Title of presentation goes here Name of presenter Location/date © 2006 MPA. All rights reserved. Organizing Tasks Using Outlining and Work Breakdown Structures

Title of presentation goes hereName of presenter

Location/date

© 2006 MPA. All rights reserved.

Organizing Tasks Using Outlining and Work Breakdown Structures Presented by: Kevin Kelley, Director of Project Management,

Rapp Collins Worldwide

Dallas-Fort Worth Chapter - Tuesday, July 11, 2006



Organizing Your Project

• After you’ve defined all of your project activities (tasks) and entered them into Microsoft Project, you may want to organize these activities into “phases” or groups of closely related activities that will be completed and/or managed together.

• You can create phases in your project schedule by using the Formatting toolbar and indenting or outdenting tasks to create summary tasks and subtasks.

• When a summary task (Phase) is created, it will “roll-up” the specific information from the subtasks below it.

• You can create up to nine (9) summary levels within a project.


Using Summary Tasks & Subtasks

• To make a task a subtask, click on the “indent” arrow on the Formatting toolbar. The task will now be indented under the task above it which has now become a summary task. Looking at your gantt chart, you’ll see that a bold, black bar is now spanning the timeline for the total duration of the individual subtasks under the summary task.

• To create a subtask of a subtask, simply indent a task a second time. The original subtask is now also a summary task.

• To remove a subtask, click on the “outdent” arrow.

• Use the “+” and “-” signs next to a summary tasks to show (+) or hide (-), the subtasks below it.


Gantt Chart View with Summary Tasks and SubtasksID Task Name Duration Start Finish

1 Scope 3.5 days Thu 1/1/04 Tue 1/6/04

2 Determine project scope 4 hrs Thu 1/1/04 Thu 1/1/04

3 Secure project sponsorship 1 day Thu 1/1/04 Fri 1/2/04

4 Define preliminary resources 1 day Fri 1/2/04 Mon 1/5/04

5 Secure core resources 1 day Mon 1/5/04 Tue 1/6/04

6 Scope complete 0 days Tue 1/6/04 Tue 1/6/04

7 Analysis/Software Requirements 9 days Thu 1/1/04 Tue 1/13/04

8 Conduct needs analysis 5 days Tue 1/6/04 Tue 1/13/04

9 Draft preliminary software specifications 3 days Thu 1/1/04 Mon 1/5/04

10 Develop preliminary budget 2 days Tue 1/6/04 Wed 1/7/04

11 Review software specifications/budget with team 4 hrs Thu 1/8/04 Thu 1/8/04

12 Incorporate feedback on software specifications 1 day Thu 1/8/04 Fri 1/9/04

13 Develop delivery timeline 1 day Fri 1/9/04 Mon 1/12/04

14 Obtain approvals to proceed (concept, timeline, budget) 4 hrs Mon 1/12/04 Mon 1/12/04

15 Secure required resources 1 day Tue 1/13/04 Tue 1/13/04

16 Analysis/Requirements complete 0 days Tue 1/13/04 Tue 1/13/04

17 Design 14.5 days Wed 1/14/04 Tue 2/3/04

18 Review preliminary software specifications 2 days Wed 1/14/04 Thu 1/15/04

19 Develop functional specifications 5 days Fri 1/16/04 Thu 1/22/04

20 Develop prototype based on functional specifications 4 days Fri 1/23/04 Wed 1/28/04

21 Review functional specifications 2 days Thu 1/29/04 Fri 1/30/04

22 Incorporate feedback into functional specifications 1 day Mon 2/2/04 Mon 2/2/04

23 Obtain approval to proceed 4 hrs Tue 2/3/04 Tue 2/3/04

24 Design complete 0 days Tue 2/3/04 Tue 2/3/04

25 Development 21.75 days Tue 2/3/04 Thu 3/4/04

26 Review functional specifications 1 day Tue 2/3/04 Wed 2/4/04

27 Identify modular/tiered design parameters 1 day Wed 2/4/04 Thu 2/5/04

28 Assign development staff 1 day Thu 2/5/04 Fri 2/6/04

29 Develop code 15 days Fri 2/6/04 Fri 2/27/04

30 Developer testing (primary debugging) 15 days Thu 2/12/04 Thu 3/4/04

31 Development complete 0 days Thu 3/4/04 Thu 3/4/04

32 Testing 48.75 days Tue 2/3/04 Mon 4/12/04

33 Develop unit test plans using product specifications 4 days Tue 2/3/04 Mon 2/9/04

Management

Management

Project manager

Project manager

1/6

Analyst

Analyst

Project manager

Project manager,Analyst

Analyst

Project manager

Management,Project manager

Project manager

1/13

Analyst

Analyst

Analyst

Management

Management


2/3

Developer

Developer

Developer

Developer

Developer

Testers

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 SDec 21, '03 Dec 28, '03 Jan 4, '04 Jan 11, '04 Jan 18, '04


Tips for Using Summary Tasks and Subtasks

• You cannot delete a summary task without deleting the subtasks below it. If you need to remove a summary task, outdent its subtasks first and then delete the task row of the summary task.

• Use the “Show” drop-down button from the Formatting toolbar to show tasks at a specified outline level. This is very beneficial for summarizing and simplifying a project schedule for Senior Managers or those who don’t need to see all of the details.

• To create a summary task for the entire project, click Tools, Options. On the View tab, under Outline Options, click on the “Show project summary task” flag. This will create a new top line summary task based upon your project’s filename.

• To show outline numbers, click on the “Show outline number” flag on the Tools, Options, View tab or select Insert, Column and select “Outline Number” in the Field Name box.


Gantt Chart Views Showing Outline Levels

ID Task Name Duration Start Finish

1 Scope 3.5 days Thu 1/1/04 Tue 1/6/04

7 Analysis/Software Requirements 9 days Thu 1/1/04 Tue 1/13/04

17 Design 14.5 days Wed 1/14/04 Tue 2/3/04

25 Development 21.75 days Tue 2/3/04 Thu 3/4/04

32 Testing 48.75 days Tue 2/3/04 Mon 4/12/04

48 Training 45.75 days Tue 2/3/04 Wed 4/7/04

57 Documentation 30.5 days Tue 2/3/04 Tue 3/16/04

67 Pilot 70.25 days Wed 1/14/04 Wed 4/21/04

74 Deployment 5 days Wed 4/21/04 Wed 4/28/04

81 Post Implementation Review 3 days Wed 4/28/04 Mon 5/3/04

86 Software development project complete 0 days Mon 5/3/04 Mon 5/3/04

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 SDec 21, '03 Dec 28, '03 Jan 4, '04 Jan 11, '04 Jan 18, '04


Gantt Chart Views Showing Outline NumbersID Outline

NumberTask Name Duration Start Finish

1 1 Scope 3.5 days Thu 1/1/04 Tue 1/6/04

2 1.1 Determine project scope 4 hrs Thu 1/1/04 Thu 1/1/04

3 1.2 Secure project sponsorship 1 day Thu 1/1/04 Fri 1/2/04

4 1.3 Define preliminary resources 1 day Fri 1/2/04 Mon 1/5/04

5 1.4 Secure core resources 1 day Mon 1/5/04 Tue 1/6/04

6 1.5 Scope complete 0 days Tue 1/6/04 Tue 1/6/04

7 2 Analysis/Software Requirements 9 days Thu 1/1/04 Tue 1/13/04

8 2.1 Conduct needs analysis 5 days Tue 1/6/04 Tue 1/13/04

9 2.2 Draft preliminary software specifications 3 days Thu 1/1/04 Mon 1/5/04

10 2.3 Develop preliminary budget 2 days Tue 1/6/04 Wed 1/7/04

11 2.4 Review software specifications/budget with team 4 hrs Thu 1/8/04 Thu 1/8/04

12 2.5 Incorporate feedback on software specifications 1 day Thu 1/8/04 Fri 1/9/04

13 2.6 Develop delivery timeline 1 day Fri 1/9/04 Mon 1/12/04

14 2.7 Obtain approvals to proceed (concept, timeline, budget) 4 hrs Mon 1/12/04 Mon 1/12/04

15 2.8 Secure required resources 1 day Tue 1/13/04 Tue 1/13/04

16 2.9 Analysis/Requirements complete 0 days Tue 1/13/04 Tue 1/13/04

17 3 Design 14.5 days Wed 1/14/04 Tue 2/3/04

18 3.1 Review preliminary software specifications 2 days Wed 1/14/04 Thu 1/15/04

19 3.2 Develop functional specifications 5 days Fri 1/16/04 Thu 1/22/04

20 3.3 Develop prototype based on functional specifications 4 days Fri 1/23/04 Wed 1/28/04

21 3.4 Review functional specifications 2 days Thu 1/29/04 Fri 1/30/04

22 3.5 Incorporate feedback into functional specifications 1 day Mon 2/2/04 Mon 2/2/04

23 3.6 Obtain approval to proceed 4 hrs Tue 2/3/04 Tue 2/3/04

24 3.7 Design complete 0 days Tue 2/3/04 Tue 2/3/04

25 4 Development 21.75 days Tue 2/3/04 Thu 3/4/04

26 4.1 Review functional specifications 1 day Tue 2/3/04 Wed 2/4/04

27 4.2 Identify modular/tiered design parameters 1 day Wed 2/4/04 Thu 2/5/04

28 4.3 Assign development staff 1 day Thu 2/5/04 Fri 2/6/04

29 4.4 Develop code 15 days Fri 2/6/04 Fri 2/27/04

30 4.5 Developer testing (primary debugging) 15 days Thu 2/12/04 Thu 3/4/04

31 4.6 Development complete 0 days Thu 3/4/04 Thu 3/4/04

32 5 Testing 48.75 days Tue 2/3/04 Mon 4/12/04

33 5.1 Develop unit test plans using product specifications 4 days Tue 2/3/04 Mon 2/9/04

Management

Management

Project manager

Project manager

1/6

Analyst

Analyst

Project manager


Analyst

Project manager


Project manager

1/13

Analyst

Analyst

Analyst

Management

Management


2/3

Developer

Developer

Developer

Developer

Developer

Testers

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 TDec 28, '03 Jan 4, '04 Jan 11, '04 Jan 18, '04


Working with a Work Breakdown Structure

• For organizations that use a Work Breakdown Structure (WBS), Project can be customized to establish WBS codes that correspond to the hierarchy and structure in the WBS.

• WBS codes are derived from outline numbers by default, but the numbering can be changed to include ordered numbers, ordered uppercase and lowercase letters, and unordered characters. Click Project, WBS, Define Code to customize the WBS code structure.

• You can also choose to automatically generate WBS codes for new tasks when they are added to your project schedule.

• Select Insert, Column, WBS to add the WBS code column to the project view.


Gantt Chart Views Showing Customized WBS Codes

ID WBS Task Name Duration Start Finish

1 SWDEV.1 Scope 3.5 days Thu 1/1/04 Tue 1/6/04

2 SWDEV.1.A Determine project scope 4 hrs Thu 1/1/04 Thu 1/1/04

3 SWDEV.1.B Secure project sponsorship 1 day Thu 1/1/04 Fri 1/2/04

4 SWDEV.1.C Define preliminary resources 1 day Fri 1/2/04 Mon 1/5/04

5 SWDEV.1.D Secure core resources 1 day Mon 1/5/04 Tue 1/6/04

6 SWDEV.1.E Scope complete 0 days Tue 1/6/04 Tue 1/6/04

7 SWDEV.2 Analysis/Software Requirements 9 days Thu 1/1/04 Tue 1/13/04

8 SWDEV.2.A Conduct needs analysis 5 days Tue 1/6/04 Tue 1/13/04

9 SWDEV.2.B Draft preliminary software specifications 3 days Thu 1/1/04 Mon 1/5/04

10 SWDEV.2.C Develop preliminary budget 2 days Tue 1/6/04 Wed 1/7/04

11 SWDEV.2.D Review software specifications/budget with team 4 hrs Thu 1/8/04 Thu 1/8/04

12 SWDEV.2.E Incorporate feedback on software specifications 1 day Thu 1/8/04 Fri 1/9/04

13 SWDEV.2.F Develop delivery timeline 1 day Fri 1/9/04 Mon 1/12/04

14 SWDEV.2.G Obtain approvals to proceed (concept, timeline, budget) 4 hrs Mon 1/12/04 Mon 1/12/04

15 SWDEV.2.H Secure required resources 1 day Tue 1/13/04 Tue 1/13/04

16 SWDEV.2.I Analysis/Requirements complete 0 days Tue 1/13/04 Tue 1/13/04

17 SWDEV.3 Design 14.5 days Wed 1/14/04 Tue 2/3/04

18 SWDEV.3.A Review preliminary software specifications 2 days Wed 1/14/04 Thu 1/15/04

19 SWDEV.3.B Develop functional specifications 5 days Fri 1/16/04 Thu 1/22/04

20 SWDEV.3.C Develop prototype based on functional specifications 4 days Fri 1/23/04 Wed 1/28/04

21 SWDEV.3.D Review functional specifications 2 days Thu 1/29/04 Fri 1/30/04

22 SWDEV.3.E Incorporate feedback into functional specifications 1 day Mon 2/2/04 Mon 2/2/04

23 SWDEV.3.F Obtain approval to proceed 4 hrs Tue 2/3/04 Tue 2/3/04

24 SWDEV.3.G Design complete 0 days Tue 2/3/04 Tue 2/3/04

25 SWDEV.4 Development 21.75 days Tue 2/3/04 Thu 3/4/04

26 SWDEV.4.A Review functional specifications 1 day Tue 2/3/04 Wed 2/4/04

27 SWDEV.4.B Identify modular/tiered design parameters 1 day Wed 2/4/04 Thu 2/5/04

28 SWDEV.4.C Assign development staff 1 day Thu 2/5/04 Fri 2/6/04

29 SWDEV.4.D Develop code 15 days Fri 2/6/04 Fri 2/27/04

30 SWDEV.4.E Developer testing (primary debugging) 15 days Thu 2/12/04 Thu 3/4/04

31 SWDEV.4.F Development complete 0 days Thu 3/4/04 Thu 3/4/04

32 SWDEV.5 Testing 48.75 days Tue 2/3/04 Mon 4/12/04

33 SWDEV.5.A Develop unit test plans using product specifications 4 days Tue 2/3/04 Mon 2/9/04

Management

Management

Project manager

Project manager

1/6

Analyst

Analyst

Project manager


Analyst

Project manager


Project manager

1/13

Analyst

Analyst

Analyst

Management

Management


2/3

Developer

Developer

Developer

Developer

Testers

S M T W T F S S M T W T F S S M T W T F S S M TDec 28, '03 Jan 4, '04 Jan 11, '04 Jan 18, '04

Documents

Title of presentation goes here Name of presenter Location/date © 2006 MPA. All rights reserved. Organizing Tasks Using Outlining and Work Breakdown Structures