Lecture 5 PMIS

7/27/2019 Lecture 5 PMIS

1/47

Lecturer: Emma Longei

Email: [email protected]

1

HEP 3104: PROJECT

MANAGEMENTINFORMATION SYSTEMS

Lecture 5: Using a PMIS to track

project progress

28 June 2012


2/47

Topics Covered

Revision of Project managementconcepts

Using a PMIS to track project progress

Using PMIS time management tools

Allocating project resources using

PMIS

2


3/47

1. Revision

What is a project?A project is a temporary endeavor

undertaken to achieve particular goals

and objectives.What is project management?

Project management is the use ofskills and knowledge to successfullyplan, manage and complete a

project. Project management skills areindustry independent.

3


4/47

1.2. Who are stakeholders?

Stakeholders are individuals andorganizations actively involved in the

project, who are affected by the

outcome of the project and who mayhave influence over the project. They

include:

Project team Clients/Customers

Executive sponsor

Public agencies 4


5/47

1.3. What are the constraints on a

project?

Projects are constrained by fourfactors: cost (budget), schedule

(time), scope, and quality. CSSQ

Pressure on schedule, scope andbudget each affect the quality of the

project outcome

5


6/47

1.4. Euler vs Venn Diagrams

A Venn diagram is a mathematicalillustration that shows all of the possible

mathematical or logical relationships

between sets. A Euler diagram resembles a

Venn diagram, but does not necessarily

show all possible intersections of the sets.

A Euler diagram is often more useful for

showing real world data, because not allsets partially overlap with all other sets.

6


7/47

1.5. Euler diagram

No Overlap of all three

7
http://en.wikipedia.org/wiki/File:Project-triangle.svg


8/47

1.6. POSSIBLE OUTCOMES

Design something quickly and to a high

standard, but then it will not be cheap.

Design something quickly and cheaply,but it will not be of high quality.

Design something with high quality and

cheaply, but it will take a long time.

8


9/47

1.7. PROJECT

CONSTRAINTS Cost

Scope

Schedule (Time)

Quality

CSSQ

9


10/47

1.8. The Project Triangle

10
http://en.wikipedia.org/wiki/File:The_triad_constraints.jpg


11/47

1.9.Skills to manage

constraints The discipline of Project Management

is about providing the tools and

techniques that enable the project

team (not just the project manager) toorganize their work to meet these

constraints.

11


12/47

1.10. What is the critical path?

Critical path is the series of activitiesfrom project start to project finish thatdefines the total duration of the

project. Critical path is the shortest path from

start to finish, incorporating all thetasks needed to accomplish the

project. Microsoft Office Project 2007 defines

a task as critical path if changes to the

finish date of the task affect the finishdate of the ro ect. 12


13/47

1.11.What are project

phases? Project phases are the stages that

every project passes through

For example, a controlling phase may

include filing a change of scoperequest to track changes made to the

scope document for the project.

13


14/47

1.12.Project phases include:

PHASE ACTIVITIES IN THE PHASE OUTPUTInitiation Defining the project, creating a scope

document, identifying stakeholders and

building a project teamProject Charter, key project

team members identified.

Planning Budgeting, scheduling and planning activities. Scope Document, Budget,Microsoft Project plan

Implementatio

nExecuting the plan and adapting to

stakeholders expectations.Reports from project

Controlling Monitoring progress, balancing demands oftime, scope and quality, tracking corrective

actions, and reporting progress to

stakeholders.

Reports from project

Evaluation Handing off to end users, closing downoperations, and reporting outcomes.

Reports from project14


15/47

1.13. Criteria For Success

For the purposes of this course, asoftware project will be

considered successful if:1. The software is delivered on schedule

2. Development costs were within budget

3. The software meets the needs of users

(in scope and quality)

(Felici, 2011)

15


16/47

2.0 Views in MS Project 2007

Microsoft Office Project 2007 hasmany different views to show tasks,

resources, and assignments.

These views display an informationsubset by using different formats and

fields.

16

2 1 Vi i MS P j t 2007


17/47

Peers (2008)

2.1. Views in MS Project 2007

(2)

17


18/47

2.2. To display a file in different

views

1. On the View menu, choose Calendarto display task information on a visual

calendar.

2. On the View menu, choose TrackingGantt to display progress on tasks.

3. On the View menu, choose

Resource Usage to show the hoursthat resources are assigned to work

on tasks.

18


19/47

3. CREATING THE PROJECT

CALENDAR

When creating a project, you mayneed to create a project calendar that

contains specific work schedule

information for the organisation inwhich the project occurs

E.g. Labour day May 1, Madaraka

Day June 1, Jamhuri Day December12, Christmas DayDecember 25,

Boxing Day December 26

19


20/47

Choose Tools, Change WorkingTime

Click Create New Calendarto create

a copy of the Standard calendar. In the Name text box

BuildHouseCalendar

Click OK.

20

3.1. CREATING THE PROJECT

CALENDAR (2)


21/47

a. Click the scroll button to move to May2012.

b. Click on May1 and type Labour Day inthe first row of the Exceptions column.

The date selected will appearautomatically in the Start and Finishcolumns when you press tomove to the next row.

c. Move to June and select June 1.d. Click in the second row of theExceptions list and type in MadarakaDay.

e. Repeat to identify December12,December 25 26 and as nonworkin 21

3.1. CREATING THE PROJECT

CALENDAR (3)


22/47

22

3.1. CREATING THE PROJECT CALENDAR (4)


23/47

Discussion

Is there any benefit of having a specialcalendar for a project?

To change the calendar for youproject, Choose Project -> Project

Information.

From the Calendar drop-down list,choose the newly created BuildHouse

Calendar.

23


24/47

4. ADDING RESOURCES

Resources are the people and equipmentneeded to accomplish your project tasks. Inorder to be able to assign tasks to them, youneed to create the resources in your project

plan file. By default, resources are work resources,

meaning that they consume time toaccomplish the task.

Material resources are goods that yourproject will consume, such as stones for aconstruction project. They have a costassociated with them, but have no calendarand are not assigned overtime rates.

24


25/47

4.1. Assume project created

Tasks, sub-tasks

Duration of tasks,

Dependencies of tasks

Task schedule (how long it will take)

Assign resources

25


26/47

No. Resource Name Type Group Standard Rate(Ksh)

1. Project Manager Work Managemen

t

1,000/hr

2. Site Contractor Work Managemen

t

500/hr

3. Foreman Work Supervisor 250/hr

4. Structural Engineer Work Supervisor 200/hr

5. Skilled constructor Work Worker 50/hr

6. Unskilled constructor Work Worker 25/hr

26

4.2. ADDING RESOURCES


27/47

Open the file in MS Project 2007

Choose View, Resource Sheet

Click in the first Resource Name cell

Type in the first entry from the

Resources Table

Press four times to move to

the Group column.

Type Management

27


(2)


28/47

Press twice to move to the Std.Rate column.

Type 1,000

Continue typing the resources fromthe table.

28


(3)


29/47

Double-click on a row to enter muchmore information such as availability

of a particular resource

To edit the currency in which theresources are costed go to Tools->

Options -> View -> Currency Options

and change the symbol by typing inthe currency of your choice.

29


(3)


30/47

4.3. Tools > Options > View >

Currency

30


31/47

31

Remember to Save your work: Choose File, Save or click the Savebutton

on the Quick Access toolbar.


32/47

4.4. Allocate Resources

Where a task utilizes a resource, theschedule will be calculated on the

basis of when it will be available from

the resource calendar

32


33/47

5. Managing Tasks

Creating an outline view of your tasks,allows you to view tasks at thesummary and details levels.

When you first create your projectplan, you may not have the full detailfor tasks that are happening later inthe project.

Using a summary task as aplaceholder allows you to create theproject plan and fill in the detail lateras that phase approaches.

33


34/47

To promote or demote tasks, use theOutdent and Indent buttons on the

Formatting toolbar that look like

arrows:

34

5.1. Managing Tasks (2)


35/47

5.2. PROJECT SUMMARY

TASKSA project summary task is a task id 0 that

appears at the top of your task list. It

gives you the overall start and finish

dates for the project, overall projectduration and can have Budget Cost

values assigned to it.

To show a project summary task:

1. Choose Tools -> Options.

2. Click on the View tab.

3. Check the checkbox in the lower right corner

to Show project summary task. 35


36/47

5.3. Task Outline Numbers

To show task outline numbers:

1. Choose Tools, Options.

2. Click on the View tab.

3. Check the checkbox in the lower left

corner to Show outline number.

36


37/47

Activity

Add some detail to the Move In Task Pack up furniture & clothing in old house

Move in furniture

Unpack furniture and clothes

37


38/47

6. DEPENDENT TASKS

Each task should have apredecessortask, a task before, except for the first

task in your project.

Likewise, each task should have asuccessor task, a following task,

except for the last task in your project

plan. That way, no task gets forgottenand therefore, not finished, and you

can show the impact of slipping dates

more effectively in your project.38


39/47

6.1. Linking sub-tasks

Tasks should be linked at the level wherethe work occurs from subtask to subtask,even between phases. The last subtaskof a phase should be linked to the first

subtask of the next phase. The summary task duration will

automatically be the total length of timeto accomplish all tasks in that phase andthe summary task start/finish dates willautomatically change as the subtasklinks are made.

39


40/47

6.2. 4 types of relationships between

task (match correctly)

40

Finish-to-Start: Tasks happen in serialfashion, one after the other. Task 1

finishes and then Task 2 begins.

Start-to-Start Tasks begin at the same

time. Tasks are linked in a parallelfashion, happening at the same time.

Finish-to-Finish Tasks end at the same time.

Again tasks are parallel, happening at the same

time.

Start-to-Finish Tasks are not listed in

chronological order, or tasks from one

category of your project plan affect tasks

in another category. Task 1 starts after

Task 2 finishes.


41/47

6.3. Task Constraints

Double-click on a task Go to the Advanced tab in the Task

Information dialog box.

Click on the drop-down list next to AsSoon As Possible in the Constraint textbox.

Choose Start No Earlier Than.

Type in 30/6/12 in the Constraint Datetextbox or click on the down arrow tochoose the date. Click OK to close thedialog box.

41


42/47

You can also change the type ofdependency of a task by clicking on

Task Information (or double-click the

task) then Predecessors and you canchange the Type to e.g. Start-to-Start

(SS)

Manage the number of dependenciesso that the Gantt remains clear and

not confusing

42

6.3. Task Constraints (2)


43/47

6.4. MANAGING A PROJECT

TO A DEADLINE TASK Schedule from a Project Start Date

and add a Project Complete milestone

task at the end of the project with a

Finish No Later Than constraint. You may also schedule a project from

a Finish Date for the entire project, but

the default constraint type As Late AsPossible is more difficult to work with

43


44/47

6.4. TASK DEADLINES

Tasks can have deadlines which willshow as a green down arrow at the

end of the Gantt bar.

If the deadline passes without the taskbeing marked as complete, the Info

column will show an alert to notify you

that the task deadline has passed.

44


45/47

Double-click on Task or Go to the TaskInformation dialog box -> Advanced tab-> Click on the drop-down list next to theDeadline text box.

Type in30/6/2012 in the Constraint Datetext box or click on the down arrow tochoose the date. Click OK to close thedialog box.

If the deadline passes without the taskbeing marked as complete, the Infocolumn will show an alert to notify you thatthe task deadline has passed.

45

6.4. TASK DEADLINES


46/47

6.5. Tracking schedule

Double-click a task Under General Tab, put the %age of

task completed

46


47/47

References

Peers, Robin (2008). Microsoft Project 2007Level 1: Creating Project Tasks

Felici, Massimo (2011). Project

Management.

http://www.inf.ed.ac.uk/teaching/courses/sa

pm/2010-2011/slides/01_introduction.pdf

Project Triangle.

http://en.wikipedia.org/wiki/Project_triangle Fun with Venn and Euler Diagrams,

http://www.mentalfloss.com/blogs/archives/

12219
http://www.inf.ed.ac.uk/teaching/courses/sapm/2010-2011/slides/01_introduction.pdfhttp://www.inf.ed.ac.uk/teaching/courses/sapm/2010-2011/slides/01_introduction.pdfhttp://en.wikipedia.org/wiki/Project_trianglehttp://www.mentalfloss.com/blogs/archives/12219http://www.mentalfloss.com/blogs/archives/12219http://www.mentalfloss.com/blogs/archives/12219http://www.mentalfloss.com/blogs/archives/12219http://en.wikipedia.org/wiki/Project_trianglehttp://www.inf.ed.ac.uk/teaching/courses/sapm/2010-2011/slides/01_introduction.pdfhttp://www.inf.ed.ac.uk/teaching/courses/sapm/2010-2011/slides/01_introduction.pdfhttp://www.inf.ed.ac.uk/teaching/courses/sapm/2010-2011/slides/01_introduction.pdfhttp://www.inf.ed.ac.uk/teaching/courses/sapm/2010-2011/slides/01_introduction.pdf

Documents

Lecture 5 PMIS