Optimizing the budget is a very popular pastime. Project costs affect the bottom line for your department and the entire organization. To find out what your project, as designed, is estimated to cost, choose Project> Project Information to open the Project Information dialog box. Click the Statistics button in the dialog box to open the Project Statistics dialog box, shown in Figure 4.15:
This dialog box shows the vital statistics for the project, including the total cost actual cost-to-date, and’ amounts remaining in the project budget
Here are some strategies to pursue when the total project costs need to be lowered:
• Replace expensive resources with less-expensive resources .
• Eliminate overtime.
• Reduce project scope by eliminating deliverable or project phases.
• Adopt lower-quality standards.
Communicating the Project Plan
We leveled resources and determined that the timeline and cost are acceptable. Now, it’s time to distribute the project plan to stakeholders and work group members.
Before we waste too many trees, though, we often ask for feedback from potential work group members or other project managers in our organization. To send the entire project file to another Project 2000 user, choose File Send To Mail Recipient (As Attachment).
Project will fire up your email client and open a message with the project file attached.
Address the message, add some explanatory text, and click Send. The attached file is a copy, so you’ll have to incorporate user suggestions into your original project file.
After all feedback is incorporated, you can print views and reports from Project 2000 to communicate the project essentials to shareholders, managers, and work group members. In our project, we’ll print the Calendar and Resource Sheet views, three versions of the Gantt Chart, the Resource Usage Workload, the Project Budget, and the Top Level Task reports to distribute to appropriate stakeholders.
To print the Gantt Chart or any other view, first use the View menu to display the view. Choose the data you want to display by selecting a table (View > Table), and then adjust the columns and position the timeline. The Gantt Chart prints with the timescale displayed. You may want to print a more condensed timescale, either because your project spans a number of months or the audience for the printout needs only summary data. To change the timescale, right-click the timescale at the top of the chart and choose Timescale from the shortcut menu. or choose Format :- Timescale from the menu. In the Timescale dialog box. shown in Figure .f.16. set the major and Minor scales (for example. weeks and days. days and hours, months and days). Check the preview in the dialog box as you change scales and set other display options. Click the on working Time tab to change the way weekends and holidays are displayed 111 the view.
Click the Print button on the Standard toolbar to print the view as it appears. To set a range of dates or print multiple copies, choose file Print from the menu bar to open the Print dialog box want to print filtered versions of the Gantt Chart so that each group can see their
tasks in isolation. To filter the Gantt, choose Resource Group from the Filter drop-down list on the formatting toolbar:
You can easily print a Gantt Chart that shows only major tasks. Choose the level of task you want to display from the Show menu on the Formatting toolbar before printing the view.
With Project 2000, you can print reports about every aspect of your project. As with printed views, you can change reports by using tables and filters. To print a report, choose View >Reports to open the Reports dialog box:
Double-click the category of report you want to print (in this case, Workload) to see the reports included in the category:Double-click a report, such as the Resource Usage report, and Project opens it in
the Print Preview window, as shown in Figure 4.18. Click the Print button to print the report, or click the Close button to discard the report and return to the dialog box.
The views and reports are the core of the final project proposal. We’ll also revise the project summary that we created earlier in Microsoft Word, with references to each of the printed Project icons and reports to round out the printed documentation. The project documentation isn’t limited to paper-based communications. If we still need to “sell” this project, or want to garner some enthusiasm and support, we’ll create a Power point presentation that shows the project goals, deliverable, timeline, and costs.