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SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 1
SSI Presentation Professional .................................................................................................................................................. 2
Overview ............................................................................................................................................................................. 2
One-click Import .................................................................................................................................................................. 3
Making Timelines on a New PowerPoint Page.................................................................................................................... 5
Hands-on Exercise - Import Task and Modify the Timeline ............................................................................................... 6
Using Legends ..................................................................................................................................................................... 9
Hands on Exercise – Using Legends.................................................................................................................................. 12
Add Reference Shapes to Task, Summaries and Milestones ............................................................................................. 15
Adding reference shapes to imported items ................................................................................................................... 15
Adding reference shapes to existing items ..................................................................................................................... 16
Hands on Exercise – Adding Reference Shapes ................................................................................................................ 16
Adding “Swimlanes” to a PowerPoint page ...................................................................................................................... 17
Options for Matching PowerPoint Shapes to Microsoft Project Items .............................................................................. 18
SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 2
SSI Presentation Professional
Overview Structured Solutions Inc.’s SSI Presentation Professional is an add-in for PowerPoint that enables importing and updating of
project tasks as PowerPoint shapes like the example shown below. Presentation Professional enables users to create
Microsoft PowerPoint presentations containing objects (shapes) that are linked to Microsoft Project schedule items
(Summaries, Tasks and Milestones). The purpose of this tool is to enable rapid production and efficient maintenance of “to-
the-point”, executive level PowerPoint presentations that convey the status and performance of key and critical schedule
events and life cycle phases.
Example of PowerPoint page made from Project data. For more examples see: https://ssitools.com/ssi-presentation-
professional/
SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 3
One-click Import
Making a new PowerPoint page for Microsoft Project Tasks, Milestones and Summaries is as easy as
opening a project, selecting a few items and clicking the Import/Add Shapes button from the Timelines
and Tasks group on the SSI Presentation Pro menu in a new or existing PowerPoint presentation.
Import Shapes:
1. Open Microsoft Project and
select some items
2. Start PowerPoint and Click
Import Shapes from the
Timelines and Tasks group on
the SSI Presentation Pro
menu
Select items in Microsoft Project (shown on the left), then Click Import Shapes from SSI Presentation
Pro on a blank page in PowerPoint
SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 4
Practice – On your own
1. Open Microsoft Project and select some items in a project
2. Start PowerPoint and Click the Import/Add Shapes from SSI Presentation Pro
Notice the Timeline (calendar at top of page) is automatically scaled to the dates of the items selected
in the project
Notice the Legend items at the Bottom of the page for each shape type
End of Practice Exercise
SSI Presentation Professional Training Part 1
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Making Timelines on a New PowerPoint Page
Making or edit a Timeline Scale on a new or existing PowerPoint page by clicking the Timeline Tools
button from the Timelines and Tasks group on the SSI Presentation Pro menu in a new or existing
PowerPoint presentation.
SSI Timeline Tools includes the following controls:
• Timeline Basics
o Select the format, or scale, for the
timeline. Pick from Yearly, Quarterly,
Monthly, Weekly, Daily or even Hourly
timeline increments
• Increment Formatting
o Pick a text format for Increment labels
• Margins and Height
o Select Left, Right and Top Margins for
the Timeline
o Select the height for timeline increment
shapes
• Vertical Grid
o Add optional vertical lines to separate
time periods
• Timeline Shapes Style
o Format timeline increments according to
a legend you can add to the page
o Set contrasting colors for timeline tiers
SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 6
Hands-on Exercise - Import Task and Modify the Timeline
Practice – On your own
1. Open Microsoft Project and Open Example Project that comes with SSI Analysis Tools for
Microsoft Project.
2. Select Rows 2 – 12, 13, 26, 53, 63, 74 and 96
3. Start a new presentation in PowerPoint and clear all shapes from the first slide.
4. Click the Import/Add Shapes button from the Timelines and Tasks group on the SSI
Presentation Pro menu
SSI Presentation Professional Training Part 1
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SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 8
5. Click the Timeline Tools button from the Timelines and Tasks group on the SSI Presentation
Pro menu to display the SSI Timelines Tools task pane on the right side of current PowerPoint
slide
6. Use the controls under Margins and Height to change the Left margin to 2.5 inches.
7. Press Edit Timeline and press Yes when prompted to update the existing task shapes.
8. Make at least one more change below each of the SSI Timeline Tools option groups pressing Edit
Timeline with each change so you can see the effect it has on the PowerPoint page.
End of Practice Exercise
SSI Presentation Professional Training Part 1
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Using Legends
Legends control the type and style of the items you Import or Add to a page. Legends are created
automatically when you add or import shapes. You can control the default types and styles of shapes
using the controls in the Legends group of the SSI Presentation Pro menu.
Standard Legends correspond to the type of items in a Microsoft Project schedule. A standard legend is
always available for Tasks, Summaries, Milestones and the Timeline scale increments.
You can also add legends that correspond to the values you have in a text field in Microsoft Project. For
example, if you add the text “On Track”, “Late”, “At Risk” to Text5 in a project, you can make a special
legend style that will recognize items with these key words in Text5 (or any other text field).
Click the small arrow
in the lower right
corner of the
Legends group of the
SSI Presentation
Pro menu to display
the form named Set
Legend Default
Options
SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 10
Select a legend type
and set its default
Fill and Line color,
Effects, Text and
Shape Style
When you click Add New, you can type key words that coorespond to the MS Project Import option
named “Field used to code task types of imported items”.
SSI Presentation Professional Training Part 1
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MS Project Import options are found by clicking the arrow in the lower right corner of the Timelines
and Tasks group of the SSI Presentation Pro menu.
With the options shown above, whenever a Microsoft Project item has the text “On Track” in Text5,
the new legend created above can be used to display a shape, style and color for project items of this
type.
SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 12
Hands on Exercise – Using Legends
Practice – On your own
1. Open PowerPoint and click the
arrow in the lower right corner
of the Legends group below the
SSI Presentation Pro menu
2. Click Add New on the Set Legend Default Options form and enter “At Risk” as the name of a
“user defined” task type legend. Then click Ok.
SSI Presentation Professional Training Part 1
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3. Set the Main shape color to red and set the Default Shape Style to Diamond
4. Select MS Project Import options by clicking the arrow in the lower right corner of the Timelines
and Tasks group of the SSI Presentation Pro menu
5. Select Text5 as the Field used to code task types of imported items as shown below
SSI Presentation Professional Training Part 1
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6. Open the Example Project from the prior exercise and display Text5
7. Enter the Text “At Risk” for the Test Readiness Review (TRR) milestone on row 9 in Microsoft
Project
8. Select Rows 8 – 12 in Microsoft Project in the Example Project, then switch to PowerPoint and
Click Import Shapes from the Timelines and Tasks group below the SSI Presentation Pro menu
The PowerPoint Shape for the Test Readiness Review (TRR) milestones should show its color, type
and style just like the At Risk legend item.
End of Practice Exercise
SSI Presentation Professional Training Part 1
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Add Reference Shapes to Task, Summaries and Milestones Reference shapes can show additional dates on tasks, summaries and milestones. Milestones, for example, show their current
date in the schedule and can also display a second shape for their Deadline, Baseline or any other date field. Tasks and
Summaries can display their current dates as well as baseline dates or any other start/finish date as reference shapes along
with the shape showing current dates.
Adding reference shapes to imported items
1. Select MS Project Import
options by clicking the
arrow in the lower right
corner of the Timelines
and Tasks group of the SSI
Presentation Pro menu
2. Select reference shape
options from the section
named “Add Additional
Shapes”
3. Use the drop-down lists to
select the source data for
the reference additional
reference shapes
4. Click Save Settings
SSI Presentation Professional Training Part 1
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Adding reference shapes to existing items
1. Click the down arrow in the lower right corner of Update Shapes from the Timelines and Tasks
group on the SSI Presentation Pro menu
2. Select Advanced Microsoft Project Update Options on the Update Shape Dates form
3. Select reference shapes options section named “Add Additional Shapes” on the form named
Advanced Microsoft Project Update Options, then click Accept
4. Finally, click Update Task Shapes on the Update Shape Dates form
Baseline Reference dates are displayed for Tasks, Summaries and Milestones on the PowerPoint
slide
Hands on Exercise – Adding Reference Shapes Practice – On your own
Using one of the PowerPoint slides you created in a previous exercise, add Deadlines to Milestone and Baseline dates to
tasks using the steps in the section titled Adding reference shapes to existing items
End of Practice Exercise
SSI Presentation Professional Training Part 1
386 Rim Trail, Prescott, Arizona | www.ssitools.com | E-mail: ssi@ssitools.com Page 17
Adding “Swimlanes” to a PowerPoint page
“Swimlanes” are used to distinguish between groups of items on a PowerPoint page.
Make Swimlanes on a PowerPoint slide as follows:
1. Select a group of items on the slide
2. Click Add Swimlanes from the Timelines and Tasks group below the SSI Presentation Pro
menu
3. Enter the Swimlane Text and Swimlane Shape Style on the SSI Swimlane Tools form, then click
Make Swimlane
SSI Presentation Professional Training Part 1
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Options for Matching PowerPoint Shapes to Microsoft Project Items A shape on a PowerPoint page is matched to one or more Microsoft Project rows by the MSP Linked UIDs found on the
Update Shape Dates form. Shapes can be linked to MS Project items using one or more ID. Notice that the example below
is using UID 2 and 12 to get the dates for a shape named “Project Virtual Summary”. In this case, SSI Presentation Pro will
get the minimum start and maximum finish from UIDs 2 & 12 and make a shape on the PowerPoint page using those dates.
PPT/MSP Shape Matching Types:
One-to-One: One shape in PowerPoint matches only one row item in Project
• Match One-to-One using Microsoft Project's Unique ID
• Create a user defined Unique ID and enter that value in a Project Text field (using Text1-30)
One-to-Many: One shape in PowerPoint matches two or more row items in Project
• Match One-to-Many by entering more than one Project Unique ID in MSP Linked UIDs with a comma separating
each value (no spaces between the items)
• Match One-to-Many by entering more than one user defined Unique ID (from a project text field) in MSP Linked
UIDs with a comma separating each value
• Match One-to-Many using a common value in a Project Text field
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