Microsoft Project Activity

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1 Microsoft Project Activity Purpose: The goal of this activity is to lead you through the most important data entry and formatting activities in MS Project and to provide you with the fundamental knowledge and skills necessary to use MS Project as a tool for successful project management. Project: The table following these instructions lists the major activities required to develop a project management plan for a software development project (38 activities). The project start date is the first working day of the following month. The project plan must be completed within 20 working days. Your 4-person team includes YOU, the Project Manager, and three additional highly talented individuals. To Do: Create a Microsoft Project schedule that meets ALL of the requirements on the table of specifications listed below. 1. Create a new MS Project schedule. The start date is the first working day of the following month (beware of holidays!). The project must be finished on or before the last working day of the month. 2. Set default "TASK TYPE" to Fixed Duration Go to Tools/Options/Schedule select "Default Task Type" and select "FIXED DURATION from pull-down menu. Click "Set as Default", then o.k. This will hold your durations constant even as work effort changes. Note: If required, task types can be changed for specific tasks by selecting task(s) - Go to Project/Task Information/Advanced and change "Task Type" to Fixed Duration. 3. Change Working Time by Creating a new Calendar FIRST create a Copy of Standard calendar - Tools/Change Working Time - select new - default new calendar name will appear "Copy of Standard". Change to "Copy of Standard1" and Click o.k. SECOND set the following days to non-working time. First Monday of the following month is statutory holiday (yeah!). The third Thursday and Friday of the following month are scheduled for project management team training. Go to Tools/Change Working Time and make changes as noted. THIRD set "Copy of Standard1" as the Project calendar. Go to Project/Project Information/ select Calendar and from the pull down menu select "Copy of Standard1" which should exist because you created it in step one. Click o.k. 4. While in Project Information also check that the Project Start Date is set to the first working day of the following month. 5. ENTER the 38 activities, levels (See roll-ups in #5), durations, and precedents as listed on the following table. To save re-keying all the activities, just copy activities from the table below and past into MS Project. This will work for all columnar data. MSProject WebDev 1 PM Training Group

2 6. Items with whole numbers (and light green shading) are major WBS phases and will become summary bars. Create "roll-ups" for each phase by using the indent feature. Create three levels: (a) phase levels and (b) activity level (Work Package Lowest level of WBS). 7. Insert a WBS column. The numbering should automatically match what is displayed on the listing of activities. 8. Insert a New task in Row 1 Create a Project Level roll-up by indenting all other previously entered activities. What happens to the WBS numbering? 9. Create 3 milestones: (a) Mgmt Approval of Overview & Deliverables, (b) Verification of WBS, and (c) Project Plan Submitted for Review. You can create a milestone by making the duration ZERO, or checking Mark task as milestone on the Task Activity form. 10. Set a constraint (hard code) for milestone Verification of WBS by changing the constraint to Must Finish On and then select the appropriate calendar date 10 days from project start date. This can be accomplished in Task Information under the Advanced tab. Also constrain the Project Plan Submitted for Review to the last day of the month. Once these milestones (or any activity) is constrained, a calendar icon should appear in the far left hand Indicator column. 11. Change/verify that the timeline is displaying "Weeks as the Middle tier and Days as the bottom tier. Either Format/Timescale or right click on the timescale to access dialog boxes. Densify the timeline by changing the size of the bottom tier Days to 80%. 12. Create the logical dependencies to fit the project constraint dates. Predecessors can be revised to whatever works for you and does not create too many parallel activities (or your resources will revolt!). 13. Show critical path in text. Under Format/Text Styles/ pull down menu "Items to Change" select "Critical Tasks" and change to red bold. Now your critical path items should appear in red bold in your task list - but NOT on Gantt bars. Also, change the text format of milestones to blue bold. 14. Text Formatting: Add the task "Name" to the right of the activity bar. Go to Format/Bar Style/Text/Right and select "Name" from the pull down menu. This is not real useful on a short schedule, but on a longer schedule the task list on the left of the page/screen might be a long way from the actual task bar. After adding resources, you may want to change the name to the resource name. 15. Change Critical Task Bars to Red. Go to Format/Bar Style/ under the list of bar types, scroll down to first empty line and create a new bar style - Name: "Critical Tasks"; Appearance select color Red from bars menu; Show for...tasks: select "Critical"; then click o.k. Note: Critical bars automatically show in red in the Tracking View. MSProject WebDev 2 PM Training Group

3 16. More fun with bar formatting The step above will also turn your roll-up bars RED. Following the same create new bar style procedure; create a second new bar style called NOT RED. Select the first available empty line, Name = NOT RED; Appearance = Black; Show for... Tasks = Summary. Now your critical path tasks should be red and your roll up bars black. SAVE your schedule. 17. It would be a good idea to add a Project Kickoff Meeting as an activity, just good PM practice. Create this activity and add a NOTE that identifies YOU as the Project Manager facilitating the meeting and proposes a tentative agenda (maximum 8 bullet items) of what you would plan to cover in the Project Kickoff Meeting. When finished, click o.k. and a "sticky note" icon should appear in the far left hand Indicator column. 18. Day 2 - Enter Resource Names: You have been working exclusively in Gantt View. Now select "Resource Sheet" View and create your project team with YOU as PM at 50% time, and three other team members (names of your choice) at 100% time. On the resource sheer: Type = Work; Max. Units = 100%; Std Rate = $40.00/hr; and no overtime, calendar is Copy of Standard1. You can fill down in MS Project the same as in MS EXCEL. 19. Day 2 - Allocate resources by entering names in the RESOURCE NAME column using the pull down menus. A percent (%) will appear based on the number of work hours over the duration time the project assignment (e.g. 50% to project). To allocate more than one resource to a task, go to Task Information/Resources and use pull-down menus to select multiple resources. Check Resource Usage Are any of your resources over committed? 20. Day 2 - Add Column: % Work Complete: Insert column works the same as in EXCEL. Highlight row to right of insertion point, right click and select INSERT COLUMN go to top of pull-down menu and select "% Work Complete." 21. Day 2 - Create Baseline: At this point, with formatting complete and all constraint dates working, Tools\Tracking\Save Baseline. 22. Day 2 - Update project as of the 10 th work day. Go to Tools\Tracking\Update Project which will automatically calculate % complete based on lapsed duration (may or may not be accurate!). Note that in the Tracking View after updating, task progress is marked on each bar. How is your project doing? Go to Project Information and select statistics. Also explore the other views. Go to View\Gantt Chart\Table Entry then explore Costs, Schedule, MORE TABLES then select Earned Value. MSProject WebDev 3 PM Training Group

4 Development of a Software Project Management Plan Activities & Durations Initial Activities Template Final List Modified by Items #1 22 Above ID# WBS Task Duration Start End Predecessor 1 1. Introduction Project Overview Project Deliverables Change Mgmt of Software Project Mgmt Plan Reference Materials Definitions & Acronyms 7 2. Project Organization Process Model (relationships, milestones, reviews, etc.) Organizational Structure (Org chart, communication plan, etc.) Organizational Chart Communication Plan Organizational Boundaries and Interfaces (Org, contractors, quality assurance, etc.) Project Responsibilities (matrix of functions, activities, and responsibilities of team members) Management Process Management Objectives & Priorities (Philosophy, goals, reporting, priorities, schedule, budget, risk mgmt procedures) Assumptions, Dependencies, and Constraints Risk Management Monitoring and Controlling Mechanisms (report formats, info flows, tracking and controlling adherence to plan) Staffing Plan Technical Process (Methods, tools, techniques, plan for documentation, quality assurance, validation, etc.) Methods, Tools, & Techniques (Development methodology, team structure, methods to design, build, test, etc.) Software Documentation Project Support Functions (Configuration mgmt, verification & validation plans, production & operational support functions) Work Packages, Schedules, & Budgets Work Packages (Activity identification, WBS) Dependencies (Network diagrams, CPM) MSProject WebDev 4 PM Training Group

5 ID# WBS Task Duration Start End Predecessor Resource Requirements (Personnel, computer time, hardware, software, facilities, travel, training, maintenance req. etc.) Budget Requirements Budget and Resource Allocation (SOV) Schedule Development Milestone Schedule Precedent Diagram/Schedule Project Success Criteria Network Diagram Project Milestones Approval Process Acceptance Criteria Critical Success Factors (Within budget, on schedule, 100% functionality, client measures, etc.) Software Project Management Plan Template adapted from IEEE Standard for Software Project Management Plans (STD , reaffirmed in 1998). Additional documentation available at: (May 26, 2004) MSProject WebDev 5 PM Training Group

6 ID WBS Task Name Duration % Complete Start Finish Predecessors Resource Names 1 1 Development of Software PM Plan 19 days 65% 7/1/04 7/30/ Kick-off Meeting 4 hrs 100% 7/1/04 7/1/04 PM,Amanda,Jorge,Ies Introduction 3 days 100% 7/1/04 7/6/ Project Overview 2 days 100% 7/1/04 7/2/04 Amanda Project Deliverables 1 day 100% 7/6/04 7/6/04 4 Jorge Change Mgmt Approach 4 hrs 100% 7/6/04 7/6/04 4 Iesha Reference Materials 4 hrs 100% 7/6/04 7/6/04 4 Amanda Definitions & Acronyms 4 hrs 100% 7/6/04 7/6/04 4 Jorge Mgmt Approval of Overview & 0 days 100% 7/6/04 7/6/ Project Organization 4 days 100% 7/7/04 7/12/ Process Model 2 days 100% 7/7/04 7/8/04 5 Iesha Organizational Structure 0.5 days 100% 7/9/04 7/9/ Organizational Chart 4 hrs 100% 7/9/04 7/9/04 11 PM[50%] Communication Plan 4 hrs 100% 7/9/04 7/9/04 11 Amanda Organizational Boundaries and I 1 day 100% 7/9/04 7/9/04 11 Jorge Project Responsibilities 1 day 100% 7/12/04 7/12/04 15 Iesha Management Process 3 days 100% 7/13/04 7/19/ Management Objectives & Priori 1 day 100% 7/13/04 7/13/04 16 PM[50%] Assumptions, Dependencies, an 1 day 100% 7/13/04 7/13/04 16 Amanda Risk Management 2 days 100% 7/14/04 7/19/04 18 Jorge Monitoring and Controlling Mech 4 hrs 100% 7/14/04 7/14/04 18 Iesha Staffing Plan 2 days 100% 7/14/04 7/19/04 18 Amanda Technical Process 3 days 75% 7/14/04 7/20/ Methods, Tools, & Techniques 1 day 100% 7/14/04 7/14/04 18 Jorge Software Documentation Outline 1 day 100% 7/19/04 7/19/04 24 Iesha Project Support Functions 2 days 50% 7/19/04 7/20/04 24 Amanda Work Packages, Schedules, & Bud 6 days 0% 7/20/04 7/27/ Work Packages 3 days 0% 7/20/04 7/22/04 20 PM[50%],Amanda[50% Verification of WBS 0 days 0% 7/20/04 7/20/ Dependencies 1 day 0% 7/23/04 7/23/04 28 Amanda Resource Requirements 1 day 0% 7/23/04 7/23/04 28 Jorge Budget Requirements 1 day 0% 7/26/04 7/26/04 28,31 Iesha Budget and Resource Allocation 1 day 0% 7/27/04 7/27/04 32 PM[50%] Schedule Development 1 day 0% 7/26/04 7/26/ Milestone Schedule 4 hrs 0% 7/26/04 7/26/04 30 Amanda Precedent Diagram/Schedu 1 day 0% 7/26/04 7/26/04 30 Jorge Project Success Criteria 16 days 50% 7/7/04 7/30/ Network Diagram 4 hrs 0% 7/27/04 7/27/04 36 Amanda Project Milestones 4 hrs 0% 7/27/04 7/27/04 36 Jorge Approval Process 1 day 0% 7/27/04 7/28/04 39 PM[50%] Acceptance Criteria 1 day 100% 7/7/04 7/7/04 5 Iesha Critical Success Factors 1 day 100% 7/7/04 7/7/04 5 Amanda Project Plan Submitted for Rev 0 days 0% 7/30/04 7/30/ , '04 Jul 4, '04 Jul 11, '04 Jul 18, '04 Jul 25, '04 Aug 1, '04 Aug 8, '04 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 S S M T W T F S S M T W T F S Kick-off Meeting Project Overview Project Deliverables Change Mgmt Approach Reference Materials Definitions & Acronyms 7/6 Process Model Organizational Chart Communication Plan Organizational Boundaries and Interfaces Acceptance Criteria Critical Success Factors Project Responsibilities Management Objectives & Priorities Assumptions, Dependencies, and Constraints Risk Management Monitoring and Controlling Mechanisms Staffing Plan Methods, Tools, & Techniques Software Documentation Outline Project Support Functions 7/20 Work Packages Dependencies Resource Requirements Budget Requirements Budget and Resource Allocation (SOV) Milestone Schedule Precedent Diagram/Schedule Network Diagram Project Milestones Approval Process 7/30 Project: MS_Proj Activity04Base Date: 6/9/04 Task Split Progress Milestone Summary Project Summary External Tasks External Milestone Deadline Critical Tasks Not Red Page 1

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