lecture 5 pmis
TRANSCRIPT
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Lecturer: Emma Longei
Email: [email protected]
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HEP 3104: PROJECT
MANAGEMENTINFORMATION SYSTEMS
Lecture 5: Using a PMIS to track
project progress
28 June 2012
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Topics Covered
Revision of Project managementconcepts
Using a PMIS to track project progress
Using PMIS time management tools
Allocating project resources using
PMIS
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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.
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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
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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
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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.
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1.5. Euler diagram
No Overlap of all three
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http://en.wikipedia.org/wiki/File:Project-triangle.svg -
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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.
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1.7. PROJECT
CONSTRAINTS Cost
Scope
Schedule (Time)
Quality
CSSQ
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1.8. The Project Triangle
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http://en.wikipedia.org/wiki/File:The_triad_constraints.jpg -
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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.
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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
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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.
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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
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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)
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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.
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2 1 Vi i MS P j t 2007
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Peers (2008)
2.1. Views in MS Project 2007
(2)
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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.
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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
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Choose Tools, Change WorkingTime
Click Create New Calendarto create
a copy of the Standard calendar. In the Name text box
BuildHouseCalendar
Click OK.
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3.1. CREATING THE PROJECT
CALENDAR (2)
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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)
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3.1. CREATING THE PROJECT CALENDAR (4)
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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.
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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.
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4.1. Assume project created
Tasks, sub-tasks
Duration of tasks,
Dependencies of tasks
Task schedule (how long it will take)
Assign resources
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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
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4.2. ADDING RESOURCES
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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
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4.2. ADDING RESOURCES
(2)
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Press twice to move to the Std.Rate column.
Type 1,000
Continue typing the resources fromthe table.
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4.2. ADDING RESOURCES
(3)
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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.
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4.2. ADDING RESOURCES
(3)
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4.3. Tools > Options > View >
Currency
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Remember to Save your work: Choose File, Save or click the Savebutton
on the Quick Access toolbar.
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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
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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.
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To promote or demote tasks, use theOutdent and Indent buttons on the
Formatting toolbar that look like
arrows:
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5.1. Managing Tasks (2)
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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
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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.
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Activity
Add some detail to the Move In Task Pack up furniture & clothing in old house
Move in furniture
Unpack furniture and clothes
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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
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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.
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6.2. 4 types of relationships between
task (match correctly)
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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.
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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.
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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
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6.3. Task Constraints (2)
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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
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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.
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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.
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6.4. TASK DEADLINES
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6.5. Tracking schedule
Double-click a task Under General Tab, put the %age of
task completed
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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