pmgt - concepts and some practice

7/31/2019 PMGT - Concepts and Some Practice

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Project management


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Project Project: an organized undertaking

Master of Engineering Thesis Project Finding a job

Building a porch

Buying a house

Design and manufacture a car (Large Program)

Put a man on the moon (Huge Program)

Project management: a discipline

Art and Science


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Project Framework

Risk & Issue Management

Sponsor Management

Communication Management

Initiate Prepare Execute & Control Close

Startup

Definition /

Scope /

Requirements

Planningand

Resource

Allocation

Track

& Control

Reporting

Review

Completion &

Assessment

Scope Management

Workplan Management

Resource Management(Time, Cost, People)

Deliverable Mgmt

Quality Management

Transition Plan

Int/Ext Vendor

Management


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Objectives

To explain the main tasks undertaken by project

managers

To introduce software project management and to

describe its distinctive characteristics

To discuss project planning and the planning process

To show how graphical schedule representations are

used by project management

To discuss the notion of risks and the risk managementprocess


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Topics covered

Management activities

Project planning

Project scheduling Risk management


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Software project management

Concerned with activities involved in ensuring

that software is delivered on time and onschedule and in accordance with the

requirements of the organisations developing

and procuring the software.

Project management is needed because software

development is always subject to budget and

schedule constraints that are set by the

organisation developing the software.


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Management activities

Proposal writing.

Project planning and scheduling.

Project costing. Project monitoring and reviews.

Personnel selection and evaluation.

Report writing and presentations.


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Project staffing

May not be possible to appoint the ideal people to

work on a project

Project budget may not allow for the use of

highly-paid staff;

Staff with the appropriate experience may not beavailable;

An organisation may wish to develop employee

skills on a software project.

Managers have to work within these constraints

especially when there are shortages of trained staff.


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Project planning Probably the most time-consuming project

management activity.

Continuous activity from initial conceptthroughto system delivery. Plans must be regularly

revised as new information becomesavailable.

Various different types of plan may bedeveloped to support the main software

project plan that is concerned with scheduleand budget.


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Project planning processEstablish the project constraints

Make initial assessments of the project parameters

Define project milestones and deliverables

while project has not been completed or cancelled loop

Draw up project schedule

Initiate activities according to schedule

Wait ( for a while )

Review project progress

Revise estimates of project parameters

Update the project schedule

Re-negotiate project constraints and deliverables

if ( problems arise ) thenInitiate technical review and possible revision

end if

end loop


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The project plan

The project plan sets out:

The resources available to the

project;

The work breakdown;

A schedule for the work.


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Activity organization

Activities in a project should be organised toproduce tangible outputs for management tojudge progress.

Milestones are the end-point of a process

activity. Deliverables are project results delivered to

customers.

The waterfall process allows for the

straightforward definition of progressmilestones.


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Milestones in the RE process


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MS Project Terminology

MS Project 2003 is program that uses a lot of unique definitions. Key definitions are

listed below.


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G tti A i t d ith MS P j t 2003 D kt


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Getting Acquainted with MS Project 2003s Desktop

Figure [01], shows MS Project 2003s desktop. While the

basic Menu and Toolbar layout has much in common withMS Office it contains a number of unique features.

The View Bar on the left hand side if the desktop facilitates

quick changes in the many ways Project permits you to look

at and print information in your project. These manyviews include calendar, Gantt chart, spreadsheet, and

graphics that are useful in planning, tracking and evaluating

timelines, resource usage and expenditures in your project.


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The Ms project 2003s Environment


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Mechanism of Planning

Define project objective Define work breakdown structure (WBS)

Identify tasks and subtasks -- deliverables

Lowest element stand alone work package

Identify tasks relationship Identify possible risks

Estimate work packages (people, time, etc.)

Create initial schedule

Iterate plan

Document


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Buy a House

Simple Gantt Chart View


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How to Build a Project Plan


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Overview

After this course you will understand and be able to:

Set up a project document using best practices

Enter task details

Enter durations against tasks

Link tasks

Assign resources

Baseline the plan

Manage the project plan and track progress


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Project Setup Best Practices

Iterative Saves and Versions

Project information dialog box

Project defaults (check them before starting a new

project) Project calendar adjustments (holidays, etc..)

Task Sheet View for initial task entry

Add columns


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Project Information


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Project Defaults


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Project Defaults


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Project Calendars


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Exercise 1

Setting project defaults


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Task Information

Task Information Form

Milestone tasks

Durations

Constraints

Dependencies (predecessors)


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Task Information


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Milestones


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Task Duration

When entering task durations, enter theamount of time expected to complete the task

Duration abbreviations

M = Minutes H = Hours

D = Days

W = Weeks

M = Months


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Task Dependencies

Predecessors

Finish to Start (FS default)

Start to Finish (SF)

Start to Start (SS)

Finish to Finish (FF rarely used)


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Exercise 3

Setting constraints, durations and

predecessors


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Resources

Resource types

Entering resources

Assigning resources to a task

Understanding work


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Resource Types

Work (people)

Material (expenditures)

Rates (hourly rate or cost of hardware)


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Entering Resources

Best done after tasks are entered and linked

Assign names and work effort for each

individual

Duration is the length of time the task will

take to complete, entered in days

Work is the amount of effort needed to

complete the task, entered in hours


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Exercise 4

Entering Resources


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Views, Tables & Filters

Views

Task Views

Gantt Chart

Tracking Gantt Chart

Custom Views

Tables

Filters and Groups


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Task Sheet

Task Sheet

Used for reporting

Basis for most custom forms


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Tracking Gantt


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Some Tasks of Ms project

Adding tasks, durations

Setting dependencies

Seeing critical path, etc. Rolling up subtasks

Assigning resources

Adjusting durations, time assignments, etc.

Setting Up a New Project


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Setting Up a New Project MS Project 2003 is program that provides assistance in planning,

tracking and evaluating timelines, resource usage and expenditures in your project. To

illustrate the basic features of MS Project 2002 we will set up a simple project to

evaluate, acquire, test and deploy Wireless Web devices for our field technical staff. 1. Click on Blank Project in the New Project task pane

2. Click on Define the Project in the Tasks task pane 3. Type 1/6/2003 in the estimated date your project will begin box 4. Click on Save and go to Step 2 at bottom of task pane 5. Check the No box under Collaborate on your project 6. Click on Save and go to Step 3 at bottom of task pane

7. Click on the Save link at the top of task pane

Click on Create New Folder icon


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9. Enter Projectas Name: and click OK (this creates a new foldercalled Project to

keep your Project files in

10. In the File name: box type in WWCProjectthen click on Save 11. Click on Save and go to Step 4 at bottom of task pane

12. Click on Save and Finish at the bottom of task pane

13. Click on Define general working times in the Tasks task pane

14. Click on Hint , review commentary

15. Leave calendar set to Standard and click on Save

and go to Step 2 at bottom of task pane

16. Click on the button at I want to adjust the

working hours

17. Change the ending time from 5:00 PM to 4:30 PM 18. Click Apply to All Days as in Figure NP-01


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19. Click on Save and go to Step 3 at bottom of task pane 20 Click on Change Working Time at top of task pane to add


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20. Click on Change Working Time ... at top of task pane to addholidays

21. Scroll calendar back to January and click on the 20th

22. Click on Non-working time button as in figure NP-03 23. Scroll month to May and click on the 26th (Memorial Day)

24. Click on Non-working time button

25. Scroll month to July and click on the 4th (Independence Day)

26. Click on Non-working time button 27. Click OK

28. Click on Save and go to Step 4 at bottom of task pane

29. Redefine time units to 7.5 hour days and 37.5 hour work

weeks as in Figure NP-04


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31. Click on Save and Finish at the bottom of task paneN l i dd fi i l i i


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Next lets set options to add financial estimates to timeusage and auto save our active projects.

32. Click on Tools in the dropdown menus

33. Click on Options (explore Options settings)

34. Click on the General tab

35. Reset Recently used file list:to 8

36. Enter $21.00/h as the Default standard rate

37. Enter $28.50/h as the Default overtime rate (as inFigure NP-05)

38. Click on Set as Default button

39. Click on the Save tab


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40. Click on Modify button under File


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y

Locations to set default to Project folder in

My Documents

41. Find and click on Project folder then click

OK

42. Check Auto Save Save every: box 43. Select 15 minutes

44. Click in Save all open project

files


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Initial Startup Screen

Kill thisSidebar;

You dontneed it

Task Entry

TableBlank Gantt Chart

(fills in automatically)

Boundary canbe moved toreveal morecolumns


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Enter Project Admin Properties

^File, ^Propertiesto get dialog box

Fill In Entries


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Enter Start or Finish Date^Project, ^Project Information

& get this dialogue box

Enter eitherStart Date or

Finish date

ll k


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Allowing Work on Sat & Sun^Tools, ^Change Working Times


^ S to select

all Sundays

SH-^S to

select rest of week

^Non-default working time

button to make thewhole week be workdays

k


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Entering a Major Task^^ a line in the task table


Fill in task properties

k h b d


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Task has been Entered

Shortcuts

Just start typing Task Name in table

Other fields start to fill in automatically

It initializes duration to 1 day

You can edit that time

You can even type in fractions of a day, if you need

them

Gantt bar created

automatically

Addi P d C i


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Adding Precedence Constraints

Enter another task

In dialog box, ^Predecessors tab

Enter ID num of pred. task

P d C i Add d


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Precedence Constraint Added

Shortcut on Gantt Chart

^center of parent task bar

drag to center of child task bar

Arrow created &

Bar moved

automatically

Fi l G Ch


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Final Gantt Chart

P i ti


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Printing ^File - ^Page Setup

Very similar to Excel page setups

Allows you to select number of pages on which

to print

Do not make print out too small to read

comfortably !!!