedule can be edited within the document Otherwise the schedule opens in Milestones e lf you make changes to the embedded schedule then those changes will be retained in the embedded schedule not the source file when the schedule is closed Link a schedule into another document When a Milestones schedule is inserted into a document as a linked object a connection is maintained between the source schedule and th
183. k dates so that when one date changes the dates that are dependent upon that date also change Within any one schedule symbols on different task rows are linked using vertical links as shown in the example below Any of 15 vertical link shapes can be used Any symbol can have up to 5 vertical links extending from it Hardware Design Schedule February March Am Preliminary Engineering Design Starter Prototype Hardware Design Review Chapter 9 addresses symbol linking and symbol date dependencies between files Dependencies 5 1 Dependency Mode and Display Dependency Mode may be on or off If Dependency Mode is on then symbols that are dependent upon other symbols successors will move when the parent predecessor symbol moves When Dependency Mode is off then dependent symbols do not move The on off status of Dependency Mode is shown in the Status Bar at the bottom of the Milestones Professional screen as circled below Page 1 of 1 Dep Mode ON All Lines Visible Turn Dependency Mode on and off Dependency Mode is either on or off for the whole schedule It is a global setting 1 Choose Dates Date Related Settings Dependency Mode e Acheck mark by Dependency Mode indicates that it is on or 1 Click the R tool in the toolbox Right click any symbol Choose Turn On Dependency Mode or Turn Off Dependency Mode e Even though you only selected one symbol and turned the dependency mode on
184. k row settings 1 Choose Format Gridlines Gridlines Shading Font Sizes by Outline Level e Apply New Grid Shade Selections to all Three Sections to quickly format all three areas of the schedule Left Columns Graph Schedule Area and Right Columns Any choice in one section is applied to the other two sections e Automatically Apply Outline level properties while editing schedule to have these settings automatically appear as you work with your schedule e Remove Overrides for this level Clears all gridlines shading text and summary bar settings for the selected outline level e Remove Overrides for all levels Clears all gridlines shading text and summary bar settings for all outline levels 2 From the drop down menu i choose the Outline Level that you will be formatting After making selections for this outline level choose another outline level Custom Formatting for Presentation 12 10 Gridlines tab 1 Shading tab 1 Outline Level Properties U nder Left Col um ns cl ick Outline Level Sea the rear wii to ee Je deaa shading and text P isplay options For the various outline levels once on Show Gridlines to ee turn off the default settings rae ing tea Sma Ba Click again to w Show Left Columns Graph Schedule Area Right Columns Gridlines or leave as L to Picea eee ae wees h id e g rid l nes sai override ad override ag override Choose a Line Type oe Line Type Lin
185. l e Choose the Symbol Color for the symbol or color fill Condition is based upon the value in a cell 6 The indicator can appear based on a value in the column cell e Condition is based upon the value in a cell e The indicator will appear when a cell s value is greater than the first value and less than equal to the second value e Do not use commas or currency signs when entering values 7 Choose OK to return to the Pick indicator symbology based upon the following conditions list 8 Repeat Steps 3 7 to activate other indicators Choose Symbol size and symbol alignment Track and Graph Values 14 19 10 Display numerical value also to show the values ad Display numerical value also to only show the indicators resulting from the column values 11 Choose OK to return to the Column Properties dialog box where you can add a column heading title and format the column data for currency decimals and other selections 12 Choose OK to return to the schedule The example below has two Type 2 ValueSets Budget and Costs Monthly budget values and cost values are entered for each task The values are totaled for each month then displayed and graphed below the schedule The Budget per Task and Costs per Task columns are ValueSet SmartColumns The Budget per Task ValueSet SmartColumn totals the Budget Type 2 ValueSet values for each task row The Costs per Task V
186. l settings Use of marbled fill patterns increases the size of printer files and metafiles especially on high resolution printers Thus printing time may be increased Custom Formatting for Presentation 12 6 Gradient fills Gradient fills allow you to fade the background or fill color from one color to a target color in many directions to top bottom center and more These special effects can be chosen for many parts of your schedule including horizontal bars date headings column headings task shading legends DataGraphs individual cells and more as shown below Jun All Projects lt e Project A a v Project B C D Project C C V LESS Y Planned gt Summary v Status Custom Formatting for Presentation 12 7 Task Shading Gridlines Text and Summary Formatting Milestones offers many task row shading gridline text and summary bar formatting options including e Default shading and gridline settings for all odd even task rows e Override individual shading and gridline settings for selected task rows e Override shading gridline text and summary bar settings by outline level Default gridlines and shading for all odd even task rows Any outline level formatting options as described later in this chapter will override these default task shading and gridline selections Therefore you should choose to use either these default setting
187. l look like this he Release the mouse button and the legend entry will appear shifting all other entries to the right and down if there is more than one row of entries Formatting and Layout 6 5 Move and resize a floating legend Resize a floating legend by moving the cursor to the right or left edge or a corner then click and drag with the or a cursor Move a floating legend by moving the cursor to the bottom or top edge of the legend then click and drag with the h cursor Delete a legend entry To delete a Legend entry either right click on the entry and select the Delete Legend Entry option or click once on it and select the Delete This Entry option from the Selection menu or press the Delete key on your keyboard Columns You can use the Columns and Rows tab in the Full Page Layout Dialog box to insert columns by simply changing a width from 0 0 to some other value but the easiest way to insert columns is to simply use the Insert menu Insert a column To insert a column next to the schedule area then you can move it e Choose Insert Rows Columns New Column and select from the list of column types The column will appear closest to the schedule area on the left side When the left side of the schedule contains 10 columns maximum number allowed the new column will appear on the right side To insert a column between two existing columns 1 Click the k tool 2 Select an existing column by clicking t
188. lay For the Combo Toolbox select the number of symbol bar symbol rows that should display 4 The Combo Toolbox offers the option of activating the Arrow Tool when this schedule is opened This prevents accidentally adding symbols and connectors Extra Highlighting provides a black outline for selected items in the toolbox Show Light Blue Background for Current Selection provides a blue background for selected items in the toolbox Choose to show or hide the drawing tools 8 Choose to display 0 1 or 2 rows of Vertical Links Customizing the Toolbox 3 3 Toolbox Free floating or Anchored in the Sidebar Choose to display the toolbox as free floating or choose to display the sidebar in which case the toolbox is automatically displayed within the sidebar You cannot display the sidebar without the toolbox within it You cannot display a free floating toolbox and a sidebar To display a free floating toolbox 1 Choose Tools Customize Sidebar Options 2 Select Do not show Sidebar 3 You must close and restart Milestones for these changes to take effect To display the toolbox within the sidebar 1 Choose Tools Customize Sidebar Options 2 Select either Show Sidebar on left or Show Sidebar on right 3 You must close and restart Milestones for these changes to take effect Milestones Professional Scheduled Sidebar jF Q Ms Project Retesh Laye Fuma View Tesla Seleetion ig Help Duek Intent
189. le vertical links are attached to a symbol selected vertical links can be deleted in the Symbol Properties dialog box Remove a single vertical link 1 In the toolbox click the k tool 2 On the schedule right click the parent symbol from which the link extends 3 Choose Clear Vertical Links Remove vertical links from all symbols on a single task row 1 Right click the task row in the column area that contains parent symbols whose vertical links you wish to remove 2 Choose Clear Vertical Links Remove vertical links from all symbols selected task rows 1 In the toolbox click the Li tool 2 Hold the Ctrl key and click once on each task row in the column area that contains parent symbols whose vertical links you wish to remove This will activate the Selection menu Choose Selection Task Row Settings More Task Row Options Clear Vertical Links Remove selected vertical links from a single symbol 1 In the toolbox click the Li tool 2 Click once on the parent symbol from which the links extend J Choose the Vertical Links tab e The vertical links are numbered under Link e Linked to Task Row indicates the task row number at which the vertical link ends Linked to Symbol indicates the symbol at which the vertical link ends The number is the symbol s position counting from left to right with a base of 1 4 Click the Break Link button for the appropriate vertical link Dependencies 5 8 Milest
190. lect sub schedules to be added to the master schedule Click Open to add the schedule s to the master schedule list 8 Use the Move Up and Move Down buitons to change the order of the schedules Master Schedules 8 4 9 Use the Change bution to replace a selected file from the sub schedule list with another Milestones schedule 10 Use the Delete button to remove a selected file from the sub schedule list 11 Click OK when you are finished adding sub schedules Update the Master Schedule After adding the sub schedules to the master schedule the master schedule is not automatically populated with the sub schedules data The master schedule is either updated when opened as described in the previous section or the update is forced by choosing File Master Update Master Schedule The Master Schedule Update Results dialog box appears Master Schedule Update Results The results of the Master Schedule update are shown below Keep in mind that once Updated Successfully C Project4 mlb a master schedule is Update Failed C ProjectB mlb i Updated Successfully C ProjectC mlb built any changes made to tasks in the master schedule are NOT also made to the sub schedules lt If an update fails on any of the schedules it could be that the file no longer exists or is on a computer that is not available All sub schedules which were selected to merge into the master sched
191. ling you cannot make a schedule page span across multiple sheets of paper Only the Use Specified Size option allows that Preview Selected Lines Only is only visible if you call up the Print Options dialog while in Print Preview It has the same effect as the Selection option under File Print Print by date range Choose to print the entire schedule date range as set under Dates Start and End Dates or only a specific date range portion of the schedule Further you can specify a time period for each printed page as well as hide the columns after the first printed page gt Print Entire Date Range to print the schedule from start date to end date as set under Dates Start and End Dates Print Date Range Print Options Below Only to specify General Print Exclude Columns Default Printer the start and end date range to be printed Enter a Start Date and Date Range Adjustment for Printing Print Entire Date Range En d D a te or cl ck the peat sails End Date calendar icons to choose each d ate C Print Using the Time Periods Below Print Using the Time i Periods Below to select a time period to be printed on each page Printing 7 3 Exclude columns when printing Under the Exclude Columns tab check each column that should be hidden while printing Column heading text appears next to column numbers In this example all but the Project Activities column i
192. link This will activate the Selection menu 3 Choose Selection Hyperlinks Hyperlink Options as shown here Add File The above files and URLs are linked to thissymbal Click the Add File button to add a Hyperlink to a file Click Add URL the Add URL button to add a link to an Internet or Intranet address Click Break Link to delete the current link O Break Link Right Click on a Symbol With a Hyperlink to Display the Linked Document Hyperlink Options To add a file as a hyperlink such as a Milestones file a Word document etc 4 Click the Add File button 5 Inthe Link Document dialog box locate and select the file to hyperlink e You may need to change the Files of type to All Files 6 Click Open to add the file as a hyperlink To add a URL as a hyperlink such as an Internet or Intranet site 7 Click the Add URL button WCET AE he following dial to see the follo g dia og Key the Internet or Intranet UAL such as http fw kidasa com that box you would like to add as a Hyperlink 8 Enter the complete i address to the site and pi WWW Kasa COM hen click OK 9 View your hyperlinks by clicking the drop arrow to the left of Add File C Documents and Settings kevir EBRAMY Documents eyv4erspace rip C Documents and Settings kevin zEBRA SMy Documents ev4erspace mo la CAM asters chedule MLS tho ee kidassa com Hyperlinks 10 2 In Selection Hyperlinks
193. ls from the toolbox e OR choose to Fill the cell with symbol color not the symbol itself e Optionally enter Indicator Text to appear with the symbol or color fill e Choose the Symbol Color for the symbol or color fill SmartColumns and Indicators 15 7 15 The indicator can appear based on a value in the column cell Condition is based upon the value in a cell 1 lt Wale lt E e Condition is based upon the value in a cell e The indicator will appear when a cell s value is greater than the first value and less than equal to the second value e Do not use commas or currency signs when entering values 16 The indicator can appear based on text in another column s cells This would require changing the Column to compare to a column which contains text f Condition is based upon finding test in a cell in column Column compared to test this condition contains the test below Kevin e Condition is based upon finding text in a cell in column e The indicator will appear when a cell contains specific text that you enter 17 Choose OK to return to the Pick indicator symbology based upon the following conditions list 18 Repeat Steps 13 17 to activate other indicators until you have something like the example below 19 Choose OK to return to the Column Properties dialog box where you can add a column heading title and format the column data for currency decimals alignment and other selections
194. lues Type 5 Total of other ValueSets Create Edit 3 No Name Assigned Contains O alues Pick WalueSets to Sum Create Edit 4 Mo Name Assigned Contains 0 Values Create Edit 5 No Name Assigned Contains 0 Values Track and Graph Values 14 12 7 Inthe Select ValueSets to Sum dialog box the ValueSets to total 8 Click OK 9 Choose the Graphic Properties tab and make selections as described on page 14 14 in this chapter 10 Click OK to return to the Create or Edit ValueSets dialog box 11 Click another Create Edit button with No Named Select ValueSets to Sum Select the ValueSets to include in the Type 5 Summation YalueSet The current WalueSet and other Summation YalueSets cannot be included Current ValueSet Wo Name Assigned Available YalueS ets Nao Name Assigned No Name Assigned No Name Assigned No Name Assigned No Name Assigned Nao Name Assigned Cost 1 Contains 4 Values Cost 2 Contains 8 Values 3 Mo Mame Assigned Contains 0 Values Contains 0 Values Contains 0 Values Contains O Values Contains 0 Values Contains 0 Values Contains 0 Values Assigned to add another ValueSet 12 Click OK to return to the schedule Refer to the DataGraph section of this chapter to learn how to graph these values The ValueSets can also be displayed in separate DataGraphs as shown below Design Modeling 100 200 00 100
195. ly fill according to schedule data or entered data Choose from dozens of Date heading styles from years to minutes to custom entries The Schedule Area is where you can click and drag to add task bars milestones vertical dependencies and more The Sidebar contains the toolbox and a user defined list of Shortcut buttons for a variety of common activities The Toolbox provides the tools you need to build your schedule The Status Bar provides useful feedback to you while you work with your schedule The Toolbar is used to access frequently used options The schedule Title can be used to provide your project title The Legend contains user entered definitions for bars and symbols ValueSets are categories of values such as budget cost or manhours Those values can be graphed in the DataGraph area The Basics 2 2 Sidebar The optional sidebar is an extra toolbar anchored to the left or right side of the Milestones window The sidebar contains the toolbox and a user defined list of shortcut buttons for a variety of activities including moving from page to page creating web pages filtering applying a color theme creating a master schedule and much more Sidebar options Under the Tools menu in the Customize section choose Sidebar Options to make changes to the sidebar Changes to the Sidebar Options apply to all schedules Choose Show Sidebar on left Show Sidebar on right or Do not show Sidebar in which case the toolbox
196. mplate The schedule layout chart size margins column widths legend height rows per page Background color frame and shadow Calendar icons in date SmartColumns Chart title text format and background format but not the chart title text Column headings and SmartColumn settings Column Text Containing filters which were saved Current date line and text display DataGraph and ValueSet formatting Date headings and all timescale settings Date sensitivity options Default symbol size Custom Formatting for Presentation 12 2 Default text styles Dependency mode setting Embedded graphics Gridline settings Legend entries and legend format Month and weekday name overrides Multi Column Sort names which were saved Override Symbol Date and Text Display options Page number display Status line display toggle and properties Symbol date format Toolbox settings including the size of the toolbox and the symbols and connectors used View modes Gantt Calendar Duration Percent Complete When saving a file as a Personal Template or Standard Template these elements of the schedule are NOT saved with the template e Bars and lines in the e Number and currency formats DataGraph e Schedule title e Bookmarks e Sidebar and toolbar shortcut e Freeform text button list this is a global setting e Graphics files that are not applied to all schedules embedded e Symbols and bars on the e Hid
197. n Move a column Delete a column Right click to edit column Chart Title Date Headings Format the Date Headings Date heading Start number Date heading Frequency number Custom date heading Chapter 7 Printing ses cn ceeincte cos ose se eee occ eeeeeecessiseneencenentese Print Preview Print Options Symbol notes color and output size Print by date range Exclude columns when printing Default printer Chapter 8 Master Schedules ccccsseeeeeseeseeneeseenneesees Master Schedule Example Format the Master Schedule and Sub schedules Create a Master Schedule Update the Master Schedule Tips and considerations regarding master schedules General information A shared format for the master schedule and sub schedules More Resources vill 6 5 6 8 8 1 Chapter 9 Symbol Linking ccccceeseeeceeseeeeeeneeseeneeesees Symbol Linking Example Link Symbols between Separate Schedules Name the target symbol Link a symbol to the named target symbol Formatting Options Update Linked Symbols Link Symbols within the Same Schedule Name the target symbol Link a symbol to the named target symbol View a Report of Symbol Names and Links Symbol to Symbol Links Report Symbol Names Report Symbol Linking versus Master Scheduling Chapter 10 Hyperlinks ccscccsssseeseessescenseeseesseeseeneeesens Add a Hyperlink to a Symbol Activate a Hyperlink from a Symbol Add a Hyperlink to a Task
198. n the BCWP Column values and Budget Column values e Choose the More info button for an extended explanation and additional schedule formatting instructions 6 Choose OK to return to the Column Properties dialog box where you can add a column heading title and format the column data For extensive instructions and examples for Percent Complete SmartColumns press the Help button in the Percent Complete Settings Percent Complete SmartColumn dialog box SmartColumns and Indicators 15 16 Duration SmartColumn A Duration SmartColumn can be used to show the amount of time worked The duration value can be shown in minutes hours days or weeks Optionally indicator symbols text and colors can appear based on the duration values Create a Duration SmartColumn 1 Choose Insert Rows Columns New Column Duration 2 Choose a type of Duration column to insert Each column checked will be added to the schedule Also previously added columns that are later un checked in this dialog box will be removed from the schedule The duration display settings are found under Layout Other Duration Settings and are global for all duration SmartColumns Insert Duration Columns Select the Duration Columns you would like to use on your schedule IF you uncheck the box for an existing duration column it will be removed Normal Dates Duration This column shows the working time between the start of the task and the end
199. n hovering over a symbol Choose Tools Program Options Help Under Normal Tooltip Display choose a different length of time Edit Constraint Edit Symbol to Symbol Links Edit Symbol ValueSet Select Symbol in Toolbox Hyperlink C Documen My Documents evAerospace mpp Hyperlink http www kidasa com Hyperlinks 10 3 Add a Hyperlink to a Task Row Dozens of hyperlinks can be attached to any task row on the schedule 1 Click the arrow tool k in the toolbox 2 Click once on any column cell on the appropriate task row The row should now be highlighted If the cell only is highlighted click Selection Current Object Task Row Switch to Selected Task 3 Find the Hyperlink Settings section To add a file as a hyperlink such as a Milestones file a Word document etc 4 Click the Add File button 5 Inthe Link Document dialog box locate and select the file to hyperlink e You may need to change the Files of type to All Files 6 Click Open to add the file as a hyperlink To add a URL as a hyperlink such as an Internet or Intranet site 7 Click the Add URL button to EET A EE see the following dialog box Key the Internet or Intranet URL such as http dwa kidasa com that you Would like to add as a Hyperlink 8 Enter the complete address to the site and then click OK 9 View your hyperlinks by clicking the drop arrow C Documents and Settngs kevir EBRASMY Documentsseyv4ers
200. n menu Choose Aerospace Project Selection Current Object Task Row Phase 3 Switch to Selected Cell Team ABC 3 Choose Selection Cell Text Settings Set PM 4 Ferguson Line by Line Text Color Overrides 4 For each of the first five lines of text in the column cell choose an override color 5 Choose OK to return to the schedule Column heading text and shading 1 Click once on the column heading whose properties you wish to change This should activate the Selection menu In Selection Column Heading Text enter up to two lines of text 4 In Selection Column Heading Text Display Settings make selections for Text Style Horizontal Alignment and Vertial Alignment tm SS Color F Horizontal Wertical Text Style Alignment Alignment Text Attributes Background Color Special Effects Bru a JHE Background Apply Changes to all column headings aa Color Pip eset Column Heading Text Display Settings Choose a Text Color Select a Size for the column heading text Next to Background Color click the box to change the color Next to Background Target Color click the box to change the color S oO oY So u If you choose one of the Background Color Special Effects for fading the Background Color selection fades into the Background Target Color 10 Apply Changes to all column headings to apply the format settings to all other column headings Custom Formatting for Presentation 12 14
201. n the Viewer schedules cannot be edited nor can they be saved KIDASA is the only company that offers a free Viewer to go along with its project management software Anyone in the world may use the free Viewer even if they do not have any copies of Milestones Professional Right click a symbol to launch a hyperlink or view the symbol notes Set folder locations tooltip options color settings and more under File Preferences To Window over to another schedule that is open in the Viewer choose from other files listed at the bottom of the File menu Distribute and Present Schedules 13 9 Presentation Mode Use the Presentation view mode to present one or a series of separate Milestones schedules as a slide show with a full screen option and schedule manipulation controls Before using Presentation Mode change your File Printing Printing Options General setting to Scale to Fit Selected Paper Size This ensures that the schedule pages will be scaled to fit the screen Present a single schedule 1 Choose View Viewing Options Page View Presentation Mode 2 Choose Present the Current Schedule 3 With the Use Full Screen option the Milestones schedule fills the entire screen without any visible controls Presentation Mode Settings Present the Current Schedule When this option is chosen just the current schedule is shown under Presentation Mode Master Schedule List contains Schedules to Pres
202. ncludes any hidden tasks 4 Delete Selected Bookmark Now The selected bookmark will be removed from the list 5 Delete all Bookmarks Now All bookmarks will be removed from the list If you have five or more bookmarks a warning message appears reminding you that this operation cannot be undone 6 Choose OK Leave to exit the dialog box Display Bookmark icons Show Bookmark indicator to display an icon on bookmarked task rows h The icon will be displayed in the column directly to the left of the schedule area Project PROJECT MANAGEMENT PLAN AIM O O y pF T SYSTEM ENGINEERING F C REQUIREMENTS l ANALYSIS a The Basics 2 25 Add Graphics to the Schedule You can paste graphics anywhere on your schedule 1 Copy the image e g by right clicking on an image and choosing copy 2 In Milestones choose Edit Paste Picture 3 The Paste Picture cursor appears Lx 4 Move the cursor to the appropriate location and then click to paste the image Or 1 Choose Insert Picture Legend Picture from file 2 Browse to the graphics file select it and choose Open 3 The Paste Picture cursor appears Lx al Es A TN 5 4 Move the cursor to the appropriate location and then click to paste the image pa Pa S ame Maintenance Planning Forecast O N l Aircrat January February March April May July August September October November December C Check Paint 1122
203. ne This makes it easy to rearrange an outlined schedule Outline Description M OO O sakes Jan Feb mar Apr may Jun Working with an Outlined Schedule 4 11 Roll up and down using right click menus 1 Right click the task line whose sub tasks you wish to roll up hide 2 Choose to e Collapse Selected Task Row only rolls up hides that task s subtasks e Collapse All Tasks to Selected Level rolls up hides all tasks with the same outline level 3 Right click the task line whose sub tasks you wish to roll down show 4 Choose to e Expand Selected Task Row only rolls down shows that task s subtasks e Show All Tasks Rows rolls down shows all tasks Roll up and down by filtering task rows With the filter option you can quickly set your entire schedule to hide all tasks beneath a certain outline level 1 Choose Tools Filter Filter Task Rows 2 Select Outline Level as the type of filter 3 Enter the outline level to which all sub tasks should roll up This schedule below left has four outline levels By entering 2 as the filter roll up level the summary schedule below right is produced 301 Sunspot Excavate Plumbing Pool Plumbing Hook up Water 301 Sunspot Masonry Excavate 455 Tombstone Excavate Plumbing 455 Tombstone Plumbing Excavate Pool Plumbing Plumbing Hook up Water
204. nes Working with Other Applications 11 15 Automation The automation interface built into Milestones Professional lets you use programs written in Visual Basic or any other language that supports automation to interchange data programmatically between Milestones Professional and other automation capable applications such as Microsoft Project Access Excel and more The automation based MS Project feature was done using Visual Basic The use of automation based interfaces enables the interface to be much more dynamic and flexible than a file based interface such as CSV or MPX For example the following Visual Basic program would start Milestones add some symbols save the schedule and then exit Public Sub Examplel Set objMilestones CreateObject Milestones With objMilestones Start Milestones Activate Set Schedule start and end dates setStartDate 3 1 2005 SetEndDate 6 30 2005 Add task 1 single milestone PutCell 1 1 Task 1 AddSymbol 1 4 14 2005 2 Add task 2 by adding two symbols PutCell 2 1 Task 2 first symbol is connected to second on this task AddSymbol 2 4 20 2005 2 1 2 AddSymbol 2 6 15 2005 Add task 3 PutCell 3 1 Task 3 AddTaskUsingDuration 3 4 15 05 nFileHandleVariant 0 nFileHandleVariant Save nFileHandleInt nFileHandleVariant If nFileHandleInt 0 Then MsgBox File Save Failed
205. nge the Files of Type to TXT and select a TXT file 3 Follow the mapping procedure in the previous section Working with Other Applications 11 6 Import Tasks and Appointments from MS Outlook Milestones is now capable of importing both Tasks and Calendar Appointments from Microsoft Outlook version 2000 Custom Import or later The following import LD ms Project P choices are available in File l completed Tasks Only Import Options Outlook Legacy Formats X x Pending Tasks Only e Completed Tasks Imports all ODBC Tasks on or after Date tasks in the selected folder a Calendar that are marked completed Set MS Outlook Import Options e Pending Tasks Imports all tasks in the selected folder that are not marked completed e Tasks on or after Date Allows the user to select a start date and generates a schedule that includes all tasks in the selected folder with a start date on or after the chosen date Includes incomplete and completed tasks e Calendar Allows the user MS Outlook Import Options gj pray to select a date range h h PIX and generates a schedule that includes all calendar appointments in the selected In Outlook you can have multiple Task and Calendar Folders Select the options below to always use your chan Folders folder that occur within that range Always use my default Task Folder Shared Calendar Always use my default Calendar Folder e Shared Tasks If the above butto
206. ns Outlook Then select an existing task folder in Outlook or create a new folder for tasks to be created in Direct to MS Project Export Export your Milestones tasks to Microsoft Project with one easy step Choose File Export Options Project Other Export and Import Formats Milestones Professional continues to support all the proprietary CSV based import and export formats The primary proprietary format is the Expanded 20 Column format This format gives you complete access via a CSV file to most task row and symbol properties When Milestones is started from a command line or by another application it is possible to pass it a CSV file and other information needed via the command line This is an alternate method of controlling Milestones via another application For example you could have an Access application create a CSV file in a format that Milestones can read then start Milestones and have it automatically read and format the file for display Working with Other Applications 11 8 Copy all Pages to PowerPoint In addition to copying and pasting single metafiles of schedule pages it is possible to copy all pages to a PowerPoint presentation with one click Choose Edit Copy Schedule Copy all Pages to PowerPoint and Milestones will open Microsoft PowerPoint and paste a metafile of each schedule page into its own slide PowerPoint 2000 or later must be installed Paste Text and Numbers into Single Columns
207. ns are not checked then you will be e Set MS Outlook Import able bo pick the Folder to use each time you import Options This dialog lets the user specify that the default folder for Tasks and or Calendar Appointments should always be used when importing If this option is on the user will not be prompted to choose an Outlook folder Working with Other Applications 11 7 Export as XML For export options choose File Export Options XML and select an option You can export a Milestones Professional schedule in an XML format Simply map the columns in Milestones to selected fields save those preferences as an XML file then open that file in another application which reads XML files The same basic method applies to MPX exporting Choose which Milestones columns to export to XML 1 Choose File Export Options XML XML Column Mapping 2 On the XML Export Preferences dialog box choose lt NAME gt next to the column heading for the project activities e This is the only required field to export Other critical data is exported by default e g start and duration values for each activity 3 Choose other fields next to any other Milestones columns you wish to export Export the selected data to an XML file 1 Choose File Export Options XML Export Schedule to XML File 2 Enter a File name and Save MS Outlook Export Tasks can also be exported from Milestones to Outlook by choosing File Export Optio
208. nto tasks and sub tasks Use outline level shading to highlight various levels and text A click of the mouse Is all that s needed to roll up lower level tasks into a summary bar Display single summary bars based on lower level dates display lower level symbols and bars at the summary level and select individual symbols to appear on summary rows See Chapter 4 for more information ahi Jan Feb Mar Apr May Jun Panera a Sisk 3 subtask 1 Projet Task B1 a sutas 3 subtask 2 Task B2 Work Breakdown Structure WBS and other task numbering WBS numbering can be used in conjunction with outlining With a WBS SmartColumn the WBS numbers appear automatically based on the outline levels See Chapter 4 for more information WBS ra Description Lame oral Project A Phase A Task A1 Task A2 Task A3 Phase B Task B1 Task B2 Introduction 1 2 Easily show progress Fill bars and symbols to show activity progress Choose a color for the progress up to the status date and a different color after the status date Individual tasks can be adjusted to reflect whether they are on schedule behind schedule or ahead of schedule See Chapter 2 for more information Ahead of Schedule Control the after status fill colors Database Behind Schedule Upgrades ae Dependencies Easily create dependency relationships predecessor Setup P successor
209. ntt e Architecture amp Construction Budget Tracking e Business amp Finance Earned Value e Education amp Training Events Tracking e Engineering Project Presentations e Government Resources e Manufacturing amp Production Stoplights e Sales amp Marketing Track Status e Technology Custom Formatting for Presentation 12 5 Create and save a template Open a blank schedule and format it see the beginning of this section for schedule areas whose format is retained by a template Or open an existing schedule that is already formatted to your liking 1 Chose File Files and Templates Open and Save Options Save As File use the scroll down arrow Personal Template 2 Enter a template name in the field labeled File Name 3 If you wish to use this template as the default choose File Files and Templates Open and Save Options Save As File use the scroll down arrow Standard Template and name the template default mtp 4 Click Save If the template was saved as default mtp when you click New File Blank the new default template will appear Patterns and Gradient Fills Patterns In addition to the many symbol and bar shapes you can also fill the symbols and bars with a wide variety of colors and patterns A T h is Sam p es h OWS al aa a a E a A A a r r some of the patterns for horizontal bars and curtains Marbled fill patterns are full colored bitmaps which will ignore any color fil
210. ny formatting controls including the column and column heading formats SmartColumn settings and more Display 2 to 300 task rows per schedule page Row heights can be adjusted individually See Chapters 6 and 12 for complete coverage of formatting columns and rows Column Heading Column Task Row To enter text in a task row s column cell 1 Select the T tool in the toolbox 2 Click within one of the cells in the column area and begin typing Jan To move between column cells Press the arrow keys gt Y 4 on your keyboard to move between columns and cells The Basics 2 17 Change the column heading properties Click once on the column heading section the upper cell of the column This will activate the Selection menu in the toolbar 1 Under the Column Heading Text section enter up to 2 lines for the column name Click Apply Text Changes Set the column heading text alignment and text highlights in the Column Heading Text Display Settings section Choose a Background Color and optional Background Target Color Choose a Special Effects setting to fade from the column heading Color to Target Color Select a font size for the column heading text wW Apply Changes to all column headings to format all column headings like this one Change the column properties Column properties options control the column s background color text font size currency di
211. o graph these values Track and Graph Values 14 5 Type 2 ValueSet Sum of values keyed into task rows In this type of ValueSet values are entered by time period for each task row These values are displayed in the DataGraph as bars or lines and the values can be displayed above or below the DataGraph Analysis Design 1 Choose Tools Graph Options Setup ValueSets Modeling e The Create or Edit ValueSets dialog box appears revealing 9 Available ValueSets as shown below left 2 To the left of Set Alignment for ValueSets choose a time period by which the values will be entered totaled and graphed e Inthe example above the Alignment is Monthly 3 Click any Create Edit button with No Named Assigned The ValueSet Properties dialog box appears as shown below right 4 Type a value category name for ValueSet Name here Costs is entered 5 Click Type 2 Sum of Values Keyed into Task Rows Create or Edit ValueSets ValueSet Properties Press the Create Edit button to define a new YalueSet or to change th or source of an existing Valueset ValueSet 1 ValueSet Name Clear YalueSet Available YalueS ets Track and Graph Values 14 6 Data Source i i Create Edit 1 No Name Assigned Contains 0 Values Ele ee Properties Create Edit 2 No Name Assigned Contains 0 Values Type 1 Keyed in Global
212. o monthly view n pA l INTEGRATION MSH0N OPERATIONS aras COMMAND AMD CONTROL Ea SS mmn ee Se a a a e oo SSM TEST PLANING MISSION OPERATIONS Switch to weekly view SYSTEM TEST PLANNING System Engineering Complete COMMAND AND CONTROL ATTITUDE CONTROL Introduction 1 20 Gantt roll up views Switch between three different Gantt chart views including the normal Gantt view a roll up of single task bars and a roll up of lower level symbols and bars Gantt Normal View displays the default Gantt chart view Gantt Rolled Up to Single Bar displays one summary bar for each outline level 1 summary task Gantt Rolled Up to Multiple Bars displays lower level task bars and milestones as rolled up to outline level 1 summary tasks Duration View and Percent Complete View The Duration View mode replaces the Gantt bars and milestones with bar graphs indicating each task s duration In the Duration View below a bar s length corresponds to a task s duration value The gray fill indicates the completed portion The Percent Complete view mode replaces the Gantt bars and milestones with bar graphs indicating each task s percent complete Each task displays a red bar by default in this example yellow is used indicating its percent complete A bar s length corresponds to a task s percent complete value in relati
213. o the clipboard for pasting into another program for printing Symbol to Symbol Links Report The Symbol to Symbol Links Report displays data for each symbol which has an Outgoing link to another symbol including the task row on which the symbol appears the symbol s ordinal placement from left to right along the task row the symbol s date the name of the symbol to which it is linking and the full path to the file containing the named symbol Symbol Names Report The Symbol Names Report displays data for each symbol which has a target name including the task row on which the symbol appears the symbol s ordinal placement from left to right along the task row the symbol s date and the symbol s link target name as found under the Selection Symbol Links tab when the symbol is selected Symbol Linking 9 7 Symbol Linking versus Master Scheduling Schedules with symbol links are another way to maintain a type of master schedule but without the task rows being replaced each time an update is done as Is true in the Master Schedule feature When symbols are updated via symbol links only the dates are updated nothing else unless the symbol text option is chosen However in using a symbol linking method to update a top level schedule there is no way of knowing about new or deleted sub tasks Thus the method you use depends upon your own needs and methods of operation For more information and examples refer to Help
214. ompleted Tasks Only F Pending Tasks Only F Tasks on or after Date Study Opportunity 5 7 06 5 2110 py a Calendar Preliminary feasibility 5 2210 6 1 06 i Analyze Return on 6 2 06 6 100 ae pe eter npe SPONS Financial audit 6 5 06 6 14 0 E 75 Determine if there is a 6 11 0 6 17 0 Ay y 100 Financial Risk 6 19 0 6 19 0 M L 0 Safety audit 6 19 0 6 1910 M T 0 Legal audit 6 20 0 6 200 M 0 Personnel audit 6 21 0 6 2110 M 0 Supply audit 6 26 0 6 260 M E 0 Environmental audit 6 27 0 6 27 0 M c 0 Regulatory Risk 6 30 0 6 300 vA y 100 Personnel Risk 6 30 0 6 30 0 M B 0 Cultural Risk 7 4106 7 1 06 M o 0 Customer audit 7 2 06 7 2 06 M A 0 Engineering amp 7 2 06 7 2 06 M A 0 Marketing audit 7 7106 717106 M E 0 High Level Plan 7 31 0 8 2210 A m 0 Announce the deal 8 27 0 8 27 0 A 0 Analyze Historical Data 9 1 06 9 13 0 A 0 Not Started In Progress gt Deferred Waiting Y Complete Introduction 1 12 Extensive Text Entry and Graphics Options Symbol text Symbol notes Enter up to three lines of symbol Enter up to 10 000 characters in text This text moves with the symbol the symbol notes field This text Position the text anywhere around the is embedded in the symbol and symbol or center it on the bar appears when the cursor hovers over the symbol Optionall
215. on menu Choose Selection Current Object Column Heading Switch to Column In Selection Column Background choose the Background Color and Background Target Color by clicking the box as depicted below Background Color MF eset Change the Background Color Special Effects for the color fading from the Background Color to the Background Target Color In Selection Column Type and Format make selections for Text Style Alignment and Text Size to override the defaults AATA Text Style Text Size Decimal Places Column Alignment Set Text Color indent per Outline Lewel Options Jag ree o oo E eni from right Column Type and Format Under Indenting per Outline Level enter a value in inches to indent the text by outline level Under Decimal Places choose the number of decimals that will display for numbers in a SmartColumn Currency to add a currency sign to values in the column e The currency symbol is controlled under Format International International Number and Currency Settings See Chapter 14 for more about displaying numbers Custom Formatting for Presentation 12 13 Column text color override for individual column cell Text in column cells can be formatted for a specified color on a line by line basis for the first five lines in the cell 1 Click the arrow tool k in the toolbox Project 2 Click once on the column cell This should Name January activate the Selectio
216. on results as shown above Display numerical value also to only show the indicator that results from this calculation SmartColumns and Indicators 15 6 11 Choose a Symbol size 12 Pick indicator symbology based upon the following conditions to 13 14 display symbols text and or color based on the calculated values Click the drop down arrow to view 10 active ignored indicators and their conditions Condition click to modify Opt Text 1 A lonore 0 00 lt Value lt 100 00 a lgnore 0 00 lt Value lt 100 00 K 1 oy J I mr e ea a tt Comat Pama Co Iqnore 0 00 lt Value lt 100 00 Active 1 00 lt Value lt 0 00 Active 0 00 lt Value lt SU0000 00 Iqnore 0 00 lt Value lt 100 00 Iqnore 0 00 lt Value lt 100 00 Active SU0000 00 lt Value lt 1 00 Iqnore 0 00 lt Value lt 100 00 Iqnore 0 00 lt Value lt 100 00 Jb lgnore 0 00 Value lt 100 00 e Any of these symbols can be changed to another symbol from the toolbox wo a om oe oo hs e All symbols are set to Ignore until you create a condition for them to appear becoming Active Choose one of the ten symbols The Indicator Condition Settings dialog box opens as shown below Select the indicators Indicator Symbol Fill cell with symbol color instead of drawing symbol Indicator Text Optional text to overlay symbol Symbol Color e Choose an Indicator Symbol They are the symbo
217. on task row ValueSet value displays Suppress Leading Values of Zero For ValueSet numbers such as 0 35 to appear as 35 Show Average instead of Sum Normally ValueSet values are totalled by time period then displayed above the graph and graphed as summed values This option changes that computation to an average of values Ignore Zero values when computing average Does not consider ValueSet values of zero when computing average Under Graph Properties Note that the choice of displaying the values as lines bars or wide bars in the DataGraph is made in the DataGraph Options dialog box as discussed in the next section Line Style For line graphs in the DataGraph choose a thin line dotted line dashed line or thicker line Line Bar Color Choose a line color or bar fill color Bar Pattern For bar graphs in the DataGraph choose a pattern which fills each bar Marbled patterns are full colored bitmaps which will ignore any foreground or background color settings Use of these increases the size of printer files and metafiles especially on high resolution printers Thus printing time may be increased Solid Bar Target Color For the solid Bar Pattern only choose a Target Color for fading from the Line Bar Color to this Target Color For other bar patterns the Target Color fills the white area shown in the bar pattern sample Solid Bar Effect For the solid Bar Pattern only choose a gradient fill pattern for fading from
218. on to the date heading length That is a task which is 50 complete will display a red bar which traverses half of the date heading s length Q O D Q Q 3 Q Q Introduction 1 21 Calendar view A monthly calendar view of important events can be generated for any schedule The schedule title symbols and symbol text are displayed January 2008 Sun Mon Tue Wed Thu Fri Sat 2 3 find Location_ 9 10 11 12 A lt Vy y A fa is Status Pat A Bept meeting Project A ends gt A A Vv lt A 20 21 22 23 24 z 26 Project B begin 4 A A 31 Date heading scroll buttons Use toolbar scroll buttons fie ie to scroll through your schedule by any number of days so that you have a sliding time window For example set the number of days to scroll by to 30 to scroll a month at a time or to 7 to scroll a week at a time View schedule thumbnails Instead of the generic Milestones file icon view thumbnail images of saved Milestones schedules when viewing file lists in Windows Explorer s Thumbnails View mode This features works with Windows 2000 XP and later By default this save option is on Introduction 1 22 The best way to learn to use Milestones Professional is to go through each of the Tutorials available from the Help menu unde
219. ones Professional offers the most complete and flexible layout of any project management package available You have complete control over page size lines per page Individual row height and all other layout aspects of your schedule Layout In the new Smart Toolbar choose the Layout menu to access formatting choices such as page size legend size and datagraph size Change the chart size and margins Chart gt i Printer Size Haiz pai Orientation hd argins resp Bottom 0 5 Apply Setting Changes be Rows per Page Full Page Layout Dialog hake your changes press below Unda 1 Choose Layout Page Size 2 Next to Chart Size enter a horizontal and vertical value in inches 3 Next to Page Margins enter a value in inches for the Left Right Top and Bottom margin areas 4 Next to Printer Orientation choose Landscape or Portrait 5 Next to Rows per Page enter the number of rows that should appear on each page Select the Apply Setting Changes button to see the formatting changes you have made Scaling the chart size to the current paper size To access the current paper size click on the Full Page Layout dialog button found in the bottom right of the Page Size section Full Page Layout Dialog Create stamp size to wall size schedules The maximum horizontal and vertical chart size is approximately 300 inches or 25 feet When the schedule prints Milestones Professional will either scale each pa
220. ong to the keeper of the master schedule More resources For more detailed information examples and guidance on creating master schedules refer to Help Help Files Help Topics Index keywords master schedule Master Schedules 8 6 With symbol linking a symbol s date in one schedule can be based on a symbol s date in another schedule or the same schedule Symbol linking involves a few steps including naming the target symbol establishing the link from the outgoing symbol to the target symbol and updating the linked symbols A target symbol controls the date of a symbol whose outgoing link points to the target symbol The symbol with the outgoing link will find the named target symbol acquire the date of the target symbol and use that date to move the symbol to the same date Symbol Linking Example In the example below there are two schedules The Project Status Overview schedule is used by top level management to track status dollars and percent complete across multiple projects The Project 1 Detailed Report schedule is used by mid management to track the details of the project including task assignments task flow and task durations In the Project Status Overview schedule the start date on the Project 1 task line is linked to the first start date in the Project 1 Detailed Report schedule Likewise the arrow status symbol in the Overview schedule is linked to the arrow status symbol in the Detail
221. ontinue to be displayed at the size that is based upon the symbol size for the entire schedule Customizing the Toolbox 3 7 Choose positioning for symbol text date marking letter symbol Set the position of the symbol date symbol text marking letter and symbol itself as well as the symbol text background colors and the text and date background degree of transparency Symbol Options To set a symbol s defaults Sample Symbol A 1 Double click a symbol in the toolbox Symbol Shape Color Pattern Size Shadow Text and Date Properties Default Text Date Placement Text Placement Text Background Box 2 G ick the Text and Date Oabove Oleft above Oleft Fil area around text Properties tab OMiddle Center OMiddle Center Draw border Below O Right O Below O Right Cl Draw shadow O Hide O Hide O Bar Fill Color Date Background Text Background Change The Sam ple Sym bol changes Oopaque Default Oopaque Default m h r j n Transparent Transparent Usk add to atc y gt ur selections pa Marking Letter change you make them Upper Middle Lower Special Effects 142 No Color Effects Symbol Position ext O Upper Middle O Lower C Draw text at angle e Set the Date Placement as Above Middle Below vertical positioning and Left Center Right horizontal positioning Or Hide the date e Set the Text Placement as Above Middle Below vertical
222. oods Travis County Hays County 3 Marion County 1 18 2 8 3 2 3 16 4 3 Santa Clara County Madison County More SmartColumns 5 6 6 4 For information about ValueSet SmartColumns see page 14 18 For extensive instructions on other SmartColumns including Date from Symbol Automation Tag and MS Project Column choose Help Help Files Help Topics Under the Contents tab choose SmartColumns SmartColumns and Indicators 15 20 Earned Value SmartColumns and Reports What is Earned Value Management Earned Value Management EVM is a project management system that combines schedule performance and cost performance to answer the question What did we get for the money we spent Insert Earned Value Columns Pave COUCe PIS ORE A wee iene ee we ener extometically colcidabed based upon Complete 1 All project steps earn value as work beta ry Cals inde Tot red A a M Baiget at Compiintion BAC Ako called hudyat Performance Haacurainar Baseine PMB or IS completed Soe ae tiled Actual Cost of Work Performed CWP 2 The Earned Value EV can then Song A AO C Planned Value Pv Alto called Budgeted Cost for Work Scheduled BOWS be compared to actual costs and Bo pete area teem alton ete se planned costs to determine project Brest ra aS performance and predict future en performance trends T Eaa aceon nc ciation ots Estimate at Completion EAC Overrun to Date Method i i C Variance at Compilation VAC
223. oose an After Status Color For bars change the After Status Fill Color Page number format Click the Ml tool Click once on the page number at the top left part of the schedule lf the page numbers are not displayed choose View Optional Items Page Number then repeat the above steps Workday hours Choose Dates Start and End Dates Full Dialog Then click the Hourly Minute tab Allow Hourly Detail and then enter the working hours and the hours to display Fiscal year starting month Choose Dates Start and End Dates Full Dialog Then click the Yearly Monthly tab Quick Reference Tables A 3 Add Graphics Text and Legend TO ADD DO THIS Select Insert Title Insert Edit Chart Title Freeform text Click the tool Click in the area you want to place the text and begin typing Text to a symbol Click the tool Click once on the symbol on the schedule Click the Text tab Symbol notes Click the J tool Click once on the symbol on the schedule then click the Notes tab Symbol notes can be viewed by hovering over the symbol or choose Tools Reports Symbol Symbol Notes Current date system date page number max page number or filename as free form text Click the tool Click on the schedule and type amp date for the current chart date amp sysdate for the computer date amp curpage for the current page number amp maxpage for the maximum page amp filename for the name of the c
224. or Designati 8 9 MWF ENG 101 8 00 pp 9 00 A 101 Fleming Dept Chi 8 9 MWF ENG 101 8 00 ppm 9 00 B 103 Newton Professor 9 10 MWF ENG 101 9 00 p 10 00 B 101 Heinzelm Asst Prof 1 2 MWF ENG 101 A 104 Fleming Grad Asst 1 2 MWF ENG 101 1 00 p 2 00 B 302 Elder Prof 1 2 30 TTh Eng 101 230 A 303 Boyd Asst Prof 8 9 30 TTh BIO 202 8 00 p 9 30 Cc 101 Bailey Asst Prof 10 11 MWF BIO 202 10 00 11 00 Cc 101 Bailey Prof 3 4 MWF BIO 504 3 00 Sy 4 00 Cc 105 Butli Prof 8 9 MWF CALC 302 8 00 pmm 9 00 A 103 Wagenm Grad Asst 10 11 30 Tih CALC 302 10 00 p 11 30 A 101 McLeod Grad Asst 3 4 30 TTh CALC 404 3 00 p 4 30 B 102 Wagenman Prof 4 5 MWF CALC 404 4 00 p 5 00 D 305 McLeod Dept Chi 9 10 30 TTh ARCH 101 900 P 10 30 D 305 Jones Professor 1 2 MWF ARCH 101 1 00 2 00 D 102 Fleming Dept Ch or wall size Many time scale options Schedules can show standard time scales ranging from minutes to years and custom user defined periods Choose minutely hourly or daily for symbol placement top and or bottom of the schedule for date heading placement and any period frequency January February March Apri E Introduction 1 16 Templates for instant formatting Templates save time by preserving the customized toolbox columns column headings page layout indicator symbol conditions and more Templates retain the formatting the look of a chart while charts preserve schedule details task row en
225. or from 10 to 99 or none The lower the JPEG Compression number you select the smaller the file will be However the image quality will degrade accordingly Image Scale ratio Determines how large the resultant bitmap is 1 0 is full size according to the page layout size 0 5 is 50 of the page layout size Graphic File Name Starter Adds a letter which prefixes all graphics file names e g G0001 jpg Show Roll up Indicators in Graphics Output Displays an expand indicator next to tasks that have sub task information hidden below them If you do not check this feature you can still click a task to see the sub tasks Create a graphic only of each schedule page With the Internet Publishing Wizard create a picture bitmap of each page of the schedule 1 Choose Connections Other Internet Publishing Wizard 2 Choose Graphic File Only then Next 3 Select the Graphic Output Options see the section above then Next 4 Choose Browse to find a folder for the output files then Next 5 Click Finish To save your schedule as a Metafile WMF or EMF choose File Export Options Graphics Export Graphics Metafile then name the file and choose Save Distribute and Present Schedules 13 3 Create an HTML file with graphics and optional hyperlinks With the Internet Publishing Wizard create a picture of each page of the schedule and display those graphics in a web page Optionally create HTML and graphics pages for sche
226. ore Task 4 A lt j f 725 200 0 430 59 26 7 information Task 5 A gt 1 000 00 400 100 0 221 55 26 Task 6 500 00 350 200 0 223 63 64 Task 7 A 4 550 150 0 168 Qa 30 56 0 00 PV EV AC ir Status Wincomplete Task Completed Task A Started Task Resource allocation for effort driven tasks Control the effort of a resource assigned to a particular task by using a resource allocation percentage The resource allocation value can be entered in the Resource Allocation Percent SmartColumn or in any cell on the appropriate task row Introduction 1 9 Create Presentation Schedules from MS Project Files Create Milestones Professional presentation schedules by importing Microsoft Project files when both Milestones Professional and MS Project are installed Milestones Professional offers a direct interface to Microsoft Project which makes it easy to generate chart formats beyond the standard formats offered by Project Select from built in report formats or create your own presentation schedule format The import wizard does all the work See Chapter 11 for more information Choose a Presentation Chart Type Stoplight i OF in og PROJEST MANS EMENT PLANNING SYSTEM ENGIN EEFRING FE UWIREMEMTS AHMA SE INTEGRATION MESH PERATIO HS ST EM TEST PLANNING FY PLANNING W PESUIREMENTS VT ANALYSES TINT EG RATION T MESE NOP ERATIONS T SYSTEM TEST PLANNING ee ct oot sae
227. originally in the master schedule will remain Note also that only the task lines are read from the sub schedules not titles graphics formatting information or free form text In this example the shading for outline level 1 is set in the master schedule the shading is not brought in from the sub schedules For more detailed information and guidance on creating master schedules refer to Help Help Files Help Topics Index keywords master schedule Master Schedules 8 2 Format the Master Schedule and Sub schedules Before you merge sub schedules into a master schedule all sub schedules and the master schedule should have basically the same format e All columns should be the same type and in the same location That is if the master schedule has one column with text on the left side of the schedule then all sub schedules should also have such a column in the same position e The symbols and horizontal bars should be the same or similar and in the same positions in the toolbox When the sub schedules are merged into the master schedule the master schedule s symbology is used e The date range should be the same as set under Dates Start and End Dates If the date range in the master schedule is Jan Dec 2001 anda sub schedule s date range is Jan Dec 2002 then the information will still be merged into the master schedule yet you will have to scroll to see the symbols and bars enone Project A and Project B
228. ose Help Help Files Microsoft Office Project Importing Working with Other Applications 11 3 Create a Milestones Schedule from a Spreadsheet Milestones Custom Import feature is designed to make it easy to bring in data from any application that can copy data to the Windows Clipboard or to a comma delimited ASCII file For example if you select cells in an Excel spreadsheet and copy them to the Clipboard you can then map paste them into Milestones Professional 1 Open both Milestones Professional and the spreadsheet application 2 In Milestones create columns to accept the data from the spreadsheet e For the spreadsheet below you would create in Milestones one text column for the Name text one for the Resource text and a Percent Complete SmartColumn for the percent values choose Insert Rows Columns and choose a column type e The start and ends dates are not mapped to columns they are plotted in the schedule area e Set your Milestones date range to accommodate the dates in the spreadsheet Dates Start and End Dates 3 Inthe spreadsheet highlight and copy the cells to be pasted into Milestones e Each record is expected to be on a line by itself and have the same field layout Date fields must be formatted as mm dd yy m dd yy or m dd yyyy When using a different separator choose the format with two digits for each e g dd mm yy Start Finish Percent Resource Title Successors W1
229. ou can copy and paste a Milestones Professional schedule into another application such as Word Excel and PowerPoint The schedule can be a picture or an embedded or linked object You can also map copy and paste information from another application such as an Excel spreadsheet into Milestones For those who also have MS Project 2002 2003 2007 installed use Milestones import wizard for creating presentation ready reports from MPP and MPD files Milestones Professional can also import MPX CSV and TXT files created from MS Project For moving data from Milestones to other applications Milestones schedules can be exported to MPX CSV and XML formats For programmers Milestones Professional also supports OLE Automation for creating a custom interface between Milestones and any OLE compliant application Using Visual Basic C or other programming languages it s easy to interchange data programmatically with other applications and databases The programming that makes use of this automation feature is created by the user Working with Other Applications 11 1 Create Presentation Ready Reports from MS Project Milestones Professional offers a direct interface to Microsoft Project which makes it easy to generate chart formats beyond the standard formats offered by Project Project to Milestones Wizard Use the Project to Milestones Wizard to choose from more than 35 built in report formats for creating presentation ready sched
230. ow in the column area and choose Edit ValueSet in this example the Analysis task row to begin with Select ValueSet to Edit Press the Edit button to edit the values for this task line for the e The Select ValueSet to Edit associated YalueSet Only those ValueSets defined as having data entered per task line are available Press the Remove button to delete dialog box appears the ValueS et from this task line Click the Edit button for the Available Value ets ValueSet that will contain the 1 Costs values The Edit Values dialog Edit L No Name Assigne Remove box appears show below Edit 3 No Name Assignes Remove e The dates in the From and To columns follow the time period Alignment from the ValueSet monthly increments in this example e The first date 4 1 04 in this example is according to the schedule s start date Under Value enter numbers for each time period Usually values are only entered for time periods Edit Values that the symbols and j e 74 gt h orizont al b ars cover alae oir rag vel T oo Values are always displayed to the here April and May From To Value 1 IT hu 4 1 04 Fri 4 30 04 100 Do not j ncl ude any z Sat 5 1 04 Mon 5 31 04 50 3 Tue 6 1 04 Wed 6 30 04 0 00 commas OF symbols 4 Thu 7 1 04 Sat 7731 04 0 00 Click OK and OK to return to the schedule Repeat for other task rows Show Values for Task Line Only
231. pace rip CA Documents and Settings kevin ZzEBRA SMy Documents ev4erspace mop CAM asters chedule MLS tho een kidasa com 10 Show Hyperlink icons to add an arrow icon to all task rows that contain hyperlinks as shown here The icon s Research appears in the column cell on the left side of the schedule closest to the schedule area To remove a hyperlink select the hyperlink you want to remove in the drop down list of existing hyperlinks Press the Break Link button Hyperlinks 10 4 Activate a Hyperlink from a Task Row When you activate or launch a hyperlinked file or URL the selected file or URL will open in the appropriate program 1 2 Or 1 Right click a task row that has a hyperlink Choose Hyperlink and select from the list of hyperlinked files and URLs Click the hyperlink icon Zl associated with the task row e If this icon is not visible then use the method described above e See the previous page for how to show hyperlink icons In the Select Hyperlink to Launch dialog box choose the file or URL from the list and then OK e The right most column on the left side of the schedule must not be hidden in order to successfully select this icon The hyperlink will open in the appropriate application e g Word Internet Explorer Milestones etc Activate a Hyperlink while in Calendar View Hyperlinks attached to symbols while in the Gantt View are carried over to the
232. r instead of the symbol fills the column cell 3 Select the Stoplight symbol size from 10 to 5 0 4 Choose OK The list of available symbols for stoplights is generated from the symbols in the toolbox Therefore you would need to change the available symbols in the toolbox to change the list of available symbols for stoplights For displaying indicator symbols or text based on other column s values or text ranges of numbers and calculation results use Calculation Indicator SmartColumns Values SmartColumns and ValueSet SmartColumns Stoplight SmartColumn example In this Stoplight SmartColumn sampler the two columns to the far left use the Standard option of green yellow red and blue symbols or color fills with the optional letters The other two columns use the Custom option of matching any symbol color and text to numbers 1 to 10 Standard Stoplights Custom Stoplights Fill Color Custom Custom D oti 2008 Letter 14to10 1to10 PAPPA Feb Mar Apr May Jun apm le Activity 1A Activity 2A EA KE iz EE Eg ES ee ES SmartColumns and Indicators 15 3 Calculation Indicator SmartColumn Calculation Indicator SmartColumns display values and or value driven indicators through these methods e Multiply divide add or subtract any two columns with values e Multiply a column by percent complete or percent not complete e Display symbols colors or text based on calculated valu
233. r Help Help Files Tutorials These tutorials are designed to get you up and running very quickly Before taking the tutorials you may want to review this chapter as it contains valuable information concerning the basic layout of the screen basic terminology and some of the basic operations of the program More extensive and interactive documentation on these topics can be found in the Help menu under Help Files Help Topics In this chapter you will learn about the following functions Ty Nh MN SN OS OMS ON ON ON OE NR KA SON ON The Milestones Professional Window Layout Sidebar contains the toolbox and extra shortcut buttons Combo Toolbox add symbols and bars in one step as well as separately Standard Toolbox add symbols and bars separately Toolbox tools Toolbar menu items Add symbols horizontal bars and vertical links Change the date of a symbol move a symbol Add text to the schedule column text symbol text and notes freeform text Symbol text SmartColumn Change a symbol s type in the toolbox Change a horizontal bar type in the toolbox Change a vertical link type in the toolbox Columns column headings and task rows Insert or edit a SmartColumn Change or edit column properties Schedule date range Current date and status lines Date headings Bookmark task rows Add graphics Keyboard shortcuts Right click menus Schedule Setup Wizard View mode options The Basics 2 1 The
234. raw summary bars See Chapter 4 for more about outlining and summary bar controls Currency and Numbers Format When a schedule is initially created and saved the currency and number formats based on Regional and Language Options are saved and carried with the schedule Thus if numbers are originally set to display with a comma as the grouping symbol then they will continue to display as such even if the schedule is displayed on a system where the default separator is a period For example if a Milestones user in the UK who is using pounds for currency sends a Milestones schedule to someone in the United States who is using dollars for currency then the Milestones schedule will retain the pounds setting In previous Milestones versions numbers displayed in Values SmartColumns and ValueSet SmartColumns did not display grouping separators such as commas To retain this setting found in previous versions choose Tools Program Options General and uncheck Use current regional settings to format numbers Unchecking this default setting will for example display a number as 10000 instead of 10 000 Number and currency settings apply to the current schedule only Change the number format and number grouping options 1 Choose Format International International Number and Currency Settings Number Format 2 Select from the display settings options e Leading zeros e Negative Number Format e Decimal Symbol e Digit gro
235. read evenly from the task s start date to the current date e Allocate from Current Date Values will be spread evenly from the current date to the task s end date e Allocate using baseline symbols Values will be allocated to task bars with baseline start and end symbols instead of normal start and end symbols ValueSet Properties 7 Choose the Graphic Properties tab and make Bae selections as described on eeb page 14 14 in this chapter Data Source Graphic Properties 8 Click OK to return to the Create or Edit ValueSets H Type 1 Kkeyed in Global Values d f b Type 2 Sum of Values Keyed into Task Lines la og OX Type 3 Allocate Column Values Across Timeline 9 Repeat Steps3 8tocreate SeectCotunn or edit additional ValueSets Cl Allocate to Current Date Cl Allocate from Current Date Allocate using baseline symbols instead of normal symbols i C Type 4 Use Values from Symbols 1 0 Click OK to return to the C Ignore Values after Status Date sched u le Ignore Values outside Schedule Start and End Dates Type 5 Total of other YalueSets Refer to the DataGraph section of this chapter to learn how to graph these values Track and Graph Values 14 9 Type 4 ValueSet Use values from symbols In this type of ValueSet values are entered for each symbol and April remain attached to the symbol 9 when moved PE E PA PE Daily Attendance Tracking 10
236. repeating numbers then you can choose a Start number For example the heading Monthly 1 2 3 12 1 cycles from 1 to 12 then begins again at 1 A Start number would be ignored with this heading type The heading Monthly 1 2 3 12 13 begins with 1 and does not start over therefore you can use a Start number This is the setting for such a date heading jel Monthly 1 2 3 12 13 EI h ida fo Lil m Eu L m mm lt i WH Monet Monet v Show at top Show at bottom Align month start with week starting day Date Headings i go T This is the result of this date heading in a one year schedule Jan Feb Mar Apr May Jun Jul Aug Sep Oct Mov Dec 4 4 5 G T E g 10 11 12 13 14 For a countdown heading enter a negative Start number such as 12 instead of 3 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Mov Dec 12 11 10 g E Fi G 5 4 4 2 Date heading Frequency number Any of the standard heading types can have the Frequency altered For example for a schedule that covers fifty years you might want to set the frequency to 10 so that on a yearly heading only every 10 year is displayed such as 2000 2010 2020 etc Below is the result of a date heading format in which the Frequency has been changed to 10 In this example the schedule dates are from 1 1 2000 to 12 31 2059 The 2000 heading spans from 1 1 2000 to 12 31 2009 th
237. rmatting for Presentation 12 9 Gridlines and shading for selected task rows You can set the gridlines and shading options for specific task rows Regarding the gridlines the settings will apply to the gridline at the bottom of the selected task row 1 Click the arrow tool in the toolbox 2 While holding the Ctrl key click once on the appropriate task rows click in the column area Use the Shift key to select a range of task rows This will activate the Selection menu 3 Choose Selection Task Row Settings More Task Row Options Gridline Shade e A message may appear that requires you to turn off Automatically Apply Outline Level before you can set gridline and shading options for selected tasks To have the software do this for you click Yes 4 Make gridline and shading selections as described in the previous section Apply only to visible tasks Check this option if there are hidden task rows as found in a filtered or rolled up schedule When using the Shift key to select contiguous task rows for formatting non visible task rows will also be formatted unless this option is checked Outline level settings for gridlines shading text and summary bars Each outline level can have its own task row background shading gridlines text and summary bar formatting Your settings can be automatically applied as you outline each task row and add new task rows These settings override any default settings and individual tas
238. s hidden for printing purposes Print Options General Print Exclude Columns Default Printer Exclude Left Side Columns Check to Exclude C 1 No Name Assigned 2 No Name Assigned S No Name Assigned C 4 No Name Assigned 5 No Name Assigned Exclude Right Side Columns Check to Exclude 11 Cost 12 Budget 13 Variance Clit No Name Assigned 15 No Name Assigned Default printer 6 No Name Assigned No Name Assigned Cls No Name Assigned 9 Comp C 10 Project Activities 16 No Name Assigned C17 No Name Assigned 18 No Name Assigned C119 No Name Assigned 20 No Name Assigned The Default Printer tab is useful if you normally use a different printer for Milestones than the printer you have set as the default on your computer If you check Use this printer as the default then each time Milestones starts it pre selects this printer as the current Milestones printer Print Options General Print Exclude Columns Default Printer Current Printer Marne HP LJ 3600 Current Printer Port DOT4 _001 By checking the box below each time wou start Milestones it will attempt to load this driver as the default printer This option is useful if you normally use a different printer for Milestones than your other applications C Use this printer as the default Milestones printer Printing 7 4 A Milestones Professional master schedule is
239. s of entering and displaying values is as follows 1 Create ValueSets that will contain values e g Budget 2 Enter values into those ValueSets e g 200 for January s budget 450 for February 350 for March and so on 3 Create a DataGraph that displays those values e g a bar graph for each of the 200 450 and 350 values for January February and March respectively The DataGraph and ValueSet Wizard under the Tools Graph Options DataGraph and ValueSet Wizard menu takes you through the creation and display of these ValueSets and DataGraphs The instructions in the chapter by pass the Wizard and show you how to directly create and edit ValueSets and DataGraphs vo coh mar COMPLETE TEST MOTOR DESIGN AND SUPPORT Budget 336 32 417 04 403 59 417 04 403 59 417 04 417 04 188 34 Actual 471 70 584 91 566 04 584 91 566 04 226 42 DLINE DRAB nrm TEST amp VERIFICATION Y gt PLAN Budget 195 24 302 62 292 86 302 62 292 86 302 62 302 62 58 57 Actual 266 23 412 66 399 35 412 66 399 35 159 74 DESIGN PLAN Budget 180 82 509 59 493 15 509 59 493 15 509 59 509 59 394 52 Actual 273 10 769 66 744 83 769 66 744 83 297 93 SYSTEM DESIGN ANALYSIS 106 64 355 45 367 30 355 45 367 30 367 30 331 75 248 82 200 89 669 64 691 96 669
240. s or outline level settings Task row shading 1 Choose Format Gridlines Horizontal Gridlines The following dialog box appears Horizontal Grid and Shading Properties Select the options to draw lines between the task rows Select Show Gridlines to draw lines between the task rows Select Shade the Task Row to draw a backgound color Gridines Shading Left Columns Graph Schedule Area Right Columns Shade the Task Row Shade the Task Rows Shade the Task Rows Shade Color Shade Color Shade Color Lo Lo Lo Effects Target Color Effects Target Color Effects Target Color a coe LE coe e Special Effects Special Effects Special Effects Fade to Bottom fi Fade to Bottom v Fade to Bottom v Alternating Pattern Alternating Pattern Alternating Pattern None v None v None v Reset Gridlines and Shades back to Schedule Defaults Apply New Selections to all Three Sections 2 Click the Shading tab 3 Under Left Columns Shade the Task Rows to shade task rows to the left of the schedule area e Apply New Selections to all Three Sections to quickly format all three areas of the schedule Left Columns Graph Schedule Area and Right Columns Any choice in one section is applied to the other two sections Custom Formatting for Presentation 12 8 4 Under Shade Color click the Change button and select a background color Under Effects Target Color click th
241. s outlined use the roll up feature to present different levels of schedule complexity to your various audiences Further costs budgets and other numerical values associated with lower level tasks can automatically roll up sum to each upper outline level WBS Sumpe Task sel Level Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1 1 Project 1 E 1 1 2 Research E 1 1 1 3 Phase R1 A A 4 Activity R1a Ie 4 Activity R2a 12 2 Development Ee 2 3 Phase D1 m22 3 Phase D2 A Actual Baseline Ants an c e This example is outlined to four levels The Task column uses the outline level indent feature The Outline Level and WBS columns are SmartColumns which automatically fill according to the indented text in the task column Working with an Outlined Schedule 4 1 Outlining Tools and Formatting To create an outlined schedule at least one of your columns should display indented text in order to see which tasks are outlined to which levels as in the Task column on the previous page Set the indentation amount for column text 1 Click once on the column heading with the arrow tool This will activate the Selection menu Under Current Object Column Heading choose Switch to Column Under Column Type and Format Indenting per Outline Level enter an amount in inches such as 25 or 30 Press the apply button This is the amount of space t
242. s the duration P i 2z Thursday 4501 od The Basics 2 7 Add a single symbol using the Combo or Standard Toolbox 1 Inthe toolbox click once on the big Plus tool then once on the symbol you want to add Combo Standard When you click in the toolbox notice that the selection is sunken and highlighted 2 Move the cursor to a task row in the schedule area Notice that the cursor is a crosshairs cursor 4 3 Next click and hold the mouse drag to the right or left then release at the date you want The date is displayed next to the cursor as you drag looking for the correct date Tuesday 227014 Add a horizontal bar and symbol to an existing symbol on the schedule using the Combo or Standard Toolbox Use this method when you already have a starting symbol on the schedule and want to add an ending symbol with a bar between start and end 1 Click once on the big Plus tool in the toolbox 2 Inthe toolbox click once on the bar that you want to add When you click in the toolbox notice that the selection is sunken and highlighted 3 Inthe toolbox click once on the symbol that you want to add 4 On the schedule position your cursor directly on top of the start symbol Click and hold the mouse button on the start symbol and drag to the right Release the mouse button on the end date The Basics 2 8 Add a horizontal bar between two existing symbols using the Combo or Standard Toolbo
243. schedule across network 2 30 outdenting 4 2 outline level shading 12 10 summary bar overrides 4 7 summary bars 12 12 Outline Level SmartColumn 4 4 outlining 4 1 entering tasks 4 3 indent outdent 4 2 tab key 4 2 tools 4 2 Outlook import export 1 13 P page layout 6 1 page numbering 1 17 paste column text 6 8 graphics 2 26 multiple column cells 11 12 schedule as a graphic 11 15 single column 11 9 single column cell 11 10 ValueSet values 11 11 PDF Save As 13 12 Percent Complete SmartColumn 1 9 15 15 create 15 16 example 15 15 Percent Complete view 2 35 pictures insert 2 26 Plus tool 2 6 predecessor successor 2 9 5 1 presentation schedules 12 1 Presentation view mode 13 10 screen controls 13 11 presenting the schedule 13 1 print 7 1 custom scaling 7 3 date range 7 3 exclude columns 7 4 exclude columns after first page 7 3 options 7 2 scale to fit 7 2 specified size 7 2 symbol notes 7 2 time periods 7 3 printer 7 4 default 7 4 print preview 7 1 programming options 11 16 Project interface 11 2 open MPP files 11 2 refresh feature 11 3 project start and end dates 2 20 R rectangle tool 2 6 redraw screen 2 27 refresh from MS Project 11 3 relationship between tasks 2 9 replace find and 1 7 reports print symbol hyperlink data 10 6 print symbol linking data 9 7 print symbol notes 7 2 reset all row cell overrides 6 8 rese
244. schedules on a black In the Print Options dialog box and white printer CW Print Colors in Shades of Gray Print all open schedules Choose File Printing Print All Pages Quick Reference Tables A 12 Print Your Schedules TO DO THIS DO THIS Set up your printer Choose File Printing Printer Setup Exclude certain columns when In the Print Options dialog box choose the printing Exclude Columns tab Check the columns to exclude from printing Print symbol notes on a In the Print Options dialog box t eben eae Include Symbol Notes Page Or choose Tools Reports Symbol Notes Copy the notes to clipboard and paste into another application for printing Print your schedule by time In the Print Options dialog box click the Print period tab For example one page for each Print Using the Time Periods Below month Next choose a frequency from the left list box and a time period from the right list box For example choosing 3 and months will result in 3 month printing on each page for the date range specified Print a certain date range In the Print Options dialog box click the Print tab Print Date Range Below Only Next specify both a start date and an end date for the range you want to print Quick Reference Tables A 13 Quick Reference Tables A 14 Appendix B Support and Where to Get More Information gt Help Reference Information Milestones Prof
245. sentation 12 17 Shift curtains When shifting schedule dates under Dates Date Range Tools Shift all task dates there is a Shift Curtain Dates by the same amount option Curtains example In this example the curtain is set to display over two days beginning every 15 days A Date Range is not set so the schedule s start date 1 1 2006 and end date 6 30 2006 are used Repeat a Curtain of 2 Days Every 15 Days is used Task van Feb Mar Apr Development Manufacture L 8 Repeat a Curtain of Days x Every Days Delivery oo 00 Use above date range as start stop for this curtain instead of schedule start end Curtain Colors Curtain Fill Pattern lt q 3 POLES RIPI SRI RAA URERA RA ARAALI LES ALDARA ALE SD ERRES PIRED RRRA AN LD RD ID ID ERLI LD LD ALERAP IDE ED ED EDO TRER VERILERI LED ELE LLL A VESES ARIRE SERATE SERR EIEN PEELE LI IL ED IL IEEE ELD ELIE IP IP IE EI IEEE IEE PIPL IPERI RERI REFINE PILE A PRELP EL EL EL EL PEELE ELE EEL EE RL EL ELLEN ELELE LED ADELE EL LARE ALE LE LEE ELIE LEDS Pete eee ELE CEP EIP AE ELIAS DE IRAE LE LE LEP EN EL IAL LEDERER ESI REL LIE LEE EISELE LES ES EA 3 9 3 f I LIS ILIA OLILA SI IN SI ILI IIL IS PAIS IDPS Ede ES cae LIA EE IEEE IL IL EE EDIE EE EN LEAL ELIS BLES ERIR ETIES ILR EDEL BEE LERE ED CELEED ELI LEELEID EEE a MN Pattern Color RT 7
246. should point to a target symbol This will activate the Selection menu e In the example on the previous page this would be the lighter arrow symbol 3 Inthe Selection menu click the Symbol Links tab and go to the Outgoing Link the Target Symbol of the Link section as shown below Hame B h an Refresh List This symbol s date will be based upon the date of the above symbol link Clear Link Also update this symbol s text from target symbol s text Outgoing Link the Target Symbol of the Link 4 Choose the This File button 5 To the right of Symbol Name all available target symbol names for this schedule will be listed e f the target symbol names do not appear then click the Refresh List button 6 Choose the appropriate Symbol Name from the list Symbol Linking 9 6 Repeat this process to link other symbols to target symbols To update the linked symbols choose File Master Update Update Master Schedule Linked Symbols Linked Symbols e Refer to the Update Linked Symbols section in this chapter for more details e Refer to the Formatting Options section in this chapter for more details on other choices View a Report of Symbol Names and Links Generate reports on data embedded in symbols including symbol notes hyperlinks symbol target names and links between symbols i e symbol linking Generate a report by selecting Tools Reports Symbol and choose a report Each report can be copied t
247. splay decimals outlining indentation amount and more 1 2 Click once on the column heading This will activate the Selection menu Choose Current Object Column Heading Switch to Column In the Column Type and Format section Choose column Text Style Text Size and Alignment If the column will contain numbers choose to display the column numbers as Currency and set the number of Decimals Places to display For outlining purposes enter a value in inches to Indent per Outline Level for the column text In the Column Background section Change the Background Color for the column Choose Background Color Special Effects for the fade setting fades from Background Color to Background Target Color Choose a Background Target Color that the Background Color will fade into The Basics 2 18 Add or edit a column or SmartColumn Schedule columns are used to display text or specialized information SmartColumn SmartColumns automatically fill according to schedule data or entered data For example the Duration SmartColumn calculates the length of time between the first symbol and last symbol for each task row A Text column displays user entered text such as project activities notes resource names and more To add a column choose Insert Rows Columns New Column and choose from the following SmartColumns v Calculation Indicator v Duration v Resource Allocation v Dates Used Duration Percent Start Date
248. step or guide you through using a pre designed template Follow the Wizard s prompts to successfully complete the desired layout for your new schedule Milestones Professional Setup Wizard How would wou like to shart Step by Step Select Predesigned Template iC StandardTemplates Basic Template Category Basic Gantt Templates in current template Folder Choose the Select Predesigned Template option to select from a wide variety of templates that are pre formatted Templates are organized by industry and by common usage for example baseline scheduling earned value reports stoplight schedules and more Select a Template Category and then a specific template See Chapter 12 for more details Save a Schedule Save Milestones schedules under the same name a new name or in the previous version s format Choose File Files and Templates Open and Save Options Save File or Save As File Chart For faster saving or opening across a network choose Tools Program Options Files and Automation and check Two Stage File Saves and Two Stage File Reads The Basics 2 30 Viewing Options Page View In the View menu the Viewing Options section enables you to select additional views including different chart types and page views Continuous view Continuous view allows you to scroll through the list of tasks vertically and scroll the timescale forwards and backwards horizontally In Continuous view
249. straint that you have set the symbol will be overlaid with a large exclamation point like the one shown below AUN Holidays You can make any day a holiday with the Milestones Professional Holiday Calendar You also have the option to shade your company s holidays to show non working days in a project Holidays can be pulled from either a global holiday file or from a list embedded in the schedule Choose Format Dates Holidays to get started Introduction 1 4 Powerful Publishing Presentation and Distribution Distribute your schedule Milestones Professional offers many ways for you to distribute and present your schedules See Chapter 13 for more information Print your schedule to a variety of devices Save to PDF Easily publish any schedule to the Internet or company Intranet Publish a complete hierarchy of schedules for Internet Intranet use E Microsoft PowerPoint resentation Include your schedules in other documents such as PowerPoint Word Excel and other Windows documents Download the free Milestones Professional Viewer oa Cm ee ce m Task 3 Jj br gt Microsoft Internet Explorer Lt Task4 e 1 Task5 i Task KAKTS Ean r H Pe Presentation view If you need to present a schedule or a set of schedules you may want to try Milestones Professional s presentation view mode If you have a list of schedules you want to present set them
250. t Complete Baseline Symbol used in Baselines m ake th em Wie ext e Choose from more than 95 Standard Shapes e Apply 3D Look attributes 3D Look highlights a symbol with a simulated light source and adds a shadow e Letter Marking Enter one letter or number to appear with the symbol Select Symbol Shape 28 or 33 to show just the letter marking as the symbol e Choose from one of four symbol types o Normal This is the default symbol type used for most situations Used in start date end date duration and other SmartColumns o Comment This symbol type is ignored for SmartColumn purposes Use this symbol type for additional symbol text or symbol notes o Status This symbol type is used for controlling percent complete o Baseline This symbol type is used for baseline SmartColumn calculations e lf you have created your own symbol and that symbol is in the Symbols folder select it under User Defined Shapes Optionally choose to embed it in the schedule Customizing the Toolbox 3 6 Choose symbol color pattern marking after status color shadow Symbol Options Sample Symbol Symbol Shape Color Pattern Size Shadow Text and Date Properties Default Text Line Pattern Outline Color Garo Fill Pattern Fill Color Mark Color After Status Color J e Override Size none No Size Override Shadows Filed Symbols Only
251. t column minus Cost Below the Cost Indicator symbols are based 27 750 29 250 1 500 on Cost values 16 250 16 250 Cost Indicator Budget 27 750 29 250 1 500 a Below the Project Status column displays text and colors based on user entered values 16 250 16 250 in the Number column Project Budget 91 000 29 250 1 500 Go 58250 s20 o 2 SmartColumns and Indicators 15 5 Create a Calculation Indictor SmartColumn These instructions assume that you have created two Values SmartColumns whose column values can be used in a calculation 1 Choose Insert Rows Columns New Column Calculation Indicator 2 Under the Calculations tab Calculation Settings H You can show just the result of a calculation just an indicator of the result or both choose E Cal cul at ION of Two Graphical indicators are off by default Press the Graphical Indicators tab to set them Columns Calculations Graphical Indicators Calculation of Two Columns 3 Choose two columns and a 10 No Name Assigned Yv x v 10 No Name Assigned Yv calculation operator X f Column times Percent Complete 10 No Name Assigned W x gt Complete 4 d Do not do calcu lation on Column times Percent Not Completed Summary Lines if you want 10 No Name Assigned Yv x Not Complete O Column value times of duration to current
252. t column font 6 8 Resource Allocation SmartColumn 15 19 create 15 19 example 15 19 right click menus 2 29 roll up 4 11 column values 4 8 row height reset to default 6 2 rows per page 6 2 S Save AS PDF 13 12 save schedule across network 2 30 schedule new 2 30 schedule area 2 2 schedule title 6 8 scroll date heading 1 22 scroll icons 2 20 scroll the date range 2 20 Setup Wizard 2 30 shading by outline level 12 10 by time period 12 15 column heading 12 14 columns 12 13 curtains 12 15 task line default 12 8 task lines selected 12 10 shortcuts keyboard 2 27 sidebar 3 1 shortcuts under the toolbox 2 3 sidebar 2 2 2 3 3 1 toolbox 3 4 SmartColumns 15 1 add 2 19 available SmartColumns 2 19 blank out cell entry 2 29 Calculation Indicator 15 4 dates 2 11 Duration 15 17 Earned Value 15 22 example 15 1 Index 5 other SmartColumn 15 20 Outline Level 4 4 Percent Complete 15 15 Resource Allocation 15 19 Stoplight 15 2 summary value roll up 15 13 Symbol Count 15 20 Symbol Text 2 13 Values 1 8 15 9 ValueSet 14 18 WBS Number 4 4 sort task lines 1 7 split summary bars 4 9 spreadsheet importing 11 4 Standard Toolbox 2 5 customize 3 2 start and end dates entire schedule 2 20 Start Date SmartColumn 2 11 start for date heading 6 10 status connectors fill to status 2 23 symbols fill to status 2 23 Status line 2 22 display 2 22 example 2 23 s
253. t should be large enough to hold the number of entries that you plan to have Legend entries are placed left to right in the order in which they are created Add a legend entry 5 6 Override Text Show Show Bar Show Show Vertical Symbol One Symbol Tye Link Override Symb _ Dm alee uy Override Color Override Color Override Color MR eset np eset wi eset Choose Insert Picture Legend New Legend Entry Under Line 1 and Line 2 enter the Legend Text Override Symbol Size will change the legend display size for this legend entry only The bar size is not affected Select any or all of the Show Symbol One Show Bar and Show Symbol Two options or select a Show Vertical Link to appear with the text Click a drop down arrow to view and make selections Choose optional Color Overrides for symbols and horizontal connectors All symbols and bars in the drop down boxes under Show Symbol One Show Bar Show Symbol Two and Show Vertical Link are those available in the toolbox If the symbol or bar is not available in the legend entry dialog box then add it to the toolbox Move a legend entry Once two or more legend entries are present simply click and drag to move them 1 2 3 In the toolbox click the Li tool Position the cursor over the legend entry to be moved Click and hold the left mouse button and then drag to a new location in the legend As you move the mouse the cursor wil
254. that appears as Monday 271602 the symbol is moved All symbols connected to 10d the parent symbol and to the right of the parent 2411 6 symbol on the same task row are dependent and should move an equal amount All dependent symbols have shifted 10 working days matching the movement of the parent symbol The 2 3 symbol remained in place because it is to the left of the parent symbol 28 M25 If Dependency Mode is on then dependent symbols will always shift if the parent symbol is moved with the mouse If you double click on a symbol and change the date you will be prompted to allow not allow dependent symbols to shift If a symbol move would cause a locked baseline symbol to move or a symbol with a Lock to Date constraint then the symbol move is not allowed and a warning message is displayed However if you check Lock to Date constraints do not prevent other symbols from moving all dependent symbols up to the locked symbol will move Dependencies 5 3 Move dependent symbols based on duration By default when moving a symbol predecessor that symbol s dependent symbols Successors may be moved to a date outside the workday time period or to a non working day By checking Always move dependent symbols based upon duration as found under Tools Program Options Dates the dependent tasks will move the amount of working time the parent symbol was moved This prevents tasks from being pushed into non workin
255. the Curtain Fill Pattern drop down list optionally choose a Special Effects fade setting The Pattern Color will fade to white unless Fade to Background Color is checked in which case the Pattern Color fades to the Background Color 4 Click OK and then Done Custom Formatting for Presentation 12 16 For the curtain to repeat within a specified date range 1 Date Range 2 Enter a Start Date and Time and an End Date and Time or click the calendar icon to choose dates 3 gt Repeat a Curtain of and make selections for duration and interval In this example a curtain will appear across one month every two months effectively every other month will be shaded Repeat a Curtain of Every 2 Months j 4 Use above date range to repeat the curtain within the date range as set in Step 1 and 2 5 Choose a Pattern Color Background Color Curtain Fill Pattern and Special Effects 6 Click OK and then Done For the curtain to repeat within the schedule s start and end dates 1 Repeat a Curtain of and make selections for duration and interval In this example the duration is 1 week and the interval is every 4 weeks Repeat a Curtain of Every Weeks 2 Choose a Pattern Color Background Color Curtain Fill Pattern and Special Effects 3 Click OK and then Done To display the curtains over horizontal gridlines check Show Curtains over Horizontal Gridlines Custom Formatting for Pre
256. the Line Bar Color to this Target Color Choose OK and OK to return to the schedule Track and Graph Values 14 15 DataGraphs DataGraphs display values from ValueSets as bar or line graphs One DataGraph can display up to 8 ValueSets A schedule can have up to 3 DataGraphs none of which is allowed to take up more than 1 2 of the available space Attributes associated with the DataGraph are height background color with fade effects assigned ValueSets line or bar display ValueSet placement DataGraph area or Schedule area floating DataGraph user defined or automatic Y axis values and more You can create a DataGraph before or after creating ValueSets yet a main component of formatting the DataGraph is choosing which ValueSets to display Thus normally ValueSets are created first 1 Choose Tools Graph Options Setup DataGraphs The DataGraph Options dialog box appears with tabs for each of the three available DataGraphs DataGraph Options DataGraph 1 DataGraph 2 DataGraph 3 Data Display Format Background Color Assign YalueSets to this Graph Otnes Show This Graph Bars Graph Height wide Bars Plot YalueSets and Axis in Schedule Area Overlay the Schedule Color Effects bse Fade to Right v Leave All Three Values at Zero for Automatic Y Axis Calculation High Number 9 00 C Include Horizontal Gridlines Effects Target Color Increment 0 00 Line Style Low
257. the Manage Color Themes dialog box enter a theme name 4 Click Save Theme and then click Close to exit Delete a color theme 1 Choose Format Color Themes Manage Color Themes 2 Click ona name from the color theme list 3 Click Delete Selected Theme 4 Click Close Custom Formatting for Presentation 12 19 Apply a color theme A color theme can be applied to a new or existing Milestones schedule 1 Choose Format Color Themes 2 Choose acolor theme category The All Themes category lists all available color themes 3 Click on a color theme from the list and see a preview of the theme as it applies to your schedule click Undo Color Theme to return to the original schedule e Use Outline Shading Applies the color theme shading to all schedule areas and uses the outline level shading for task shading which overrides all other shade settings e Use Schedule Shading Applies the color theme shading to all schedule areas and uses the default horizontal task row shading for task shading either no shading or odd even row shading instead of the outline level shading e Do not alter Task Shading Applies the color theme shading to all schedule areas yet retains the schedule s current outline level shading e No Task Row Shading Applies the color theme shading for all schedule areas yet clears all task row shading The schedule s background shading is displayed Include Toolbox Colors Applies the color them
258. the columns are locked down while scroll buttons allow for moving the timescale and task rows in view Choose View Viewing Options Page View Continuous or press F8 to toggle Continuous view mode Use the PageUp and PageDown keys to scroll a specified number of task rows from 1 to 40 as set under Tools Program Options Edit Enter a value next to Lines to Scroll for PgUp PgDn in Continuous View Full Screen view Full Screen mode displays your schedule at the largest size possible for your monitor by eliminating the toolbar status bar and menus The sidebar and or toolbox are available if needed but can be hidden Choose View Viewing Options Page View Full Screen or press Ctrl F to toggle the Full Screen view To exit Full Screen view press Ctrl F or the Esc key Presentation view mode Use the Presentation view mode to present one or a series of separate Milestones schedules as a slide show with a full screen option and schedule manipulation controls Before using Presentation Mode change your File Printing Printing Options setting to Scale to Fit Selected Paper Size This ensures that the schedule pages will be scaled to fit the screen Choose View Viewing Options Page View Presentation Mode to display the Presentation view Use the left and right mouse buttons to zoom in and zoom out respectively Use the arrows keys to pan around the schedule Press the Esc key to exit Presentation view
259. the left or right side of the schedule otherwise the toolbox will be free floating or hidden Combo Toolbox With the Combo Toolbox it s easy to add task bars in one step simply click a small Plus then click and drag in the schedule area to add a symbol horizontal bar and symbol in one continuous mouse action Or add symbols and bars separately About the Combo Toolbox e Double click a symbol or bar in the Plus Arrow and toolbox to change its shape color Text tools and other properties e Each of your schedules can have a different toolbox customized with different symbols and bars Drawing tools e ACombo Toolbox can have up to 16 rows of symbol bar symbol combinations 82 symbols and 16 bars and 8 vertical links Symbols and horizontal bars e Right click the toolbox and choose Toolbox Properties to change its size e You can set up a default toolbox that will appear every time you create a new schedule Do this by saving a template called Default mtp Vertical e Hide the toolbox by removing the Links check from the View Optional Items Toolbox option The toolbox will only hide if it is free floating The Basics 2 4 Standard Toolbox The Standard Toolbox makes it easy to add symbols and bars in separate steps About the Standard Toolbox e Double click a symbol or bar in the toolbox to change Plus Arrow and its shape color and other Text tools properties Dra
260. ting Delivery level 3 as the task level e g under Testing phase Beta Product 1 Beta 2 Beta 3 If the master schedule is to contain a single summary row for all merged projects then all sub schedules need to begin at outline level 2 This allows for an outline level 1 roll up Summary of all projects in the master schedule Sub schedules should be saved in a static location such as a network folder to ensure the master schedule has access to the latest sub schedules data As always be sure to frequently back up these files A shared format for the master schedule and sub schedules By creating a schedule template or blank chart and using it for all sub schedules and the master schedule the format is consistent and ensures that sub schedules will merge successfully into the master schedule Distribute a copy of the template or blank chart to each person entering project data into his sub schedule Why is acommon format so important If one sub schedule contains columns of duration values percents complete and end dates and another sub schedule contains columns of baseline dates and task names then the master schedule will not know which columns to display Thus all schedules should have columns of the same format and placement After each person populates his sub schedule its recommended that the schedule is saved to a shared network folder and that the name of the sub schedule is passed al
261. tion BATI Also called Budget Performance Measurement Baseline PMB or just Baseline Cost Actual Cost ATI Also called Actual Cost of Work Performed ACF I Automatically Calculated Columns Optional Planned Value P Also called Budgeted Cost For Work Scheduled BOWS Earned Value EV Also called Budgeted Cost for Work Performed BCP Cost Performance Index CPT To Complete Cost Performance Index TCT Cost Variance CV Schedule Performance Index SPT Schedule Variance 54 Estimate at Completion EAC Cumulative CPI Method Estimate at Completion EAC Cumulative CPI x SPI Method Estimate at Completion EAC Overrun to Date Method Variance at Completion WAC Cumulative CPI Method Variance at Completion WAC Cumulative CPI x SPI Method Variance at Completion WAC Overrun to Date Method Budget at Completion and Actual Cost are necessary fields to derive further EV calculations so those two columns are pre selected Any columns that are checked will be added to the schedule any columns that are un checked will be deleted If a column in the list already exists on the schedule that column will already be checked in the insert column dialog SmartColumns and Indicators 15 22 The following list provides the basic calculation performed and description of each main EV SmartColumn Note that there are multiple versions of EAC and VAC for a detailed des
262. tion 1 17 Gradient fill patterns Gradient fills allow you to fade the background or fill color from one color to another These special effects can be chosen for many parts of your schedule including bars date headings column headings task shading legends DataGraphs individual cells and more FADE TO BOTTOM See Chapter 12 for more information Weekend and holiday shading Saturdays Sundays and holidays can be shaded each in its own color Customize the holiday calendar to match your company s calendar or for a single schedule Curtains Curtains provide vertical shading for a date range or for several date ranges Repeat curtains at specified intervals use more than 25 fill patterns hide curtains and more Choose from many marbled color patterns Valley Commercial Construction Smith Interior Remodel 004 February March April 9 16 23 1 8 15 22 29 5 12 19 26 2 Soft Demo Sawcut amp Demo Structural 4 HVAC Rough Wall Saw amp Demo Structural Concrete Rebar Skylights Electrical Rough Finish Overhead Doors Inspection Structural Rebar Structural Concrete Pour Service Repair Elevator Structural Steel Install T bar Grid Repair 5 Inspection Walls XIXI KI IX Inspection Drywall Screw Mud amp Tape Mezzanine Demo Doors Frame Hardware Spiveco Equip Move
263. to Milestone_Date_1 e For mapping multiple start and end dates per task row per record map the first set of dates to Task_1_Start_Date and Task_1_End_Date map the next set of dates to Task_2_Start_Date and Task_2_End_Date and SO on e Map multiple milestone dates to Milestone_Date_1 Milestone_Date_4 3 Continue mapping fields Working with Other Applications 11 5 Under Current Filter Name enter a name for these mapping settings Click Save Settings These settings can now be retrieved during subsequent uses of Custom Import 6 Click Continue Import Using Current Filter to populate the Milestones schedule with the spreadsheet information If after importing the task bars and milestones do not appear the date heading may be out of alignment with the task dates Simply adjust the schedule s visible date range under Dates Start and End Dates If that does not help then confirm that the imported dates were formatted correctly and mapped correctly as noted above Chart Title o Oce Task eee ______ Resource Comp Jan Feb mar apr mey vun sur aua sop oct nov pec Research Develop B Goodman Manufacture A VID Thomas Create a Milestones Schedule from CSV and TXT Files You can use this same Custom Import procedure to read TXT and CSV files ASCII files with fields separated by commas into Milestones 1 Choose File Import Options Custom Custom Import 2 Select the CSV file or cha
264. toplights 15 1 Stoplight SmartColumn 15 2 substitutable text strings 1 13 successor predecessor 2 9 5 1 summary bar 4 6 baseline display 4 6 display lower level symbols and con nectors 4 9 display options 4 6 display options overrides 4 7 display selected symbols 4 10 fill the connector 4 13 format by outline level 12 12 hide dates 4 9 override settings 4 7 summary line 4 6 column value roll up 4 8 duration display 4 9 Index 6 roll up 4 11 summary value roll up 15 13 switch to view 2 36 Symbol Count SmartColumn 15 20 symbol dates change 2 10 hide all 3 11 prefix 3 12 suffix 3 12 symbol hyperlinks 10 1 activate 10 3 add 10 2 clear 10 5 example 10 1 symbol linking 9 1 clear link 9 3 example 9 1 highlight symbols 9 4 link symbol to target symbol 9 3 9 6 name the target symbol 9 2 9 6 reports 9 7 symbols in same schedule 9 5 symbols on different schedules 9 2 symbol text 9 3 update linked symbols 9 4 versus master scheduling 9 8 symbol notes 1 13 add 2 12 printing 7 2 reports 7 2 SmartColumn 2 13 symbol position 1 15 3 8 symbols 3D Look 3 6 adding 2 7 2 8 changing date 2 10 2 11 2 28 default settings 3 6 default symbol text 3 10 displayed on summary lines 4 10 embedded 3 6 fill color 3 7 formatting 2 14 indicators 15 1 letter marking 3 6 override default settings 3 11 override text color 3 11 positioning 3 8 s
265. tors 3 Pick indicator symbology based upon the following conditions to display symbols text and or color based on the column values 4 Click the drop down arrow to view 10 active ignored indicators and their conditions No Sym Status Condition click to modify Opt Text Ignore 0 00 lt Value lt 100 00 lgnore 0 00 lt Yalue lt 100 00 lqnore 0 00 lt Yalue lt 100 00 Active 1 00 lt Value lt 0 00 Active 000 lt Value lt 500000 00 lanore 0 0 lt Value lt 100 00 Iqnore 0 00 Value lt 100 00 Active 5U0000 00 lt Value lt 1 00 Iqnore 0 00 lt Value lt 100 00 Iqnore 0 00 lt Walue lt 100 00 lqnore 0 00 lt Walue lt 100 00 2 4 4 z b f 4 i Track and Graph Values 14 18 e Any of these symbols can be changed to another symbol from the toolbox e All symbols are Ignored until you create a condition for them to appear becoming Active 5 Choose one of the ten symbols The Indicator Condition Settings dialog box opens as shown below Select the indicators Indicator Symbol Fill cell with symbol color instead of drawing symbol Indicator Text fs Optional text to overlay symbol Tol Laing e Choose an Indicator Symbol They are the symbols from the toolbox e OR choose to Fill the cell with the symbol color instead of drawing symbol not the symbol itself e Optionally enter Indicator Text to appear with the symbol or color fil
266. tries dates column value entries etc See Chapter 12 for more information Project S s ort _ me tatus Repo Original schedule TASK M ae o e a Template Project Funding 2006 Budget Costs Remaining a9 AEU Status elmjalufs sled Amount to Date Funds Project Status Report Project A Project C l Project Funding 2006 Budget Costs Remaining Project D Name SECM leimlalml alg A s o N Amount toDate Funds Project A 21 4127 12 000 00 1 408 11 000 00 4 000 00 Project B 11 500 00 15 000 00 2 000 00 Project C pamm Project D 10 000 00 7 000 00 Finished schedule Full international support If English is not your language of choice or if your preference is the metric measurement system Milestones Professional can support you It provides the capability to set up custom language templates for any language Milestones Professional also picks up your date format and measurement type choices directly from the Windows Control Panel Regional Settings ISO week numbering Milestones Professional supports the International Standards Organization s standards for week numbering The ISO week number heading type is available in our list of date headings Custom page numbering Customize the page number of a Milestones schedule to match the pagination of your report and then insert the schedule as a part of the report Introduc
267. ty s completed duration divided by its total duration By default percent complete or progress is based on the current date A status symbol added to a task row will override the current date as the status driver Create a Percent Complete SmartColumn to display the percent complete value the percent complete pie or both Percent Complete SmartColumn example By default the current date line drives the percent complete values In the example below the status symbol here the arrow overrides the percent complete values to show activities which are ahead or behind schedule The completed portion of each horizontal bar is filled with a selected color to the left of the status symbol or current date line The to be completed portion of each horizontal bar is filled with another color to the right of the status symbol or current date line The percentage value is also displayed in pie format Percent Complete and Status Current Date 3 18 05 ALL PROJECTS Project 1 Project 2 Project 3 Project 4 3 18 05 Od Project 5 3 26 05 Project 6 3 18 05 SmartColumns and Indicators 15 15 Create a Percent Complete SmartColumn 1 Choose Insert Rows Columns New Column Percent Complete The Percent Complete Settings dialog box appears as shown 2 w Include Percent Percent Complete Settings Complete Sym bol in Information about Percent Complete You can change the Percent Complete value by typing
268. ule are listed along with the path to each schedule e Ifthe master schedule found and merged the sub schedule then the message is Updated Successfully e lf the master schedule did not merge the sub schedule then the message is Update Failed Failed updates are usually the result of renamed moved or deleted sub schedules Sub schedules can be located on other computers and referred to by a UNC path such as server2 schedules master1 ml8 If the server2 machine was not available when the update was done then the update for master1 ml8 would fail and its task rows would be left out of the master schedule Master Schedules 8 5 Tips and considerations regarding master schedules General information The typical use of a master schedule is to see the progress of selected projects in a single Milestones Professional file Generally all sub schedules should have the same format especially column types and locations Create a template or blank chart to meet this need If changes are made to a master schedule those changes are not retained when it is updated with the latest sub schedule data All sub schedules should follow an agreed upon hierarchy when displaying various levels of detail Even agreeing on the names of the various project stages is a good idea For example in all sub schedules level 1 could be the project name level 2 as the phase level e g Research Development Production Tes
269. ules from MS Project files when MS Project is installed 1 Choose File Import Options Microsoft Office Project MPP MPD Import e lf you are opening an MS Project Server file choose File Import Options Microsoft Office Project Server Its best to first log on to MS Project Server before importing 2 Select the MPP file and click Open 3 Follow the MS Project Wizard to create a Milestones schedule that meets your needs Once in Milestones you can further customize your schedule Choose a Presentation Chart Type Performance Stoplight Indicators Page 1of2 Rolloatdmace Dev Logkties Deployme it Image Deve bpment Creat Marte rimag PROVIDE FINAL IMAG E mae Gok athe docwme wath Support htastn ctr Tarter palti proces Hardware e uke P ro te platom be p cesk kety daly epottmattrpleot Depkyment New equpme at On Soh edule Over Budget n Budget Late and Late Giton i plete Won Budget Ton toheduk Tina Larba Tower Budget wr Budget Shirt Fin EL 3 F ae aimee ee Ri E srt An mums El SF Finish For complete documentation of the Microsoft Project interface choose Help Help Files Microsoft Office Project Importing Working with Other Applications 11 2 Refresh your presentation schedules Once you have imported your Microsoft Project schedules into Milestones you can later refresh the Milestones presentation schedule when dates text column values percent complete an
270. up in a master schedule list before presenting Presentation view supports both full screen viewing as well as a view with limited controls visible Introduction 1 5 Manage Multiple Projects with Ease Master schedules Merge two or more sub schedules into a single master schedule to get a top level view of multiple projects Simply update the master schedule to see the latest sub schedule information See Chapter 8 for more information Project A Project B ae Proj Mngr 2005 a Task PEER 2005 4 i July August Da June July August i 7 17 Project B Thomson 6 22 71 Task B1 Mitchell 6 5 717 Task B2 Gibs Project C 6 29 717 Task B3 Ter Task ol nar 2005 June July August Project C Jones 3 as Task C1 McLeod i 7 10 Master Schedule Task C2 Elder Division Headquarters 6 28 Task C3 Wagenman Project Proj Mngr 2005 Status RU Bailey Task Foreman june July August Date Project A Thompson 7 10 Task A1 Boyd 6 21 Task A2 Ferguson OO S 7 7 Task A3 Terry _ k A 7 7 Project B Thompson ME 6 24 Task B1 Mitchell E 6 5 Task B2 Ferguson R o j 6 29 Task B3 Terry _ _ A 7 2 Project C Jones OO OOOO O rlti O sC CC 7 6 Task C1 McLeod E 6 11
271. uping symbol SmartColumns and Indicators 15 13 e Digit grouping Change the number of decimal places displayed in a column 1 Click once on the column heading of the column containing the values This should activate the Selection menu Choose Selection Current Object Column Heading Switch to Column In Selection Column Type and Format Decimal Places select a number from 0 to 5 Display the currency symbol with a column s values 1 Click once on the column heading of the column containing the values This should activate the Selection menu 2 Choose Selection Current Object Column Heading Switch to Column 3 In Selection Column Type and Format choose Currency Change the currency symbol and other currency formats 1 Choose Format International International Number and Currency Setings Currency Format 2 Select from the display settings options e Currency Symbol enter up to four characters e g e Positive Currency Format e Negative Currency Format e Decimal Symbol e Digit grouping symbol e Digit grouping In the Currency Format dialog box the Positive Currency Format and Negative Currency Format options show the symbol in the examples yet will use the Currency Symbol entry when applied to the schedule SmartColumns and Indicators 15 14 Percent Complete SmartColumns The Percent Complete SmartColumn displays the completed portion of each activity as a value based on an activi
272. use letters aE eee ee then set the appropriate options in the Alphabetic instead of numbers Starting WBS Number Enter as numeric only Suppress display of First Level WES Number In this example Alphabetic Display WBS level 1 will display a number Level 1 5 6 7 5 9 610 WBS level 2 will display a capital Useleree P d d d d d d letter Upper Case WBS level 3 will display a number ee i5 16 17 18 19 20 WBS level 4 will display a letter See d d dd d d Upper Case The schedule below uses these settings as applied to a schedule with four levels of outlining WBS panne Task see Level Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1 1 Project 1 p 1 A 2 Research ews 1 A 1 3 Phase R1 E 1 A 1 a 4 Activity R1a 1 A 1 b 4 Activity R2a 1 B 2 Development T 1 B 1 3 Phase D1 1 B 2 3 Phase D2 A Actual Baseline ay a Samia To access SmartColumn properties when a column is already placed on the schedule click once on the column heading Go to Current Object Column Heading Switch to Column Choose Column Type and Format Properties f the column has no other properties this option is not available Working with an Outlined Schedule 4 5 Summary Row Display Optionally Summary Bars automatically appear on all upper task levels as either a single bar summarizing the lower level tasks dates or as a roll up of all lower level bars an
273. verride the current date as the status driver For Project 2 the status line extends to the left of the current date line indicating that it is behind schedule For Project 1 the status line extends to the right of the current date line indicating that it is anead of schedule For Project 4 the status line is in line with the current date line indicating that it is on schedule Percent Complete and Status 3 5 07 ALL PROJECTS Project 1 Project 2 Project 3 Project 4 Project 5 Project 6 This feature requires a check next to either Dates Date Related Settings Symbols Fill to Status Date or Bars Fill to Status Date The Symbols Fill to Status Date and Bars Fill to Status Date features cause symbols and bars to be filled with a selected color up to the status date Another color appears as the fill color after the status date The color settings are made in the toolbox for each symbol and bar The Basics 2 23 Bookmark Task Rows Add a bookmark name to any task row and then jump to that task row by choosing the bookmark name from a list of bookmarks The task row which is jumped to will be highlighted Especially helpful in large schedules this feature allows the user to quickly jump to specific schedule areas Bookmark a task row l 2 In the toolbox click the arrow tool Li Right click once on the
274. wing tools e Each of your schedules can have a different toolbox customized with different Symbols symbols and bars o A Standard Toolbox can have up to 32 symbols 16 horizontal bars and 8 vertical links vaka tet I e Right click the toolbox and choose Toolbox Properties Horizontal to change its size Bars e You can set up a default toolbox that will appear every time you create a new schedule Do this by saving a Vertical template called Default mtp Links a _ E oe of e Hide the toolbox by removing the check from the View Optional Items Toolbox option The toolbox will only hide if it is free floating The Basics 2 5 Toolbox tools On the first two lines of the toolbox you will find six buttons or tools These are described in the following table Plus Tool mfe Add symbols connect symbols add horizontal bars and vertical links Arrow Tool De Change the date of a symbol move graphics or freeform text or select an object Text Tool T Add or edit text Line Tool Ma Draw lines and arrows on your chart Not recommended for o drawing connectors or dependencies between symbols Box Tool Draw squares and rectangles on your chart Circle Tool O Draw circles and ellipses on your chart The Plus tool the k Arrow tool and the T Text tool are the three main tools you will use for your scheduling activities The Plus tool is usu
275. x 1 Inthe toolbox click once on the big Plus tool 2 On the schedule click once on the first leftmost symbol you want to connect 3 Inthe toolbox click once on the horizontal bar you want to add 4 On the schedule click once on the second symbol the two symbols will then be connected Vertical Links Vertical links are used to show a relationship or predecessor successor link between schedule activities The toolbox provides up to eight vertical links for use on the schedule a Change the shape line pattern color and other properties by 7 i double clicking on a vertical link in the toolbox Choose from n more than 15 link shapes Up to five vertical links can originate from a single symbol on the schedule To add a vertical link using the Combo or Standard Toolbox 1 Inthe toolbox click once on the big Plus tool All clicks are single left mouse Clicks 2 On the schedule click once on the symbol where the vertical link will originate 3 In the toolbox click once on the vertical link you want to add 4 On the schedule click once on the symbol on a different task row where the vertical link will end The two symbols will then be connected The Basics 2 9 To add multiple vertical links at once Instead of adding vertical links one at a time you can quickly add multiple vertical links between selected task rows Choose from finish symbol to start symbol start to finish finish to
276. y February March Right click a column heading to Prec mam hide it show all column access Task 1 Sour 1127 1 000 00 column properties and more E Smee 1 500 00 seemed STATUS Right click the toolbox to change aan 2 500 00 its properties access the sidebar qaa eae options and more an 3 2 248 97 2 320 16 Costs marr Ea Sigua Below are the detailed options Si aamuin for two right click areas aaa Saar a Right click on a task row s column cell to access these functions Zoom Turn Dependency Mode On Off Increase Decrease Outline Level Insert Cut Copy Delete task row Cut Copy Paste cell text Clear symbols bars links Blank SmartColumn cells entries Edit task information Date Offset Status Date Complete Shift Dates Bookmarks Edit task s ValueSets Expand collapse hide tasks Edit Font Gridlines Shading Insert page break Right click a symbol on the schedule to access these functions Zoom Turn Dependency Mode On Off Copy Symbol Bar for Paste Delete Clear Horizontal Bars Font Select Task Schedule Recurring Task Access symbol properties Select this symbol in the toolbox Highlight Dehighlight Dependent Symbols The Basics 2 29 Schedule Setup Wizard To launch the Milestones Professional Setup Wizard choose File Files and Templates Open and Save Options New File Wizard This wizard will walk you through the setup of your schedule either step by
277. y a separate Automatically display the column text as notes page prints with the schedule text next to a symbol or have the symbol text automatically display as column text Symbol Text Monday 4 9 01 Motes Hover to see Symbol Motes Freeform text Column text Type text anywhere on the schedule Use up to 20 columns to enter text Format the appearance of the text box values dates and other schedule This text does not move with symbols or information rows Complete Status COME information 75 B Jones pe i kiii Team A P 50 R Roberts i Team B Substitutable text strings Link other text documents field to show duration values column spreadsheets web pages and more with the amp command as shown here Hover over the symbol to see the Symbol Text Line 1 Duration is amp normaldur days hyperlinks and right click to launch fesulting in Duration is 16 days Introduction 1 13 Flexible Symbology Toolboxes The Milestones Professional toolbox contains 3 tools 32 symbols 16 horizontal bars 8 vertical links and 3 drawing tools to quickly build any schedule using the click drag and drop method There are two different formats for the toolbox See Chapter 2 for more details on toolboxes the sidebar symbol types and horizontal bar types Sidebar The optional sidebar is an extra toolbar anchored to the left or right side of the Milestones win
278. y from the document you are including it in Remember however that if you move a document containing links to other objects from your computer to another computer you will need to re link any linked documents Embedding is a better choice if you want to keep your document portable If different pages of the schedule need to be displayed in another document then use neither linking nor embedding instead paste each schedule page as a picture as described in the following section Paste a Picture of the Schedule into another Application When you only need a static image of the schedule generate a metafile enhanced picture of the schedule and paste it into another application Compared to linking embedding metafiles take up less space in the other application s file since just the picture is pasted and not the entire Milestones file Further linking and embedding do not support including different Milestones schedule pages in the other application 1 Open Milestones and the application in which the metafiles will be pasted In Milestones choose Edit Copy Schedule Copy Metafile to Clipboard Click OK when the Metafile is on the Clipboard message appears In the other application Word Excel etc choose Edit Paste Special Choose Picture Enhanced Metafile and then OK O oF e eS P Resize the schedule graphic by clicking and dragging the image s corners and edges 7 Repeat for other schedule pages in Milesto
279. y reset symbol settings for all symbols The Basics 2 27 Pressing this key Causes this action Shift F12 Select next symbol in toolbox If an entire row in the Combo toolbox is highlighted then Shift F12 highlights the next row Shift Right Arrow When a symbol is selected changes date forward by one minute hour day or week depending upon the setting in Tools Program Options Dates menu Shift Left Arrow When a symbol is selected changes date back by one minute hour day or week depending upon the setting in Tools Program Options Dates menu Page Down Page Up Moves tothe lastpage Ctrl End Moves to the last page Ctrl L select next left cell if a task row or cell is currently selected Selection will only move on one side of the schedule Ctrl M Change selected symbol to type currently selected in toolbox Ctrl N Start new schedule Ctrl O Open file Ctrl R Select next right cell if a task row or cell is currently selected Selection will only move on one side of the schedule Ctrl U Change selected horizontal bar to type currently selected in toolbox Cirl Alt G Switch to Calendar View Ctrl Alt S Start Symbol Maker Program Cirlsz The Basics 2 28 Right Click Context Sensitive Menus A right click on any part of the i Project Schedule schedule will activate a shortcut pase tor 3118 04 menu with a list of options cee cn Costs 5 Januar
280. ys or in Date Date Range Tools Shift displayed range backward re Shift displayed range forward Change the amount of days by which the scroll buttons move through the calendar by going to Dates Start and End Dates Full dialog Yearly Monthly Calendar Range Scrolling Working days to scroll with Shift PgUp PgDn By clicking the Full Dialog box you ll find other Schedule Details options including a place to change fiscal year formatting shade weekends and allow hourly Detail Schedule Details Starting Date Ending Date MMO MMO Entire Schedule Feel 12 31 2007 TT E Current Page Override hi EA Reset All Yearly Monthly Wweekly Daily Hourle Minube Schedule Tags Fiscal Years Fiscal Year Starting Month 4dd 1 to Computed Fiscal Year Subtract 1 From Computed Fiscal Year Fixed Length Month Option Months all same length Days in a Month Calendar Range Scrolling Working days to scroll with Shift Pglp Pgon The Basics 2 20 The Date Headings Display up to four date heading levels with formats ranging from minutes to years to custom entries 1 To change the date heading display choose Dates Date Headings Date Headings Full Dialog or click once on the date heading within the schedule This will activate the Selection menu a Jasa sru Mm vee zer E BT Ul wav ecw um wig ar ull view Headings het stat an re BB IU vz End Dates Show attop Show atbottom

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