Last Updated: January 12, 2024

Activity 3 - Initiate Project Charter

Activity Page Outline

Application 1 - Initiate Project Charter Workflow (30 minutes)

Learn the Initiate Project Charter Workflow (15 minutes)

Update Journal - What did the Project Charter Facilitate? (15 minutes) jump to

Application 2 - Title Project and Write Description (50 minutes) jump to

Exercise 1: Enter the Project Title and Description in the Project Charter (30 minutes) jump to

Exercise 2: Embed Project Charter (5 minutes) jump to

Update Journal - Crafting a Project Title and Description (15 minutes) jump to

Application 3 - Summarize Stakeholders, SMART+A Objectives, and Constraints (1 hour 25 minutes) jump to

Exercise 3: Summarize Stakeholders, SMART+A Objectives and Constraints (30 minutes) jump to

Exercise 4: Add Milestones to Timeline View (10 minutes) jump to

Exercise 5: Format Gantt Chart and Timeline Views of Milestones for Screen Capture (30 minutes). jump to

Exercise 6: Capture Gantt Chart and Timeline Views and Paste them to Project Charter (20 minutes) jump to

Update Journal - Reflecting on a Challenging Project (15 minutes) jump to

There are four applications on the page. Complete each when directed in the MS Project Master Class Book.

This entire page should take 3 hours and 37 minutes to complete.

Initiate Project Charter Workflow (30 minutes)

A workflow is a set of sequential or parallel processes or steps performed to complete a specific Activity in a project life cycle. It typically involves a series of interdependent tasks that must be completed in a particular sequence, often with specific criteria or conditions that must be met before moving on to the next step. The workflow for each Activity in this MS Project Master Class is the Activity (chapter) outline.

There are no Project Charter features in Microsoft Project. However, Microsoft Project is a Project Charter's planning tool to present much of its case, such as illustrating project objectives, validating constraints, performing types of risk calculations, presenting the project team, and confirming availability. Microsoft Project provides much of the content for a Project Charter.

Learn Initiate Project Charter Workflow (15 minutes)

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Title Project and Write Description (50 minutes)

In this Application, you will title your Master Project and write a description. The Project Charter embedded document will enter your project's title and description.

Project Title: First, craft a compelling project title.

Project Description: Second, create a brief and impactful project description distilling the essential details of the project.

OLE: Last, you will embed the Project Charter document in Microsoft Project at the Project Summary level.

Exercise 1: Enter the Project Title and Description in the Project Charter (30 minutes)

For your Master Project, craft a title and write a description of the project in the Project Charter document.

Using the Project Charter.docx, create a title for your Master Project. Crafting a compelling project title involves a few critical considerations. The title should clearly articulate the project's primary focus and purpose. Avoiding unnecessary complexity ensures that a broad audience quickly understands the title. The title should be both relevant and significant. Incorporate keywords that directly relate to the project's core objectives and outcomes. Choose a title that conveys the importance of the project, emphasizing its value. 

When writing a title, consider these questions:

How does the project title serve as a unique identifier and distinguish the project from other initiatives within an organization or a broader context?

In what way does the project title offer a concise summary of the project's main objective or theme, and how does it convey the project's core focus or end goal at a glance?

How is the project title used as a shorthand in discussions, documentation, and reporting to facilitate clear and efficient communication among team members, stakeholders, and external audiences?

For creative, academic, or public-facing projects, how crucial is the title for marketing and engagement purposes, and how can an effective title capture attention, generate interest, and provide insight into the project's content or intent?

In what ways can a good project title guide and inspire the project team, keeping the primary objectives top of mind and aligned with the project’s direction?

Using the Project Charter.docx, write a description for your Master Project. Creating a brief and impactful project description involves distilling the essential details of the project into a concise and informative paragraph. Begin with a clear introduction that provides context for the project, briefly stating the reason for its initiation. Summarize the scope, deliverables, stakeholders, and critical project details while maintaining clarity and accessibility, emphasizing its value.

When writing a description, consider these questions:

What does the project's brief summary reveal about its high-level purpose and what the project is essentially about?

How does the project description outline its primary objectives and goals, and what does it aim to achieve or solve?

What details are included about the extent and boundaries of the project, and how does this information help manage expectations and resources?

What background information is provided to explain why the project is necessary and how does it fit into broader organizational or social goals?

How are key stakeholders identified in the project, including project sponsors, clients, team members, and others with a vested interest?

What detailed information is provided about the methodology and approach for carrying out the project, including strategies, technologies, tools, and processes?

What does the outline of the project schedule include in terms of key milestones, deliverables, and deadlines?

What are the details concerning the budget, funding sources, and resources (human, material, technological) required for the project?

How are potential risks and challenges identified, and what strategies are proposed for mitigating them?

What does the project description say about the anticipated results, benefits, and impact of the project upon successful completion?

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Exercise 2: Embed Project Charter (5 minutes)

You have done this several times, so you should be getting pretty fast at this. For you Master Project, embed the Project Charter at the Project Summary Level.

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Summarize Stakeholders, SMART+A Objectives and Constraints (1 hour 25 minutes)

In this Application, you will summarize your work in Activity 1 - Clarify Objectives and Activity 2 - Define Constraints. In the Project Charter document for your Master Project, summarize your stakeholders, objectives, and constraints.

In addition, the milestones in your Master Project will be captured from the Gantt Chart and Timelines views and pasted into your Project Charter, illustrating the schedule of SMART+A Objectives.

Exercise 3: Summarize Stakeholders, SMART+A Objectives and Constraints (30 minutes)

For this exercise, open the following documents you completed for your Master Project:

• Stakeholder Analysis Worksheet. xlsx

• Clarify Objectives Workbook.xlsx

• Constraints Register.docx

Stakeholders

Using the Stakeholder Analysis Worksheet.xlsx summarize the stakeholders for your Master Project in the Project Charter document.

Objectives

Using the Clarify Objectives Workbook.xlsx, summarize project objectives for your Master Project in the Project Charter document.

Constraints

Last, using the Constraints Register.docx summarize project constraints for your Master Project.

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Exercise 4: Add Milestones to Timeline View (10 minutes)

In the next three exercises, you are going to:

• Add the milestones in your Master Project to the Timeline View.

• Format the Gantt Chart and Timeline views for capture.

• Capture the Gantt Chart view of your Master Project milestones and then paste to the Project Charter.

• Capture the Timeline view, paste to PowerPoint for further formating, copy and then past to the Project Charter.

There are two ways to add your milestones in your Master Project to the Timeline view. The default view in Microsoft Project for a new project is a Gantt Chart with a Timeline view. This view combines two views that show together in the Microsoft Project window. A Timeline view on the top and a Gantt Chart view on the bottom portion of the window. If that is not what you have in your window, first apply a Gantt Chart view, and then:

A - Select the View tab on the ribbon.

B- Check the Timeline box in the Split View group.

Instantly, the Timeline view will only display an empty Timeline Bar.

One way to add tasks to the Timeline bar is to select a task or tasks in the Gantt Chart view, right-click, and then select Add to Timeline.

Another way to add tasks to the Timeline view is to select the view and then select Timeline Format on the ribbon. Then:

A - Select the Existing Tasks command on the ribbon.

B - Then check the tasks to add to the Timeline bar from the Add Tasks to Timeline dialog box.

C - Click the Timeline Bar command to add additional bars to the view.

In your Master Project, add all of your milestones that represent Project Objectives to the Timeline view.

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Exercise 5: Format Gantt Chart and Timeline views of Milestones for Screen Capture (30 minutes)

A screen capture of selected or filtered records of your Microsoft Project plan can be easily pasted into external documentation like the Project Charter. In your Master Project, you have milestones that represent project SMART+A Objectives. Two views in Microsoft Project are most frequently used to display milestones: the Gantt Chart and the Timeline views. Both views have unique screen capture programs that work in the same way. In the Gantt Chart view, the feature is called Copy Picture. In the Timeline view, it is called Copy Timeline. The figure below is a Gantt Chart view, so Copy Picture is used.

This exercise will explore how to format Gantt Chart and Timeline views in Microsoft Project for two essential screen capture functions: "Copy Picture" and "Timeline Copy." These capture options are beneficial for sharing project information with stakeholders, creating reports, and ensuring your project data is presented clearly and professionally.

Prepare a Gantt Chart view in your Master Project for capture (Copy Picture) to insert or paste into your Project Charter. When formatting, consider the following adjustments:

A – Apply a table or edit the existing table to display the first few columns wanted in the screen capture. 

B – Size the window for the target document that the screen capture will be pasted or inserted.

C – Move the pane divider to display just those columns wanted in the screen capture.

D – Select the tasks you want to capture. Clicking the square above the ID column will select all tasks in the view.

E – Under the View tab on the ribbon, zoom the timescale to your preference. Right-click on the timescale and click Timescale to adjust your preference

The 17 views in Microsoft Project are designed to help you better plan and manage a project. In addition, some views, like the Gantt Chart view or Network Diagram view, can also be used for reporting. The general perspective is that the Timeline view is primarily a reporting view.

Next, prepare a Timeline view in your Master Project for capture (Copy Timeline) to insert or paste into PowerPoint for detailed formatting and then your Project Charter. When formatting, consider the following adjustments:

A – The Timeline view can be applied just like any other view. To split the window and apply the Timeline view on the top of the split window, select the View tab on the ribbon and check Timeline in the Split View group.

B – Click the Timeline Bar command under the Timeline Format tab on the ribbon to add additional Timeline bars if needed.

C – Right-click a Timeline bar to enter a custom date range.

D – Click the Background Fill drop-down to color the Timeline bar.

E – There are two ways to add tasks to a Timeline bar in a Timeline view. First, select a task in a Gantt Chart view, right-click a selected task or selected tasks, and select Add to Timeline. Or, on the Timeline Format tab on the ribbon, select the Existing Tasks command and check tasks in the Add Tasks to Timeline dialog box.

F – In the Timeline view, select a task callout, click hold, and drag to move the callout or a task to a different Timeline bar.

G – Use the Date Format command under the Timeline Format tab on the ribbon to change the date format used for tasks on a Timeline bar.

H– Use the Zoom slider to scale the Timeline view.

When you are done formatting the Timeline view, Copy Timeline for Presentation by:

I – Select the Copy Timeline command to capture the Timeline view. To edit the capture in PowerPoint, select For Presentation. Paste Special into a PowerPoint slide and then format the various parts.

Once you have Copied Timeline for Presentation. Open PowerPoint and Paste, and then format.

In PowerPoint, click the Paste Command and select one of the first two Paste Options so that the Copy Timeline not pasted as a Picture or image, but with all of the components individually editable and shown in the figure below.

Format your pasted Copy Timeline as desired.

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Exercise 6: Capture Gantt Chart and Timeline Views and Paste them to Project Charter (20 minutes)

A screen capture of selected or filtered records of your Microsoft Project plan can be easily pasted into external documentation like the Project Charter. In your Master Project, you have milestones that represent project SMART+A Objectives. Two views in Microsoft Project are most frequently used to display milestones: the Gantt Chart and the Timeline views. Both views have unique screen capture programs that work in the same way. In the Gantt Chart view, the feature is called Copy Picture. In the Timeline view, it is called Copy Timeline. The figure below is a Gantt Chart view, so Copy Picture is used.

With your Master Project open, select the Gantt Chart view you want to capture and paste into the Project Charter document. To capture the Gantt Chart view,

To capture a Gantt Chart view, select Task on the ribbon and then Copy Picture. The Copy Picture dialog box open and there are three sets of selections:

• Render Image for screen, printer, or save as an image.

• Copy the rows displayed on the screen or selected rows.

• Capture the Timscale as shown on the screen or a date range

Make your preferred Copy Picture selections and then paste into your Project Charter Document and label the figure.

Next, capture the formatted Timeline view in PowerPoint and paste it into your Project Charter.

PowerPoint does not have a capture feature so use your capture app for this next step. If you do not have one use the Windows Snipping Tool.

Snipping Tool (Windows 10 and later):

• Search for "Snipping Tool" in the Start menu.

• Open the Snipping Tool application.

• Click on "New" to start a new snip.

• Select the area of the screen you want to capture.

• Save the snip as an image.

Windows + Shift + S (Windows 10 and later):

• Press Windows + Shift + S to open the Snip & Sketch tool.

• Select the area of the screen you want to capture.

• The capture is copied to the clipboard and can be pasted into an image editor or document

Once you have captured the Timeline image, paste it into your Project Charter document and label the figure.

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Review Microsoft Project Features Covered on Initiate Project Charter (15 minutes)

Microsoft Project's multifaceted toolkit, comprising Organizer, Fields, Tables, OLE, Views, and Baseline features, establishes an intricate yet seamless framework for streamlined and effective project management.

The Organizer, functioning as a centralized repository, adeptly oversees the management of custom elements, ensuring consistency and efficiency across diverse project portfolios.

Fields, serving as data repositories, masterfully handle standard and custom data, providing a flexible yet standardized approach to project management practices.

Tables, the backbone of data presentation, offer structured views that facilitate data entry and contribute to informed decision-making.

OLE, Views, and Baseline further enrich this toolkit. OLE integrates external data seamlessly, Views offer nuanced project perspectives, and Baseline is a pivotal performance evaluation benchmark.

Gantt Chart

The Gantt Chart view in Microsoft Project is the most popular and standardized view for visualizing the timeline and progress of a project. It is often referred to as the central display. Here's an overview of its key features and functionalities:

• Timeline Visualization: The Gantt Chart displays the project schedule in a horizontal bar chart format. Each task in the project is represented as a bar, showing the task's start date, duration, and end date.

• Task Relationships: Dependencies between tasks are easily visible in the Gantt Chart. These dependencies show how tasks are linked, indicating which tasks need to be completed before others can begin.

• Critical Path Identification: The critical path method (CPM) is often used with Gantt Charts. It helps identify the sequence of tasks that determines the minimum project duration. Tasks on the critical path can be highlighted to show their importance in meeting project deadlines.

• Progress Tracking: Gantt Charts in Microsoft Project allow for task progress tracking. You can enter the percentage of work completed for each task, and the chart will visually represent this progress, often with a different color or shading.

• Resource Information: The Gantt Chart can display information about resources assigned to each task, including personnel or equipment. This helps in understanding resource allocation and potential bottlenecks.

• Milestones: Important project milestones are specific points on the Gantt Chart. These are typically displayed as diamond shapes and, in this Activity, represent project objectives.

• Customization: Microsoft Project allows users to customize the Gantt Chart view extensively. You can change the appearance of the bars, add or remove columns (like task names, durations, start and end dates), and adjust the timescale to show days, weeks, months, or even years.

• Baseline Comparison: You can set a baseline in your project and then compare actual progress against this baseline in the Gantt Chart. This feature helps track deviations from the original plan.

• Drill-down Functionality: Users can expand or collapse tasks to view different levels of detail. This feature is handy in complex projects with many subtasks.

• Print and Share: The Gantt Chart view can be printed or shared with team members and stakeholders, providing a clear and concise overview of the project schedule and status.

Overall, the Gantt Chart view in Microsoft Project is a crucial tool for project managers, providing a comprehensive and easy-to-understand overview of the project's timeline, tasks and milestones, dependencies, and progress.

Copy Picture

The "Copy Picture" feature in Microsoft Project, particularly within the Gantt Chart view, is a valuable tool for project managers who want to share a snapshot of their project schedule in a visually accessible format. Here's a detailed overview of this feature:

Purpose: The "Copy Picture" feature allows users to take a snapshot or capture of the Gantt Chart or several other views in Microsoft Project. This snapshot can then be pasted into documents, presentations, emails, or other applications, providing a static image of the project timeline or any specific aspect.

Accessing the Feature: You can access the "Copy Picture" feature by going to the 'Task' tab in the ribbon and then selecting 'Copy Picture'. This opens a dialog box where you can customize the settings for the picture you want to copy.

Customization Options:

• Render Timescale: You can choose how much of the timescale to include in your snapshot. This could be the entire project, a specific date range, or the tasks currently visible on your screen.

• Format Selection: Typically, there are options to copy the picture as a GIF image for web pages or other documents or directly to the clipboard for easy pasting into other applications.

• Resolution and Quality: Depending on the version of Microsoft Project, you can adjust the resolution or quality of the image.

Uses:

• Reporting: You can insert the snapshot into reports or presentations to provide stakeholders with a visual representation of the project timeline.

• Communication: It's useful for sending quick updates to team members or stakeholders needing access to Microsoft Project.

• Documentation: The image can be added to project documentation for record-keeping or audit purposes.

Advantages:

• Simplicity: It simplifies sharing project timelines without needing recipients to install Microsoft Project.

• Clarity: Provides a clear and concise visual representation of complex project information.

• Customizable: Allows customization to focus on specific aspects of the project timeline.

Limitations:

• Static Image: The copied picture is static and won't update if changes are made to the project schedule after it's been copied.

• Detail Loss: Depending on the scale and size of the project, some details might need to be recovered or hard to read in the image format.

Best Practices:

• Zoom Adjustments: Before copying, adjust the zoom level of your Gantt Chart to ensure the snapshot captures the necessary level of detail.

• Highlight Key Elements: You should highlight or emphasize certain tasks or milestones before taking the snapshot for added clarity.

• Include Legends or Labels: If your Gantt Chart includes color coding or specific labeling, ensure these are clearly visible and understandable in the snapshot.

The "Copy Picture" feature in Microsoft Project's Gantt Chart view efficiently communicates project timelines and status visually, making it easier for those not directly working in Microsoft Project to understand project progress and deadlines.

Timeline View

The Timeline view in Microsoft Project is designed to provide a simplified, high-level project overview. It's beneficial for presenting a project's key phases and milestones to stakeholders who might not require the detailed information presented in a Gantt Chart. Here is a detailed overview of the Timeline view:

Purpose and Functionality: The Timeline view offers a concise and visual representation of the project's main tasks and milestones, allowing for a quick understanding of the project's scope and significant deadlines. Users can customize what appears on the Timeline, including tasks, milestones, and project phases.

Accessing the Timeline View: In Microsoft Project, the Timeline view is usually displayed at the top of the screen when you open a project file. It can also be turned on or off via the 'View' tab in the ribbon.

Adding Tasks to the Timeline: You can manually add tasks to the Timeline by right-clicking on a task in the Gantt Chart or Task List and selecting the 'Add to Timeline' option. You can click-hold and drop tasks directly to the Timeline.

Customization Options: Users can format the Timeline, changing colors, fonts, and the style of task bars and milestone markers to enhance readability and visual appeal. You can adjust the date range that the Timeline displays, focusing on specific project periods. Microsoft Project allows the creation of various timelines for the same project, each highlighting different aspects or phases.

Using the Timeline for Communication: The Timeline is ideal for copying into presentations or reports to give stakeholders a clear overview of the project schedule. It provides quick status updates in meetings or emails.

Limitations: The Timeline view does not show the level of detail available in a Gantt Chart, such as individual resources assigned or detailed dependencies between tasks. The Timeline view is better used with more detailed views for projects with complex dependencies and resource allocations.

Exporting and Sharing: The Timeline can be easily copied to other applications like PowerPoint, Word, or email, making it a convenient tool for sharing project information.

The Timeline view in Microsoft Project is an excellent tool for providing a straightforward, easy-to-understand visual project summary. Its simplicity and clarity make it particularly valuable for communicating with stakeholders who need an overview of the project without the intricate details of a complete project plan.

Copy Timeline

The "Copy Timeline" feature in Microsoft Project's Timeline view is a practical tool for sharing high-level project timelines or presentations with stakeholders, team members, or others. Here's a detailed overview of this feature:

Purpose of the Feature:

• The "Copy Timeline" function lets users quickly and easily create a snapshot of the project's Timeline view. This snapshot can be used in presentations, reports, emails, or other documents to visually, concisely, and clearly convey the project schedule or status.

Accessing and Using the Feature:

• To access the "Copy Timeline" feature, you must first be in the Timeline view in Microsoft Project.

• Right-click on the Timeline and look for the Copy Timeline command on the ribbon.

Customization Before Copying:

• Before using the "Copy Timeline" feature, you can customize what appears on the Timeline. This includes adding or removing tasks, milestones, and phases.

• You can also format the Timeline, changing the appearance of taskbars, milestone markers, and date formats to suit your audience's needs.

Options for Copying:

• Microsoft Project often provides options for how you want to copy the Timeline. This can include different levels of detail or formats suitable for pasting into email, PowerPoint, Word, etc. This copy or capture can be pasted into PowerPoint for more detailed formatting. 

• The feature generally offers a simple graphical representation that is easy to understand.

Uses of the Copied Timeline:

• Presentations: Easily insert the Timeline into PowerPoint slides for project kickoffs, status meetings, or reviews.

• Reporting: Add the Timeline to project reports or documentation to represent the schedule visually.

• Communication: Include the Timeline in emails to quickly disseminate project timelines to stakeholders or team members.

Advantages:

• Ease of Use: The feature is straightforward and requires only a few clicks to create a shareable image of your project timeline.

• Clarity: It provides a high-level view of the project timeline, ideal for audiences who require an overview rather than detailed project data.

• Versatility: The copied Timeline can be pasted into various documents and applications, enhancing its utility in different contexts.

Limitations:

• Static Image: The Timeline snapshot is static and won't reflect updates to the project unless a new snapshot is taken and replaced.

• Detail: As a high-level view, the Timeline won't capture detailed information like resource allocations, detailed task dependencies, etc.

Best Practices:

• Highlight Key Elements: Ensure important milestones or phases are clearly marked and easily distinguishable.

• Keep it Simple: Avoid overcrowding the Timeline with too many elements to maintain readability.

The "Copy Timeline" feature in Microsoft Project is a user-friendly tool for creating straightforward, visual representations of project timelines. It's particularly valuable for communication and reporting purposes, where a clear and concise overview is more effective than detailed project data.

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