Microsoft Project From the WBS to a Complete Schedule Emanuele Della Valle, Lecturer: Dario Cerizza

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1 Planning and Managing Software Projects Session 6 Microsoft Project From the WBS to a Complete Schedule Emanuele Della Valle, Lecturer: Dario Cerizza

2 Credits 2 These slides are partially based on CEFRIEL slides for PMI Course and Certification

3 Today agenda 3 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources (this will be discussed in session 9) 9. Control Project (this will be discussed in session 9)

4 Session 5 Review 4 Scheduling Fundamentals Scheduling Techniques Network Diagrams AON and AOA PERT Bar Charts Milestone Chart Gantt Chart Schedule Optimization Techniques Mythical Man-Month

5 Today agenda 5 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources 9. Control Project

6 Introduction to Microsoft Project 6 Current version: Microsoft Project 2010 Used version: Microsoft Project 2007 Very similar to 2003 version Similar GUI 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! Some tutorials and quick references

7 Creating a new project 7 1. Open Microsoft Project from Start menu Or 2. File (from menu) 3. New

8 Saving a project 8 1. File (from menu) 2. Save The current project will be saved as a.mpp file

9 New Project left-side Menu 9

10 Project Templates File (from menu) 2. New 3. On My Computer 4. Project Templates 5. Select the Software Development template

11 Gantt Chart View 1. View -> Gantt Chart (if Gantt chart is not shown) 2. Drag right the vertical slide to show all the columns 11 Note: by default, the tables show only some columns. To add more columns: Right-click on a column and select insert column

12 Network Diagram View 1. View 2. Network Diagram 12

13 Task Information forms From the Gantt view (or the Network Diagram view) 2. Double click on a task

14 Resource Sheet View 1. View 2. Resource Sheet 14 It shows the list of resources and their type

15 Resource Usage View View 2. Resource Usage It shows the daily work of each resource per each task

16 Task Usage View View 2. Task Usage It shows the daily work of each task per each resource Dual than previous

17 Resources Graph View View 2. More Views (if Project 2003) 3. Resources Graph 4. Apply

18 Timeline zooming 18 For the views which have a timed graph on the right Gantt, Resource Usage, Resource Graph, 1. Right click on the timeline (in the upper ribbon) 2. Choose Timescale + and è zoom in or out The hand icon scrolls the diagram to the selected task

19 Project Information form Project (from menu) 2. Project Information Il you open an old project (e.g. a template), pay attention to the current time: you may not see anything in some views

20 Microsoft Project Options Tools (from menu) 2. Options I personally prefer to use days for both duration and work

21 Today agenda 21 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources 9. Control Project

22 Create an Empty Project File (from menu) 2. New 3. Empty Project

23 Set project start date Project (from menu) 2. Project Information

24 Insert Activities/Tasks (from WBS) Insert the names of activities/tasks of the WBS in the Task Name column Activity vs. Task : Microsoft Project adopts Task

25 Group Tasks in Phases (as in WBS) 1. Select tasks to be grouped under the same phase 2. Click on the right green arrow 25 Multiple grouping level support Left green arrow means ungroup to previous level

26 Add Milestones Add tasks for meaningful releases or deliverables 2. Set Duration = 0 Step 1

27 Today agenda 27 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources 9. Control Project

28 Dependency types 28 Finish-to-start: A f-to-s B : B cannot start until A finishes. B can start after A finishes. A FS B Start-to-start: A s-to-s B : B cannot start until A starts. B can start after A starts. SS A B Finish-to-finish: A f-to-f B : B cannot finish until A finishes. B can finish after A finishes A B FF Start-to-finish: A s-to-f B : B cannot finish until A starts. B can finish after A starts. B SF A

29 Define Dependencies Go to the Predecessors column 2. Insert the ID of the predecessor task 3. Follow the ID with the type of dependency (FS is the default) Use the ; to insert multiple dependencies If a phase has a dependency, all its internal tasks get the same dependency Dependencies are reflected in the GANTT diagram on the right

30 Define Dependencies (alternative way) 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 Step 2

31 Today agenda 31 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources 9. Control Project

32 Insert estimated Work (= effort) 32 Visualize the Work Column 1. Right click on the Start column 2. Insert Column and choose work Inserted estimated work on each task To set work in days (and not in hours): Tools (from menu) Options Select the Schedule tab Look for the option Work is entered in: Set it Days Step 3 Duration is still not defined. Allocating resources will define the duration of tasks

33 Pratical Exercise n.1 33 Open a template and try the different views Start from scratch a new project Define tasks (about 20-50) Organize tasks in groups and subgroups Define milestones Define dependencies among tasks Estimate Work on each task Look at a realistic example (similar to the maximum we can expect from your homework 4) P&MSP2010_06_SoftwareDevelopmentTemplate.mpp

34 Today agenda 34 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources 9. Control Project

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 resources will be available to perform project activities This process is closely coordinated with the Costs 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 Unlimited availability: Material Fixed outcome: Cost

36 Resource Type Limited availability resources: Work 36 Resources whose availability is limited E.g. Humans (team, partners, customers, ), pay-peruse SW licenses or HW rental They are described by two main factors: Standard Cost (e.g. 20 /hour) Max daily allocation level (e.g. 50%) 100%: full availability between 0 and 100%: partial availability > 100%: when there are more than one resource but they cannot be distinguished (optionally) Overrate cost (e.g. 30 /hour) Work Resources must be leveled to avoid overallocation

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) Material resources do not have to be leveled

38 Resource Type Fixed outcome: 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 allocated to a task

39 Define Resources View (from Menu) ->Resource sheet 2. Per each row: 1. Insert Resource Name 2. Select the type of resource 1. Work 2. Material 3. Cost 3. Insert details 1. Max units 2. Std. Rate 3. Ovt. Rate

40 Set Resources Availability Double click the corresponding row to open the resource information form 2. Define Resource Availability (when he/she is available) Step 4

41 Today agenda 41 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources 9. Control Project

42 Before allocating resources to tasks Visualize Task Form 1. Return to Gantt Chart 1. View (from Menu) -> Gantt Chart 2. Visualize Task Form 1. Windows (from menu) -> Split 2. Select bottom window 3. View (from menu) -> More Views -> Select Task Form 3. To create a quick shortcut on the right-click on the left vertical gray bar 1. Edit -> Show in Menu -> OK 42 Resources, Units and Work can be specified per each task

43 Resources Allocation Techniques 43 Unit Allocation is expressed by the time of the resource dedicated to the specific task i.e.: Resource1 is allocated the 50% of his time on Task1 Work Allocation is expressed by total time that the resources will dedicate to a task i.e.: Resource1 will work 1 day on Task1

44 Allocate Resources to Tasks Select a Task 2. Select Resource Name (in the bottom window) 3. Insert Units or Work per each resource 1 resource at 50% for 1 day of Work Microsoft Project estimates the Duration in 2 days Let s consider just 1 resource for now

45 Duration, Units and Work proportion Work [t] Duration [ t] = Work[ t] *100 Units[%] 45 Work [ t] = Units[%] Duration[ t]* 100 Units [%] Duration [t] Units [%] = Work[ t] *100 Duration[ t] If Units = 50% & Work = 1 day è Duration = 2 days If Units = 100% & Work = 5 days è Duration = 5 days If Duration = 3 days & Units = 50% è Work = 1.5 days If Duration = 4 days & Work = 1 day è Units = 25% This proportion is always kept consistent by MS Project!

46 Allocate one Resource to Tasks 46 Return to the Gantt view 1. Select a task (in the top window) 2. Add one resource (in the bottom window) 3. Define it s units 4. Click OK 5. Check how MS Project estimates the Duration

47 Allocate more Resources to Tasks (by units) Select the task (in the top window) 2. Add two resources (in the bottom window) 3. Define their units 4. Click OK Task work = the sum of work of each resource Task duration = the max of duration for each resource

48 Allocate more Resources to Tasks (by work) Select the task (in the top window) 2. Add two resources (in the bottom window) 3. Define their work (without changing the total work on the task) 4. Click OK Task work = the sum of work of each resource Task duration = the max of duration for each resource

49 Complete Resource Allocation Per each task, allocate one or more resources Step 5

50 Today agenda 50 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources 9. Control Project

51 Inspect the current schedule 51 In the Gantt view 1. Tasks and Milestones have estimated dates 2. Tasks and Summary tasks show estimated duration 3. Zoom-out the Gantt chart to view it completely

52 Critical Path and Slack Times 52 The specific set of sequential tasks upon which the project completion date depends The sequence of tasks that determines the duration of the project A delay of a task in the critical path implies a delay in the final date 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

53 Inspect Critical Path Right Click on the white background of the Gantt chart 2. Gantt Chart Wizard 3. Next, Select Critical Path, Click Finish and Click Format It Critical Path is highlighted in red

54 Inspect Slack Times Right Click on a column (e.g. Resource Names) 2. Select Insert Column 3. Choose Free Slack 4. (Repeat 1-2 and then choose Total Slack)

55 Inspect Costs of each Task From Gantt Chart view 2. Right click on a column E.g. Resource Names 3. Insert Column 4. Cost 1. View 2. Table entry 3. Choose Cost

56 Inspect Costs of each Resource View (from menu) 2. Resource Usage view 3. View (from menu) 4. Table: usage 5. Choose cost Step 6

57 Today agenda 57 Session 5 Review Microsoft Project Fundamentals 1. Define Activities (WBS) 2. Sequence Activities 3. Estimate Work 4. Define Resources 5. Allocate Resources 6. Inspect Schedule 7. Refine Schedule 8. Level Resources 9. Control Project

58 Set Additional Task Constraints 1. Double click on a task 2. Go to the Advanced tab 58 Contractual milestones should have a Finish No Later Than constraint Meetings with externals people should have a Must Start On constraint Microsoft Project will raise a warning when a constraint is violated

59 Refine Schedule 59 The Project Manager needs to refine the plan by: Changing the work estimated for a task Changing the units of resources on a task Changing the duration of a task Adding or removing resources to a task Let s add the Junior Developer to a Task Resources change from: To:

60 Task Types Fixed Duration, Fixed Units, Fixed Work Double Click on a task 2. Go to the Advanced tab 3. Open Task Type menu Fixed Duration: when the duration of a task is known at priori or defined by external agents E.g. meetings, outsourcing a task with a contract that defines the duration, supporting customers for a defined period, Fixed Work: when efforts are estimated on tasks E.g. the majority of tasks where people work (writing, development, testing, ) Fixed Units (MS Project default): when resources are allocated to a task for a fixed unit regardless of duration and work E.g. providing support for undefined period

61 Task Types Fixed Duration, Fixed Units, Fixed Work 61 In a If you revise Duration If you revise Units If you revise Work Fixed Duration task Work is recalculated Work is recalculated Units are recalculated Fixed Units task Work is recalculated Duration is recalculated Duration is recalculated Fixed Work task Units are recalculated Duration is recalculated Duration is recalculated Cases on the diagonal are not trivial: If the task is not Fixed Duration à Microsoft Project recalculates Duration If the task is Fixed Duration à Microsoft Project recalculates Work

62 Task Types Effort Driven Double Click on a task 2. Go to the Advanced tab 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 on the task type) If Effort Driven is not selected Adding or removing resources to the task affects the total work

63 Task Types Summary of Task Types 63 Fixed Duration, Effort Driven (e.g. support with defined duration and work) Duration is never changed automatically Changing duration or Units changes task work Changing work or adding or removing resources changes resource units Fixed Duration, Non-Effort Driven (e.g. meetings) Duration is never changed automatically Changing duration or changing, adding or removing resources changes task work Changing work changes resource units Fixed Unit, Effort Driven (Microsoft Project default option) Units are never changed automatically Changing duration changes task work Changing work or changing, adding or removing resources changes duration Fixed Unit, Non-Effort Driven (e.g. rented resources) Units are never changed automatically Changing duration or adding or removing resources changes task work Changing work or changing resources changes duration Fixed Work, Effort Driven (my preference for common tasks) Work is never changed automatically Changing duration changes resource units Changing work or changing, adding or removing resources changes duration Fixed Work, Non-Effort Driven (this case is not allowed by MS Project) Source: Dustin Kassman,

64 Task Types Quick selection of task types Right click on the Start Column 2. Insert Column 3. Select Type 4. Right click on the Start Column 5. Insert Column 6. Select Effort Driven

65 Refine Schedule Per each Task 1. Change the type of the task 1. On meetings and milestones, set Fixed Duration and set the Duration 2. On other tasks, set Fixed Units or Fixed Work 2. Per each resource on the task 1. Distribute effort concentrating operative work to juniors 2. Change units and/or Change work appropriately 2. Add or remove allocated resources if necessary 3. Inspect how Microsoft Project update duration, units, work Step 7

66 Pratical Exercise n.2 66 Define resources (about 5) Humans, materials and costs Allocate resources to tasks (don t forget material resources) Inspect critical path, slack times, costs Refine the schedule 1. Change tasks types 2. External constraints are imposed to you and you have to refine your project: Add another resource to a meeting Increase effort on a task Add a supporting resource to a task Reduce the units% of a resource on a task Make a task with shorter duration by adding a new resource (and increasing also the work) (Update each task and make your prediction before clicking OK)

67 Questions? 67

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