How to keep How to keep MicrosoftMicrosoft Project Project from being the Project from being the Project
1/8/2003
Who Am I?Who Am I?
Steve Reynolds 10 years of Management
Consulting experience Over a variety of industries Big range of project sizes Achieving solid business
results
AgendaAgenda
Initiate Begin with the End in Mind Define Your Basic Approach to Project Management
Plan Work Breakdown Structure Task Types
Control Milestone Usage Manage Actuals
InitiateInitiate
Begin with the End in Mind Define Your Basic Approach to Project Management
Begin with the End in MindBegin with the End in Mind
One month after go-live Empty pizza boxes thrown out and pop cans recycled Executive Sponsors are singing the praises of the project End-Users are embracing the new product Development Team proud of their successes PM ready to do it all over again, with only slight modifications Business processes documented and improved; knowledge
was shared Problem solved, opportunity seized, costs saved
Initiate
Basic ApproachBasic Approach
There’s more to Project Management than MS Project— Primary focus should be
Leadership Managing Change
Initiate
PlanPlan
The Work Breakdown Structure Task Types
Crafting the PlanCrafting the Plan
Quickly Set up your Workplan Write down all your tasks and
deliverables Follow the Work Breakdown
Structure (WBS)1. Ultimate product2. General process3. Major deliverables
Super Quick at first, but you will forget Tasks and deliverables.Final result was either incomplete or took longer
Took a little longer to plan.However, you are more certainto have a “Complete” product.
Plan
Bad Process Good Process
Creating the Work Breakdown Structure Creating the Work Breakdown Structure
• Process• Software• Technology• People
• Process• Software• Technology• People
• Process• Software• Technology• People
• Initiate• Plan• Control• Execute• Close
1. Ultimate Product
2. General Process
3. Major Deliverables
Budget Planning System
Business Requirements
Design BuildProject
Management
Plan
Now WhatNow What
Agreed on the Process Understand the High Level Deliverables Record all the Tasks
What’s Next?
Plan
Task TypeTask Type
Taking control with Task Type Understanding Project’s default setting Setting the right Task Type for your activity Knowing when to adjust the Task Type Adding resources
Plan
Work, Duration, and UnitsWork, Duration, and Units
Understanding the default settings
The Work Formula: Work = Duration x Units
The Default Setting: Fixed Units Edit the Work and Duration is Recalculated Edit the Duration and the Work is Recalculated Edit the Units and the Duration is Recalculated
Plan
Unexpected ResultsUnexpected Results
May expect Project to calculate Resource Units Project evaluates the Work Formula and keeps the variable
named in the Task Type constant Units default = 100%
Plan
So, How do you deal with this?So, How do you deal with this?
Before you change an assignment ask yourself this question: “I'm entering a new value for work (or units or duration), so
what do I want Project to change to accommodate this new value?”
Decide which field you DON'T want changed and make it fixed by changing the selection in the Task Type field
After the calculation is complete you can switch the Task Type back to its original value if you want to
Plan
Sounds easy, but…Sounds easy, but…
Try to add a resource Usually quadruples the work
A second resource may be added to cut the work in half or they may be added to perform additional work A second programmer working on the same code may cut
development time A DBA may add work if they are performing distinct tasks
Use the Effort Driven field to let Project keep the total work constant (and therefore shorten the duration)
Plan
Assigning ResourcesAssigning Resources
You can double-click (or right-click) on a task and use the Resources tab of the Task Information dialog box
You can use the Assign Resources dialog box (Tools> Resources>Assign Resources)
The most effective way to assign resources to tasks is using the split screen method. When you split the Gantt Chart view, the top of the screen
displays the Gantt Chart view and bottom of the screen displays the Task Form view.
Plan
ControlControl
Milestone Usage Actuals Tracked
Milestone UsageMilestone Usage
How to report Status to Stakeholders? To external parties – Project Website Show immediate results – Status Meetings Focus effort on a long-term project – Steering Committee
Meetings
How do milestones relate to deliverables?
Control
Actuals TrackedActuals Tracked
Two Detailed Methods Resource Usage – Editing actual hours spent by team
members Task Usage – Editing actual hours viewed by the outline
The Plan changes to equal the Actuals
The Quicker Method Task Sheet: Tracking
Tracks Actual Start, Actual Finish, and Percent Complete
Control
RecapRecap
Create a standard but unique Work Breakdown Structure Use a variety of task types and define your default Use milestones for a variety of different purposes Track actuals just a little easier
Q&AQ&A
Any questions now? I’ll be staying after
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