Microsoft Project Tutorial Jesal Bhuta

Copyright © 2005 Center for Software Engineering, University of Southern California 2 Outline Why Plan What can Microsoft Project do for me Hands on training with Microsoft Project Process Elements: Reusable Process Assets Build a CSCI 577 plan using reusable Process Assets

Copyright © 2005 Center for Software Engineering, University of Southern California 3 Outline Why Plan What can Microsoft Project do for me Hands on training with Microsoft Project Process Elements: Reusable Process Assets Build a CSCI 577 plan using reusable Process Assets

Copyright © 2005 Center for Software Engineering, University of Southern California 4 Project – Initial Days Stakeholders Development Team Non-human Resources Development Models

Copyright © 2005 Center for Software Engineering, University of Southern California 5 How to get from a Concept to a Product? Coordinate requirements definition, architecture definition, system implementation and testing efforts – Project Management Use process models to guide you through these activities –What activity needs to be done next –How much of the it needs to be done Project plan = Instance of process model

Copyright © 2005 Center for Software Engineering, University of Southern California 6 Project Plan – What does it provide Why? What? When? Who? Where? How? How Much? Whereas Objectives Milestones & Products Responsibilities Approach Resources & Effort Assumptions

Copyright © 2005 Center for Software Engineering, University of Southern California 7 MS Project Plan – What does it provide Why? What? When? Who? Where? How? How Much? Whereas Objectives Milestones & Products Responsibilities Approach Resources & Effort Assumptions

Copyright © 2005 Center for Software Engineering, University of Southern California 8 Outline Why Plan What can Microsoft Project do for me Hands on training with Microsoft Project Process Elements: Reusable Process Assets Build a CSCI 577 plan using reusable Process Assets

Copyright © 2005 Center for Software Engineering, University of Southern California 9 What is project management? Project management is the process of planning, organizing, and managing tasks and resources to accomplish a defined objective, usually within limitations on time, resources, or cost.tasksresources Why do we do it? –Make sure all system aspects are accounted for –Reduce redundancy of work –Meet resource and time constraints –Communicate project changes and adjustments with developers, managers, customers, users, etc. –Allow for good decision making and improved likelihood of success

Copyright © 2005 Center for Software Engineering, University of Southern California 10 How does Microsoft Project help? MS Project stores details about your project in its database. Project then uses this information to calculate and maintain the project's schedule and costs, thereby creating your project plan. Project keeps the information you enter in fields, which usually appear in columns. Like a spreadsheet, Microsoft Project displays results of its calculations immediately. Provides graphical interfaces for, Gantt chart, Pert chart, resource allocation chart, etc., for creating and monitoring the schedules.

Copyright © 2005 Center for Software Engineering, University of Southern California 11 Outline Why Plan What can Microsoft Project do for me Hands on training with Microsoft Project Process Elements: Reusable Process Assets Build a CSCI 577 plan using reusable Process Assets

Copyright © 2005 Center for Software Engineering, University of Southern California 12 Project Element Definitions Task: –A division of all the work that needs to be completed in order to accomplish the project goals. –Represents an amount of work with a clear deliverable; it should be short enough to track its progress regularly. Tasks should generally be between one day and two weeks long. –Summary Task: A task that is broken down into two or more smaller tasks Milestone: – is a task you use to identify significant events in your schedule, such as the completion of a major phase. When you enter a duration of zero days for a task, Microsoft Project displays the milestone symbol on the Gantt Chart at the start of that day. Resource: –People –Equipment, materials or services that are needed to complete various tasks.

Set Up A Project

Copyright © 2005 Center for Software Engineering, University of Southern California 14 Create a new project To start a new project in Microsoft Project, you can enter your project's start or finish date, but not both. It's recommended that you enter only your project's start date and let MS Project calculate the finish date after you have entered and scheduled tasks. –Step 1: Click New. –Step 2: Click Project Information on the Project menu. Type or select a start date or a finish date for your project, and then click OK –Step 3: Click Save. –Step 4: In the File name box, type a name for your project, and then click Save. Tips –You can change the start or finish date at any time by clicking Project Information on the Project menu.

Copyright © 2005 Center for Software Engineering, University of Southern California 15 Set up the project calendar You can change the project calendar to reflect the working days and hours for everyone on your project. The calendar defaults are Monday through Friday, 8:00 A.M. to 5:00 P.M., with an hour off for lunch. You can specify nonworking times, such as weekends and evenings, as well as special days off, such as holidays. –Step1: On the View menu, click Gantt Chart –Step2: On the Tools menu, click Change Working Time –Step3: Select a date on the calendar To change one day of the week for the entire calendar, for example, to have Fridays end at 4:00 P.M., click the abbreviation for that day at the top of the calendar. To change all working days, for example, to begin working days Tuesday through Friday at 9:00 A.M., click the day heading (such as T for Tuesday) for the first working day of the week. Hold down SHIFT, and then click the day heading for the last working day of the week (such as F for Friday). –Step 4: Click Nonworking time for days off, or Nondefault working time to change the hours worked –Step 5: If you clicked Nondefault working time in step 3, type the times you want work to start in the From boxes, and the times you want work to end in the To boxes –Step 6: Click OK.

Enter A Task List

Copyright © 2005 Center for Software Engineering, University of Southern California 17 Enter Tasks and Durations Step 1: On the View menu, click Gantt Chart Step 2: In the Task Name field, type a task name, and then press TAB. Microsoft Project enters an estimated duration of one day for the task followed by a question mark. Step 3: In the Duration field, type the amount of time each task will take in months, weeks, days, hours, or minutes, not counting nonworking time. You can use the following abbreviations: months = mo, weeks = w, days = d, hours = h, minutes = m –Note To show an estimated duration, type a question mark after the duration. Step 4: Press ENTER. Step 5: Enter additional tasks as needed for the project. Tips –You can also add a note about a task. Double-click in the task’s Name field, and then click Notes tab in the dialog box. Type your information in the Notes box, and then click OK.

Copyright © 2005 Center for Software Engineering, University of Southern California 18 Create a Milestone Step 1: In the Duration field, click the duration of the task you want to make a milestone, and then type 0d. Step 2: Press ENTER.

Copyright © 2005 Center for Software Engineering, University of Southern California 19 Create a recurring task Step 1: In the Task Name field, click the row where you want the recurring task to appear. Step 2: On the Insert menu, click Recurring Task. Step 3: In the Task Name box, type the task name. Step 4: In the Duration box, type or select the duration of a single occurrence of the task. Step 5: Under Recurrence pattern, click Daily, Weekly, Monthly, or Yearly. Step 6: To the right of Daily, Weekly, Monthly, or Yearly, specify the task frequency. Step 7: Under Range of recurrence, type a start date in the Start box and then select End after or End by. –If you selected End after, type the number of occurrences for the task. –If you selected End by, type the date you want the recurring task to end. Step 8: Click OK. Tip To view all instances of a recurring task in a task view, click the plus sign next to the main recurring task.

Copyright © 2005 Center for Software Engineering, University of Southern California 20 Structure tasks into a logical outline Outlining helps organize your tasks into more manageable chunks. You can indent related tasks under a more general task, creating a hierarchy. The general tasks are called summary tasks; the indented tasks below the summary task are subtasks. A summary task's start and finish dates are determined by the start and finish dates of its earliest and latest subtasks.summary taskssubtasks To organize your outline, use outline buttons:

Schedule Tasks

Copyright © 2005 Center for Software Engineering, University of Southern California 22 Establish Dependencies between Tasks Step 1: On the View menu, click Gantt Chart. Step 2: In the Task Name field, select two or more tasks to link in the order you want them linked. To select adjacent tasks, hold down SHIFT, and then click the first and last tasks you want. To select nonadjacent tasks, hold down CTRL, and then click the tasks you want. Step 3: Click Link Tasks. Step 4: To change the task link, double-click the link line between the tasks you want to change. –Set the lead or lag time (see next slide). –In the Type box, select the type of dependency. Finish-to-Start (FS) is the default –Click OK. Tips –To unlink tasks, select the tasks you want to unlink in the Task Name field, and then click Unlink Tasks. All links to the task are removed.

Copyright © 2005 Center for Software Engineering, University of Southern California 23 Set lead or lag time for task links Lead time: The overlap between tasks that have a dependency. –For example, if a task can start when its predecessor is half finished, you can specify a finish-to-start dependency with a lead time of 50% for the successor task. You enter lead time as a negative value. Lag time: The delay between tasks that have a dependency. –For example, if you need a two-day delay between the finish of one task and the start of another, you can establish a finish-to-start dependency and specify two days of lag time. You enter lag time as a positive value.

Assign Resources

Copyright © 2005 Center for Software Engineering, University of Southern California 25 Create a resource list Step 1: On the View menu, click Resource Sheet. Step 2: In the Resource Name field, type a resource name. Step 3: For each work resource type the percentage of resource units available for this resource in the Max. Units field. For example, type 25% to indicate 10 hours per week (based on a 40 hour work week). Step 4: In the Type field, specify the resource type: Work or Material.

Copyright © 2005 Center for Software Engineering, University of Southern California 26 Assign resources to tasks Step 1: On the View menu, click Gantt Chart. Step 2: In the Task Name field, click the task to which you want to assign a resource, and then click Assign Resources. Step 3: In the Name field, click the resource you want to assign to the task. Step 4: To assign a resource part-time, type or select a percentage less than 100 in the Units column to represent the percentage of working time you want the resource to spend on the task. –To assign several different resources, hold down CTRL and click the names of the resources. Step 5: Click Assign

Copyright © 2005 Center for Software Engineering, University of Southern California 27 Check Resource Assignments Step 1: On the View menu, click Resource Usage. Step 2: In the Resource Name column, review the resource assignments. Step 3: To reassign a task from one resource to another, select the entire row, position the pointer over the ID field (the leftmost column), and then drag the task under the new resource.

How do you view the schedule

Copyright © 2005 Center for Software Engineering, University of Southern California 29 See the entire project on the screen Step 1: On the View menu, click Gantt Chart. Step 2: On the View menu, click Zoom, click Entire project, and then click OK. Notes –To see the Gantt bars on a larger or smaller timescale, click Zoom In or Zoom Out.

Copyright © 2005 Center for Software Engineering, University of Southern California 30 Identify the critical path Step 1: On the View menu, click Gantt Chart. Step 2: Click Gantt Chart Wizard. –Follow the Gantt Chart Wizard instructions to format critical path tasks. Alternate step 2: On the View menu, click Network Diagram.

Copyright © 2005 Center for Software Engineering, University of Southern California 31 Display specific information by using a filter Step 1: On the View menu, click Gantt Chart or Resource Sheet. Step 2: On the Project menu, point to Filtered for, and then click the filter you want to apply. Step 3: Click Apply to apply the filter, or click Highlight to apply a highlighting filter. Step 4: To turn off a filter, point to Filtered for on the Project menu, and then click All Tasks or All Resources.

Save the Plan

Copyright © 2005 Center for Software Engineering, University of Southern California 33 Save a baseline When you've entered all your project information and you're ready to start actual work, you can save a baseline of your project's information to compare with actual progress on your project. Using a baseline makes it possible for you to track progress, see variances, and make the necessary corrections. For example, you can see which tasks started later than planned, how much work assigned resources have actually performed, and whether your budget is on track. –Step 1: On the Tools menu, point to Tracking, and then click Save Baseline. –Step 2: Click Entire project to save a project baseline. –(Click Selected tasks to add new tasks to an existing baseline.) –Step 3: Click OK.

Track Work

Copyright © 2005 Center for Software Engineering, University of Southern California 35 Update task progress Step 1: On the View menu, click Gantt Chart. Step 2: Click the task for which you want to update progress. Step 3: Click Task Information, then click the General tab. Step 4: In the Percent complete box, type a whole number between 0 and 100. Step 5: Click OK.

Copyright © 2005 Center for Software Engineering, University of Southern California 36 Updating Actual start and finish dates, and task duration –Step 1: On the View menu, click Gantt Chart –Step 2: In the Task Name field, click the row you want to update –Step 3: On the Tools menu, point to Tracking, and then click Update Tasks –Step 4: In the Actual box update the actual start and finish dates. –Step 5: In the Actual duration box update the actual duration. –Step 6: Click ok.

Copyright © 2005 Center for Software Engineering, University of Southern California 37 Compare actual task information to the baseline Step 1: On the View menu, click Tracking Gantt. –The Tracking Gantt view shows task variances graphically, making it easier to analyze progress in your schedule. Step 2: On the View menu, point to Table, and then click Variance.

Copyright © 2005 Center for Software Engineering, University of Southern California 38 Outline Why Plan What can Microsoft Project do for me Hands on training with Microsoft Project Process Elements: Reusable Process Assets Build a CSCI 577 plan using reusable Process Assets

Copyright © 2005 Center for Software Engineering, University of Southern California 39 Process Elements: Definition Process Element (PE) is a: –Group of project activities or other process elements –Related by logical dependencies –When executed provides value to the project

Copyright © 2005 Center for Software Engineering, University of Southern California 40 Process Element: Description

Copyright © 2005 Center for Software Engineering, University of Southern California 41 Example: Framework built with Process Elements

Copyright © 2005 Center for Software Engineering, University of Southern California 42 Example PE: COTS Assessment

Copyright © 2005 Center for Software Engineering, University of Southern California 43 Detailed Assessment Tasks

Copyright © 2005 Center for Software Engineering, University of Southern California 44 Example PE: COTS Assessment -COCOTS -Index, Store and Retrieve digital image files -System scalable to 5000 users …

Copyright © 2005 Center for Software Engineering, University of Southern California 45 Spiral Model and Process Element Derived Framework

Copyright © 2005 Center for Software Engineering, University of Southern California 46 Outline Why Plan What can Microsoft Project do for me Hands on training with Microsoft Project Process Elements: Reusable Process Assets Build a CSCI 577 plan using reusable Process Assets

Copyright © 2005 Center for Software Engineering, University of Southern California 47 Planning with Reusable Process Assets Go to the website at: es/introduction.html es/introduction.html Download Spiral Outline Template Select and add process elements to the template as needed Update dependencies, effort and resource information Save a baseline plan Add/Modify/Remove process elements as needed

Copyright © 2005 Center for Software Engineering, University of Southern California 48 Example Process Element ActivityDurationStart/EndPredecessorArtifactsResources

Copyright © 2005 Center for Software Engineering, University of Southern California 49 Questions