project organization - sussus.ziti.uni-heidelberg.de/lehre/ws1617_tools/projectplanningall.pdf ·...

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Project Organization

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2015-12-18 Project Planning, A. Kugel 2

Projects

• Project components– A goal. Typically not well defined– A deadline. Often arbitrarily close– Some resources. Manpower, money, equipment, ...– Complexity. Management needed

• Management– Requirements– Tasks– Schedule– Risks

Resources

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Planning Phases

• Draft

– Initial sketch

– Go/NoGo decision

• Refinement/Analysis– Collect information, brain-storming

– Definition of requirements + tasks

• Implementation (of the plan)

– Schedule, man-power, budget

• Execution

– Perform tasks• Team? Responsibility? Power?

– Controlling

Iterations

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Planning Process

• Similar to SW development process, e.g. waterfall methodology (Bell, Thayer)

1)Capture requirements

2)Design

3)Implement

4)Evaluate

• Iterative!

wikipedia

Analysis

Implementation

Execution

Often different teams at

different phases

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Simple Projects

• Single-person, no-budget– Still with goal, deadline, complexity and risk

• E.g. your master-thesis

• Overall goal + deadline: obvious

• Analysis– Information: topics, literature, skills, external dependencies, ...

– Requirements: functionality, performance, language,...

– Risks: incorrect assumptions, doesn't work, too slow, too late, ... Plan-B (several?)

• Define tasks, dependencies + milestones

– Plan

• Do your work!

– Reserve time for controlling/monitoring

Documentation + data management SWMindmaps, Wikis, etc

Project planning SW

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Larger Projects

• Human + financial resources• Same structure as before plus

– Resource management– Teamwork

• Team– Members: hard (task relevant) + soft (team relevant) skills– Leader: set goals, decide, supervise, support, represent

• Often plus member tasks– Personal “issues” (team/self-oriented, character, ...)– Phases: orientation, conflicts, organization, performance– Topic on it's own

• Even larger projects => ERP (enterprise resource planning)– E.g. openerp.com (now Odoo)

Consider even on short-term

student groups

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Team Hints

• Keep in mind: even small (>1), short-term groups are teams

• Without explicit team-structure “members” will underperform due to competition for leadership, unclear responsibilities/tasks or personal habit– Results will be sub-optimal and/or late

– Work will be less fun

– Even with explicit structure the above might happen

• Without leader, members should agree on goals, responsibilities and milestones– As early as possible

– Every member can request this to be done

Maybe doesn't matter so much

But this one does

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Team Process

Bruce Tuckman

Forming

Storming

Norming

Perfoming

Getting in touchBrainstormingInefficientOrientation

OppositionComplaintsInefficientConflict

StructureAcceptance“Working”Organisation

ConstructiveResponsibleEfficientPerfomance

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Software Tools

• Information– Collection

• Textfiles, databases• OneNote (MS)• Wikis: ZimWiki

– Visualisation• Drawings, diagrams• Maps

– Cmap– MindManager (more powerful)

• Plan– MS-Project– Projectlibre– Agile (Kanboard)

Agile

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Information Collection

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Information Handling Software

• Wiki: „The simplest online database that could possibly work.“ (www.wiki.org)– Wikis are frequently used to collect information on

WWW servers– Users can change content and structure of the data

• Data: text + document attachements (images, multimedia, doc files, etc) + formatting

• Structure: All content is held in „pages“. Page cross-references can be changes

• Zim Wiki is a desktop based Wiki– Multiple „books“– Wiki-like GUI

http://www.wiki.org/

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Starting

• Start ZIM from menu or type zim on the command line

• Create or select a notebook– Select default book

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Configuration

• Select plugins (edit=>settings=>plugins)– Alphabetic sort– Task list– Screenshot (if avail.)– Calendar– Tags– Calculator

• Edit first page– Text– Tags: @theTag

• Search / Topics– Backlinks: :target

• Search / Structure

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Get Started Video => Extra Material

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Pages

• Create a couple of pages and sub-pages

• Pages can be moved• Or renamed• Or linked to

– drop to text area

• Markdown subset– Links (http://...)– * Lists

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Add content

• Apart from formatted text, we can add documents links ...

• and images• We can also add files

via the „attachement folder“ or via the tools menue

• Clicking links starts the application (e.g. openoffice)

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Search

• Search for plain text, tags (with @) or for backlinks (to current page)

• Adding a backlink to a page (e.g. :top:sub) creates that page

• Pages searchable via desktop tool too (e.g. recoll)

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To Do's

• Pages can contain to-do items, with due dates and priorities– [] ToDo [d: 01-02-2013]!!!

• All items are listed in the to-do view (need index rebuild)– Not aware of interface

to external calendar tools

http://zim-wiki.org/manual/Start.html

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CMAPs

Demo ...

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Step 1

Start “CmapTools”

Login with some pwd

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Step 1.5

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Step 2

• Select root folder in user area

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Step 3

• Default new map is created automatically• Create new folder, save map into

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Step 4

• Drag sources into new folder from file browser

• Switch between tree/symbol view

• NB: German word for „Löschen“ is „Keine Treffer“

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Step 4 -Video => Extra Material

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Step 5

• Create map with concepts (boxes) and propositions (arrows)

• Drag sources from repository view• Use colors, infos, comments, containers, links• Layout options: manual, auto layout• Create sub-maps

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Step 6

• Export CMAP to HTML– Flat folder structure with all files, except comments

Example: copy “tools” folder from resources into “My_Cmaps”Might need to “fix links” in all cmaps

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Project Planning Software

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Planning Software (Traditional)

• Basic functionality– Definition of tasks and milestones

• WBS – work breakdown structure

– Allocation of resources• RBS – resource breakdown structure

– Scheduling and dependencies– Monitoring

• Real projects are dynamic– Progress monitoring– Schedule updates

• Options: e-mail alerts, interfaces

GraphicalText/table based

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Openproj/Projectlibre

• Serves basic functionality plus dynamic updates

• Limited compatibility to MS Project

http://www.projectlibre.org/

http://sourceforge.net/projects/openproj/

http://www.projectlibre.org/

http://sourceforge.net/projects/openproj/

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Create Project + Tasks

In Gantt-view insert tasks via Ctrl-I

Edit properties

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Create resources

In Resource-view insert resource via Ctrl-I

“Aufwand” is manpower

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Assign Resources to Tasks

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Define Dependencies

Alternative:Click on first task and drag„chain“ to second task

EA is “Ende-Anfang” More options available like AA (+ opt. delay)

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Project with Tasks and Utilisation Graph

Save initial version as baseline via tools->controlling->save baseline

Excessive load on N1

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Modify Resources

Vacation

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Schedule Slips wrt. Baseline

Update project viatools->controlling->update

Grey: baseline

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Pert View (Netzplan)

WBS view

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More Infos on Resource Usage

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Budgeting per Task/Resource

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Modern Project Management

• Traditional Project Management– HEAVY! start: requirements, dependencies, etc– Focus on plan and process– Inflexible

• “A good idea at a late time is not a gift, it’s a threat”

• Agile Manifesto (agilemanifesto.org)

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Agile “Workflow” Principles

• Improve/optimize process(es)– Small work packages– Welcome changes (yes!)– Visualize tasks and progress– Responsible (cross-functional) teams

• Tools/Methods– Kanban (not specific to any flow)

• Observe + measure process, limit WIP• Maximize flow, minimize cycle time

– Scrum (Focus: SW development)• Maximize velocity• Defined roles, self organized teams• Iterations (sprints, increments, reviews)

Inspect and adapt

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Visualize: Task Boards

Pending Finished

AA

BB

CC

DD

In ProgressFLOW

Pending Finished

AA

BB

CC

DD

In ProgressFLOW

Scrum Kanban

2

Limitedtime

Limitedwork

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Effort Tracking

• New task estimates– Priority (P)– Complexity (C)– Duration (D)

• Sort tasks by weight (W)– E.g. W = P/C

• Or: value/duration

– Process top (high weight) to bottom

• Record actual effort– Discipline!

• Daily stand-ups

P

E

D

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1 2 3 4 5 6 7 8 9 100

5

10

15

20

25

30

35

Cummulative Flow Diagram

PendingIn ProgressFinished

Task

s

01.11.1

6

03.11.1

6

05.11.1

6

09.11.1

6

11.1

1.16

15.11.1

6

17.11.1

6

19.11.1

6

23.11.1

6

25.11.1

6

29.11.1

60

20406080

100120140160180

Remaining work estimate

Initial

Actual

Wor

k [h

]

Metrics

Scrum• Burndown chart

Kanban• Cummulative flow

Team’s estimate precision will improve over time ...

Lead time

WIP limited to 4

WIP

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Applications

• Many commercial workflow management applications– JIRA, Trello, Projectplace, Zoho, …

• Few free options– Self hosted

• kanboard.net (primarily kanban)• kados.info (scrum+kanban)

– Java/webapps• orangescrum.com• scrinch (sourceforge.net/projects/scrinch/)

– Trials/mini: zoho.com, (all free trials)

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Signup to ASC Kanboard

https://asc-kb.ziti.uni-heidelberg.de

https://asc-kb.ziti.uni-heidelberg.de/

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Edit Profile

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Create (private) Project

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Project Settings

Create/rename columns, edit task limits etc

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Limit WIP

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Modified Columns ...

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Task Board (1)

Add new task

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Add a Task

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Add a Subtask

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Task with some Subtasks

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Subtask Timer

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Task Overview

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Convert Subtask to Task => Task Board (2)

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Did some Work => TaskBoard (3)

Limit WIP:We cannot have more than 2 items in this column.

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Taskboard Extras

• Swimlanes– Group tasks

• Categories– Label tasks

• Cover images– Illustrate tasks

• View can be filtered by …– User, category,

status ...

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Project Overview

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Analytics

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Activity Stream

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Gitlab Integration

• Creating issue on gitlab (gitswarm) creates task on kanboard.

• Process task until done• Close issue on gitlab• Task gets removed from kanboard• Task history remains in activity stream

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Gitlab Token

Webhook: http://kanboard/?controller=WebhookController&action=handler&plugin=GitlabWebhook&token=2ab2e1631607d485bf729c5a1f206178f6cd31a9b1c69b1733d6f925eaa3&project_id=5

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ASC Gitlab: GitSwarmhttp://mp-force.ziti.uni-heidelberg.de

http://mp-force.ziti.uni-heidelberg.de/

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Create Gitlab Project

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Setup Kanboard Webhook

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Useful Links

• Kanban and Scrum Book (free):– https://www.infoq.com/minibooks/kanban-scrum-minibook

• Kanban book (free): – https://kanbanery.com/ebook/GettingStartedWithKanban.pdf

• Kanban and Scrum Demo:– https://demo.tuleap.org/plugins/agiledashboard/?group_id=153

• Free (temporarily) services:– https://projects.zoho.com (unlimited users, single project free)– https://service.projectplace.com – https://kanboard.net/hosting

• Ziti ASC Kanboard:– https://asc-kb.ziti.uni-heidelberg.de

– Sign-up with student email

https://www.infoq.com/minibooks/kanban-scrum-minibook

https://kanbanery.com/ebook/GettingStartedWithKanban.pdf

https://demo.tuleap.org/plugins/agiledashboard/?group_id=153

https://projects.zoho.com/

https://service.projectplace.com/

https://kanboard.net/hosting

https://asc-kb.ziti.uni-heidelberg.de/

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Project PlanningExercises

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Step 1

• Groups of 3– Preferably different background

• Select (invent) project– E.g. Arduino Robot Control

• Set-up team– Leader? Skills?– Outline goals, responsibilities

• Initial requirements, functionalities

– Initial sketch (the HOW) / CMAP• Strategy – things to do, who does what • Consider risks (can be virtual)

Orientation(start)

Conflict

Performance

Organisation

Remember:

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Step 2

• Initial plan: projectlibre/kanboard– Resources (team members, different skills)– Initial task set (for the project) – Task set (for the exercise) – Milestones (for exercise and project)– Save baseline– Task Columns– Subtasks– Time estimates

PL

KB

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Step 3

• Use ZIM to collect project relevant resources– Plain text, images, screen shots

– URLs

– Bibliographic information

• Arrange information– Tags

– Links

• Search for something (arduinos, robots, motors, kits, ...)

• Define requirements and checklist – Can be abstract/non-sense, but from various areas

• Use cases, non-functional, functional

• Milestones, dates

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Step 4

• Update Plan – Refine project tasks

• Dependencies• Unexpected delays

– WBS + RBS– Check progress (delays), resource utilization,

deadlines– Print Gantt and reports

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Step 5

• Use CMAPs to visualize important project aspects– For exampe: requirements, specification,

implementation (or whatever is important)– Use different maps with cross-links

• Auto layout vs. manual layout

– Use different sources (URLs, images, PDF)– Export one particular map to WWW for public

distribution• Make sure all links are valid

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Step 6

• Documentation– Use impress (powerpoint) or cmap– Project, goals, team structure– Tool usage: cmap, zim and planner/kanboard

• Screen-shots• Cmap WWW export (.tgz) • Plan:

– Gannt, Pert/WBS, Milestones» Including monitoring

– Kanboard tasks

– Summary of SW-tool experience

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Operational Structure• Check SW is working: 10'• Start with step 1

– Team composition (5 persons): 5'• Manager (timekeeper, requirements, checklist)• Expert 2 (HW: boards, robots)• Expert 2 (SW: OS, tools)

– Initial sketch/CMAP: 10' • Initial plan/projectlibre or Kanboard: 10'• Research/ZIM: 20'

– Individual areas (req/checklist, HW, SW)• Update plan: 10'• Visualize/CMAP: 10'• Summarize, export + document/impress: 5'

– ~ 7 - 10 slides, only screenshots• 2 presentations (one pr-libre, one kanban): 2 * 5'• Sign in to attendance list

90'

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SW Setup

• Example software– Cmap: http://cmap.ihmc.us/products– Zim: http://zim-wiki.org/downloads.html

• Might need to set private TMPDIR– mkdir /tmp/$USERNAME– export TMPDIR=/tmp/$USERNAME

– Projectlibre: http://www.projectlibre.org/• All tools available in CIP pool except Kanboard (see before)

– CmapTools, projectlibre, zim• Resources

– asc.ziti.uni-heidelberg.de/sites/default/files/up/pub/wt16/projectPlanningAll.pdf– asc.ziti.uni-heidelberg.de/sites/default/files/up/pub/wt16/tools_resources.tar.gz

– Cmap: add via “add sources” => select folder “tools”. Select all except “.cmapthumbs”

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Happy Planning ...

project organization - sussus.ziti.uni-heidelberg.de/lehre/ws1617_tools/projectplanningall.pdf ·...

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