Getting Started in Multi-Project Management

making IT better

Get to Know

in-Step®

Tutorial

2

Copyright

This document is protected by copyright. No part of this document may be reproduced

or transmitted in any form or by any means, electronic or mechanical, including translat-

ing, photocopying, recording, or information storage and retrieval systems, without the

express written permission of microTOOL GmbH.

© 2008-2009 microTOOL GmbH, Berlin. All rights reserved.

in-Step®, in-Step Scrum Edition®, in-Step SPICE Edition® actiF® as well as the micro-

TOOL logo including the writing “making IT better”, are registered trademarks of

microTOOL GmbH.

Automotive SPICE™ is a registered trademark of Volkswagen AG, Wolfsburg.

PRINCE2™ is a trademark of the Office of Government Commerce. V-Modell® XT is

copyright protected, © Federal Republic of Germany, 2004. All rights reserved. V-

Modell® is a registered trademark of the Federal Republic of Germany. V-Modell XT

is released under Apache License Version 2.0. Microsoft and Windows are registered

trademarks of the Microsoft Corporation.

The reproduction of trade names, product names, trademarks, etc., in this document

does not entitle their free use, in the sense of trademark acts, even if they are not

specially marked as such.

3

Contents

Multi-Project Management with in-Step

Get to Know in-Step Page 5

Become Part of the Team! Page 5

Over to You Page 5

Let’s Go! Page 6

All the Projects in One View Page 6

Starting a New Project Page 7

Approve Project Proposal Page 8

Opening the Organizational Structure Page 9

Initializing Projects Page 10

If You Would Like to Get to Know in-Step Even Better ... Page 16

Everyone Knows What Needs to be Done Page 12

Traceable Project Progress Page 15

Are You on Target? Page 15

4

What is in-Step?

What is in-Step?

in-Step is a tool for planning and realizing process-based software, system

and product-development projects. The special thing about in-Step is that it

also manages and versions all of a project’s activities and products – from

the requirements to the test cases. Because in-Step “knows” the activities

and results of your project, it can show you their current editing states at all

times.

Is the project running according to plan? in-Step gives you the answer: the

tool shows you how much effort and money have already been invested

– in comparison to the plan – on a daily basis. The integrated work-time

manager delivers input information for project control. You plan schedules

using bar graphs and workload and costs in tables.

in-Step is available in different variants:

� in-Step CoreProcess Edition is intended for projects where you proceed

according to your own rules. It helps you tailor the project structure for

each project task. Templates for organizing the project’s activities and

results make planning faster.

V-Modell XT Edition � is the tool for the current V-Modell. The V-Modell

defines a goal and result-oriented approach. in-Step V-Modell XT Edi-

tion offers ideal support for V-Modell XT because in contrast to tra-

ditional project management software, not only the project activities

but also the results of a project are planned, managed, versioned and

tracked.

� in-Step SPICE Edition for Automotive integrates all the processes rele-

vant to Automotive SPICE in a comprehensive process standard. It offers

you tool support for planning and implementing your projects at SPICE

Level 3. Among other things, you’ll find structured templates for prod-

ucts required by Automotive SPICE, for SPICE compliant documentation.

� in-Step Scrum Edition supports you in your agile projects with Scrum. It

also centrally manages your projects and teams. You’ll find Release and

Sprint planning, Product Backlogs, Burndown Charts, Task Boards and

much, much more.

in-Step � actiF Edition is specially tailored iterative, requirements-driven

agile development. This edition contains everything you need in the

process actiF. It provides you with a simple model for the project plan-

ning and template for all of the products in the project. Requirements

management, release and iteration planning are all integrated.

In � in-Step PRINCE2 Edition you will find everything you need for the

successful usage of PRINCE2 in your projects. PRINCE2 is featured in

in-Step. Therefore, it serves as a template for project management tasks

and processes for specific projects.

The Benefits of in-Step

Simple and easy planning of �

process-based project planning

Working with confidence be- �

cause revision-safe versions of

all results are managed in a

central location

Functions for requirements, �

change and risk management

Planning security via project �

control in real time

Up to date target/actual com- �

parisons at the push of a button

Shorter project times thanks to �

improved information and com-

munication – on a LAN and the

Internet

Time saving with structured de- �

scription templates and context-

sensitive help

Easy integration into project �

environment

Shared work via the Internet �

Daily project evaluations at the �

push of a button – in Word,

Excel, Project and Visio, as well

as HTML and XML.

5

Get to Know in-Step

Get to Know in-Step

in-Step is a project management tool for the entire team, even where multi-

project management is concerned. Whether you’re an organizational unit

manager, a multi-project manager, a project manager or a user in a project

team, with in-Step, everyone knows what needs to be done. What’s more,

with in-Step individual teams can coordinate more effectively and the proj-

ect run is traceably documented. in-Step ensures transparency and guar-

antees plan deviations and resource conflicts are recognized early – across

an organizations entire project population. In this tutorial, we’ll show you

how to depict your project environment in in-Step and plan and implement

several simultaneously running projects. Regardless of which in-Step edition

you work with, you’ll always be ready to go.

Before You Get Started

This tutorial helps you through your

first steps with in-Step: you can see

it as a user manual, and simply click

your way through. Throughout,

you’ll come across short, blue text

passages, with a small icon, like

this one. In them, you’ll find further

tips and interesting background

information, related to working

with in-Step. Our tip at this point: if

you’re in a hurry, you can read these

passages later on, when you have

more time.

So you always know which actions

we suggest at any point, you’ll find

a gray box in the top right-hand

corners of each page, with a brief

description of the steps to be car-

ried in that section.

Over to You

In our example, you accompany the multi-project manager and project

manager of the fictive organization eCompany as they work with in-Step.

As the multi-project manager, you’re responsible for coordinating and con-

trolling the project. A new project has just been approved. We begin by

showing you how you can create the new project and appoint the project

manager. The further project planning is the task of the project manager.

In a moment, you can see for yourself how a project manager works with

in-Step. You’ll get a first taste of why team work is so efficient with in-Step,

even across project boundaries.

All projects included in the sample system use the CoreProcess Edition

process model – the CoreProcess, which has not been altered in any way.

All the reporting functions and views we show you in our tutorial are also

taken directly from the CoreProcess. In your own projects you can tailor and

extend the process model, the templates and the reports included to your

own needs.

Become Part of the Team!

In this tutorial, you’ll learn about multi-project management in in-Step from

the perspective of the multi-project manager, Mark Mondrian and the proj-

ect manager Peter Monroe. We’ve pre-prepared a sample system for you to

practice with. Our team works with the CoreProcess Edition, but you can

carry out the following steps just as easily with any in-Step edition.

6

What is an Organizational Unit?

An in-Step system is structured into organizational units, which represent the organizational structure of the company. An orga-

nizational unit can be a business, a department, a group etc. An organizational unit can be opened for development, just like an

individual project. It contains base views for multi-project management and can manage its own products, such as project propos-

als, requirements or vacation requests. You can also assign users to it.

The Projects Overview belongs to the standard multi-project management reporting functions included in in-Step. In

this view you can quickly access information about all the running projects: the status of a project is indicated with

a traffic light symbol. Each project manager assigns a value for their project. The project progress is also graphically

represented. In our example, in-Step determines the project progress according to the milestones achieved in each

project. In addition, you’ll find data relevant to multi-project management, like project number, project manager,

start and finish dates. Double-click a project name and a separate tab opens for editing. This gives you fast access

to detailed project information, whenever you need it.

Let‘s Go!

1. Start in-Step2. Select the system Multi-Project

Management Tutorial in the

registration dialog.

3. Log in as MM, without a password.

Let’s Go!

Start in-Step and take a look at the project environment of the fictive orga-

nization, eCompany.

All the Projects in One View

in-Step opens the organizational unit eCompany with the company’s Projects Overview.

Take on the role of multi-project man-

ager Mark Mondrian and log in to our

sample system Multi-Project Manage-

ment Tutorial with the login MM. No

password has been set yet, so you can

leave the password field empty.

7

4. Open the view Upcoming Project

Proposals in the group Project

Proposals.

As with all views, the contents of the Projects Overview can be freely con-

figured. You’ll find an extensive description on how to adapt in‑Step to your

individual requirements in the Project Manager Manual.

Starting a New Project

The in‑Step Workstation

The symbols on the in‑Step Bar represent system views. Views portray specific aspects of a project or organizational unit and

ensure simple, transparent work procedures. A mouse-click on an icon opens the corresponding view in a new window, where

the appropriate information is displayed and can be edited. Related views are organized into groups according to development

aspects. Click the group names to switch between different groups. The groups and views in‑Step makes available to you depend

on the role you have taken on in the project or organizational unit.

Starting a New Project

Authorizing new projects is also one of Mark Mondrian’s tasks. Are there any project proposals still awaiting ap-

proval? You can quickly check by clicking Upcoming Project Proposals under the group Project Proposals on the

in‑Step Bar.

Project proposals for eCompany are listed in on-screen forms,

which can be edited directly in in‑Step. They are managed centrally

and revision securely in in‑Step’s integrated product library, along

with all other organizational unit products. In order to see a form,

just double-click its name.

Altering Templates

The in‑Step multi-project management template includes outlines for

project proposals and vacation requests. Are the included templates not

really laid out suitably for your company’s standards? The content and

layout of the templates are merely suggestions. You can adapt the tem-

plates according to your needs, or replace and extend them with your

own templates. You’ll find everything you need to know to do this in the

in‑Step Customizing Manual.

8

Approve a Project Proposal

Approve Project Proposal

Mark Mondrian is not just the multi-project manager, he’s also a member

of the project board. Does the project meet your approval? Then just click

Approve in the context menu of the project proposal.

5. Select Approve in the context

menu of the Project Proposal.

6. Open the Projects Overview (Group

Projects).

Right-Click – Open the Context Menu

Are you working with in-Step for the first time? Then you should note that there are context menus for almost every element in

the tool’s windows. So, if you’re looking for a specific function: select the element and click the right mouse button. The element’s

context menu opens. You’ll also find the most important functions in each view’s toolbar, where they can be quickly accessed.

Your project is now on the right track. Take a look at the Projects Overview: you can now see a new project here

with the name eShop. The project number and name are also taken on directly from the project proposal.

9

Opening the Organizational Structure

Now you need to initialize the project. This means configuring the process

standard the project uses and releasing it for editing. For this, you need to

open the view Organizational Structure and Projects in the group Orga-

nization.

7. Open Organizational Structure

and Projects in the group

Organization.

Opening the Organizational Structure

The organizational structure depicts the hierarchical structure of the organization. In eCompany there are two de-

partments: Research and Development and Production. They are each shown with their own organizational unit.

The organizational unit can be further refined, if necessary. For example in eCompany the department Production is

made up of three sub-departments: Hardware 1, Hardware 2 and Software 1.

If you select the name of the company and fully expand the organizational structure using “*” (on a numerical

keyboard), then all the projects assigned to the organizational unit will also be shown in this view.

10

Select Use template from file, click Next and in the follow up dialog select the project template which cor-

responds to your in-Step edition – in the CoreProcess Edition, for example, it is called CoreProcess (English).

xml_project. Accept the selection by clicking Open.

Warning: if you are working with V-Modell XT Edition or SPICE Edition for Automotive, select the option

V-Modell XT Project or SPICE-Project, determine the name and start date of the project and select a project

type. Starting a project based on V-Modell XT or a SPICE Compliant Process is described in full detail in the Help.

Initializing Projects

Initializing Projects

The project eShop is assigned to the department Software 1. This assign-

ment is determined in the properties of the project proposal. Select the

project and click Initialize to start the in-Step wizard. This supports you

when initializing projects.

8. Select the project eShop

(organizational unit Software 1) and

select Initialize from the context

menu.

9. Select Use template from file.

Click Next and use Open to import

the project template which belongs

to your edition – in this case

CoreProcess (English).xml_project.

Project Start without Prolonged Set-up

Each in-Step edition comes with project templates, which provide the process standard for the edition, the pre-defined process and

project views and the state machines required for project management. The templates included are provided as XML files, and can

be immediately used to plan your projects.

11

Click Next and take on the existing planning, including the name and start

date of the project, by clicking Finish.

Initializing Projects

10. Click Next then click Finish.

11. Select Peter Monroe and choose

Add to Project.

12. Assign him the role project

manager and click OK.

in‑Step opens the new project on its own tab, ready for editing.

The window System Users (Admin) is already open, so you can build your project team straight away. Our sug-

gestion: make Peter Monroe the project manager. Here’s how: in the user’s context menu, select Add to Project.

In the follow-up dialog, assign the user the role project manager and click OK.

12

Peter Monroe is active in several projects and assigned as a user to the organizational unit eCompany. That’s why

he can open the organizational unit eCompany directly for editing, via System/Open Organizational Unit.

13. Log in as PM without a password

and open the organizational unit

eCompany via System/Open

Organizational Unit.

Everyone Knows what Needs to be Done

Starting the Project Planning – Learn More Here

We’ll leave the concrete project planning to Peter Monroe for now. If you want

to learn about working with in‑Step from a project manager’s perspective, we sug-

gest you take a look at the tutorial for getting to know whichever edition you have.

You can find them all in the in‑Step main menu, under Documentation.

Everyone Knows What Needs to be Done

How does Peter Monroe know what tasks he needs to do? Just select Change under System and log in as Peter

Monroe with the login PM. The password here can also be left empty.

13

In the project Virtual Guide, for example, the milestone Project description created is awaiting his check. By double-

clicking the milestone’s name, you can start editing it.

The views Peter Monroe finds in front of him on the in‑Step Bar are tailored

to the tasks of a user in the organizational unit: click My Projects to open

a list of all projects in which Peter Monroe is working. The view My Activi-

ties shows which tasks are waiting.

14. Open the views My Projects and

My Activities.

15. Open the project Virtual Guide

to edit it by double-clicking the

milestone Project description

created.

Everyone Knows what Needs to be Done

The central functions for project planning and implementation are now shown on the in‑Step Bar, they are tailored

to your role as project manager. The view Project Plan: Files/Products is already open and the milestone Project

description created is highlighted. In the right hand section of the window you can see the products which must be

finished to reach the milestone. If you double-click the name of the document, you can check the contents.

14

If everything is in order, select Milestone Reached in the context menu of

the milestone. Then, the follow-up activities Create requirements specifica-

tion and Analyze exhibit data will change their states to ready, and appear

in the assigned user’s (Ruth Arp) ToDo list.

Now, Peter Monroe wishes to update the status of his projects accordingly. He selects Project/Properties from the

main menu, and sets the Schedule Status to OK on the tab More Properties.

16. Select Milestone reached in the

context menu of the milestone.

17. In the main menu select Project/

Properties and on the tab More

properties, set the Schedule Status

to OK.

18. Apply the changes by clicking OK.

Everyone Knows what Needs to be Done

15

Traceable Project Progress

Mark Mondrian sees the project progress immediately. Log in again as the

multi-project manager and open the Projects Overview for the organiza-

tional unit, eCompany:

He can see how far along each project is by looking at its progress bar, no

need to open up the project itself.

19. Log in again as the Multi-project

manager (Login: MM) and in the

main menu select System/Recently

Opened Organizational Units/

eCompany.

20. Open the Projects Overview (group

Projects).

While Mark Mondrian gets excited about the project progress, we would like to add some final words of encour-

agement about approaching reporting with in-Step.

Are You on Target?

Meaningful evaluations are the nuts and bolts of successful multi-project management. If you don’t notice a po-

tential tight spot early on in the plan, you can’t jump-in in time to steer the project back on track. This doesn’t just

save time and money, but also stops your users from being over-worked. That’s why in-Step offers you numerous

configurable views, for optimal support when implementing your projects. We’ve already demonstrated some of

these to you.

If in-Step doesn’t come with a view that you need, then just “click“ together the desired report yourself. With the

relevant evaluations, you can keep yourself informed about the states of activities and products, the milestones

reached and whether you’re keeping to the budget. Numerous filters and diverse configuration options ensure that

you can access all the information you need for successful multi-project management, at any time. Simple, up to

date target/actual comparisons are available. And you can keep a constant eye on the costs. Just try out the op-

tions on offer. The online Help and the Project Manager Manual will assist you in creating your own reports.

By the way, you also have access to these reports from all the MS Word documents in-Step keeps under version

control. This makes documenting the project run a walk in the park: a fantastic basis for team communication.

Have fun trying it out!

Traceable Project Progress

16

If You Would Like to Get to Know in-Step Even Better

Questions? Comments?

If you want to find out more about

using in-Step in your particular envi-

ronment, then just give us a call.

microTOOL GmbH

Voltastr. 5

D-13355 Berlin

Germany

Tel. (+49 30) 467 086-0

Fax (+49 30) 464 47 14

e-mail: info@microTOOL.de

www.microTOOL.biz

We look forward to your call.

If You Would Like to Get to Know in-Step Even Better ...

You’ve learned about the most important aspects of multi-project man-

agement with in-Step. But we can‘t possibly show you all the functions of

in-Step in a single tutorial.

Would you like to know more about working with in-Step? Then why not

visit the in-Step Internet site. Besides offering descriptions of more func-

tions, you will also find various films which will give you a more vivid insight

into the work with in-Step.

www.in-Step.biz