1. The Project Plan IT Project Management COSC 3500 1

2. What is a Project? “A temporary endeavor undertaken to create a unique product, service or result.” Series of Interrelated Tasks to Achieve a Goal. Requires Resources to Complete. Within a given timeframe. Rolling Wave 2

3. What is a Project Plan? “The project plan is an Active Guide to Project Execution.” The Project Plan is a tool used to measure, track, control & communicate: Scope Time Cost Resources (Quality) 3

4. Why Create a Project Plan? “Plan the Work, Work the Plan” Clarity Accountability & Buy-in (Client, Management & Project Staff) Transparency - “Window into the project” Foresight - “Window into the future” Lessons Learned / Best Practices 4

5. The Project Plan? Who is responsible for generating / managing the Plan? – Project Manager, Management, Suppliers, SME’s, Client What is included / required in the project Plan? – Inputs: Business Processes – Internal & External, Resources, Deliverables, Milestones, Deadlines, Costs Where do you start? – Contract, Proposal, Requirements, Staff Roster, WBS When is the project plan developed? – After (in some cases before) the project has been approved and/or contract has been signed 5

6. Project Processes/Phases 6

7. Initiating – the project is authorized – Business needs are Identified & Project is defined Planning – project objectives are determined as well as how to reach those objectives Execution – the project is executed utilizing acquired resources Monitoring & Controlling – project performance is monitored and measured Closing – the project, it’s phases, and contracts are brought to a formal end. 7

8. Case Study WEMBA Brochure 8

9. Important Terms Milestone: – A milestone marks the completion of a work package or phase. – E.g., a high level event such as completion, endorsement or signing of a deliverable. Work Breakdown Structure (WBS): – The WBS is a deliverable-oriented collection of project components – Work that isn’t in the WBS isn’t in the project. – The point of the WBS is to organize and define the project scope. – Decomposition: the process of breaking down activities/deliverables into more manageable components. 9

10. WBS 10

11. WBS 11

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13. Assignment 1 Indicate what Phase of the project each of the Activities fall under. – Initiating – Planning – Executing – Monitoring & Controlling – Closing Identify whether the Activities are: – Stages – Tasks – Milestones – Recurring Activities 13

14. MS Project 14

15. Why use Project Management Software? Organize Task Lists Estimate Timeframes Budget Tasks & Resources Overview of all activities to deliver the project within Cost, Scope & Budget. Easily Communicate and Track project progress. 15

16. Terms to Know Dependencies Constraints: any influence on the project that may limit the options of the project team in performing the project work. 16

17. What is MS Project? An application used to assist Project Managers in: – Sequencing Activities – Analyzing Task Dependencies – Attributing Resources to Tasks – Estimating Resource Requirements & Workloads – Tracking & Reporting Project Progress – Managing Budgets 17

18. MS Project Agenda 1.Before Starting 2.Basics 3.Setting Up the Project 4.Entering Tasks 5.Resources 6.Costs 8.Baselines 9.Updating & Tracking the Plan 10.Reporting 18

19. Before Starting Make sure to evaluate the following prior to entering tasks: – Project Documentation: e.g., Contract, Proposal, Brief, Staff Roster, Budget, Deadlines – Project Management Plan: e.g., Risk, Change, Communication plans – Deliverables – Requirements – Process Diagrams Create a Work Breakdown Structure (WBS): 19

20. Basics 1 Title Bar Menu Bar Entry Bar: mirrors what is entered into the task pane Task Pane: input tasks, durations, start/end dates, predecessors, resources Gantt Chart Indicator Column: placeholder for notes & documents 20

21. Basics 2 Project Guide Pane & Toolbar: MS Project Wizard step-by-step guide to develop the project plan. – “Tasks”: lists links related to setting up and planning tasks. – “Resources”: define & build the project team. – “Track”: track project, compare baselines, check progress of the project – “Report”: develop project reports (budget, assignments) 21

22. Setting up the Project Set Start Date: “Define the Project” Work Schedule: “Define General Work Times” Close out Project Guide (learn independence) 22

23. Entering Tasks 1 Tasks: 1.Begin by entering tasks from “Task List” in Project Overview document. 2.Insert, Copy & Move Tasks Subtasks: 1.Click on “Indent” icon (green arrow on tool bar) Notice that the Tasks are now BOLD. Collapse & Expand Tasks to view Task outline Durations: – Task Durations can be entered in manually or by using the up/down arrows. – Note: Try not to Hard-code any dates – If you must, then do not include dependencies for that task. 23

24. Entering Tasks 2 Notes: – General Comments – Files Deadlines: 1.Open the “Task Information” window (double click on the task) 2.Click on “Advanced Tab” 3.“Constraint Task” field (set the Deadline date) Milestones: – Milestones are indicated automatically when the Duration of the task is set to “0 days”. 24

25. Entering Tasks 3 Recurring Tasks: 1.Select the task which you would like to repeat. 2.Then select “Insert” on top tool bar. 3.Then select “Recurring Tasks” 4.Enter the Task Name and set the parameters. – Note: Use this setting instead of entering the same task over and over again. 25

26. Entering Tasks 4 Dependencies: 1.Enter Dependencies in “Predecessors” column. Based on task numbers on far left column. Tip: MS Project allows you to maintain task related dependencies after the predecessor has been identifies. 2.Types of Dependencies include: FS – Finish-Start (Default) SS – Start-Start FF – Finish-Finish 26

27. Entering Tasks 5 Constraints: – ASAP (As Soon As Possible): Default Constraint – ALAP (As Late As Possible: Prevents delaying the start of successor tasks. 27

28. Resources 1 Select the “Resource Sheet “ Icon on the far left column to input Resources. Entering Resources: 1.Enter Resources Names into “Resource Column” 2.Enter “Type” of Work Work: (Variable) People that spend time on a project (Hourly Rate) Material: (Variable) Units of Measure – E.g., Paper, Food for work crew Cost: All Fixed Costs – E.g., Print, Transportation 3.Enter Resource Initials (space saver on Gantt Chart) 28

29. Resources 2 Enter Resource Costs (Rates ) Std. Rate: Standard Rate Ovt. Rate: Overtime Rate Assigning Resources: 1.Return to the “Gantt Chart” view. 2.Click on “Assign Resources” Icon on tool bar. 3.Select the Resource for that Particular Task. 29

30. Costs 1 Types of Costs – Fixed – Variable Entering Fixed Costs: 1.Have the “Gantt Chart” View open. 2.Select a task which requires a Fixed Cost (e.g., Print German Brochure) 3.Click on the “Assign Resources” Icon. 4.Select the appropriate “Resource Name” (e.g., Print) 5.Insert cost of Resource (e.g., $7,000) 30

31. Costs 2 Viewing Task Costs: 1.Have the “Gantt Chart” View open. 2.Highlight “Predecessor” column in Task Pane. 3.Select “Insert Column” 4.Scroll down the “Field Name” field and select “Cost” 5.Then select “OK” 31

32. Assignment 2 Open MS Project File: “ASSIGNMENT_2” Using the Project Task List Document and enter the following information: – Recurring Tasks – Dependencies – Resources Using the Project Overview Document insert Fixed and Variable Costs. 32

33. Baselines Baselining the project enables you to track what actually happened against the plan – Actuals vs. Estimates. It is a snapshot of the project at a particular point in time. Baselines are set at the end of critical phases of the project. Includes: Tasks Resources Costs 33

34. Baselines 2 Setting the Baseline: 1.Have the “Gantt Chart” View open. 2.On the “Tools” menu, point to “Tracking”, and then click “Set Baseline”. 3.Then select the baseline that you want to set. 34

35. Updating the Plan Updating the Current Status of the Plan: 1.Right click on upper left-hand corner of Task Pane (the “select all” function).. 2.Select “Tracking” 3.Select the particular task you would like to update. 4.Update the task by either: Changing the “Actual Start Date” or “Actual Finish Date” Change the “% Complete” Change the “Actual Duration” Change the “Actual Work” 35

36. Updating the Plan 2 Why Track Progress? – Provides benchmarks – Shows progress – Improves Planning of Subsequent Projects Track Project Variance (forecast vs. actual): 1.Right click on upper left-hand corner of Task Pane (the “select all” function). 2.Select “Variance” 36

37. Reporting Viewing Reports: On the “Report” menu, point to “Reports”. Types of Reports: Overview Current Activities Costs Assignments Workload 37

38. Assignment 3 Open MS Project File: “ASSIGNMENT_2” Baseline the project Present the Variance Screen 38