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How to keep Microsoft Project from being the Project

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How to keep Microsoft Project from being the Project 1/8/2003 Who Am I? Steve Reynolds 10 years of Management Consulting experience Over a variety of industries Big ... – PowerPoint PPT presentation

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Title: How to keep Microsoft Project from being the Project


1
How to keep Microsoft Project from being the
Project
  • 1/8/2003

2
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

3
Agenda
  • 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

4
Initiate
  • Begin with the End in Mind
  • Define Your Basic Approach to Project Management

5
Begin with the End in Mind
Initiate
  • 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

6
Basic Approach
Initiate
  • Theres more to Project Management than MS
    Project
  • Primary focus should be
  • Leadership
  • Managing Change

7
Plan
  • The Work Breakdown Structure
  • Task Types

8
Crafting the Plan
Plan
  • Quickly Set up your Workplan
  • Write down all your tasks and deliverables
  • Follow the Work Breakdown Structure (WBS)
  • Ultimate product
  • General process
  • 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 certain to have a Complete product.
Bad Process
Good Process
9
Creating the Work Breakdown Structure
Plan
Budget Planning System
1. Ultimate Product
Business Requirements
Design
Build
Project Management
2. General Process
  • Process
  • Software
  • Technology
  • People
  • Process
  • Software
  • Technology
  • People
  • Process
  • Software
  • Technology
  • People
  • Initiate
  • Plan
  • Control
  • Execute
  • Close

3. Major Deliverables
10
Now What
Plan
  • Agreed on the Process
  • Understand the High Level Deliverables
  • Record all the Tasks
  • Whats Next?

11
Task Type
Plan
  • Taking control with Task Type
  • Understanding Projects default setting
  • Setting the right Task Type for your activity
  • Knowing when to adjust the Task Type
  • Adding resources

12
Work, Duration, and Units
Plan
  • 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

13
Unexpected Results
Plan
  • 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

14
So, How do you deal with this?
Plan
  • 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

15
Sounds easy, but
Plan
  • 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)

16
Assigning Resources
Plan
  • 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
    (Toolsgt ResourcesgtAssign 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.

17
Control
  • Milestone Usage
  • Actuals Tracked

18
Milestone Usage
Control
  • 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?

19
Actuals Tracked
Control
  • 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

20
Recap
  • 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

21
QA
  • Any questions now?
  • Ill be staying after

22
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23
Project Approach
Initiate
  • Classic Waterfall

Define
Design
Develop
Deploy
One Year
Two Years
Two Years
  • XP Iterative series
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