effswprojmgmtptm

7/28/2019 EffSwProjMgmtPTM

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Personal Time Management

What do you think this workshop is

all about?


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Why?

- Project Management is vital for Delivery

of a Project.- One of the requirements in ensuring

timely delivery is proper use of Time by

the Software Team

- This helps indirectly by reducing theload on Project Management


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Objective of the Workshop

To make a beginning towards gaining a good

grasp of the fundamentals of productive working,

without subjecting the body and mind to stress

tests before every release.


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About the Workshop

We will cover:

1) Definitions of some terms2) Basic Objectives

3) Methodology

4) Time Management Essentials

5) Specifics (Tool Usage &Demonstration)

6) Exercises

7) Advanced Concepts


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Basic Objectives

- Plan your work and then do

according to that plan- Why is a Plan Needed

- Estimates needed for Plans

- How do Time Sheets help the individual?


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Methodology

- Quality methods take time to learn and

practice, but they help in onesengineering career Watts Humphrey

- Invest in the time

- Steps to be followed

(Over to next sheet)


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Methodology

- Plan what you have to do the next day

- Sort out the routine activities- Measure this time over a period to arrive

at a steady-state value

- Analyze the data

- Iron out the inefficiencies- Continuously Improve


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Definition 1 (What is the PersonalSoftware Process?)

- Watts Humphrey in the bookIntroduction to the Personal SoftwareProcess says that the PSP helpssoftware engineers in doing good work. It

helps the software engineer to applyadvanced engineeringmethods in the daily tasks


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Time Management Essentials- You will likely spend your time this week

much the same way you spent time lastweek- To make realistic plans you have to trackthe way you spend time- To check the accuracy of your timeestimates and plans documentthem and later compare themwith what you actually do


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Time Management Essentials- To make more accurate plans,

determine where your previous planswere in error and what you could havedone better- To manage your time, plan your timeand then follow the plan- To better manage your time: analyze

your historical data, establisha budget for spending time,and track your time wrt it.


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Time Management Essentials

- To make a Time budget: Decide on how

you want to spend time and make aschedule that reflects your choices and

shows daily times

- Establish Priorities next

- Determine fixed and variable times- Track performance against time budget


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Specifics (Outlook/Calendar - usage)- Open Outlook every morning by clicking

on the Icon next to the Start button- Next Open another Outlook window from

Start -> Programs, and position this in

calendar

- Make your incoming mails appear in theform of a pop-up every 10 minutes

- Now you are set for the day


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Specifics (Outlook/Calendar - usage)

- Plan all the activities that you rememberinto that days calendar. Between any two

activities that you remember keep a 30

minute gap. Do not bother if you end up

with only two-three activities in thecalendar


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Specifics (More usage guidelines)

- Plan any activity that comes to you with a

specific future deadline into the calendarunder the future date

- Plan priorities under tasks to remind you ata future date (by turning red)

- Plan any follow up activities in your

diary


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Specifics (Outlook/Calendar - usage)- Plan all the tasks sent by e-mail by yoursuperior by clicking in the task on the rightside of your calendar screen and dragand drop this into a vacant calendar slot- Enter the time taken to do each plannedactivity in minutes- Do an Accounting at the end of the day- Enter activities & time into theTimesheet everyday in the evening


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Specifics (Demo Planning tasks)- Enter activities in calendar

- Enter task as activity in calendar

- Record Times

- Transfer recorded times

on to Time sheet


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Exercise (Usage of Calendar)- Plan 5 appointments with yourself for

today in your calendar- Enter them taking care to space it in the

calendar for today

- Record a task in the task section

- Plan this task as an appointmentwith yourself a week from today


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Specifics (Tips on Planning tasks)- Fill your timesheet and arrive at a steady

state in 3-4 weeks time- Analyze Time sheets to identify

redundancies

- Take suggestions from peers

- Ask your superiors


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Specifics (Demo MSProject)- Enter Working Time

- Enter Resources- Enter Tasks

- Enter sequence between tasks

- Allocate resources

- Track


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Exercise (Making plans with MSProject)- Plan 2 summary tasks

- The first task must have 4 sub-tasks(The last should be a milestone, to signal

end of first phase)

- The next task will have two sub-tasks

(The first sub-task will have 3further tasks within it)

- Assume availability of 3

resources. Also assume that

each task will take 2 days


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Definition 2 (What is a Project Phase?)

- A phase is a grouping of related tasks inwhich each task has a discrete start and

finish time that adds up to the complete

project duration


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Definition 3 (What is a Milestone?)

-A milestone is a task that you dont

actually perform and thus it has no startfinish times. The milestones can be

thought of as intermediary goals, or big

steps, which provide checkpoints along

the path of the overall progress of theproject.


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Specifics (SDLC/Project Meetings)- The various phases of the SDLC arenothing but milestones- First Project Meeting is the Kick-Offmeeting (held before SRS)- Next Project Meeting is the Brain-storming meeting (held before SRS)

- Next Meeting is the Work BreakdownStructure meeting (during SRSpreparation)


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Specifics (Tips to Organize your day)

- Mastering the art of being busy in a calmand organized manner- Divide your day into slots:9.30 11. 30 AM Creative Time11.30 AM 2.30 PM Productive Work

2.30 4.00 PM Reviews, etc.4.00 6.00 PM Paper Work


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Specifics (Tips to Organize yourself)

- How increases in work load are handledby you is an effective test of Time Mgmt.

- Maintain a Personal File

- Clean your Desk

once in a way


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Specifics (Interruptions)

- Unplanned meetings

- Calls received

- Calls to be made

- Mails to be sent

- Interruptions by boss/colleagues


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Specifics (Interruption Management)

- Understand the pattern of yourinterruptions

- Bunch up the calls/mails to be

made/sent for a time during the laterpart of the day

- Defer some of the calls received for

later in the day (not those of a client)


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Specifics (Interruption Management)

- Think ahead to others demands. Get afeel ahead to your clients or bosss needs

and be prepared so that a regular need

does not become a last minute demand

- Without being rude tell your colleague

that you have some work planned for

that time


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Definition 4 (What is Earned Value

Analysis?)

- Earned Value Analysis is a method ofmeasuring project performance. It

indicates how much of the budget should

have been spent, in view of the amount of

work done so far, and the baseline cost

for the task, assignment or resource.


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Advanced Concepts (Earned Value)- Apply this on your work once you are

comfortable with the concepts coveredearlier:

Basis is in Cost Accounting

Cost Accounting has to do with costs

Lot of effort in Software DevelopmentEffort translates as Time

There is cost associated with time


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Advanced Concepts (Earned Value)- Time sheet hours eqvt. Budgeted Costof Work Performed (in hours) a.k.a BCWP- Scheduled Hours for the week (45 hoursover a 5-day week) eqvt. Budgeted Costof Work Scheduled a.k.a BCWS- Actual Hours put in eqvt. Actual Cost of

Work Performed a.k.a (ACWP)- Schedule Variance BCWPBCWS- Cost Variance BCWP ACWP


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Advanced Concepts (Earned Value)- Rate Variance = Cost Variance

Schedule Variance (Will interest Finance)- Interpretation

+ve variance means you are ahead of

schedule or under budget

-ve variance means you are behindschedule or over budget


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Larger Picture- Data you collect and put in the weeklytime sheet can be analyzed- This data makes a big contributiontowards making a detailed estimatewithout too much loss of time- With Personal Software Process

Training (subject of this workshop) youwill know how to Plan, Schedule andTrack your work


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How does PSP help?- Achievement of more accurate estimatesof development costs- Effective Tracking of schedules usingearned value- Achieving increased quality by usingPersonal Defect Management

- Achieving improvement in thedevelopment process using analyticalevaluation


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References

- Introduction to the Personal Process

(Watts S. Humphrey)

- Time Management for Executives

(Lauren Januz and Susan K. Jones)

- PSP for Executives (Training Material of

QAI)- Software Project Management Kit

for Dummies (Greg Mandanis

ith Allen W att)

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