Session 6. Microsoft Project. Emanuele Della Valle. Lecturer: Dario Cerizza

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1 Session 6 Microsoft Project Emanuele Della Valle 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 i of Software Project Management Original slides are available at t / Reuse and republish permission was granted

3 Today agenda 3 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources Definition iti and Allocation Resource Leveling Project Control Covered in Lesson 9 Project Control

4 Session 5 Review 4 Scheduling Fundamentals Scheduling Techniques Network Diagrams Bar Charts Schedule Optimization Techniques Mythical Man-Month Month

5 Today agenda 5 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources Definition iti and Allocation Resource Leveling Project Progress Update

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 t ffi / t A Quick Reference

7 Creating a new project 7 1. File (from menu) 2. 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 2. New 3. On My Computer 4. Project Templates 5. Select a template

11 Gantt Chart View 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 more columns: Right-click on a column and select insert column

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

13 Network Diagram View View 2. Network Diagram

14 Resource Sheet View View 2. Resource Sheet

15 Resource Usage View View 2. Resource Usage

16 Resources Graph View View 2. More Views 3. Resources Graph 4. Apply

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

18 Microsoft Project Options Tools (from menu) 2. Options

19 Today agenda 19 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources Definition iti and Allocation Resource Leveling Project Progress Update

20 Create an Empty Project 20

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

22 Group Tasks in Phases 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

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 ti updated

24 Insert Task Dependency Relationships 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 Relationships ID Task Name Duration Start Finish Predecess April Phase 1 8 days Wed 31/03/10Mon 12/04/10 2 Activity days Wed 31/03/10 Wed 07/04/10 3 Activity days Wed 07/04/10 Mon 12/04/102 4 Activity days Wed 31/03/10 Fri 09/04/10 5 Phase 2 9 days Wed 31/03/10 Tue 13/04/10 6 Activity days Wed 31/03/10 Mon 05/04/10 7 Activity days Wed 31/03/10 Tue 06/04/10 8 Activity days Wed 31/03/10 Tue 13/04/10

25 Lag & Lead Time 25 A FS + lag B time A FS - lead B time

26 Lag & Lead Time Double click on a task 2. Go to the Predecessor tab 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)

27 Lag & Lead Time 27 Predecessors and lag times can be set directly in the Predecessor column 2 days Lag 3 days Lag

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

29 Milestones Insert a new task 2. Insert the task name 3. Insert a duration = 0

30 Additional Task Contraints Double click on a task 2. Go to the Advanced tab

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

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 2. Select Insert Column 3. Choose Free Slack 4. (Repeat 1-2 and then choose Total Slack) 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 days Wed 31/03/10 Wed 07/04/10 0 days 0 days 3 Activity days Wed 07/04/10 Mon 12/04/102 0 days 0 days 4 Activity 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 days Wed 07/04/10 Mon 12/04/102 1 day 3 days 7 Activity days Tue 13/04/10 Mon 19/04/106;8 2 days 2 days 8 Activity days Wed 31/03/10 Tue 13/04/10 0 days 2 days Slack Times

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 Look at a realistic example (similar to the maximum we can expect from your homework) menttemplate.mpp

34 Today agenda 34 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources Definition iti and Allocation Resource Leveling Project Progress Update

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 l coordinated d 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 Financial: Cost

36 Resource Type Limited availability resources: Work 36 Resources whose availability is limited E.g. Humans (team, partners, customers, ), pay-per- use SW 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) Needs to be leveled to avoid over-allocation

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

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

39 Resources Definition View->Resource sheet 2. Per each row: 1. Insert Resource Name 2. Select the type of resource (Work, Material, Cost) 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

40 Allocation Techniques 40 Unit Allocation is expressed by the time of the resource dedicated d d to the specific task i.e.: Mark is allocated the 30% of his time on Task1 Work Allocation is expressed by total time that the resources will dedicate to a task i.e.: Mark will work 40 hours on Task2

41 Assign Resources to tasks (Unit %) 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 are calculated l automatically ti based on the std cost defined ID Task Name Duration Start Finish Predeces Resource Names 1 Phase 1 15 days Wed 31/03/10 Wed 21/04/10 2 Activity days Wed 31/03/10 Wed 07/04/10 Bob Marley[50%] 3 Activity days Wed 07/04/10 Mon 12/04/102 Eros Ramazzotti 4 Activity days Mon 12/04/10 Wed 21/04/103 Super Server[2] 5 Phase 2 13 days Wed 31/03/10 Mon 19/04/10 6 Activity days Wed 07/04/10 Mon 12/04/102 Eros Ramazzotti 7 Activity days Tue 13/04/10 Mon 19/04/106;8 Eros Ramazzotti[80%];Bob Marley[30%] 8 Activity days Wed 31/03/10 Tue 13/04/10 Bob Marley[70%];Travel Cost[ ,00] 29 Mar '10 05 Apr '10 12 Apr '10 19 Apr '10 26 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 F S S M T W T F Bob Marley[50%] Eros Ramazzotti Super Server[2] Eros Ramazzotti Eros Ramazzotti[80%];Bob Marley[30%] Bob Marley[70%];Travel Cost[ ,00]

42 Assign Resources to tasks (Work) Task Details in double view Windows -> Split 2. Select second window 3. View -> More Views 4. Select Task Details Form and Apply Both Units and Work can be specified

43 Task Types Duration, Units and Work Double Click on a task 2. Go to the Advanced tab 3. Select Task Type Work [t] Units [%] = Work[ t] *100 Duration[ t] Units [%] Duration [t]

44 Task Types Fixed Duration, Fixed Units, Fixed Work 44 In a If you revise If you revise If you revise Duration Units Work Fixed Duration Work is Work is Units are task recalculated recalculated recalculated Fixed Units task Work is recalculated Duration is recalculated Duration is recalculated Fixed Work Units are Duration is Duration is task recalculated recalculated recalculated Cases on the diagonal are not trivial: Microsoft Project recalculates l Duration If duration is fixed, Microsoft Project recalculates Work

45 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 of the task type) If Effort Driven is not selected Adding or removing resources to the task affects the total work

46 How much does each task cost? From Gantt Chart view 2. Right click on any column 3. Insert Column 4. Cost 1. View 2. Table 3. Costs

47 How much does each resource cost? From Resource Usage view, Right click on any column, Insert Column and Select Cost 2. Right Click on the right panel and Select Cost

48 Task Types Customizing the Gantt view 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

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

50 Today agenda 50 Session 5 Review Microsoft Project Fundamentals Activities Organization Resources Definition iti and Allocation Resource Leveling Project Progress Update

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. Delay tasks

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 task 2. Adding a new resource to the project Pay greater attention to increased communication costs!

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. Split a task to avoid overlapping 3. Increase a task duration to reduce unit[%]

54 Leveling Methods 2) Delay tasks: Increase duration using Slack 54

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

56 Leveling in Microsoft Project Tools Level Resources By default, Microsoft Project doesn t do automatic levelling while you work on the project We can explicitly ask Microsoft Project to do levelling lli based on various options

57 Leveling in Microsoft Project Tools Level Resources Automatic leveling acts in background meanwhile we add resources to tasks This may make you don t understand why tasks are rescheduled or split!

58 Questions? 58

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