Your SlideShare is downloading. ×

P&msp2010 06 ms-project

1,294
views

Published on

Published in: Technology, Business

0 Comments
2 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total Views
1,294
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
177
Comments
0
Likes
2
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. Session 6 Microsoft Project Emanuele Della Valle http://home.dei.polimi.it/dellavalle Lecturer: Dario Cerizza
  • 2. Credits 2 This slides are largely based on CEFRIEL’s slides for PMI Certification and Prof. John Musser class notes on “Principles f S ft “P i i l of Software Project Management” P j tM t” Original slides are available at http://www.projectreference.com/ htt // j t f / Reuse and republish permission was granted Planning and Managing Software Projects – Emanuele Della Valle
  • 3. Today agenda 3 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources D fi iti R Definition and Allocation d All ti Resource Leveling Project Control • Covered in Lesson 9 – Project Control Planning and Managing Software Projects – Emanuele Della Valle
  • 4. Session 5 Review 4 Scheduling Fundamentals Scheduling Techniques • Network Diagrams • Bar Charts Schedule Optimization Techniques Mythical Man-Month Man Month Planning and Managing Software Projects – Emanuele Della Valle
  • 5. Today agenda 5 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources D fi iti R Definition and Allocation d All ti Resource Leveling Project Progress Update Planning and Managing Software Projects – Emanuele Della Valle
  • 6. Introduction to Microsoft Project 6 Current version: Microsoft Project 2007 • Very similar to 2003 version • 2010 version is expected by summer 2010 Similar characteristics to other Microsoft Office Programs • Word, Excel, Powerpoint It’s a project management tool • It is not useful if Project Manager doesn’t have a sufficient Project Management knowledge! 60-days Trial version http://us20.trymicrosoftoffice.com/product.aspx?sku=3745553 htt // 20 t i ft ffi / d t ? k 3745553 A Quick Reference http://www.customguide.com/pdf/project-quick-reference-2007.pdf Planning and Managing Software Projects – Emanuele Della Valle
  • 7. Creating a new project 7 1. File (from menu) 2. New Planning and Managing Software Projects – Emanuele Della Valle
  • 8. Saving a project 8 1. File (from menu) 2. Save • The current project will be saved as a .mpp file Planning and Managing Software Projects – Emanuele Della Valle
  • 9. New Project left-side Menu 9 Planning and Managing Software Projects – Emanuele Della Valle
  • 10. Project Templates 10 1. File 2. New 3. 3 On My Computer 4. Project Templates 5. Select a template Planning and Managing Software Projects – Emanuele Della Valle
  • 11. Gantt Chart View 11 1. View -> Gantt Chart (if Gantt chart is not shown) 2. Drag right the vertical slide to show all the columns Note: by default, the tables show only some columns To add default columns. more columns: Right-click on a column and select insert column Planning and Managing Software Projects – Emanuele Della Valle
  • 12. Task Information form 12 1. 1 From the Gantt view (or the Network Diagram view) 2. Double click on a task Planning and Managing Software Projects – Emanuele Della Valle
  • 13. Network Diagram View 13 1. View 2. Network Diagram Planning and Managing Software Projects – Emanuele Della Valle
  • 14. Resource Sheet View 14 1. View 2. Resource Sheet Planning and Managing Software Projects – Emanuele Della Valle
  • 15. Resource Usage View 15 1. 1 View Vi 2. Resource Usage Planning and Managing Software Projects – Emanuele Della Valle
  • 16. Resources Graph View 16 1. View 2. More Views 3. Resources Graph 4. Apply Planning and Managing Software Projects – Emanuele Della Valle
  • 17. Project Information form 17 1. Project (from menu) 2. Project Information Il you open an old project (e.g. a template), pay attention t the current time: you may tt ti to th t ti not see anything in some views Planning and Managing Software Projects – Emanuele Della Valle
  • 18. Microsoft Project Options 18 1. Tools (from menu) 2. Options Planning and Managing Software Projects – Emanuele Della Valle
  • 19. Today agenda 19 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources D fi iti R Definition and Allocation d All ti Resource Leveling Project Progress Update Planning and Managing Software Projects – Emanuele Della Valle
  • 20. Create an Empty Project 20 Planning and Managing Software Projects – Emanuele Della Valle
  • 21. Insert Activities/Tasks 21 1. Insert the names of activities/tasks of the WBS in the Task Name column • “Activity” vs. “Task”: Microsoft Project adopts “Task” Planning and Managing Software Projects – Emanuele Della Valle
  • 22. Group Tasks in Phases 22 1. Select tasks to be grouped under the same phase (Summary Tasks) 2. Click on the right green arrow • Multiple grouping level support • Left green arrow means “ungroup” to previous level Planning and Managing Software Projects – Emanuele Della Valle
  • 23. Insert Task Durations 23 • Insert task duration in the duration column • Finish date will be automatically updated Alternatively • Insert finish date • The duration will be automatically Th d ti ill b t ti ll updated Planning and Managing Software Projects – Emanuele Della Valle
  • 24. Insert Task Dependency Relationships 24 1. Double click on a task 2. Go to the Predecessor tab 3. Click on the first empty cell in Task Name column 4. Select the dependent task from the list 5. Click on the respective cell in the Type column 6. Select the type from the list Dependency p y Relationships ID Task Name Duration Start Finish Predecess April 2010 28 31 03 06 09 12 1 Phase 1 8 days Wed 31/03/10 Mon 12/04/10 2 Activity 1.1 5 days Wed 31/03/10 Wed 07/04/10 3 Activity 1.2 3 days Wed 07/04/10 Mon 12/04/102 4 Activity 1.3 7 days Wed 31/03/10 Fri 09/04/10 5 Phase 2 9 days Wed 31/03/10 Tue 13/04/10 6 Activity 2.1 3 days Wed 31/03/10 Mon 05/04/10 7 Activity 2.2 4 days Wed 31/03/10 Tue 06/04/10 8 Activity 2.3 9 days Wed 31/03/10 Tue 13/04/10 Planning and Managing Software Projects – Emanuele Della Valle
  • 25. Lag & Lead Time 25 A FS + lag B time A FS - lead B time Planning and Managing Software Projects – Emanuele Della Valle
  • 26. Lag & Lead Time 26 1. Double click on a task 2. Go to the Predecessor tab 3. 3 Insert the task predecessor ID 4. Select the type from the list 5. Enter the value in the Lag column Lags (positive) Lead (negative) Planning and Managing Software Projects – Emanuele Della Valle
  • 27. Lag & Lead Time 27 Predecessors and lag times can be set directly in the Predecessor column 2 days Lag y g 3 days Lag Planning and Managing Software Projects – Emanuele Della Valle
  • 28. Milestones 28 They are useful to measure if the project respect the schedule Milestones have duration equal to ZERO and so they don’t influence scheduling of other tasks When define a Milestone • Meaningful Releases or Deliverables • Important Events – Example: a payment • External Inputs Planning and Managing Software Projects – Emanuele Della Valle
  • 29. Milestones 29 1. Insert a new task 2. Insert the task name 3. 3 Insert a duration = 0 I d i Planning and Managing Software Projects – Emanuele Della Valle
  • 30. Additional Task Contraints 30 1. Double click on a task 2. Go to the “Advanced” tab Planning and Managing Software Projects – Emanuele Della Valle
  • 31. Critical Path 31 The specific set of sequential tasks upon which the project completion date depends • The sequence of tasks that determines the duration of the project If the Total Slack time of task is 0 then it is on the critical path • A delay in the ending date negatively affect the downstream activity and the end of the total project Planning and Managing Software Projects – Emanuele Della Valle
  • 32. Critical Path and Slack Times 32 • To show Critical Path 1. Right Click on the white background of the Gantt chart 2. Gantt Chart Wizard 3. Click Next, Select Critical Path and Click Finish • To show Free and Total Slack 1. Right Click on a column g 2. Select Insert Column 3. Choose Free Slack 4. (Repeat 1-2 and then choose Total Slack) 1 2 Critical Path ID Task Name Duration Start Finish Predeces Free Slack Total Slack 29 Mar '10 05 Apr '10 12 Apr '10 19 Apr '10 M T W T F S S M T W T F S S M T W T F S S M T W T 1 Phase 1 15 days Wed 31/03/10 Wed 21/04/10 0 days 0 days 2 Activity 1.1 5 days Wed 31/03/10 Wed 07/04/10 0 days 0 days 3 Activity 1.2 3 days Wed 07/04/10 Mon 12/04/102 0 days 0 days 4 Activity 1.3 7 days Mon 12/04/10 Wed 21/04/103 0 days 0 days 5 Phase 2 13 days Wed 31/03/10 Mon 19/04/10 2 days 2 days 6 Activity 2.1 3 days Wed 07/04/10 Mon 12/04/102 1 day 3 days 7 Activity 2.2 4 days Tue 13/04/10 Mon 19/04/106;8 2 days 2 days 8 Activity 2.3 9 days Wed 31/03/10 Tue 13/04/10 0 days 2 days Slack Times Planning and Managing Software Projects – Emanuele Della Valle
  • 33. Do it yourself (1) 33 Open a template and try the different views Start from scratch a new project • Define tasks (about 20) • Organize tasks • Define durations • Define relationships (precedences, concorrences and lag/lead times) • Add milestones and constraints • Analyze the critical path and the slack times y p Look at a realistic example (similar to the maximum we can expect from your homework) http://emanueledellavalle.org/slides/P&MSP2010_06_SoftwareDevelop mentTemplate.mpp Planning and Managing Software Projects – Emanuele Della Valle
  • 34. Today agenda 34 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources D fi iti R Definition and Allocation d All ti Resource Leveling Project Progress Update Planning and Managing Software Projects – Emanuele Della Valle
  • 35. Resources Definition and Allocation 35 Resources allocation involves determining which type of resources (persons, equipment, or materiel), how many resources will be used and when each ill b d d h h resources will be available to perform project activities This Thi process i closely coordinated with th Costs is l l di t d ith the C t Estimating process The objective is optimizing resources in order to have a continuous and consistent use of the minimum number of resources Three Resource Types: • Limited availability: Work y • Unlimited availability: Material • Financial: Cost Planning and Managing Software Projects – Emanuele Della Valle
  • 36. Resource Type Limited availability resources: Work 36 Resources whose availability is limited • E.g. Humans (team, partners, customers, …), pay-per- use SW l licenses or HW equipment They are described by two main factors: • Standard Cost (e.g. 50€/hour) • Max daily allocation level (e.g. 50%) – 100%: full availability – between 0 and 100%: partial availability – > 100%: there are more than one resource but they cannot be distinguished • (optionally) Overrate cost (e.g. 80€/hour) (e g Needs to be leveled to avoid over-allocation Planning and Managing Software Projects – Emanuele Della Valle
  • 37. Resource Type Unlimited availability resources: Material 37 Resources that can be allocated on a task without limit • More consume of the resource implies more cost • E.g. CDs or DVDs necessary to distributed a SW releases are assumed to be unlimited, as more are consumed as more is the total cost They are described by one main factor: • Standard cost per unit (e.g. 1€/CD) Does not need to be leveled Planning and Managing Software Projects – Emanuele Della Valle
  • 38. Resource Type Financial Resources: Costs 38 Quantified costs associated to a specific task • E.g.: travel costs, HW/SW purchase costs They are described by the cost defined when the resource is assigned to a task Planning and Managing Software Projects – Emanuele Della Valle
  • 39. Resources Definition 39 1. 1 View->Resource sheet Vi R h 2. Per each row: 1. Insert Resource Name 2. 2 Select the type of resource (Work, Material, Cost) (Work Material 3. Insert detailed data (Max units, Std. Rate, Ovt. Rate, Calendar) 4. Double click the corresponding row to open the resource information form ID Resource Name Type Material Label Initials Max. Units Std. Rate Ovt. Rate Cost/Use Accrue At Base Calendar 1 Bob Marley Work B 100% € 300,00/hr € 350,00/hr € 0,00 Prorated Standard 2 Eros Ramazzotti Work E 100% € 100,00/hr € 200,00/hr € 0,00 Prorated Standard 3 Super Server Material S € 50,00 € 0,00 Prorated 4 Travel Cost Cost T Prorated Planning and Managing Software Projects – Emanuele Della Valle
  • 40. Allocation Techniques 40 Unit • Allocation is expressed by the time of the resource dedicated to the specific task d d d h f k • i.e.: Mark is allocated the 30% of his time on Task1 Work W k • Allocation is expressed by total time that the resources will dedicate to a task • i.e.: Mark will work 40 hours on Task2 Planning and Managing Software Projects – Emanuele Della Valle
  • 41. Assign Resources to tasks (Unit %) 41 1. From the Gantt view 2. Double click on a task 3. Go to the Resources tab 4. Select resource 5. Define units 6. OK Costs C t are calculated automatically l l t d t ti ll based on the std cost defined ID Task Name Duration Start Finish Predeces Resource Names 29 M '10 Mar 05 A '10 Apr 12 A '10 Apr 19 A '10 Apr 26 A '10 Apr M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F 1 Phase 1 15 days Wed 31/03/10 Wed 21/04/10 2 Activity 1.1 5 days Wed 31/03/10 Wed 07/04/10 Bob Marley[50%] Bob Marley[50%] 3 Activity 1.2 3 days Wed 07/04/10 Mon 12/04/102 Eros Ramazzotti Eros Ram azzotti 4 Activity 1.3 7 days Mon 12/04/10 Wed 21/04/103 Super Server[2] Super Server[2] 5 Phase 2 13 days Wed 31/03/10 Mon 19/04/10 6 Activity 2.1 3 days Wed 07/04/10 Mon 12/04/102 Eros Ramazzotti Eros Ram azzotti 7 Activity 2.2 4 days Tue 13/04/10 Mon 19/04/106;8 Eros Ramazzotti[80% ];Bob Marley[30% ] Eros Ram azzotti[80%];Bob Marley[30%] 8 Activity 2.3 9 days Wed 31/03/10 Tue 13/04/10 Bob Marley[70%];Travel Cost[€ 10.000,00] Bob Marley[70%];Travel Cost[€ 10.000,00] Planning and Managing Software Projects – Emanuele Della Valle
  • 42. Assign Resources to tasks (Work) Task Details in double view 42 1. Windows -> Split 2. Select second window 3. View -> More Views > 4. Select Task Details Form and Apply Both Units and Work can be specified Planning and Managing Software Projects – Emanuele Della Valle
  • 43. Task Types Duration, Units and Work 43 1. Double Click on a task 2. Go to the Advanced tab 3. 3 Select Task Type Work [t] Work[t ] Units[%] = *100 Duration[t ] Units [%] Duration [t] Planning and Managing Software Projects – Emanuele Della Valle
  • 44. Task Types Fixed Duration, Fixed Units, Fixed Work 44 If you revise If you revise If you revise In a Duration Units Work Fixed Duration Work is Work is Units are task recalculated recalculated recalculated Fixed Units Work is Duration is Duration is task recalculated recalculated recalculated Fixed Work Fi d W k Units U i are Duration i D i is Duration i D i is task recalculated recalculated recalculated Cases on the diagonal are not trivial: • Mi Microsoft P j t recalculates Duration ft Project l l t D ti • If duration is fixed, Microsoft Project recalculates Work Planning and Managing Software Projects – Emanuele Della Valle
  • 45. Task Types Effort Driven 45 1. Double Click on a task 2. Go to the Advanced tab 3. 3 Check or uncheck Effort Driven • If Effort Driven is selected (default) • Adding or removing resources to the task does not affect the total work associated to the task (duration and units change depending of the task type) • If Effort Driven is not selected • Adding or removing resources to the task affects the total work Planning and Managing Software Projects – Emanuele Della Valle
  • 46. How much does each task cost? 46 1. 1 From Gantt Chart view 2. Right click on any column 3. Insert Column 4. 4 Cost C t 1. View 2. Table 3. 3 Costs Planning and Managing Software Projects – Emanuele Della Valle
  • 47. How much does each resource cost? 47 1. From Resource Usage view, Right click on any column, Insert Column and Select Cost 2. Right Click on the right panel and Select Cost h l k h h l d l Planning and Managing Software Projects – Emanuele Della Valle
  • 48. Task Types Customizing the Gantt view 48 1. Right click on the Start Column 2. Insert Column 3. 3 Select Type 4. Right click on the Start Column 5. Insert Column 6. 6 Select Effort D i S l t Eff t Driven Planning and Managing Software Projects – Emanuele Della Valle
  • 49. Do it yourself (2) 49 Define resources (about 5) • Humans, materials and costs Allocate resources to tasks Inspect costs Refine the project changing duration, work, units and effort driven Planning and Managing Software Projects – Emanuele Della Valle
  • 50. Today agenda 50 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources D fi iti R Definition and Allocation d All ti Resource Leveling Project Progress Update Planning and Managing Software Projects – Emanuele Della Valle
  • 51. Leveling Methods 51 What to do when resource are unrealistically over-allocated Resource Leveling Basically there are 2 set of not-exclusive solutions: 1. Add resources 2. 2 Delay tasks Planning and Managing Software Projects – Emanuele Della Valle
  • 52. Leveling Methods 1) Add resources 52 Two options: 1. Optimizing available resources – Make under-allocated resources working to a task to support over-allocated resources – Pay attention to increased communication costs within that y task 2. 2 Adding a new resource to the project – Pay greater attention to increased communication costs! Planning and Managing Software Projects – Emanuele Della Valle
  • 53. Leveling Methods 2) Delay tasks 53 Two main options: 1. Take advantages of Slacks (Free and Total) 2. Delay tasks with lesser priority Three sub-options for each main options 1. Move a task ahead/aback to avoid overlapping 2. 2 Split a task to avoid overlapping 3. Increase a task duration to reduce unit[%] Planning and Managing Software Projects – Emanuele Della Valle
  • 54. Leveling Methods 2) Delay tasks: Increase duration using Slack 54 Planning and Managing Software Projects – Emanuele Della Valle
  • 55. Leveling Methods 2) Delay tasks: Split a task to avoid overlapping 55 Activity A is divided into 2 sub-activities to avoid overlapping Total duration of A is increased causing a delay Activity A Activity A Delay Activity B Activity B To split a task 1. Select the blue task in the Gantt view 2. Right Click -> Split Task 3. Drag and Drop to split the task 3 Planning and Managing Software Projects – Emanuele Della Valle
  • 56. Leveling in Microsoft Project 56 1. Tools Level Resources By default, Microsoft Project doesn’t do automatic levelling while you work on the project We can explicitly ask Microsoft Project t d l P j t to do levelling b lli based on d various options Planning and Managing Software Projects – Emanuele Della Valle
  • 57. Leveling in Microsoft Project 57 1. Tools Level Resources Automatic leveling acts in background meanwhile we add resources to tasks This may make you don’t understand why tasks are re- scheduled or split! Planning and Managing Software Projects – Emanuele Della Valle
  • 58. Questions? 58 Planning and Managing Software Projects – Emanuele Della Valle