msc projectmanagement final

8/17/2019 MSC ProjectManagement Final

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Faculty of Information Technology, University of Moratuwa MSc. in Information Technology

IN 5210- System Analysis and design

Batch 08

Semester 1 Lab Session 01

MS Project Tutorial

Introduction

Project management helps you answer questions such as:

What is to be done?

Who will complete the task? When must it be done?

How much will it cost?

What happens if work isn‟t completed on time?

Typically, project management involves three major activities:

• Planning the project and creating a schedule This includes defining the tasks and their duration, setting up relationships between tasks,

and, if you are tracking resource usage, assigning resources. ALL later phases of the project

are based directly on the information you provide when you first plan your project.

• Managing changes

This is an ongoing process that begins once you create a schedule and the project starts, and

ends when the project is complete. It includes tracking and adjusting your schedule to reflect

changes that occur as the project progresses.

• Communicating project information This is a very important process that involves communicating project information to clients,

project staff, and management.

Project management software is productivity software that will assist you in each of thesesteps. Many professionals find it is among the most productive tools in their skill set. Some

Information Systems professionals will find it essential to their jobs while many others will

use it only on an occasional basis.

Gantt Chart Basics

Gantt charts are a project planning tool that can be used to represent the timing of tasks required

to complete a project. Because Gantt charts are simple to understand and easy to construct, they

are used by most project managers for all but the most complex projects.

In a Gantt chart, each task takes up one row.


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Dates run along the top in increments of days, weeks or months, depending on the

total length of the project.

The expected time for each task is represented by a horizontal bar whose left endmarks the expected beginning of the task and whose right end marks the expected

completion date.

Tasks may run sequentially, in parallel or overlapping.

As the project progresses, the chart is updated by filling in the bars to a length proportional to the fraction of work that has been accomplished on the task. This way,

you can get a quick reading of project progress by drawing a vertical line through the

chart at the current date. Completed tasks lie to the left of the line and are completely filled in.

Current tasks cross the line and are behind schedule if their filled-in section is to the

left of the line and ahead of schedule if the filled-in section stops to the right of the

line. Future tasks lie completely to the right of the line.

This assignment is designed to provide you with practical experience in applying projectmanagement concepts through MS Project 2013.

Specifically, the objectives of this assignment are:

• Starting Microsoft Project

• Using Project Guide

• Set up calendar and schedule

• Developing a WBS

• Add Tasks and Sub Tasks

• Creating Summary Tasks

• Editing Tasks

• Using Gantt chart

• Using Task Information

• Dialog Box

• Creating Task Dependencies and Critical Path Analysis.

• Resources: Creating a pool.

•

Working with Project Costs

Starting Microsoft Office Project

Select the Start | Programs | MS Office option in your computer. You might see the following

programs.


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Here we activate MS Office Project 2013 and we should see the main project window as

displayed as follows.

Create a Simple Project

File New | Blank Project. Save it as “MyFirstProject”.

Add TasksThe following tasks are added to the project.1. Learn Project Management - 3 days

2. Review & Present Case Studies – 2 days

3. Do Lab Activities – 1 day

4. Review Concepts & Celebrate with a Party – 0.5 day

Changing Date formatsIt is possible to change date formats by using ribbon on the top of the window. to do this right

click on th ribbon and click the "customerize the ribbon.."


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Then go general tab and select desired data format.

You can change the current Date line.(Go->Format->Gridline)


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You can set the Duration, not only days but also weeks, months, years, hours etc. see below.(Go-

>View->Timescale)

Link TasksAt this point we are ready to link tasks so that it shows the project completing by the end

of the week.

Step 1: Highlight all the tasks:


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Step 2: Click the Link Button in the Task

or Press [Cntrl] [F2].

This should result in the following Gantt View.

We want to complete the Project by Friday March 12, 2010. Make changes to the Project so that

the lab activities are half day instead of 1 day.

Exploring the Project Information

The entire project information can be explored by selecting Project | Project Information

On selecting Project Information you will see

Following figure shows Project Summary Information. You can schedule a project from the Start

Date or from the Finish Date. The default is the Start Date. If you select Schedule from:

Project Finish Date it will give you a chance to change the Finish dates (at the moment

this is not editable).


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You can obtain useful summary information by clicking the project statistics option. This will

give you start and finish dates, duration (schedule), and work (total labor or effort required to

complete the project).

OUTLINING TASKS/WBS

Creating an outline view of your tasks, also called a Work Breakdown Structure, allows you to

view tasks at the summary and details levels. Additionally, as your project goes on and earlier

phases have finished, you can close up the detail level tasks to be able to focus attention on the

current tasks in your project plan. When you first create your project plan, you may not have the


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full detail for tasks that are happening later in the project. Using a summary task as a placeholder

allows you to create the project plan and fill in the detail later as that phase approaches.

To promote or demote tasks, use the Outdent and Indent buttons on the Formatting toolbar that

look like arrows:(Go->Task)

PROJECT SUMMARY TASKS

A project summary task is a task id 0 that appears at the top of your task list. It gives you the

overall start and finishes dates for the project, overall project duration and can have Budget Cost

values assigned to it.

Method 01

First enter the all tasks to Task Name column. Then select the sub tasks under summery task

Then select "Indent" Task under task tab. The output can be seen as follows.

Method 02

To show a project summary task :( Go->Task->Summery). The symbol for summery task as

follows.


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To insert a new summery task, select "summery" under task tab.Then you can see the following window

that you have prompted to enter the task name with under sub tasks.

Then you can see the following figure as a example for summery task.

Adding WBS Colomn (Numbering)

First set the WBS number format. To do this go project tab->select WBS.


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According the dialog box set the levels as desired.

Next, to insert a new column right click on it and select insert column.

After select the WBS from the list.


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The output can be seen as follows.

Recuring Task

A requirement is to create a task that occurs repeatedly during the course of a project.

Some tasks in a project are recurring tasks. A good example is weekly team meeting ormeeting with a stakeholder or sponsor at a fixed date. In this module we show you how to

Create a recurring task.

• Click the Task in your Gantt Chart• Click Insert

•

Click recurring taskto create a Recurring Task:

1. Select Recurring Task from the Task Tab as follows.


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2. To create a one day regular „Weekly Review Meeting‟ across the project duration, enter the

following information within the Recurring Task dialog box, with your own specific settings:

After the output can be seen as follows.


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ResourcesOnce you have entered the tasks and duration or effort you can create a resource list. Resources

are the people, equipment and supplies required to complete the project within the

defined constraints. Three different types of resources can be entered using Microsoft

Project:

Work resources

Material resources

Cost resource

Work resources include equipment and people that work on tasks. Allocation of Time

and Percentage of assignment of the resource is important. Material resources are good

used by the work resources and here the units-of-measure is an important gauge.

Example, 20 cans of paint. Cost resource is a fixed cost task, cost-dependent on work

performed. The most common type of resource you will be using the work resource.

In this module our goal is to:

1. Create resource pool

2. Assign resources

Creating Resource Pool:

This is a preferred approach. In this option we enter all the resources at once into a Resources

Spreadsheet. The resources from the resource pool can then be assigned to the tasks.

Note: You can directly assign a resource to task inside the Gantt View. If you assign a

resource to a task in this manner and if it does not exist in the resource pool, MS Project will

automatically add it to the resource pool. But it will be missing certain data like hourly rates

or overtime rates.

By using the resource sheet you can enter all the resources at once on a spreadsheet.


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If you have a list of all the resource you can enter them into a resource sheet by clicking

View | Resource Sheet or by clicking the Resource Sheet in the Team Planner.

Adding Resourses

Then enter the resources to the sheet as follows

Then go to gantt chat select the resources for relavant task as below

Adding Cost

First insert a new column as Cost. Then go resources sheet and enter the cost for relavant

resources.


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Critical Path AnalysisThe critical path is used by project managers to monitor and control the project. It is

called the critical path as it depicts a sequence of tasks associated with the path that has

the least amount of slack.

Where is the Critical Path?

and then choose Detail Gantt:


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output

Highlight the critical task


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output

Draw a network diagram

select network diagram and apply

output


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Exercise 01

Using this table

1. Draw the gantt chat

2. Draw the Network Diagram

3. Find the critical path

Exercise 02

See the following outline of the WBS. Enter subsequently the data into MS Project.

Hint: You can enter desired time duration for the tasks.

Task ID Predecessors Duration

S (start) None 0 days

T2 S 10 days

T3 T2 5 days

T4 T3 4 days

T5 T4 12 days

T6 T5,T9 15 days

T7 T2 20 days

T8 T3,T7 12 daysT9 T8 15 days

T10 S 2 days

T11 T8,T10 5 days

T12 T11 4 days

F (finish) T6,T12 0 days


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1. Draw the Gantt chat

(In here you should add summery tasks ,subtasks (indent), add WBS column and add

recurring task for Keeping the project on schedule every Monday )

2. Draw the Network Diagram


Project Tasks

1. Initiation

a. Project Kickoff

b. Gaining Sr. Management approval

c. Determining major stake holders

2. Planning

a. Gathering the upgrade details from Microsoft and other sources

b. List of applications running on a PCc. Check H/W compatibility and Space requirements

d. Mock run on a test PC

e. Test Vista compatibility

f. Upgrade running S/W, if required

g. Rollback plan for critical machines

3. Execution

a. Procurement of OS license keys

b. Ordering the H/W upgrades

c. Gathering of resources

d. Installation of the H/W and the OS

e. Training/Helpdesk

f. Steps for Upgrading to Windows Vista

i. Assess Hardware Requirements

ii. Backup Important Data

iii. Upgrade to Windows Vista

iv. Migrate user settlings

4. Control and Monitoring

a. Keeping the project on schedule

b. Keeping the cost on budgetc. Monitoring the impact on users

d. Resolving Issues/Concerns

5. Closing

a. Project Closure

b. Lessons learnt

c. Archiving the Project documents to the Org. Repository


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Exercise 03

Using above details

1. Draw the gantt chat

2. Create a resource sheet and allocate the cost for each resources.3. Draw the Network Diagram


Task Duration Predecessor Resources

A. High level analysis 1 week S

B. Selection of server hosting 1 day A SC. Configuration of server 2 weeks B S

D. Detailed analysis of coremodules

2 weeks A S, C

E. Detailed analysis of

supporting modules

2 weeks D S, P

F. Development of core

modules

3 weeks D S, E

G. Development ofsupporting modules

3 weeks E S, J

H. Quality assurance of core

modules

1 week F S, G

I. Quality assurance ofsupporting modules

1 week G S

J. Initial client internal

training

1 day C,H S, P

K. Development and QA ofaccounting reporting

1 week E S

L. Development and QA of

management reporting

1 week E S

M. Development of

Management Information

System

1 week L S

N. Client internal user

training

1 week I, J, K, M S

Resource Cost(Rs)

S 2000

C 1000

P 3000

E 500

J 600

G 700

msc projectmanagement final

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