IST 195 Lab 12 Introduction to Microsoft Project

Transcription

1 IST 195 Lab 12 Introduction to Microsoft Project Microsoft Project is a project management software program developed and sold by Microsoft which is designed to assist project managers in developing plans, assigning resources to tasks, tracking progress, managing budgets, and analyzing workloads. MS Project helps to distribute critical project information to its project teams so they are able to complete projects, and is commonly used throughout the SDLC of an information system. The goal of this lab is to give you a basic understanding of MS project and how it is used for project management within organizations. By completing this lab you will learn how to create tasks, enter task duration and task dependencies, create and assign resources to tasks, and view a budget report Submission Instructions: You are required to submit on MS Word (.docx) file to blackboard by 4:59 PM on Friday. Be sure that the file name of your submission includes your last name (i.e. lab12dziedzic.docx). Lab 12 Template Requirements 1. A screenshot of your report 2. Provide your projects total cost 3. Define the phases of the SDLC If you are doing this lab from home: Make sure that you have installed Microsoft Project 2010 (i.e. Project Professional 2010) onto your computer. You can download a free copy from and install it. - Download the ISO from the MSDNAA - Extract the ISO using ExtractNow ( - Start the.exe file in the root directory to begin the setup - Enter in the product key that was given to you by the MSDNAA

2 MS Project Overview: MS Project 2013 has the ribbon (shown below) that you have become familiar with seeing in other MS Office applications. However, each applications ribbon is different due to the different functionalities the application provides. Please take some time and review the different tabs and their respective groups as you ll use these tabs/groups throughout the lab. o Gantt Chart: this allows you to see the tasks involved within the project. The bold headings signify a task group (i.e. row 1) where several related tasks fall under. The non-bold headings signify an actual task. A task is an action that needs to be completed during the project. The duration of a task group is calculated automatically by the sum of the tasks underneath of it.

3 o Project Schedule: this shows when tasks will be completed on certain days (Note: Scroll right until you see the date November 17,13) Step 1: Download the MS Project file 1. Download the files called Lab 12 Skeleton and Lab 12 Template from Blackboard **CLICK SAVE, NOT OPEN ** if you are asked this when you click on the file, by clicking Open, the program will not open properly and the data won t populate

4 2. Open the file Lab 12 Skeleton file. This should initiate MS Project and you should see that the project comes with some pre-populated information like this: Step 2: Enter in Tasks 1. Click on row 8 and type in Develop the navigation and then hit Tab : 2. Assign the task Develop the navigation a duration of 5hrs and hit enter. This is saying that this task will take 5hrs to complete. To change the task name, click on the task name field. Or double click on the task name to open the Task Information popup window and edit the Name field. 3. Now repeat steps 1 and 2 above for the following tasks (with the below durations): Row: 9 Task Name: Develop the server configuration; Duration: 10 hrs

5 Row: 10 Task Name: Design the ERD of the system; Duration: 4 hrs Row: 11 Task Name: Develop the footer; Duration: 2 hrs Row: 12 Task Name: Implement the graphic design; Duration: 6 hrs Row: 13 Task Name: Get Project Mgr signoff; Duration:.5 hr 4. It should now look like this: Step 3: Restructure the newly input tasks Within a Gantt chart, it is very important to have the tasks structure correctly. This will help to ensure that a project group can calculate the proper durations underneath it. In this example we want to signify that the newly inputted tasks fall under the Code group. 1. Highlight the Task Name for rows 8-13: 2. Select the Right Indent button (or Alt+Shift+RightArrow) from the toolbar which is located above the Project Schedule: It should look like this now; showing that the newly created tasks are under the Code group:

6 Step 4: Adding Predecessors: A predecessor is a task (or activity) that must be started or finished before another task or milestone can be performed. For this lab we will constrain it to be a task that must finish before the next task can start. When you opened the skeleton file, you noticed how there were tasks already shown as predecessors. What that is saying is that the task on row 3 cannot start until the task in row 2 has finished. 1. Expand the Gantt Chart by dragging the column dividers to view the Predecessor and Resource Name columns (if they are not already visible) 2. Click on the Predecessor column in row 8: 3. Enter in 5 in the predecessor column for row 8 and hit Enter. What you just did is say that row 8 cannot start until the task in row 5 is complete.

7 4. Highlight the tasks by clicking on the top-most task, Develop the navigation and drag down to Get Project Mgr signoff. Notice how the schedule looks right now for these tasks (at right): 5. At the top toolbar, click on the Link the Selected Tasks button in the Schedule group in the ribbon. Notice how the schedule looks now (Note: The colors may be slightly different in your chart). It changed because we now listed the predecessors for each task. This is graphically showing that the lower tasks cannot be started until the task on top of it finishes. Your Gantt chart should look like this (with the predecessors filled in):

8 6. Now let s finish up and do the predecessors for the remaining sections: test, installation, and maintenance. a. For the predecessor in row 15, Unit test the application, enter in 13 and press Enter b. For the predecessor in row 16, Load test the application, enter in 15 and press Enter c. For the predecessor in row 18, Bring application from test to production, enter in 16 and press Enter d. For the predecessor in row 20, Backup Application, enter in 18 and press Enter You will now see the Gantt Chart and schedule look like this: Step 5: Add project resources: In order for a task to be completed, a resource must do the work. Therefore, we must assign resources to each task. But before we can do that, we must create these resources. 1. Select the Resource Sheet from the View menu: This should bring up a blank template like this: 2. For the first resource name it Sylwia, assign it the type of Work, and a Std. Rate (Standard) of $50: 3. We re going to do the same with two new resources: a. Anne Marie, assign it the type of Work, and a Std. Rate (Standard) of $45 b. Rikki, assign it the type of Work, and Std. Rate (Standard) of $60:

9 Recap: we should see three newly inputted resources here: Step 6: Assign project resources: Now that we ve created the project resources, let s add them to tasks. 1. Select Gantt Chart from the top left of the MS Project ribbon: 2. Click on the Resource Name cell for row 2, select from the dropdown Rikki : 3. Now let s assign resources for the rest of the tasks: a. Sylwia tasks: 4, 11, 12, 16 b. Anne Marie tasks: 10, 15, 18, 2 c. Rikki tasks: 3, 8, 9, 20 (as well as 2 from the previous step) You should have something looking like this: Note: When assigning Anne Marie to task 2, you noticed that you had assigned Rikki to that task already, but Project allowed for you to have both resources assigned to that task. 4. Now you re going to assign multiple resources to the same task at the same time. In row 5, click on the Resource Names cell and select Sylwia, Anne Marie and Rikki to the task. It should look like this now: 5. Repeat this step for row 13.

10 6. Your GANTT and Project Schedule should now look like th Step 7: View a project budget: A project budget will give a breakdown of how much a project will cost after resources have been assigned to all tasks. 1. Select Reports from the reports group. 2. Select Costs from the drop-down and click resource cost overview 3. You will be taken to a cost status, analysis, and distribution overview. 4. Take a screenshot of your report and then paste it in your lab template under Screenshot of Budget. Note: Make sure we can see the cost status, cost distribution, and cost details in your screenshot. 5. Answer the remaining questions in the lab #12 template.