Lab Session: Time Management of Software/CIS Development Project (using 2016 Microsoft Project tool) Lab Manual

Transcription

1 Bradley University College of Liberal Arts and Sciences Department of Computer Sciences and Information Systems Lab Session: Time Management of Software/CIS Development Project (using 2016 Microsoft Project tool) Lab Manual (with master s sets of input and output data for Variant #0) Prof. Vladimir Uskov, Ph.D. CS&IS Department, Bradley University

2 Lab Activities At-Glance Assignments WHERE TO-DO LIST OUTCOMES Pages in 1 st edition of course textbook Introduction to MS At home: Read project 1-2 At Lab Create a Task sheet view or WBS Structure with normal durations for all activities (tasks) Complete steps 1 to 8 in the manual 1-3 At Lab Assign predecessors to all project activities (tasks) Complete step 9 in the manual 1-4 At Lab Enter the resources (both human and material) in the resource Sheet and assign them to tasks. Complete steps 10 to 13 in the manual 1-5 At Lab Identify the Critical path for this Project. Complete step 14 in the manual 1-6 At home Get the reports for Project Summary, critical tasks. Complete step 15 in the manual 1-7 At home Create a final outcome table. Task sheet view, Gantt chart and Network diagram, (Figures ## 1, 2, 3) Gantt chart and Network diagram with relationship (Figures ## 4, 5) Resource sheet, Gantt chart and network diagram, resource sheet with Over allocated resources Task sheet (Figures 6,7,8,9,10) Gantt chart and network diagram (Figure 11) Reports (Figures -- 12, 13) Final Outcome Table (Figure -- 14)

3 Project Title: Project _Variant_0 (actual number of project Variant and actual assignment or input data for each numbered Variant will be provided by instructor on the course web site; master s sets of input and output data for Variant # 0 are used below for student s convenience) Starting Date of the Project: See course website for the exact Start Day of your project Master s Set of Input Data (Variant # 0) Part 1 (columns 0-4) ID Num Task Number: Tasks Duration Predecessors Column 0 Column 1 Column 2 Column 3 Column SPM_Project_Team Project Initiation Develop project charter 5 days Develop Statement Of Work 7 days Develop preliminary scope development 3 days Develop preliminary architectural model 4 days Project initiation complete 0 days 3,4,5, Project plan Develop scope management plan 1 day Develop change management plan 2 days Develop initial descriptive budget 10 days Develop schedule 2 days Develop quality management plan 2 days Develop human resource plan 3 days Develop risk management plan 2 days Project plan complete 0 days Project Execution Release Analysis phase 18 days Design phase 15 days Construction phase 12 days Validation phase 12 days Deployment phase 3 days Closeout 1 day Release 1 Complete 0 days Release Analysis phase 9 days Design phase 7 days Construction phase 6 days Validation phase 6 days Deployment phase 1 day Closeout 1 day Release 2 Complete 0 days Execution complete 0 days 18, Project Closeout 1 day Project Complete 0 days 35 3

4 Master s Set of Input Data (Variant # 0) Part 2 (columns 0-1 and 5-6) ID Num Task Human Resources Material Resources Number: Column 0 Column 1 Column 5 Column Project Manager 1 Laptop1, PDA1,Cellphone Project Manager 2 Laptop2, PDA2,Cellphone Project Manager 2, System Analyst 1 Laptop2, PDA2,Cellphone2,Laptop3,Cellphone System Analyst 1, System Laptop3, Cellphone 3, Laptop4,Cellphone 4 Analyst Project Manager 1, Project Manager 2 Laptop1, PDA1,Cellphone1,Laptop2,PDA2,Cellphone Project Manager 1 Laptop1, PDA1,Cellphone Project Manager 1, System Analyst 1 Laptop1, PDA1,Cellphone1,Laptop3,Cellphone System Analyst 1 Laptop3, Cellphone System Analyst 2 Laptop4, Cellphone System Analyst 1, System Laptop3, Cellphone3,Laptop4,Cellphone4 Analyst System Analyst 3 Laptop5, Cellphone System Analyst 2, System Laptop4, Cellphone4,Laptop5,Cellphone5 Analyst Project Manager 1 Laptop1, PDA1,Cellphone Project Manager 1 Laptop1, PDA1,Cellphone Developer 1, Developer 2 Desktop1, Desktop Developer 2, Developer 3 Desktop2, desktop Developer 3 Desktop Developer1, Developer 3 Desktop1, Desktop System Analyst 1 Laptop3, Cellphone Developer 1, Project Laptop1, PDA1,cellphone1,Desktop1 Manager Project Manager 1 Laptop1, PDA1,Cellphone Developer 1, Developer 2 Desktop1, Desktop Developer 2, Developer 3 Desktop2, desktop Developer 3 Desktop Developer1, Developer 3 Desktop1, Desktop System Analyst 1 Laptop3, Cellphone Developer 1, Project Laptop1, PDA1,cellphone1,Desktop1 Manager Project Manager 2 Laptop2,PDA2,Cellphone Project Manager 1 Laptop1, PDA1,Cellphone1 4

5 Step-by-Step Lab Activities (with outcome data for Variant # 0) Step 1: How to start the application 1.1. To start with Microsoft Project, navigate to Start - All programs Microsoft Office Microsoft Office Project After starting the project, click on Blank Project as shown below 1.3. Gantt chart view appears by default (same as Figure below): 5

6 1.4. Depending on the information needed, it is possible to work in different views of the project data. When starting a list of tasks or activities, it is easiest to start with Task Sheet View (WBS View) To display Task Sheet View, navigate to View (Menu item) Other Views More Views A new screen appears then select task sheet and click Apply (see Figure below). Alternate way to change the view, go to Task (Menu) Gantt Chart (Dropdown box) Select Task Sheet Task sheet view appears with only few columns of data (see Figure below). 6

7 2: Entering the project title 2.1. Navigate to File (Menu item) Info Tab Click on Project Information- Advanced Properties as shown in the figure below Enter the Title of the project as specified in the Lab1 Assignment and then click OK. 7

8 2.3. Now Click on OPTIONS (Tab). A new window appears. Now select Schedule Tab and in New Tasks Created field Select Auto Scheduled from the drop down box as shown below. Click Ok. Step 3: Entering the start date for the project: 3.1. To do so, go to Project (Menu item) Project Information. Enter the Start date of the project as specified in the Lab1 Assignment. Then click OK 8

9 Step 4: Inserting a new column on the Task Sheet 4.1. We will need a column for hierarchical order of tasks. As a result, we need to include in the Task Sheet a column for WBS Code. To do so, Select Format (Menu item) Click on Insert Column icon, then a Drop down list appears in the newly inserted column. In that select WBS as shown in the figure below Alternate way to add a new column is as follows: Highlight any column where you want to insert, right-click then select Insert Column, it is inserted to the left side of the highlighted column. After inserting a new column, the view appears like on the figure below. 9

10 Step 5: Creating a unique WBS Code 5.1. After you add a WBS Column to the sheet, the next thing you need to do is to create a unique WBS codes for each task/activity Select Project (Menu item) WBS (dropdown box) Define Code. You can now add a code that will prefix the number sequence (for example, 1, 1.1, 1.1.1, etc. as specified in column #1 of Lab1 Assignment). 10

11 You can also create the numbering hierarchy For example, if we want to create four levels of hierarchy (like ), o Select Numbers (ordered) in the first four rows of the sequence columns of the WBS code definition dialog box. o To separate the numbers using periods, select the period in the separator Column. o Leave the two items Checked at the bottom of the screen as shown below and Click OK. Step 6: Entering a task 6.1. To enter a task, click the empty cell in the column named Task Name once and start entering the task name as specified in the column # 2 of Lab1 Assignment. The alternate way to do this is as follows: Double click the empty cell in the column named Task Name for each task to show the Task Information screen and Go to General Tab. Enter the names of the tasks as given in the column # 2 of Lab1 Assignment. Then click OK. 11

12 Notes: 1. At this step, WBS column will not contain hierarchical codes, because we just only defined them. 2. Values in Duration, Start, and Finish columns are selected by applications as default values; they have NO relevance to your project at this moment Step 7: Creating a hierarchy of tasks 7.1. Some of the tasks will be subtasks of other items. For example, Project Initiation (code 1.1) requires Develop Project Charter (code 1.1.1) to be created To create hierarchy of tasks, select a task in the Task Name column that is to be indented and then click the Indent button (->). Notes: Click Indent to indent the task, making it a subtask. Click Outdent to outdent the task, making it a summary task. To see the Indent and Outdent buttons go to Task (Menu Item) in the Schedule group you will find the Indent and Outdent Task buttons. The buttons are located in the Task Menu as shown in the screenshot below. 12

13 7.3. If your project WBS codes are not in correct sequence, you can Renumber WBS codes of all tasks or selected task. Renumber is located in Project (Menu Item) WBS Renumber. First select the tasks that you want to renumber and then go to Project- WBS Renumber. WBS Renumber dialog box appears as shown below. Check Selected Task radio button and then click OK. 13

14 If you want to renumber the entire project, then go directly to Project WBS Renumber. Select Entire project and click OK. If it prompts as below then click Yes Create the hierarchy of tasks according to column # 1 in Lab1 Assignment. The outcome of the step should look like on a figure below. Note: Values in Duration, Start, and Finish columns are selected by applications as default values; they have NO relevance to your project at this moment. 14

15 Step 8: Entering the duration for a task 8.1. Enter the durations as given in column # 3 of Lab1 Assignment, corresponding to each task in the duration column by simply typing the number of days in that column (like 3 or 2) or use the spin buttons to increment 1 day at a time Alternate way you can do is as follows: Double click the Corresponding cell in the Task Name column for each task to show the Task Information screen and go to General tab. Enter the durations for each task as given in the column # 3 of Lab1 Assignment. Then click OK. On hard disk, create a folder named: Lab1_OUTCOMES. Save all required lab outcomes inside this folder Save this as Lab1_Outcome_1a.mpp (Figure 1) In order to save a current status of the project, goto File (Menu item) Save As Select Computer-Click Browse. Enter the filename as Lab1_Outcome_1a.mpp and Click Save Navigate to View (Menu item) Gantt Chart. Save this as Lab1_Outcome_1b.mpp (Figure 2) - In order to save a current status of the project, goto File (Menu item) Save As - Select Computer- Click Browse. Enter the filename as Lab1_Outcome_1b.mpp. Click Save Navigate to View Network Diagram. Save this as Lab1_Outcome_1c.mpp (Figure 3) - In order to save a current status of the project, goto File (Menu item) Save As - Select Computer- Click Browse. Enter the filename as Lab1_Outcome_1c.mpp. Click Save. Note: As a result, the first three OUTCOMES of your project should look like Figures 1, 2, 3 below 15

16 Figure 1 Variant0_Lab1_Outcome_1a: Task Sheet View Figure 2 Variant0_Lab1_Outcome_1b: Gantt Chart 16

17 Figure 3 Variant0_Lab1_Outcome_1c: Network Diagram 17

18 Step 9: Assigning predecessors to tasks 9.1. To add a predecessor, navigate back the task sheet (View Other Views Task Sheet) You should enter the corresponding ID numbers specified for every task in the column #4 of Lab1 Assignment in the Predecessors column Alternate way you can do is as follows: Double-click on the cell in the Task Name Column that needs the predecessor, select the Predecessors tab from the Task Information screen, enter in the ID for the task on which the selected task is dependent and select the type of dependency needed. NOTE: MS Project 2016 will only accept ID numbers (Column # 0) but not WBS Codes (Column # 1) For example, Task Develop Schedule in Lab Assignment has ID number 12 and Task Project Plan Complete has ID number 16 and one of its Predecessors is ID Navigate to View (Menu Item) Gantt Chart and then save it as Lab1_Outcome_2a.mpp (Figure 4) - In order to save a current status of the project, go to File (Menu item) Save As-Select Computer- Select browse. Enter the name as Lab1_Outcome_2a.mpp. Click Save 9.4 Navigate to View (Menu item) Network Diagram and then save as Lab1_Outcome_2b.mpp (Figure 5) - In order to save a current status of the project, 18

19 goto File (Menu item) Save As -Select Computer- Select Browse. Enter the filename as Lab1_Outcome_2b.mpp. Click Save Figure 4 - Variant0_Lab1_Outcome_2a: Gantt Diagram with relationships Figure 5 Variant0_Lab1_Outcome_2b: Network Diagram with relationships 19

20 Step 10: Adding resources to WBS Analyze the information in column # 5 (Human resources) of Lab1 Assignment and identify a full list of unique (with no repetition) Human resources like Project Manager1, Developer1, Developer2.etc Analyze the information in column # 6 (Material resources) of Lab1 Assignment and identify a full list of unique (with no repetition) Material Resources like Cellphone1, Cellphone2, PDA1.Etc Before adding resources to tasks, first we need to define resources on the Resource sheet. Based on identified list of unique resources, enter the Resource names on the Resource Sheet To do so, navigate to View (Menu item) Resource sheet and enter the Human resources as specified in column # 5 of Lab1 Assignment. Also enter Material resources as specified in column # 6 of Lab1 Assignment by changing the TYPE of resource from Work to Material. Alternate way to do is as follows: Double click an empty cell in the Resource Name Column in the resource sheet; you will see the screen as below. Enter the information in the Resource name textbox, change the TYPE of the resource from Work to Material (if resource is material), then click OK. 20

21 10.5. Then save it as Lab1_Outcome_3a.mpp (Figure 6) In order to save a current status of the project, Goto File (Menu item) Save As- Select Computer-Select Browse. Enter the filename as Lab1_Outcome_3a.mpp. Click Save. Figure 6 Variant0_Lab1_Outcome_3a.mpp: Resource Sheet Step 11: Assigning Human and Material resources to tasks Return to the Gantt chart view (View Gantt chart view), Select a cell in the Resource Names column of a Task that needs resources assigned to it Then click on Drop down Arrow. A list of available resources will be provided. Check the resources that you want to assign to that particular task as shown below. 21

22 Alternate way to assign resources to tasks, double-click the task that needs a resource assigned to it. The Task Detail Information screen appears like below, select the Resources tab, click the drop-down box below the resource name and select the specified resources for a corresponding task from columns # 5 and 6 in the Lab 1 Assignment. Follow the same procedure for all designated tasks 22

23 11.2. Now save it as Lab1_Outcome_3b.mpp (Figure 7) In order to save a current status of the project, goto File (Menu item) Save As- Select Computer-Select Browse. Enter the filename as Lab1_Outcome_3b.mpp. Click Save Navigate to View (Menu item) Network Diagram and save it as Lab1_Outcome_3c.mpp (Figure 8) - In order to save a current status of the project, goto File (Menu item) Save As-Select Computer- Select Browse. Enter the filename as Lab1_Outcome_3c.mpp. Click Save Now, come back to Resource sheet again and see any Over-allocated resources exist (shown in red color). Then save it as Lab1_Outcome_3d.mpp (Figure 9) - In order to save a current status of the project, goto File (Menu item) Save As. -Select Computer- Select Browse. Enter the filename as Lab1_Outcome_3d.mpp. Click Save. Note: Details on Over Allocated Resources see page 452 (at bottom). Figure 7 Variant0_Lab1_Outcome_3b Gantt Diagram with Resources Assigned 23

24 Figure 8 Variant0_Lab1_Outcome_3c: Network Diagram with Resources Assigned Figure 9 Variant0_Lab1_Outcome_3d: Resources sheet with Over allocated resources (Shown in red color or the warning signs on the left of Resource Name column) 24

25 Step 12: Dealing with over-allocated resources To get rid of this problem, you need to assign other resources to tasks or you must extend the time to complete the task or by using the automated resource leveling function in the MS-Project. In order to use automated Resource Leveling, make sure to save the project before leveling the resources as you might see some changes to the schedule that can be difficult to identify. Step 13: Leveling resources When you level resources the project splits the tasks or adds a delay to task until the over allocated resources can complete the task, based on individual person s (human resources) schedule Navigate Resource (Menu item) Level ALL. Now you can see that the problem with the over allocated resources has been resolved means that the information in RED color is disappeared in Resource sheet Change the view to Gantt chart. To do so, go to View- Gantt Chart. Now you will see a difference in the duration column as number of days is increased. (Compare data in original Figure 7 to resulting Figure 10) Then save it as Lab1_Outcome_3e.mpp. (Figure 10) In order to save a current status of the project, goto File (Menu item) Save As- Select Computer - Select Browse. Enter the filename as Lab1_Outcome_3e.mpp. Click Save. Figure 10 Variant0_Lab1_Outcome_3e: Gantt Chart view after leveling the Resources 25

26 Step 14: Critical Path To identify Critical Path, go to Format (Menu item) In Bar Styles Group Check Critical Task and Slack check boxes. The critical path is highlighted in RED color Save it as Lab1_Outcome_5a.mpp (Figure 11 ) - In order to save a current status of the project, go to File(Menu item) Save As Select Computer-Select Browse. Enter the filename as Lab1_Outcome_5a.mpp. Click Save. 26

27 Step 15: Generating reports Navigate to Report (Menu item) Dashboards- Project Overview. You should get report like figure below Select File (Menu) - Print. Click on the Printer drop down box and select Microsoft XPS Document writer. Then Click on Print button on the top. When it prompts for a file name in the new window, provide the file name as Lab1_Outcome_6a.xps and click Save. Type should be Microsoft Office XPS (*.xps). The outcome should be similar to Figure 12 Project Summary Document Return back to Gantt Chart view. Navigate to Report (Menu item) In Progress Critical Tasks. Repeat the same procedure from Save the filename as Lab1_Outcome_6b.xps. The outcome should be similar to Figure 13 Critical Tasks Document 27

28 Figure 12 Variant0_Lab1_Outcome_6a: Project Overview Figure 13 Variant0_Lab1_Outcome_6b: Critical Tasks 28

29 Final Lab Outcome: Final Table with project outcomes 1. Create a word document with a table in it having four columns and six rows. Name them as Phases, Start date, Final date, and Duration (Days). 2. Complete the table with the data about the following phases from Figure Project Initiation 1.2 Project Plan Release Release 2 Overall Project 3. The output data in the table should look like Figure 14 Final Outcome Table. This is the main outcome and your results will be compared with the master data result by instructor. Figure 14 Final Table with project outcomes Phases Start Date Final Date Duration (Days) 1.1 Project Initiation 12/1/17 12/27/ Project Plan 12/28/17 1/16/ Release 1 1/17/18 4/11/ Release 2 4/12/18 5/23/18 30 Overall Project 12/1/17 5/24/ Submission of Required Lab1 Outcomes to instructor: 1) All required lab outcomes should be saved inside the folder named: Lab1_OUTCOMES 2) A list of required lab outcomes includes: 1. Lab1_Outcome_1a.mpp (see Figure 1 for details) 2. Lab1_Outcome_1b.mpp (see Figure 2 for details) 3. Lab1_Outcome_1c.mpp (see Figure 3 for details) 4. Lab1_Outcome_2a.mpp (see Figure 4 for details) 5. Lab1_Outcome_2b.mpp (see Figure 5 for details) 6. Lab1_Outcome_3a.mpp (see Figure 6 for details) 7. Lab1_Outcome_3b.mpp (see Figure 7 for details) 8. Lab1_Outcome_3c.mpp (see Figure 8 for details) 9. Lab1_Outcome_3d.mpp (see Figure 9 for details) 10. Lab1_Outcome_3e.mpp (see Figure 10 for details) 11. Lab1_Outcome_5a.mpp (see Figure 11 for details) 12. Lab1_Outcome_6a.xps (see Figure 12 for details) 13. Lab1_Outcome_6b.xps (see Figure 13 for details) 14. Lab1_Final_Outcome.doc (see Figure 14 for details) 29

30 3) Compress that folder with ZIP compressor, and get a file named: Lab1_OUTCOMES. Zip Attention: The size of ZIPped file must be under 20MB (this is a limit by BU system). Otherwise, divide file into Part 1 and Part 2 files as follows: Lab1_OUTCOMES_Part_1. Zip Lab1_OUTCOMES_Part_2. Zip 4) Rename ZIP file as required by File Naming Convention on course web site. 5) Submit ZIP file file with your Lab_1 outcome to instructor by a designated deadline - see course web site for details. 30