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Planning and Managing Software Projects 2010-11

Session 6

Microsoft Project

From the WBS to a Complete Schedule

Emanuele Della Valle, Lecturer: Dario Cerizzahttp://emanueledellavalle.org

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Planning and Managing Software Projects Emanuele Della Valle

Credits

These slides are partially based on CEFRIEL slides forPMI Course and Certification

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Today agenda

Session 5 Review Microsoft Project Fundamentals1. Define Activities (WBS)2. Sequence Activities3. Estimate Work4. Define Resources5. Allocate Resources6. Inspect Schedule7.

Refine Schedule

8. Level Resources (this will be discussed in session 9)9. Control Project (this will be discussed in session 9)

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Session 5 Review

Scheduling Fundamentals Scheduling Techniques

Network Diagrams AON and AOA PERT

Bar Charts Milestone Chart Gantt Chart

Schedule Optimization Techniques Mythical Man-Month

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Today agenda

Session 5 Review Microsoft Project Fundamentals1. Define Activities (WBS)2. Sequence Activities3. Estimate Work4. Define Resources5. Allocate Resources6. Inspect Schedule7.

Refine Schedule

8. Level Resources9. Control Project

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Introduction to Microsoft Project

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, Its a project management tool

It is not useful if Project Manager doesnt have asufficient Project Management knowledge!

Some tutorials and quick references http://www.hyperthot.com/pm_msp1.htm http://www.project-blog.com/

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Creating a new project 7

1. Open Microsoft Project from Start menu Or

2. File (from menu)3. New

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Saving a project 8

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

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New Project left-side Menu 9

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Project Templates

1. File (from menu)2. New3. On My Computer4. Project Templates5. Select the Software Development template

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Gantt Chart View1. View -> Gantt Chart (if Gantt chart is not shown)2. Drag right the vertical slide to show all the columns

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Note: by default, the tables show only some columns. To addmore columns: Right-click on a column and select insert column

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Network Diagram View1. View2. Network Diagram

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Task Information forms 131. From the Gantt view (or the Network Diagram view)2. Double click on a task

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Resource Sheet View1. View2. Resource Sheet

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It shows the list of resources and their type

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Resource Usage View 15

1. View2. Resource Usage

It shows the daily work of each resource per each task

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Task Usage View

It shows the daily work of each task per each resource Dual than previous

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1. View2. Task Usage

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Resources Graph View

1. View2. More Views (if Project 2003)3. Resources Graph4. Apply

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Timeline zooming

+ and zoom in or out The hand icon scrolls the diagram to the selected task

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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

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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 to the current time: you may notsee anything in some views

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Microsoft Project Options 20

1. Tools (from menu)2. Options

I personally prefer touse days for bothduration and work

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Today agenda

Session 5 Review Microsoft Project Fundamentals1. Define Activities (WBS)2. Sequence Activities3. Estimate Work4. Define Resources5. Allocate Resources6. Inspect Schedule7. Refine Schedule8. Level Resources9. Control Project

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Create an Empty Project 22

1. File (from menu)2. New3. Empty Project

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Set project start date 23

1. Project (from menu)2.

Project Information

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Insert Activities/Tasks (from WBS) 24

1. Insert the names of activities/tasks of the WBS in the TaskName column

Activity vs. Task: Microsoft Project adopts Task

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Group Tasks in Phases (as in WBS)1. Select tasks to be grouped under the same phase2. Click on the right green arrow

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Multiple grouping level supportLeft green arrow means ungroup to previous level

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Add Milestones 26

1. Add tasks for meaningful releases or deliverables2. Set Duration = 0

Step 1

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Today agenda


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Dependency types

Finish-to-start: A f-to-s B: Bcannot start until A finishes. B canstart after A finishes.

Start-to-start: A s-to-s B: B cannotstart until A starts. B can start after Astarts.

Finish-to-finish: A f-to-f B: Bcannot finish until A finishes. B canfinish after A finishes

Start-to-finish:

A s-to-f B

: Bcannot finish until A starts. B can

finish after A starts.

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A B

FS

A

B

A

B

SS

FF

A

B

SF

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Define Dependencies 29

1. Go to the Predecessors column2. Insert the ID of the predecessor task3. 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

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Define Dependencies (alternative way)

1. Double click on a task2. Go to the Predecessor tab3. Click on the first empty cell in Task Name column4. Select the dependent task from the list5. Click on the respective cell in the Type column6. Select the type from the list

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Step 2

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Today agenda


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Insert estimated Work (= effort) 32 Visualize the Work Column

1. Right click on the Start column2. Insert Column and choose work

Inserted estimated work on each task To set work in days (andnot in hours):

Tools (from menu)OptionsSelect the Schedule

tab

Look for the optionWork is entered in:

Set it Days

Duration is still not defined. Allocating resources willdefine the duration of tasks

Step 3

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Pratical Exercise n.1

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 maximumwe can expect from your homework 4)

http://emanueledellavalle.org/slides/P&MSP2010_06_SoftwareDevelopmentTemplate.mpp

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Today agenda


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Resources Definition and Allocation 35

Resources allocation involves determining which typeof resources (persons, equipment, or materiel), howmany resources will be used and when each

resources will be available to perform project activities

This process is closely coordinated with the CostsEstimating process

The objective is optimizing resources in order to have acontinuous and consistent use of the minimumnumber of resources

Three Resource Types: Limited availability: Work Unlimited availability: Material Fixed outcome: Cost

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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 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 over-

allocation

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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 releasesare assumed to be unlimited, as more are consumed asmore 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

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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 theresource is allocated to a task

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Define Resources

1. View (from Menu) ->Resource sheet2. Per each row:

1. Insert Resource Name2. Select the type of resource

1. Work2. Material3. Cost

3. Insert details1. Max units2.

Std. Rate

3. Ovt. Rate

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Set Resources Availability

1. Double click the corresponding row to open the resource information form2. Define Resource Availability (when he/she is available)

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Step 4

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Today agenda


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Before allocating resources to tasks

Visualize Task Form1. Return to Gantt Chart

1. View (from Menu) -> Gantt Chart2. Visualize Task Form

1. Windows (from menu) -> Split2. Select bottom window3. View (from menu) -> More Views -> Select Task Form

3. To create a quick shortcut on the right-click on the left vertical gray bar1. Edit -> Show in Menu -> OK

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Resources, Units and Work canbe specified per each task

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Resources Allocation Techniques 43

Unit

Allocation is expressed by the time of the resourcededicated to the specific task

i.e.: Resource1 is allocated the 50% of his time onTask1

Work Allocation is expressed by total time that the resources

will dedicate to a task

i.e.: Resource1 will work 1 day on Task1

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Allocate Resources to Tasks1. Select a Task2. Select Resource Name (in the bottom window)3.

Insert Units or Work per each resource

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Lets consider just 1 resource for now

1 resource at 50% for 1 day of Work Microsoft Project estimates the Duration in 2 days

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Duration, Units and Work proportion

If Units = 50% & Work = 1 day Duration = 2 days If Units = 100% & Work = 5 days Duration = 5 days If Duration = 3 days & Units = 50% Work = 1.5 days If Duration = 4 days & Work = 1 day Units = 25%

This proportion is always kept consistent by MS Project!

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Units [%]

Work [t]

Duration [t]

100*][

][

[%] tDuration

tWorkUnits =

100*[%]

][][

Units

tWorktDuration =

100

[%]*][][Units

tDurationtWork =

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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 its units4. Click OK5. Check how MS Project estimates the Duration

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Allocate more Resources to Tasks (by units) 471. 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

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Allocate more Resources to Tasks (by work) 481. 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

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Complete Resource Allocation 49

Step 5

1. Per each task, allocate one or more resources

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Today agenda


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Inspect the current schedule 51 In the Gantt view

1. Tasks and Milestones have estimated dates2.

Tasks and Summary tasks show estimated duration3. Zoom-out the Gantt chart to view it completely

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Critical Path and Slack Times

The specific set of sequential tasks upon which theproject completion date depends

The sequence of tasks that determines the duration ofthe project

A delay of a task in the critical path implies a delay inthe final date

If the Total Slack time of task is 0 then it is on thecritical path

A delay in the ending date negatively affect thedownstream activity and the end of the total project

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1. Right Click on the white background of the Gantt chart2. Gantt Chart Wizard3.

Next, Select Critical Path, Click Finish and Click Format It

Critical Path is highlighted in red

Inspect Critical Path 53

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1. Right Click on a column (e.g. Resource Names)2. Select Insert Column3. Choose Free Slack4. (Repeat 1-2 and then choose Total Slack)

Inspect Slack Times 54

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Inspect Costs of each Task 55

1. From Gantt Chart view2. Right click on a column

E.g. Resource Names3. Insert Column4. Cost

1. View2. Table entry3. Choose Cost

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Inspect Costs of each Resource 56

1. View (from menu)2. Resource Usage view3. View (from menu)4. Table: usage5. Choose cost

Step 6

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Today agenda


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Set Additional Task Constraints

Contractual milestones should have a Finish No Later Thanconstraint

Meetings with externals people should have a Must Start Onconstraint

Microsoft Project will raise a warning when a constraint isviolated

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1. Double click on a task2. Go to the Advanced tab

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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

Lets add the Junior Developer to a Task Resources change from:

To:

Refine Schedule 59

Task T pes

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Task TypesFixed Duration, Fixed Units, Fixed Work

Fixed Duration: when the duration of a task is known at priorior defined by external agents

E.g. meetings, outsourcing a task with a contract that defines theduration, 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 allocatedto a task for a fixed unit regardless of duration and work

E.g. providing support for undefined period

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1. Double Click on a task2. Go to the Advanced tab3. Open Task Type menu

Task Types

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Task TypesFixed Duration, Fixed Units, Fixed Work

Cases on the diagonal are not trivial:

If the task is not Fixed Duration Microsoft Project recalculatesDuration

If the task is Fixed Duration Microsoft Project recalculates Work

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In aIf you revise

DurationIf you revise

UnitsIf you revise

Work

Fixed Durationtask

Work isrecalculated

Work isrecalculated

Units arerecalculated

Fixed Unitstask

Work isrecalculated

Duration isrecalculated


Fixed Worktask

Units arerecalculated



Task Types

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Task TypesEffort 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

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1. Double Click on a task2. Go to the Advanced tab3. Check or uncheck EffortDriven

Task Types

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Task TypesSummary 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, http://forums.project.net/showthread.php?t=612

Task Types

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Task TypesQuick selection of task types 64

1. Right click on the Start Column2. Insert Column3. Select Type4. Right click on the Start Column5. Insert Column6. Select Effort Driven

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Refine Schedule 651. Per each Task

1. Change the type of the task1. On meetings and milestones, set Fixed Duration and set the Duration2. On other tasks, set Fixed Units or Fixed Work

2. Per each resource on the task1. Distribute effort concentrating operative work to juniors2. Change units and/or Change work appropriately

2. Add or remove allocated resources if necessary3. Inspect how Microsoft Project update duration, units, work

Step 7

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Pratical Exercise n.2

Define resources (about 5) Humans, materials and costs

Allocate resources to tasks (dont forget material resources) Inspect critical path, slack times, costs Refine the schedule

1. Change tasks types2. External constraints are imposed to you and you have torefine 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)

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Questions? 67

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