Managing Projects.pptx

8/15/2019 Managing Projects.pptx

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Managing

Projects

Project ManagementSoftware - Scheduling

University of Sunderland - Managing Projects Lecturer: Annmarie Dookie


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PCs and Project Management Software

The computer is now an integral part of the

project manager’s information and control

system.

Software is used by managers to lan andcontrol projects.

There is now complete acceptance of project

management software to help project teamswith their tasks.

Project management software cannot

control or manage the project on its own.


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Project Management SoftwareProject Management Software is a term

covering many types of software including!

Scheduling " process of deciding how to commitresources between a variety of possible tasks.

Cost control and #udget management

$esource %llocation " assign the availableresources in an economical way.

Collaboration Software " designed to help

people involved in a common task achieve theirgoals.

Communication and &uality Management

'ocumentation or administration systems

which are used to deal with the comple(ity of


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Project Management Software Tools

% Project Management Tool )MSProject* should help accomplish thefollowing tasks!

Track all the information you gatherabout the work duration costs andresource re+uirements for your

project.,isuali-e and present your project

plan in standard well"denedformats.

Schedule tasks and resources


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Project Management Software Tools

0(change project information withother Microsoft 12ce System

applications.Communicate with resources and

other stakeholders while you the

project manager retain ultimatecontrol of the project.

Manage projects using a program

that looks and feels like other


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Scheduling

1ne of the most common tasks

is to schedule a series of events

and the comple(ity of this taskcan vary considerably depending

on how the tool is used.


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Some common challenges include!

0vents which depend on one another in

di/erent ways or dependencies

Scheduling people to work on and resources

re+uired by the various tasks commonly

termed resource scheduling

'ealing with uncertainties in the estimates of

the duration of each task.%rranging tasks to meet various deadlines.

3uggling multiple projects simultaneously to

meet a variety of re+uirements.

Scheduling


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Critical Path

4n many comple( schedules therewill be a critical ath or series ofevents that depend on each otherand whose durations directlydetermine the length of the wholeproject.

The Critical Path is the longestpath of planned activities to theend of the project.


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Critical Path Method

The !ritical Path Method)CPM* calculates the longest

path of planned activities to theend of the project and theearliest and latest that each

activity can start and nishwithout making the projectlonger.


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Providing 4nformationProject planning software needs to provide a lot

of information to various people to justify thetime spent using it. Typical re+uirements mightinclude!

Tasks lists for people and allocationschedules for resources

4nformation on how long tasks will take tocomplete

0arly warning of any risks to the project

4nformation on workload for planningholidays

5istorical information on how projects havero ressed and in articular how actual and


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Criticisms of Project ManagementSoftware

May not be derived from a soundproject management method. 0.g.displaying the "antt !hart view by

default encourages users to focus ontask scheduling too early rather thanidentifying objectives and deliverables.

Similar to PowerPoint project

management software might shieldthe manager from importantinterpersonal contact.


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1/er complicated features to meet the needsof project management professionals whichmust be understood in order to e/ectively usethe product. Comple( task prioriti-ation andresource leveling algorithms can produceresults that make no intuitive sense and overallocation is often more simply resolvedmanually.

Some people may achieve better results usingsimpler techni+ue )e.g. pen and paper* yetfeel pressured into using project managementsoftware by company policy.



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6hen there are multiple largerprojects project management

software can be very useful.7evertheless one should probablydetermine whether using project

management software for a singlesmall project is worthwhile .



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Microsoft ProjectMicrosoft Project is a project

management software program which isdesigned to assist project managers indeveloping lans assigning resources totasks tracking rogress# managing$udgets and analy-ing workloads.

Microsoft %&ce Project Server

leverages 6indows SharePoint Services asits foundation and utili-es both a we$interface and Microsoft Project as theclient application.


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Set Project Start 'ate

• Click on 8Project’ from the Menu bar andselect 8Project 4nformation’


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Set Project Start 'ate 9 ,ersion :;


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Set Project Start 'ate

• 4n the 8Project 4nformation’ dialog enterthe start date as indicate.


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Change 6orking Time

•

Click on 8Tools’ from the Menu bar andselect 8Change 6orking Time’


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Change 6orking Time 9 ,ersion :;


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Change 6orking Time

• 4n the 8Change 6orking Time’ dialoghighlight Saturdays and Sundays andselect 8non"working’ for a ve"day workweek


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0nter Project Properties

• Click on 8=ile’ from the Menu bar andselect 8Properties’


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9:;4nfo?@ then Click>Project 4nformation? and select >%dvanced Properties?


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0nter Project Properties

• 4n the 8Properties’ dialog enter theproject Title Subject %uthor etc.


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Creating a task list

• 0nter Tasks as indicated.


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'uration and Predecessor 4nformation

•

Duration and Predecessorinformation is entered in the Columns asindicated to indicate se'uencing ofactivities.


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1rgani-ing Tasks into Phases

(o-down lanning identies majorphases or products of the project beforelling in the tasks re+uired to completethose phases.

)ottom-u lanning identies asmany of the bottom level detailed tasks

as possible before organi-ing them intological groups called phases orsummary tasks. This approach worksfrom specic to general.


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Ainking Tasks• Select the tasks to be linked and click onthe link tasks button as shown.


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1rgani-ing Tasks into Phases•

To create a 8summary task’ select theactivities and click the *ndent button asshown.


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7etwork 'iagram ,iew

• Click on 8,iew’ from the Menu bar andselect 87etwork 'iagram’


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7etwork 'iagram ,iew

• Click on 8,iew’ from the Menu bar and select 87etwork

'iagram’


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7etwork 'iagram ,iew• The 7etwork 'iagram is shown asindicated from where you -oom in andout as necessary


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%ssigning $esources in MS Project

Bo to $esources Sheet 9 Select 8,iew’ andclick on 8$esource Sheet’@ enter resources asshown.


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%ssigning $esources in MS Project To assign resources to a Task in the $esource column double"click the

relevant activity )task*. The Task 4nformation dialog is shown.Select the $esources tab and enter the resources


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%ssigning $esources in MS Project

The $esources will be displayed against therelevant activity as shown.


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%djusting Print ,iew on page

'ouble"click the Timescale bar as shown


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%djusting Print ,iew on page

Click the 8Middle Tier’ and 8#ottom Tier’ tab toadjust accordingly to compress the bars.


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Bantt Charts

• Bantt Charts are another tool for creatingproject network. 4t established a time"phasednetwork which links project activities to aproject schedule baseline.

• Some benets are!• 0asy to read and comprehend• 4dentify the project network coupled with

its schedule baseline•

%llow for updaing and project control• seful for identifying resource needs and

assignments• 0asy to create

$ead Chapter


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Microsoft ,isioMicrosoft +isio is diagramming software

for Microsoft 6indows.

Microsoft +isio provides a wide range of

templates E business process Fowchartsnetwork diagrams workFow diagramsdatabase models and softwarediagrams E you can use to visuali-e and

streamline business processes trackprojects and resources chartorgani-ations map networks diagrambuilding sites and optimi-e systems.


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Microsoft ,isio

Select the Pert Chart Template asindicated to begin drawing your7etwork 'iagram


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Microsoft ,isio

% new 'rawing Page is displayed asshown with the tools located to theleft.


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'rag and drop the nodes on the pageto begin drawing the 7etwork 'iagram

Microsoft ,isio


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Microsoft ,isio

'rag and drop the connectors to link thenodes.


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Microsoft ,isio

7ote you should rst have yourdiagram completed )sketched* beforetransferring to ,isio in order to get thebest layout the nodes.


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Microsoft ,isio

To begin inputting data select therelevant node to enter the 8Task 7ame’as shown )7ote the green border*


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To input the data in the other sections of the nodeselect the relevant section to enter the informatione.g. 80arly Start’ )7ote the grey border*

Continue selecting the other sections to complete

the information as re+uired and do the same for allnodes.

Microsoft ,isio


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Managing Projects.pptx