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Getting Started in Multi-Project Management


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  • 1. Get to Know in-Step ® Getting Started in Multi-Project Management Tutorial making IT better
  • 2. Copyright This document is protected by copyright. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including translat- ing, photocopying, recording, or information storage and retrieval systems, without the express written permission of microTOOL GmbH. © 2008-2009 microTOOL GmbH, Berlin. All rights reserved. in-Step®, in-Step Scrum Edition®, in-Step SPICE Edition® actiF® as well as the micro- TOOL logo including the writing “making IT better”, are registered trademarks of microTOOL GmbH. Automotive SPICE™ is a registered trademark of Volkswagen AG, Wolfsburg. PRINCE2™ is a trademark of the Office of Government Commerce. V-Modell® XT is copyright protected, © Federal Republic of Germany, 2004. All rights reserved. V- Modell® is a registered trademark of the Federal Republic of Germany. V-Modell XT is released under Apache License Version 2.0. Microsoft and Windows are registered trademarks of the Microsoft Corporation. The reproduction of trade names, product names, trademarks, etc., in this document does not entitle their free use, in the sense of trademark acts, even if they are not specially marked as such. 2
  • 3. Contents Multi-Project Management with in-Step Get to Know in-Step Page 5 Become Part of the Team! Page 5 Over to You Page 5 Let’s Go! Page 6 All the Projects in One View Page 6 Starting a New Project Page 7 Approve Project Proposal Page 8 Opening the Organizational Structure Page 9 Initializing Projects Page 10 Everyone Knows What Needs to be Done Page 12 Traceable Project Progress Page 15 Are You on Target? Page 15 If You Would Like to Get to Know in-Step Even Better ... Page 16 3
  • 4. What is in-Step? What is in-Step? in-Step is a tool for planning and realizing process-based software, system and product-development projects. The special thing about in-Step is that it also manages and versions all of a project’s activities and products – from the requirements to the test cases. Because in-Step “knows” the activities and results of your project, it can show you their current editing states at all times. Is the project running according to plan? in-Step gives you the answer: the tool shows you how much effort and money have already been invested – in comparison to the plan – on a daily basis. The integrated work-time manager delivers input information for project control. You plan schedules using bar graphs and workload and costs in tables. The Benefits of in-Step in-Step is available in different variants: ƒ Simple and easy planning of process-based project planning ƒ in-Step CoreProcess Edition is intended for projects where you proceed ƒ Working with confidence be- according to your own rules. It helps you tailor the project structure for cause revision-safe versions of each project task. Templates for organizing the project’s activities and all results are managed in a results make planning faster. central location ƒ V-Modell XT Edition is the tool for the current V-Modell. The V-Modell ƒ Functions for requirements, defines a goal and result-oriented approach. in-Step V-Modell XT Edi- change and risk management tion offers ideal support for V-Modell XT because in contrast to tra- ƒ Planning security via project ditional project management software, not only the project activities control in real time but also the results of a project are planned, managed, versioned and ƒ Up to date target/actual com- tracked. parisons at the push of a button ƒ in-Step SPICE Edition for Automotive integrates all the processes rele- ƒ Shorter project times thanks to vant to Automotive SPICE in a comprehensive process standard. It offers improved information and com- you tool support for planning and implementing your projects at SPICE munication – on a LAN and the Level 3. Among other things, you’ll find structured templates for prod- Internet ucts required by Automotive SPICE, for SPICE compliant documentation. ƒ Time saving with structured de- ƒ in-Step Scrum Edition supports you in your agile projects with Scrum. It scription templates and context- also centrally manages your projects and teams. You’ll find Release and sensitive help Sprint planning, Product Backlogs, Burndown Charts, Task Boards and ƒ Easy integration into project much, much more. environment ƒ in-Step actiF Edition is specially tailored iterative, requirements-driven ƒ Shared work via the Internet agile development. This edition contains everything you need in the ƒ Daily project evaluations at the process actiF. It provides you with a simple model for the project plan- push of a button – in Word, ning and template for all of the products in the project. Requirements Excel, Project and Visio, as well management, release and iteration planning are all integrated. as HTML and XML. ƒ In in-Step PRINCE2 Edition you will find everything you need for the successful usage of PRINCE2 in your projects. PRINCE2 is featured in in-Step. Therefore, it serves as a template for project management tasks and processes for specific projects. 4
  • 5. Get to Know in-Step Get to Know in-Step in-Step is a project management tool for the entire team, even where multi- project management is concerned. Whether you’re an organizational unit manager, a multi-project manager, a project manager or a user in a project team, with in-Step, everyone knows what needs to be done. What’s more, with in-Step individual teams can coordinate more effectively and the proj- ect run is traceably documented. in-Step ensures transparency and guar- antees plan deviations and resource conflicts are recognized early – across an organizations entire project population. In this tutorial, we’ll show you how to depict your project environment in in-Step and plan and implement several simultaneously running projects. Regardless of which in-Step edition you work with, you’ll always be ready to go. Become Part of the Team! In this tutorial, you’ll learn about multi-project management in in-Step from the perspective of the multi-project manager, Mark Mondrian and the proj- ect manager Peter Monroe. We’ve pre-prepared a sample system for you to practice with. Our team works with the CoreProcess Edition, but you can carry out the following steps just as easily with any in-Step edition. Over to You In our example, you accompany the multi-project manager and project manager of the fictive organization eCompany as they work with in-Step. Before You Get Started As the multi-project manager, you’re responsible for coordinating and con- This tutorial helps you through your trolling the project. A new project has just been approved. We begin by first steps with in-Step: you can see showing you how you can create the new project and appoint the project it as a user manual, and simply click manager. The further project planning is the task of the project manager. your way through. Throughout, In a moment, you can see for yourself how a project manager works with you’ll come across short, blue text passages, with a small icon, like in-Step. You’ll get a first taste of why team work is so efficient with in-Step, this one. In them, you’ll find further even across project boundaries. tips and interesting background All projects included in the sample system use the CoreProcess Edition information, related to working process model – the CoreProcess, which has not been altered in any way. with in-Step. Our tip at this point: if All the reporting functions and views we show you in our tutorial are also you’re in a hurry, you can read these passages later on, when you have taken directly from the CoreProcess. In your own projects you can tailor and more time. extend the process model, the templates and the reports included to your own needs. So you always know which actions we suggest at any point, you’ll find a gray box in the top right-hand corners of each page, with a brief description of the steps to be car- ried in that section. 5
  • 6. Let‘s Go! Let’s Go! 1. Start in-Step 2. Select the system Multi-Project Start in-Step and take a look at the project environment of the fictive orga- Management Tutorial in the nization, eCompany. registration dialog. 3. Log in as MM, without a password. Take on the role of multi-project man- ager Mark Mondrian and log in to our sample system Multi-Project Manage- ment Tutorial with the login MM. No password has been set yet, so you can leave the password field empty. All the Projects in One View in-Step opens the organizational unit eCompany with the company’s Projects Overview. What is an Organizational Unit? An in-Step system is structured into organizational units, which represent the organizational structure of the company. An orga- nizational unit can be a business, a department, a group etc. An organizational unit can be opened for development, just like an individual project. It contains base views for multi-project management and can manage its own products, such as project propos- als, requirements or vacation requests. You can also assign users to it. The Projects Overview belongs to the standard multi-project management reporting functions included in in-Step. In this view you can quickly access information about all the running projects: the status of a project is indicated with a traffic light symbol. Each project manager assigns a value for their project. The project progress is also graphically represented. In our example, in-Step determines the project progress according to the milestones achieved in each project. In addition, you’ll find data relevant to multi-project management, like project number, project manager, start and finish dates. Double-click a project name and a separate tab opens for editing. This gives you fast access to detailed project information, whenever you need it. 6
  • 7. Starting a New Project As with all views, the contents of the Projects Overview can be freely con- 4. Open the view Upcoming Project figured. You’ll find an extensive description on how to adapt in‑Step to your Proposals in the group Project individual requirements in the Project Manager Manual. Proposals. Starting a New Project Authorizing new projects is also one of Mark Mondrian’s tasks. Are there any project proposals still awaiting ap- proval? You can quickly check by clicking Upcoming Project Proposals under the group Project Proposals on the in‑Step Bar. The in‑Step Workstation The symbols on the in‑Step Bar represent system views. Views portray specific aspects of a project or organizational unit and ensure simple, transparent work procedures. A mouse-click on an icon opens the corresponding view in a new window, where the appropriate information is displayed and can be edited. Related views are organized into groups according to development aspects. Click the group names to switch between different groups. The groups and views in‑Step makes available to you depend on the role you have taken on in the project or organizational unit. Project proposals for eCompany are listed in on-screen forms, which can be edited directly in in‑Step. They are managed centrally and revision securely in in‑Step’s integrated product library, along with all other organizational unit products. In order to see a form, just double-click its name. Altering Templates The in‑Step multi-project management template includes outlines for project proposals and vacation requests. Are the included templates not really laid out suitably for your company’s standards? The content and layout of the templates are merely suggestions. You can adapt the tem- plates according to your needs, or replace and extend them with your own templates. You’ll find everything you need to know to do this in the in‑Step Customizing Manual. 7
  • 8. Approve a Project Proposal Approve Project Proposal 5. Select Approve in the context menu of the Project Proposal. Mark Mondrian is not just the multi-project manager, he’s also a member 6. Open the Projects Overview (Group of the project board. Does the project meet your approval? Then just click Projects). Approve in the context menu of the project proposal. Right-Click – Open the Context Menu Are you working with in-Step for the first time? Then you should note that there are context menus for almost every element in the tool’s windows. So, if you’re looking for a specific function: select the element and click the right mouse button. The element’s context menu opens. You’ll also find the most important functions in each view’s toolbar, where they can be quickly accessed. Your project is now on the right track. Take a look at the Projects Overview: you can now see a new project here with the name eShop. The project number and name are also taken on directly from the project proposal. 8
  • 9. Opening the Organizational Structure Opening the Organizational Structure 7. Open Organizational Structure and Projects in the group Now you need to initialize the project. This means configuring the process Organization. standard the project uses and releasing it for editing. For this, you need to open the view Organizational Structure and Projects in the group Orga- nization. The organizational structure depicts the hierarchical structure of the organization. In eCompany there are two de- partments: Research and Development and Production. They are each shown with their own organizational unit. The organizational unit can be further refined, if necessary. For example in eCompany the department Production is made up of three sub-departments: Hardware 1, Hardware 2 and Software 1. If you select the name of the company and fully expand the organizational structure using “*” (on a numerical keyboard), then all the projects assigned to the organizational unit will also be shown in this view. 9
  • 10. Initializing Projects Initializing Projects 8. Select the project eShop (organizational unit Software 1) and The project eShop is assigned to the department Software 1. This assign- select Initialize from the context ment is determined in the properties of the project proposal. Select the menu. project and click Initialize to start the in-Step wizard. This supports you 9. Select Use template from file. when initializing projects. Click Next and use Open to import the project template which belongs to your edition – in this case CoreProcess (English).xml_project. Select Use template from file, click Next and in the follow up dialog select the project template which cor- responds to your in-Step edition – in the CoreProcess Edition, for example, it is called CoreProcess (English). xml_project. Accept the selection by clicking Open. Warning: if you are working with V-Modell XT Edition or SPICE Edition for Automotive, select the option V-Modell XT Project or SPICE-Project, determine the name and start date of the project and select a project type. Starting a project based on V-Modell XT or a SPICE Compliant Process is described in full detail in the Help. Project Start without Prolonged Set-up Each in-Step edition comes with project templates, which provide the process standard for the edition, the pre-defined process and project views and the state machines required for project management. The templates included are provided as XML files, and can be immediately used to plan your projects. 10
  • 11. Initializing Projects Click Next and take on the existing planning, including the name and start 10. Click Next then click Finish. date of the project, by clicking Finish. 11. Select Peter Monroe and choose Add to Project. 12. Assign him the role project manager and click OK. in‑Step opens the new project on its own tab, ready for editing. The window System Users (Admin) is already open, so you can build your project team straight away. Our sug- gestion: make Peter Monroe the project manager. Here’s how: in the user’s context menu, select Add to Project. In the follow-up dialog, assign the user the role project manager and click OK. 11
  • 12. Everyone Knows what Needs to be Done Starting the Project Planning – Learn More Here 13. Log in as PM without a password We’ll leave the concrete project planning to Peter Monroe for now. If you want and open the organizational unit to learn about working with in‑Step from a project manager’s perspective, we sug- eCompany via System/Open gest you take a look at the tutorial for getting to know whichever edition you have. Organizational Unit. You can find them all in the in‑Step main menu, under Documentation. Everyone Knows What Needs to be Done How does Peter Monroe know what tasks he needs to do? Just select Change under System and log in as Peter Monroe with the login PM. The password here can also be left empty. Peter Monroe is active in several projects and assigned as a user to the organizational unit eCompany. That’s why he can open the organizational unit eCompany directly for editing, via System/Open Organizational Unit. 12
  • 13. Everyone Knows what Needs to be Done The views Peter Monroe finds in front of him on the in‑Step Bar are tailored 14. Open the views My Projects and to the tasks of a user in the organizational unit: click My Projects to open My Activities. a list of all projects in which Peter Monroe is working. The view My Activi- 15. Open the project Virtual Guide to edit it by double-clicking the ties shows which tasks are waiting. milestone Project description created. In the project Virtual Guide, for example, the milestone Project description created is awaiting his check. By double- clicking the milestone’s name, you can start editing it. The central functions for project planning and implementation are now shown on the in‑Step Bar, they are tailored to your role as project manager. The view Project Plan: Files/Products is already open and the milestone Project description created is highlighted. In the right hand section of the window you can see the products which must be finished to reach the milestone. If you double-click the name of the document, you can check the contents. 13
  • 14. Everyone Knows what Needs to be Done If everything is in order, select Milestone Reached in the context menu of 16. Select Milestone reached in the the milestone. Then, the follow-up activities Create requirements specifica- context menu of the milestone. tion and Analyze exhibit data will change their states to ready, and appear 17. In the main menu select Project/ Properties and on the tab More in the assigned user’s (Ruth Arp) ToDo list. properties, set the Schedule Status to OK. 18. Apply the changes by clicking OK. Now, Peter Monroe wishes to update the status of his projects accordingly. He selects Project/Properties from the main menu, and sets the Schedule Status to OK on the tab More Properties. 14
  • 15. Traceable Project Progress Traceable Project Progress 19. Log in again as the Multi-project manager (Login: MM) and in the Mark Mondrian sees the project progress immediately. Log in again as the main menu select System/Recently multi-project manager and open the Projects Overview for the organiza- Opened Organizational Units/ tional unit, eCompany: eCompany. He can see how far along each project is by looking at its progress bar, no 20. Open the Projects Overview (group need to open up the project itself. Projects). While Mark Mondrian gets excited about the project progress, we would like to add some final words of encour- agement about approaching reporting with in-Step. Are You on Target? Meaningful evaluations are the nuts and bolts of successful multi-project management. If you don’t notice a po- tential tight spot early on in the plan, you can’t jump-in in time to steer the project back on track. This doesn’t just save time and money, but also stops your users from being over-worked. That’s why in-Step offers you numerous configurable views, for optimal support when implementing your projects. We’ve already demonstrated some of these to you. If in-Step doesn’t come with a view that you need, then just “click“ together the desired report yourself. With the relevant evaluations, you can keep yourself informed about the states of activities and products, the milestones reached and whether you’re keeping to the budget. Numerous filters and diverse configuration options ensure that you can access all the information you need for successful multi-project management, at any time. Simple, up to date target/actual comparisons are available. And you can keep a constant eye on the costs. Just try out the op- tions on offer. The online Help and the Project Manager Manual will assist you in creating your own reports. By the way, you also have access to these reports from all the MS Word documents in-Step keeps under version control. This makes documenting the project run a walk in the park: a fantastic basis for team communication. Have fun trying it out! 15
  • 16. If You Would Like to Get to Know in-Step Even Better If You Would Like to Get to Know in-Step Even Better ... You’ve learned about the most important aspects of multi-project man- agement with in-Step. But we can‘t possibly show you all the functions of in-Step in a single tutorial. Would you like to know more about working with in-Step? Then why not visit the in-Step Internet site. Besides offering descriptions of more func- tions, you will also find various films which will give you a more vivid insight into the work with in-Step. Questions? Comments? If you want to find out more about using in-Step in your particular envi- ronment, then just give us a call. microTOOL GmbH Voltastr. 5 D-13355 Berlin Germany Tel. (+49 30) 467 086-0 Fax (+49 30) 464 47 14 e-mail: We look forward to your call. 16