Bradley University College of Liberal Arts and Sciences Department of Computer Sciences and Information Systems

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1 Bradley University College of Liberal Arts and Sciences Department of Computer Sciences and Information Systems Computer Lab # 1 Time Management (with Microsoft Project 2007) Lab Manual (with master s sets input and output data for Team # 0)

2 Lab Activities At-Glance WHERE TO-DO LIST OUTCOMES Read pages ## 1-1 At home: Read Introduction to MS project Free Online Tutorials at: Assignments f2tqlhd1crk At Lab Create a Task sheet view or WBS Structure with normal durations for all activities (tasks) Complete steps 1 to 8 in the manual Task sheet view, Gantt chart and Network diagram, (Figures ## 1, 2, 3) At Lab Assign predecessors to all project activities (tasks) Complete step 9 in the manual 1-4 At Lab Enter the resources (both human and material) in the resource sheet and assign them to tasks. Complete steps 10 to 13 in the manual 1-5 At Lab Identify the Critical path for this project. Complete step 14 in the manual 1-6 At Home Get the reports for Project summary, critical tasks. Complete step 15 in the manual Gantt chart and Network diagram with relationship (Figures ## 4, 5 Resource sheet, Gantt chart and network diagram, resource sheet with Over allocated resources Task sheet (Figures 6,7,8,9,10) Gantt chart and network diagram (Figure 11) Reports (Figures -- 12, 13) At Home Create a final outcome table. Final Outcome Table (Figure -- 14) 2

3 Project Title Project _Team_0 (actual number of project team and actual assignment or input data for each numbered team will be provided by instructor on the course web site; master s sets of input and output data for Team # 0 are used below for student s convenience) Starting Date of the Project: See course website for exact Start Day of your project Master s Set of Input Data (Team # 0) Part 1 ID Num Task No: Tasks Duration Predecessors Column 0 Column 1 Column 2 Column 3 Column Project_Team Project Initiation Develop project charter 5 days Develop Statement Of Work 7 days Develop preliminary scope development 3 days Develop preliminary architectural model 4 days Project initiation complete 0 days 3, 4, 5, Project plan Develop scope management plan 1 day Develop change management plan 2 days Develop initial descriptive budget 10 days Develop schedule 2 days Develop quality management plan 2 days Develop human resource plan 3 days Develop risk management plan 2 days Project plan complete 0 days Project Execution Release Analysis phase 18 days Design phase 15 days Construction phase 12 days Validation phase 12 days Deployment phase 3 days Closeout 1 day Release 1 Complete 0 days Release Analysis phase 9 days Design phase 7 days Construction phase 6 days Validation phase 6 days Deployment phase 1 day Closeout 1 day Release 2 Complete 0 days Execution complete 0 days Project Closeout 1 day Project Complete 0 days 35 3

4 Master s Set of Input Data (Team # 0) Part 2 ID Num Task No: Human Resources Material Resources Column 0 Column 1 Column 5 Column Project Manager 1 Laptop1, PDA1,Cellphone Project Manager 2 Laptop2, PDA2,Cellphone Project Manager 2, System Analyst 1 Laptop2, PDA2,Cellphone2, Laptop3, Cellphone System Analyst 1, System Analyst 2 Laptop3, Cellphone 3, Laptop4, Cellphone Project Manager 1, Project Manager 2 Laptop1, PDA1,Cellphone1, Laptop2, PDA2,Cellphone Project Manager 1 Laptop1, PDA1,Cellphone Project Manager 1, System Analyst 1 Laptop1, PDA1,Cellphone1, Laptop3, Cellphone System Analyst 1 Laptop3, Cellphone System Analyst 2 Laptop4, Cellphone System Analyst 1, System Analyst 2 Laptop3, Cellphone3, Laptop4, Cellphone System Analyst 3 Laptop5, Cellphone System Analyst 2, System Analyst 3 Laptop4, Cellphone4, Laptop5, Cellphone Project Manager 1 Laptop1, PDA1,Cellphone Project Manager 1 Laptop1,PDA1,Cellphone Developer 1, Developer 2 Desktop1,Desktop Developer 2, Developer 3 Desktop2,desktop Developer 3 Desktop Developer1, Developer 3 Desktop1,Desktop System Analyst 1 Laptop3,Cellphone Developer 1, Project Manager Project Manager 1 Laptop1,PDA1,Cellphone Developer 1, Developer 2 Desktop1,Desktop Developer 2, Developer 3 Desktop2,desktop Developer 3 Desktop Developer1, Developer 3 Desktop1,Desktop System Analyst 1 Laptop3,Cellphone3 Laptop1,PDA1,cellphone1,Desktop Developer 1, Project Manager Project Manager 2 Laptop2,PDA2,Cellphone Project Manager 1 Laptop1,PDA1,Cellphone1 Laptop1,PDA1,cellphone1,Desktop1 4

5 Step-by-Step Lab Activities (with outcome data for Team # 0) Step 1: How to start the application 1.1 To start with Microsoft Project, navigate to Start - All programs Microsoft Office Microsoft Office Project After starting the project, the Gantt chart view appears by default (same as Figure below): 1.3 Depending on the information needed, it is possible to work in different views of the project data. When starting a list of tasks or activities, it is easiest to start with Task Sheet View (WBS View). 1.4 To display Task Sheet View, navigate to View (Menu item) More Views. 5

6 1.5 A new screen appears then select task sheet and click Apply (see Figure below). 1.6 Task sheet view appears with only few columns of data (see Figure below). 6

7 Step 2: Entering the project title (Pg: 432) 2.1 Navigate to File (Menu item) Properties. 2.2 Enter the Title of the project as specified in the Lab1 Assignment and then click OK. 7

8 Step 3: Entering the start date for the project (Pg: 435) 3.1 To do so, go to Project (Menu item) Project Information. Enter the Start date of the project as specified in the Lab1 Assignment. Then click OK. Step 4: Inserting a new column on the Task Sheet (Pg: 436) 4.1 We will need a column for hierarchical order of tasks. As a result, we need to include in the Task Sheet a column for WBS Code. To do so, Select Insert (Menu item) Column WBS and then click OK. 8

9 4.2 Alternate way to add a new column is as follows: Highlight any column where you want to insert, right-click then select Insert Column, it is inserted to the left side of the highlighted column. After inserting a new column the view appears like on the figure below. 9

10 Step 5: Creating a unique WBS Code (Pg: 436) 5.1 After you add a WBS Column to the sheet, the next thing you need to do is to create a unique WBS codes for each task/activity. 5.2 Select Project (Menu item) WBS Define Code. You can now add a code that will prefix the number sequence (for example, 1, 1.1, 1.1.1, etc. as specified in column #1 of Lab1 Assignment). You can also create the numbering hierarchy. 5.3 For example, if we want to create four levels of hierarchy (like ), o select Numbers (ordered) in the first four rows of the sequence columns of the WBS code definition dialog box. o To separate the numbers using periods, select the period in the separator column. o Leave the two items Checked at the bottom of the screen as shown below 10

11 11

12 Step 6: Entering a task (Pg 438) 6.1 To enter a task, click the empty cell in the column named Task Name once and start entering the task name as specified in the column # 2 of Lab1 Assignment. 6.2 The alternate way to do this is as follows: Double click the empty cell in the column named Task Name for each task to show the Task Information screen and Go to General tab. Enter the names of the tasks as given in the column # 2 of Lab1 Assignment. Then click OK. The outcome of this step should look like a Figure below: NOTE: 1. At this step, WBS column will not contain hierarchical codes, because we just only defined them. 2. Values in Duration, Start, and Finish columns are by selected by applications as default values; they have NO relevance to your project at this moment. 12

13 Step 7: Creating a hierarchy of tasks (Pg: 441) 7.1 Some of the tasks will be subtasks of other items. For example, Project Initiation (code 1.1) requires Develop Project Charter (code 1.1.1) to be created. 7.2 To create hierarchy of tasks, select a task in the Task Name column that is to be indented and then click the Indent button (->). Indent is on Project (Menu Item) Outline Indent. Indent button is also located in the toolbar as shown below. 13

14 INDENT buttons 7.3 If your project WBS codes are not in correct sequence, you can Renumber WBS codes of all tasks or selected task. To do so go to Project (Menu Item) WBS Renumber. WBS Renumber dialog box appears as shown below, select Entire project and click OK. 7.4 Create the hierarchy of tasks according to column # 1 in Lab1 Assignment. The outcome of the step should look like on a figure below. NOTE: Values in Duration, Start, and Finish columns are by selected by applications as default values; they have NO relevance to your project at this moment. 14

15 Step 8: Entering the duration for a task (Pg: 443) 8.1. Enter the durations as given in column # 3 of Lab1 Assignment, corresponding to each task in the duration column by simply typing the number of days in that column (like 3 or 2) or use the spin buttons to increment 1 day at a time Alternate way you can do is as follows: Double click the Corresponding cell in the Task Name column for each task to show the Task Information screen and go to General tab. Enter the durations for each task as given in the column # 3 of Lab1 Assignment. Then click OK Save this as Team#_Lab1_Outcome_1a.mpp (Figure 1) In order to save a current status of the project, goto File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_1a.mpp 8.4. Navigate to View (Menu item) Gantt Chart. Save this as Team#_Lab1_outcome1b.mpp (Figure 2) - In order to save a current status of the project, goto File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_1b.mpp 15

16 8.5. Navigate to View Network Diagram. Save this as Team#_Lab1_outcome1c.mpp (Figure 3) - In order to save a current status of the project, goto File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_1c.mpp. A note: As a result, the first three OUTCOMES of your project should look like Figures 1, 2, 3 Figure 1 Team0_Lab1_Outcome_1a: Task Sheet View Figure 2 Team0_Lab1_Outcome_1b: Gantt Diagram 16

17 Figure 3 Team0_Lab1_Outcome_1c: Network Diagram 17

18 Step 9: Assigning predecessors to tasks (Pg: 444) 9.1 To add a predecessor, you should enter the corresponding ID numbers specified for every task in the column #4 of Lab1 Assignment in the Predecessors column. 9.2 Alternate way you can do is as follows: Double-click on the cell in the Task Name Column that needs the predecessor, select the Predecessors tab from the Task Information screen, enter in the ID for the task on which the selected task is dependent and select the type of dependency needed. (details are available on Pg 444 of the textbook) NOTE: MS Project 2007 will only accept ID numbers (Column # 0) but not WBS Codes (Column # 1) For example, Task Develop Schedule in Lab Assignment has ID number 12 and Task Project Plan Complete has ID number 16 and one of its Predecessors is ID Now save it as Team#_Lab1_outcome2a.mpp ( Figure 4) - In order to save a current status of the project, Go to File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_2a.mpp 18

19 9.4 Navigate to View(Menu item) Network Diagram and then save as Team#_Lab1_outcome2b.mpp (Figure 5 ) - In order to save a current status of the project, goto File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_2b.mpp Figure 4 - Team0_Lab1_Outcome_2a: Gantt Diagram with relationships Figure 5 Team0_Lab1_Outcome_2b: Network Diagram with relationships 19

20 Step 10: Adding resources to WBS (Pg: ) 10.1 Analyze the information in column # 5 (Human resources) of Lab1 Assignment and identify a full list of unique (with no repetition) Human resources like Project Manager1, Developer1, Developer2.etc Analyze the information in column # 6 (Material resources) of Lab1 Assignment and identify a full list of unique (with no repetition) Material Resources like Cellphone1, Cellphone2, PDA1. Etc 10.3 Before adding resources to tasks, first we need to define resources on the Resource sheet. Based on identified list of unique resources, enter the Resource names on the Resource Sheet 10.4 To do so, Navigate to View (Menu item) Resource sheet and enter the Human resources as specified in column # 5 of Lab1 Assignment. Also enter Material resources as specified in column # 6 of Lab1 Assignment by changing the TYPE of resource from Work to Material Alternate way to do is as follows: Double click an empty cell in the Resource Name Column in the resource sheet; you will see the screen as below. Enter the information in the Resource name 20

21 textbox, change the TYPE of the resource from Work to Material (if resource is material), then click OK Then save it as Team#_Lab1_Outcome_3a.mpp ( Figure 6 ) - In order to save a current status of the project, Goto File(Menu item) Save As. Enter the filename as Team#_Lab1_Outcome3a.mpp 21

22 Figure 6 Team0_Lab1_Outcome_3a.mpp: Resource Sheet Step 11: Assigning Human and Material resources to tasks (Pg: 451) 11.1 Return to the Gantt chart view (View Gantt chart view), double-click the task that needs a resource assigned to it. The Task Detail Information screen appears like below, select the Resources tab, click the drop-down box below the resource name and select the specified resources for a corresponding task from columns ## 5 and 6 in the Lab 1 Assignment. Follow the same procedure for all designated tasks. 22

23 11.2 Now save it as Team#_Lab1_Outcome_3b.mpp (Figure 7) - In order to save a current status of the project, goto File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_3b.mpp 11.3 Navigate to View (Menu item) Network Diagram and save it as Lab1_outcome3c.mpp (Figure 8) - In order to save a current status of the project, goto File(Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_3c.mpp 11.4 Now, come back to Resource sheet again and see any Over-allocated resources exist (shown in red color). Then save it as Lab1_outcome3d.mpp (Figure 9) - In order to save a current status of the project, goto File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_3d.mpp NOTE: Details on Over allocated Resources see page 452 (at bottom). 23

24 Figure 7 Team0_Lab1_Outcome_3b Gantt Diagram with Resources Assigned Figure 8 Team0_Lab1_Outcome_3c: Network Diagram with Resources Assigned 24

25 Figure 9 Team0_Lab1_Outcome_3d: Resources sheet with Overallocated resources (Shown in red color or the warning signs on the left of Resource Name column) Step 12: Dealing with over-allocated resources To get rid of this problem, you need to assign other resources to tasks or you must extend the time to complete the task or by using the automated resource leveling function in the MS-Project. In order to use automated Resource Leveling, make sure to save the project before leveling the resources as you might see some changes to the schedule that can be difficult to identify. Step 13: Leveling resources When you level resources the project splits the tasks or adds a delay to task until the over allocated resources can complete the task, based on individual person s (human resources) schedule Navigate Tools (Menu item) Level resources Be sure that the following boxes are CHECKED/MARKED 1) Manual, 25

26 2) Day-by-day basis, 3) Clear leveling values before leveling, 4) Level entire project, 5) Leveling can adjust individual assignments on a task, 6) Leveling can create splits in remaining work. Then click Level now If a resource view that has selected resources was showing when you opened the Resource Leveling dialog box, the Level Now dialog box appears as shown below. Select Entire pool and then click OK Now you will see a difference in the duration column as number of days is increased (Compare data in original Figure 7 to resulting Figure 9) Then save it as Team#_Lab1_Outcome_3e.mpp. (Figure 10) - In order to save a current status of the project, goto File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome3e.mpp 26

27 13.6 Go back to resource sheet and see that the problem with the over allocated resources has resolved means that the information in RED color is disappeared in Resource sheet. Figure 10 Team0_Lab1_Outcome_3e: Task sheet view after leveling the resources Step 14: Critical Path (Pg: ) 14.1 To identify Critical Path, go to Format (Menu item) Gantt Chart Wizard. 27

28 14.2 Click Next to continue, since our assignment is to show the critical path, Select Critical Path radio button and then click Next Based on information that you want to display with Gantt bars, select the corresponding radio button and click Next. 28

29 14.4 To show the links between the tasks, select yes and then click Next Click Format It 29

30 14.6 Save it as Team#_Lab1_Outcome_5a.mpp (Figure 11 ) - In order to save a current status of the project, go to File(Menu item) Save As. Enter the filename as Team#_Lab1_Outcome_5a.mpp Figure 11 Team0_Lab1_Outcome_5a: Critical path 30

31 Step 15: Generating reports (Pg ) 15.1 Navigate to Report (Menu item) Reports Overview. Select Project Summary. You should get an electronic report like figure below, in order to put in MS Word format ZOOM the Report to maximum by clicking Zoom button in the toolbar or by pressing keys Alt Take the screenshot of the report. To do so press keys Ctrl+Alt+PrntScr Open Microsoft Office Word and paste the screenshot in the document as shown in the figure below. 31

32 15.5 Then File (Menu item) Save As. Give the filename as Team#_Lab1_Outcome_6a.doc 15.6 In order to save a current status of the project, go to File (Menu item) Save As. Enter the filename as Team#_Lab1_Outcome6a.doc. Type should be Microsoft Office Word Document (*.doc) and then click save. The outcome should be similar to Figure 12 Project Summary Document Return back to Task Sheet View. Navigate to Report (Menu item) Reports Overview Critical Tasks. Repeat the same procedure from Save the filename as Team#_Lab1_Outcome_6b.doc. The outcome should be similar to Figure 13 Critical Tasks Document 32

33 Figure 12 Team0_Lab1_Outcome_6a: Project summary Document Figure 13 Team0_Lab1_Outcome_6b: Critical Tasks Document 33

34 Final Outcome: Final Comparison table 1. Create a word document with a table in it having four columns. Name them as Phases, Start date, Final date, and Duration (Days). 2. Complete the table with the data about the following phases from Figure Project Initiation 1.2 Project Plan Release Release 2 Overall Project 3. The output data in the table should look like Figure 14 Final Outcome Table. This is the main outcome and your results will be compared with the master data result by instructor. Figure 14 Team0_Lab1_Final _Outcome: Final Outcome Table Phases Start Date Final Date Duration (Days) 1.1 Project Initiation 12/1/ /27/ Project Plan 12/28/2011 1/16/ Release 1 1/17/2012 4/10/ Release 2 4/11/2012 5/22/ Overall Project 12/1/2011 5/23/

35 Lab 1: Required Lab Outcomes The required Outcomes of this Lab (Lab1) are the following files: 1. Team#_Lab1_Outcome_1a.mpp (see Figure 1 for details) 2. Team#_Lab1_Outcome_1b.mpp (see Figure 2 for details) 3. Team#_Lab1_Outcome_1c.mpp (see Figure 3 for details) 4. Team#_Lab1_Outcome_2a.mpp (see Figure 4 for details) 5. Team#_Lab1_Outcome_2b.mpp (see Figure 5 for details ) 6. Team#_Lab1_Outcome_3a.mpp (see Figure 6 for details ) 7. Team#_Lab1_Outcome_3b.mpp (see Figure 7 for details) 8. Team#_Lab1_Outcome_3c.mpp (see Figure 8 for details) 9. Team#_Lab1_Outcome_3d.mpp (see Figure 9 for details ) 10. Team#_Lab1_Outcome_3e.mpp (see Figure 10 for details) 11. Team#_Lab1_Outcome_5a.mpp (see Figure 11 for details ) 12. Team#_Lab1_Outcome_6a.doc (see Figure 12 for details ) 13. Team#_Lab1_Outcome_6b.doc (see Figure 13 for details) 14. Team#_Lab1_Final_Outcome.doc (see Figure 14 for details) Lab 1: Submission of Lab Outcomes 1. Use a spare flash drive 2. Create a folder named: Lab01_OUTCOMES_Team_NUMBER (a note: substitute the word NUMBER in the folder name with the actual number of your team). 3. Submit a flash drive with all Required Lab Outcomes (see above) to your instructor by a designated in the course syllabus deadline. 35

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