P&msp2010 06 ms-project

Session 6

Microsoft ProjectEmanuele Della Vallehttp://home.dei.polimi.it/dellavalle

Lecturer: Dario Cerizza

Credits 2

This slides are largely based on CEFRIEL’s slides for PMI Certification and Prof. John Musser class notes on “P i i l f S ft P j t M t”“Principles of Software Project Management”

Original slides are available at htt // j t f /http://www.projectreference.com/

Reuse and republish permission was granted

Planning and Managing Software Projects – Emanuele Della Valle

Today agenda 3

Session 5 Review

Microsoft Project FundamentalsMicrosoft Project Fundamentals

Activities Organization

R D fi iti d All tiResources Definition and Allocation

Resource Leveling

Project Control• Covered in Lesson 9 – Project Control


Session 5 Review 4

Scheduling Fundamentals

Scheduling TechniquesScheduling Techniques• Network Diagrams• Bar Charts

Schedule Optimization Techniques

Mythical Man-MonthMythical Man Month


Today agenda 5

Session 5 Review




Resource Leveling

Project Progress Update


Introduction to Microsoft Project 6

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!sufficient Project Management knowledge!

60-days Trial version

htt // 20 t i ft ffi / d t ? k 3745553http://us20.trymicrosoftoffice.com/product.aspx?sku=3745553

A Quick Reference


http://www.customguide.com/pdf/project-quick-reference-2007.pdf

Creating a new project 7

1. File (from menu)

2. New


Saving a project 8

1. File (from menu)

2. Save

• The current project will be • The current project will be saved as a .mpp file


New Project left-side Menu 9


Project Templates 10

1. File

2. New

3 On My Computer3. On My Computer

4. Project Templates

5. Select a template


Gantt Chart View 11

1. View -> Gantt Chart (if Gantt chart is not shown)

2. Drag right the vertical slide to show all the columns

Note: by default the tables show only some columns To add


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

Task Information form 121 From the Gantt view (or the Network Diagram view)1. From the Gantt view (or the Network Diagram view)2. Double click on a task


Network Diagram View 13

1. View

2. Network Diagram


Resource Sheet View 14

1. View

2. Resource Sheet


Resource Usage View 151 Vi1. View

2. Resource Usage


Resources Graph View 161. View2. More Views3. Resources Graph4. Apply


Project Information form 17

1. Project (from menu)

2. Project Information

Il you open an old project (e.g. a template), tt ti t th t ti


pay attention to the current time: you may not see anything in some views

Microsoft Project Options 18

1. Tools (from menu)

2. Options


Today agenda 19

Session 5 Review




Resource Leveling



Create an Empty Project 20


Insert Activities/Tasks 21

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

• “Activity” vs. “Task”: Microsoft Project adopts “Task”


Group Tasks in Phases 22

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


Insert Task Durations 23

• Insert task duration in the duration column

• Finish date will be automatically updated

Alternatively

• Insert finish date

Th d ti ill b t ti ll • The duration will be automatically updated


Insert Task Dependency Relationships 24

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

Dependency p yRelationships

ID Task Name Duration Start Finish Predecess

1 Phase 1 8 days Wed 31/03/10 Mon 12/04/1028 31 03 06 09 12

April 2010

1 Phase 1 8 days Wed 31/03/10 Mon 12/04/102 Activity 1.1 5 days Wed 31/03/10 Wed 07/04/103 Activity 1.2 3 days Wed 07/04/10 Mon 12/04/1024 Activity 1.3 7 days Wed 31/03/10 Fri 09/04/105 Phase 2 9 days Wed 31/03/10 Tue 13/04/106 Activity 2.1 3 days Wed 31/03/10 Mon 05/04/10


7 Activity 2.2 4 days Wed 31/03/10 Tue 06/04/108 Activity 2.3 9 days Wed 31/03/10 Tue 13/04/10

Lag & Lead Time 25

A FS + lagA

B

FS + lag

timetime

A FS leadA

B

FS - lead

B

time


time

Lag & Lead Time 26

1. Double click on a task2. Go to the Predecessor tab3 Insert the task predecessor ID3. Insert the task predecessor ID4. Select the type from the list5. Enter the value in the Lag column

Lags (positive)Lead (negative)Lead (negative)


Lag & Lead Time 27

2 days LagPredecessors and lag times can be set directly in the Predecessor column


y g

3 days Lag

Milestones 28

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• External Inputs


Milestones 29

1. Insert a new task2. Insert the task name3 I d i 03. Insert a duration = 0


Additional Task Contraints 30

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


Critical Path 31

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 pathcritical path• A delay in the ending date negatively affect the

downstream activity and the end of the total project


Critical Path and Slack Times 32

• To show Critical Path1. Right Click on the white background of the Gantt chart2. Gantt Chart Wizard3. Click Next, Select Critical Path and Click Finish

• To show Free and Total Slack1. Right Click on a columng2. Select Insert Column3. Choose Free Slack4. (Repeat 1-2 and then choose Total Slack)4. (Repeat 1 2 and then choose Total Slack)

ID Task Name Duration Start Finish Predeces Free Slack Total Slack

Critical Path

ID Task Name Duration Start Finish Predeces Free Slack Total Slack

1 Phase 1 15 days Wed 31/03/10 Wed 21/04/10 0 days 0 days2 Activity 1.1 5 days Wed 31/03/10 Wed 07/04/10 0 days 0 days3 Activity 1.2 3 days Wed 07/04/10 Mon 12/04/102 0 days 0 days4 Activity 1.3 7 days Mon 12/04/10 Wed 21/04/103 0 days 0 days

M T W T F S S M T W T F S S M T W T F S S M T W T29 Mar '10 05 Apr '10 12 Apr '10 19 Apr '10

5 Phase 2 13 days Wed 31/03/10 Mon 19/04/10 2 days 2 days6 Activity 2.1 3 days Wed 07/04/10 Mon 12/04/102 1 day 3 days7 Activity 2.2 4 days Tue 13/04/10 Mon 19/04/106;8 2 days 2 days8 Activity 2.3 9 days Wed 31/03/10 Tue 13/04/10 0 days 2 days


Slack Times

Do it yourself (1) 33

Open a template and try the different views

Start from scratch a new projectStart from scratch a new project• Define tasks (about 20)• Organize tasks• Define durations• Define relationships (precedences, concorrences and

lag/lead times)lag/lead times)• Add milestones and constraints• Analyze the critical path and the slack timesy p

Look at a realistic example (similar to the maximum we can expect from your homework)

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


Today agenda 34

Session 5 Review




Resource Leveling



Resources Definition and Allocation 35

Resources allocation involves determining which typeof resources (persons, equipment, or materiel), how

ill b d d h h many resources will be used and when each resources will be available to perform project activities

Thi i l l di t d ith th C t This process is closely coordinated with the Costs Estimating process

The objective is optimizing resources in order to have 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: Worky• Unlimited availability: Material• Financial: Cost


Resource TypeLimited availability resources: Work 36

Resources whose availability is limited• E.g. Humans (team, partners, customers, …), pay-per-

luse SW licenses 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 availabilitybetween 0 and 100%: partial availability– > 100%: there are more than one resource but they

cannot be distinguished

• (optionally) Overrate cost (e g 80€/hour)• (optionally) Overrate cost (e.g. 80€/hour)

Needs to be leveled to avoid over-allocation


Needs to be leveled to avoid over-allocation

Resource TypeUnlimited 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 releases

are assumed to be unlimited, as more are consumed as more is the total costmore is the total cost

They are described by one main factor:They are described by one main factor:• Standard cost per unit (e.g. 1€/CD)

Does not need to be leveled


Resource TypeFinancial Resources: 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 the resource is assigned to a task


Resources Definition1 Vi R h

391. View->Resource sheet2. Per each row:

1. Insert Resource Name2 Select the type of resource (Work Material Cost)2. Select the type of resource (Work, Material, Cost)3. Insert detailed data (Max units, Std. Rate, Ovt. Rate, Calendar)

4. Double click the corresponding row to open the resource information form

ID Resource Name Type Material Label Init ials Max. Units Std. Rate Ovt. Rate Cost/Use Accrue At Base CalendarID Resource Name Type Material Label Init ials Max. Units Std. Rate Ovt. Rate Cost/Use Accrue At Base Calendar1 Bob Marley Work B 100% € 300,00/hr € 350,00/hr € 0,00 Prorated Standard2 Eros Ramazzotti Work E 100% € 100,00/hr € 200,00/hr € 0,00 Prorated Standard3 Super Server Material S € 50,00 € 0,00 Prorated4 Travel Cost Cost T Prorated


Allocation Techniques 40

Unit• Allocation is expressed by the time of the resource

d d d h f kdedicated to the specific task• i.e.: Mark is allocated the 30% of his time on Task1

W kWork• Allocation is expressed by total time that the resources

will dedicate to a task will dedicate to a task • i.e.: Mark will work 40 hours on Task2


Assign Resources to tasks (Unit %) 41

1. From the Gantt view2. Double click on a task3. Go to the Resources tab4. Select resource5. Define units6. OK

C t l l t d t ti ll

ID Task Name Duration Start Finish Predeces Resource Names 29 M '10 05 A '10 12 A '10 19 A '10 26 A '10

Costs are calculated automatically based on the std cost defined

ID Task Name Duration Start Finish Predeces Resource Names

1 Phase 1 15 days Wed 31/03/10 Wed 21/04/102 Activity 1.1 5 days Wed 31/03/10 Wed 07/04/10 Bob Marley[50%]3 Activity 1.2 3 days Wed 07/04/10 Mon 12/04/102 Eros Ramazzotti4 Activity 1.3 7 days Mon 12/04/10 Wed 21/04/103 Super Server[2]5 Phase 2 13 days Wed 31/03/10 Mon 19/04/10

Bob Marley[50%]Eros Ramazzotti

Super Server[2]

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 S S M T W T F29 Mar '10 05 Apr '10 12 Apr '10 19 Apr '10 26 Apr '10


6 Activity 2.1 3 days Wed 07/04/10 Mon 12/04/102 Eros Ramazzotti7 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]

Eros RamazzottiEros Ramazzotti[80%];Bob Marley[30%]

Bob Marley[70%];Travel Cost[€ 10.000,00]

Assign Resources to tasks (Work)Task Details in double view 42

1. Windows -> Split2. Select second window3. View -> More Views3. View > More Views4. Select Task Details Form and Apply

Both Units and Work can be specified


Task TypesDuration, Units and Work 43

1. Double Click on a task2. Go to the Advanced tab3 Select Task Type3. Select Task Type

Work [t]

100*][

][[%]tDuration

tWorkUnits =


Units [%] Duration [t]

Task TypesFixed Duration, Fixed Units, Fixed Work 44

In a If you revise If you revise If you reviseIn a Duration Units Work

Fixed Duration task

Work is recalculated


Units arerecalculatedtask recalculated recalculated recalculated

Fixed Units task


Duration is recalculated


Fi d W k U i D i i D i iFixed Work task

Units arerecalculated



Cases on the diagonal are not trivial:

Mi ft P j t l l t D ti• Microsoft Project recalculates Duration

• If duration is fixed, Microsoft Project recalculates Work


Task TypesEffort Driven 45

1. Double Click on a task2. Go to the Advanced tab3 Check or uncheck Effort 3. Check or uncheck Effort

Driven

• If Effort Driven is selected (default)• Adding or removing resources to the task does not affect the total work 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

How much does each task cost? 46

1 From Gantt Chart view1. From Gantt Chart view2. Right click on any column3. Insert Column4 C t4. Cost

1. View2. Table3 Costs3. Costs


How much does each resource cost? 47

1. From Resource Usage view, Right click on any column, Insert Column and Select Cost

h l k h h l d l2. Right Click on the right panel and Select Cost


Task TypesCustomizing the Gantt view 48

1. Right click on the Start Column2. Insert Column3 Select Type3. Select Type4. Right click on the Start Column5. Insert Column6 S l t Eff t D i6. Select Effort Driven


Do it yourself (2) 49

Define resources (about 5)• Humans, materials and costs

Allocate resources to tasks

Inspect costsInspect costs

Refine the project changing duration, work, units and effort driveneffort driven


Today agenda 50

Session 5 Review




Resource Leveling



Leveling Methods 51

What to do when resource are unrealistically over-allocated

Resource Leveling

Basically there are 2 set of not-exclusive solutions:1. Add resources2 Delay tasks


2. Delay tasks

Leveling Methods1) Add resources 52

Two options:1. Optimizing available resources

– Make under-allocated resources working to a task to support over-allocated resources

– Pay attention to increased communication costs within that ytask

2 Adding a new resource to the project2. Adding a new resource to the project– Pay greater attention to increased communication costs!


Leveling Methods2) Delay tasks 53

Two main options:1. Take advantages of Slacks (Free and Total)2. Delay tasks with lesser priority

Three sub-options for each main options1. Move a task ahead/aback to avoid overlapping2 Split a task to avoid overlapping2. Split a task to avoid overlapping3. Increase a task duration to reduce unit[%]


Leveling Methods2) Delay tasks: Increase duration using Slack 54


Leveling Methods2) Delay tasks: Split a task to avoid overlapping 55

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 Activity B

To split a taskTo split a task1. Select the blue task in the Gantt view2. Right Click -> Split Task3 Drag and Drop to split the task


3. Drag and Drop to split the task

Leveling in Microsoft Project 56

1. Tools Level Resources By default, Microsoft Project doesn’t do automatic levelling while you work on the projectyou work on the project

We can explicitly ask Microsoft P j t t d l lli b d Project to do levelling based on various options


Leveling in Microsoft Project 57

1. Tools Level Resources

Automatic leveling acts in background meanwhile we add resources to tasks

This may make you don’t understand why tasks are re-scheduled or split!


Questions? 58


Technology

P&msp2010 06 ms-project