Current version: Microsoft Project 2007. • Very similar to 2003 version. • 2010
version is expected by summer 2010. ▫ Similar characteristics to other Microsoft ...
Session 6
Microsoft Project Emanuele Della Valle http://home.dei.polimi.it/dellavalle Lecturer: Dario Cerizza
Credits
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This slides are largely based on CEFRIEL’s slides for PMI Certification and Prof. John Musser class notes on “P i i l off Software “Principles S ft Project P j t Management” M t” Original slides are available at htt // http://www.projectreference.com/ j t f / Reuse and republish permission was granted
Planning and Managing Software Projects – Emanuele Della Valle
Today agenda Session 5 Review Microsoft Project Fundamentals Activities Organization Resources R D Definition fi iti and d Allocation All ti Resource Leveling Project Control • Covered in Lesson 9 – Project Control
Planning and Managing Software Projects – Emanuele Della Valle
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Session 5 Review Scheduling Fundamentals Scheduling Techniques • Network Diagrams • Bar Charts
Schedule Optimization Techniques Man-Month Month Mythical Man
Planning and Managing Software Projects – Emanuele Della Valle
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Today agenda Session 5 Review Microsoft Project Fundamentals Activities Organization Resources R D Definition fi iti and d Allocation All ti Resource Leveling Project Progress Update
Planning and Managing Software Projects – Emanuele Della Valle
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Introduction to Microsoft Project
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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 htt // 20 t http://us20.trymicrosoftoffice.com/product.aspx?sku=3745553 i ft ffi / d t ? k 3745553
A Quick Reference
http://www.customguide.com/pdf/project-quick-reference-2007.pdf Planning and Managing Software Projects – Emanuele Della Valle
Creating a new project 1.
File (from menu)
2.
New
Planning and Managing Software Projects – Emanuele Della Valle
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Saving a project 1.
File (from menu)
2.
Save •
The current project will be saved as a .mpp file
Planning and Managing Software Projects – Emanuele Della Valle
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New Project left-side Menu
Planning and Managing Software Projects – Emanuele Della Valle
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Project Templates 1.
File
2.
New
3 3.
On My Computer
4.
Project Templates
5.
Select a template
Planning and Managing Software Projects – Emanuele Della Valle
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Gantt Chart View 1.
View -> Gantt Chart (if Gantt chart is not shown)
2.
Drag right the vertical slide to show all the columns
Note: by default, default the tables show only some columns columns. To add more columns: Right-click on a column and select insert column Planning and Managing Software Projects – Emanuele Della Valle
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Task Information form 1. 1 2.
From the Gantt view (or the Network Diagram view) Double click on a task
Planning and Managing Software Projects – Emanuele Della Valle
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Network Diagram View 1.
View
2.
Network Diagram
Planning and Managing Software Projects – Emanuele Della Valle
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Resource Sheet View 1.
View
2.
Resource Sheet
Planning and Managing Software Projects – Emanuele Della Valle
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Resource Usage View 1 1.
Vi View
2.
Resource Usage
Planning and Managing Software Projects – Emanuele Della Valle
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Resources Graph View 1. 2. 3. 4.
View More Views Resources Graph Apply
Planning and Managing Software Projects – Emanuele Della Valle
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Project Information form 1.
Project (from menu)
2.
Project Information
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Il you open an old project (e.g. a template), pay attention tt ti tto the th currentt time: ti you may not see anything in some views Planning and Managing Software Projects – Emanuele Della Valle
Microsoft Project Options 1.
Tools (from menu)
2.
Options
Planning and Managing Software Projects – Emanuele Della Valle
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Today agenda Session 5 Review Microsoft Project Fundamentals Activities Organization Resources R D Definition fi iti and d Allocation All ti Resource Leveling Project Progress Update
Planning and Managing Software Projects – Emanuele Della Valle
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Create an Empty Project
Planning and Managing Software Projects – Emanuele Della Valle
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Insert Activities/Tasks 1.
Insert the names of activities/tasks of the WBS in the Task Name column
• “Activity” vs. “Task”: Microsoft Project adopts “Task”
Planning and Managing Software Projects – Emanuele Della Valle
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Group Tasks in Phases 1.
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
Planning and Managing Software Projects – Emanuele Della Valle
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Insert Task Durations •
Insert task duration in the duration column •
Finish date will be automatically updated
Alternatively •
Insert finish date •
The d Th duration ti will ill be b automatically t ti ll updated
Planning and Managing Software Projects – Emanuele Della Valle
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Insert Task Dependency Relationships 1. 2. 3. 4. 5. 6.
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Double click on a task Go to the Predecessor tab Click on the first empty cell in Task Name column Select the dependent task from the list Click on the respective cell in the Type column Select the type from the list
Dependency p y Relationships ID
Task Name
1
Phase 1
Duration
Start
Finish
Predecess
8 days Wed 31/03/10 Mon 12/04/10
2
Activity 1.1
5 days Wed 31/03/10 Wed 07/04/10
3
Activity 1.2
3 days Wed 07/04/10 Mon 12/04/102
4
Activity 1.3
5
Phase 2
7 days Wed 31/03/10
Fri 09/04/10
9 days Wed 31/03/10 Tue 13/04/10
6
Activity 2.1
3 days Wed 31/03/10 Mon 05/04/10
7
Activity 2.2
4 days Wed 31/03/10 Tue 06/04/10
8
Activity 2.3
9 days Wed 31/03/10 Tue 13/04/10
Planning and Managing Software Projects – Emanuele Della Valle
April 2010 28 31 03 06 09 12
Lag & Lead Time
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A
FS +
lag
B time A
FS -
lead
B time Planning and Managing Software Projects – Emanuele Della Valle
Lag & Lead Time 1. 2. 3 3. 4. 5.
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Double click on a task Go to the Predecessor tab Insert the task predecessor ID Select the type from the list Enter the value in the Lag column
Lags (positive) Lead (negative)
Planning and Managing Software Projects – Emanuele Della Valle
Lag & Lead Time
Predecessors and lag times can be set directly in the Predecessor column
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2 days y Lag g 3 days Lag
Planning and Managing Software Projects – Emanuele Della Valle
Milestones 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
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Milestones 1. 2. 3 3.
Insert a new task Insert the task name I Insert a duration d i =0
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Additional Task Contraints 1. 2.
Double click on a task Go to the “Advanced” tab
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Critical Path 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
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Critical Path and Slack Times •
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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 g Click on a column 2. Select Insert Column 3. Choose Free Slack 4. (Repeat 1 1-2 2 and then choose Total Slack)
•
Critical Path ID 1
Task Name
Start
Finish
Predeces Free Slack Total Slack
15 days Wed 31/03/10 Wed 21/04/10
0 days
0 days
2
Activity 1.1
5 days Wed 31/03/10 Wed 07/04/10
0 days
0 days
3
Activity 1.2
3 days Wed 07/04/10 Mon 12/04/102
0 days
0 days
4
Activity 1.3
7 days Mon 12/04/10 Wed 21/04/103
0 days
0 days
2 days
2 days
5
Phase 1
Duration
Phase 2
13 days Wed 31/03/10 Mon 19/04/10
6
Activity 2.1
3 days Wed 07/04/10 Mon 12/04/102
1 day
3 days
7
Activity 2.2
4 days Tue 13/04/10 Mon 19/04/106;8
2 days
2 days
8
Activity 2.3
9 days Wed 31/03/10 Tue 13/04/10
0 days
2 days
29 Mar '10 M T W T
F
05 Apr '10 S S M T W T
F
12 Apr '10 S S M T W T
Slack Times Planning and Managing Software Projects – Emanuele Della Valle
F S
19 Apr '10 S M T W T
Do it yourself (1)
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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 y the critical path p and the slack times
Look at a realistic example (similar to the maximum we can expect from your homework)
http://emanueledellavalle.org/slides/P&MSP2010_06_SoftwareDevelop mentTemplate.mpp
Planning and Managing Software Projects – Emanuele Della Valle
Today agenda Session 5 Review Microsoft Project Fundamentals Activities Organization Resources R D Definition fi iti and d Allocation All ti Resource Leveling Project Progress Update
Planning and Managing Software Projects – Emanuele Della Valle
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Resources Definition and Allocation
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Resources allocation involves determining which type of resources (persons, equipment, or materiel), how many resources will ill be b used d and d when h each h resources will be available to perform project activities Thi This process iis closely l l coordinated di t d with ith th the Costs C t 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: y Work • Unlimited availability: Material • Financial: Cost
Planning and Managing Software Projects – Emanuele Della Valle
Resource Type
Limited availability resources: Work Resources whose availability is limited • E.g. Humans (team, partners, customers, …), pay-peruse SW licenses l 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. (e g 80€/hour)
Needs to be leveled to avoid over-allocation Planning and Managing Software Projects – Emanuele Della Valle
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Resource Type
Unlimited availability resources: Material
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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
Planning and Managing Software Projects – Emanuele Della Valle
Resource Type
Financial Resources: Costs 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
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Resources Definition 1. 1 2.
4.
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View->Resource Vi R sheet h Per each row: 1. Insert Resource Name 2 2. Select the type of resource (Work, (Work Material, Material Cost) 3. Insert detailed data (Max units, Std. Rate, Ovt. Rate, Calendar) Double click the corresponding row to open the resource information form
ID
Resource Name
Type
1 2 3 4
Bob Marley Eros Ramazzotti Super Server Travel Cost
Work Work Material Cost
Material Label Initials
Max. Units
B E S T
Planning and Managing Software Projects – Emanuele Della Valle
100% 100%
Std. Rate
Ovt. Rate
€ 300,00/hr € 100,00/hr € 50,00
€ 350,00/hr € 200,00/hr
Cost/Use Accrue At € 0,00 Prorated € 0,00 Prorated € 0,00 Prorated Prorated
Base Calendar Standard Standard
Allocation Techniques Unit • Allocation is expressed by the time of the resource d d dedicated d to the h specific f task k • i.e.: Mark is allocated the 30% of his time on Task1
Work W k • Allocation is expressed by total time that the resources will dedicate to a task • i.e.: Mark will work 40 hours on Task2
Planning and Managing Software Projects – Emanuele Della Valle
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Assign Resources to tasks (Unit %) 1. 2. 3. 4. 5. 6.
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From the Gantt view Double click on a task Go to the Resources tab Select resource Define units OK
Costs C t are calculated l l t d automatically t ti ll based on the std cost defined ID 1
Task Name Phase 1
Duration
Start
Finish
Predeces Resource Names
2
Activity 1.1
5 days Wed 31/03/10 Wed 07/04/10
Bob Marley[50%]
Activity 1.2
3 days Wed 07/04/10 Mon 12/04/102
Eros Ramazzotti
4
Activity 1.3
7 days Mon 12/04/10 Wed 21/04/103
Super Server[2]
Phase 2
F
05 A Apr '10 S S M T W T
F
12 A Apr '10 S S M T W T
F S
19 A Apr '10 S M T W T
F
S
26 A Apr '10 S M T W T
F
15 days Wed 31/03/10 Wed 21/04/10
3 5
29 M Mar '10 M T W T
Bob Marley[50%] Eros Ram azzotti Super Server[2]
13 days Wed 31/03/10 Mon 19/04/10
6
Activity 2.1
3 days Wed 07/04/10 Mon 12/04/102
Eros Ramazzotti
7
Activity 2.2
4 days Tue 13/04/10 Mon 19/04/106;8
Eros Ramazzotti[80% ];Bob Marley[30% ]
8
Activity 2.3
9 days Wed 31/03/10 Tue 13/04/10
Bob Marley[70%];Travel Cost[€ 10.000,00]
Planning and Managing Software Projects – Emanuele Della Valle
Eros Ram azzotti Eros Ram azzotti[80%];Bob Marley[30%] Bob Marley[70%];Travel Cost[€ 10.000,00]
Assign Resources to tasks (Work) Task Details in double view 1. 2. 3. 4.
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Windows -> Split Select second window View -> > More Views Select Task Details Form and Apply
Both Units and Work can be specified
Planning and Managing Software Projects – Emanuele Della Valle
Task Types
Duration, Units and Work 1. 2. 3 3.
Double Click on a task Go to the Advanced tab Select Task Type
Work [t]
Units[%] = Units [%]
Work[t ] *100 Duration[t ]
Duration [t]
Planning and Managing Software Projects – Emanuele Della Valle
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Task Types
Fixed Duration, Fixed Units, Fixed Work
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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 Fi dW Work k task
Units U i are recalculated
Duration D i iis recalculated
Duration D i iis recalculated
Cases on the diagonal are not trivial: • Microsoft Mi ft P Project j t recalculates l l t Duration D ti • If duration is fixed, Microsoft Project recalculates Work
Planning and Managing Software Projects – Emanuele Della Valle
Task Types
Effort Driven 1. 2. 3 3.
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Double Click on a task Go to the Advanced tab 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 Planning and Managing Software Projects – Emanuele Della Valle
How much does each task cost?
1. 1 2. 3. 4 4.
From Gantt Chart view Right click on any column Insert Column C t Cost
1. 2. 3 3.
View Table Costs
Planning and Managing Software Projects – Emanuele Della Valle
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How much does each resource cost? 1. 2.
From Resource Usage view, Right click on any column, Insert Column and Select Cost Right h Click l k on the h right h panell and d Select l Cost
Planning and Managing Software Projects – Emanuele Della Valle
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Task Types
Customizing the Gantt view 1. 2. 3 3. 4. 5. 6 6.
Right click on the Start Column Insert Column Select Type Right click on the Start Column Insert Column S l t Eff Select Effortt Driven D i
Planning and Managing Software Projects – Emanuele Della Valle
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Do it yourself (2) Define resources (about 5) • Humans, materials and costs
Allocate resources to tasks Inspect costs Refine the project changing duration, work, units and effort driven
Planning and Managing Software Projects – Emanuele Della Valle
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Today agenda Session 5 Review Microsoft Project Fundamentals Activities Organization Resources R D Definition fi iti and d Allocation All ti Resource Leveling Project Progress Update
Planning and Managing Software Projects – Emanuele Della Valle
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Leveling Methods
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What to do when resource are unrealistically over-allocated
Æ Resource Leveling
Basically there are 2 set of not-exclusive solutions: 1. Add resources 2 Delay tasks 2. Planning and Managing Software Projects – Emanuele Della Valle
Leveling Methods
1) Add resources
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Two options: 1. Optimizing available resources – Make under-allocated resources working to a task to support over-allocated resources y attention to increased communication costs within that – Pay task
2 Adding a new resource to the project 2. – Pay greater attention to increased communication costs!
Planning and Managing Software Projects – Emanuele Della Valle
Leveling Methods
2) Delay tasks 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 2. 3. Increase a task duration to reduce unit[%]
Planning and Managing Software Projects – Emanuele Della Valle
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Leveling Methods
2) Delay tasks: Increase duration using Slack
Planning and Managing Software Projects – Emanuele Della Valle
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Leveling Methods
2) Delay tasks: Split a task to avoid overlapping
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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
To split a task 1. Select the blue task in the Gantt view 2. Right Click -> Split Task 3 3. Drag and Drop to split the task
Planning and Managing Software Projects – Emanuele Della Valle
Activity B
Leveling in Microsoft Project 1.
Tools Æ Level Resources
56 By default, Microsoft Project doesn’t do automatic levelling while you work on the project We can explicitly ask Microsoft P j t to Project t do d levelling l lli b based d on various options
Planning and Managing Software Projects – Emanuele Della Valle
Leveling in Microsoft Project 1.
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Tools Æ 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!
Planning and Managing Software Projects – Emanuele Della Valle
Questions?
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