MS Project Plan Procedure - Flo Samuels© PROJECT PLAN PROCEDURE C: ... When The project’s MS Project Plan is used from the initiation of ... MS Project Plan Procedure

COMPANY NAME MICROSOFT© PROJECT PLAN PROCEDURE

C:\SOFTWARE DEV\Project Planning\MS Project Plan Proc.doc Creation Date: 07/23/20xx Version: 1.3 Page i Revision Date: 11/21/20xx

Table of Contents

Revision History ................................................................................................................... iii

1. Introduction ................................................................................................................. 1

1.1. Purpose .............................................................................................................. 1

1.2. Objectives .......................................................................................................... 1

2. Procedure Description ............................................................................................... 1

2.1. Overview ............................................................................................................ 1

2.2. Flow Chart .......................................................................................................... 2

3. Procedure Steps ......................................................................................................... 5

3.1. Major Steps to Creating a Plan .......................................................................... 5

3.2. Set up Resource Pool and Project Central Accounts ......................................... 6

3.2.1. Resource Pool ...................................................................................... 6

3.2.2. Set Up Project Central Accounts ........................................................ 10

3.3. Start the Plan ................................................................................................... 12

3.3.1. Open Resource Pool .......................................................................... 12

3.3.2. Use a Plan Template .......................................................................... 12

3.3.3. Link to the Resource Pool ................................................................... 13

3.4. Set up Tasks .................................................................................................... 14

3.4.1. Template Tasks .................................................................................. 14

3.4.2. Adding Tasks ...................................................................................... 14

3.4.3. Recurring tasks ................................................................................... 15

3.4.4. Task Dependencies ............................................................................ 15

3.5. Assign Resources ............................................................................................ 18

3.5.1. Assign Resources ............................................................................... 18

3.5.2. Enter Work Effort (see 3.5.3 for Duration option) ............................... 18

3.5.3. Enter Duration..................................................................................... 19

3.5.4. Borrowing a Resource ........................................................................ 20

3.6. Create Master Project Plan .............................................................................. 22

3.6.1. Create Master Plan ............................................................................. 22

3.6.2. Schedule ............................................................................................. 22

3.7. Set Dates and/or Priorities ............................................................................... 24

MICROSOFT© PROJECT PLAN PROCEDURE

C:\SOFTWARE DEV\Project Planning\MS Project Plan Proc.doc Creation Date: 07/23/20xx Version: 1.3 Page ii Revision Date: 11/21/20xx

3.7.1. Dates .................................................................................................. 24

3.7.2. Priorities .............................................................................................. 24

3.8. Critical Path ...................................................................................................... 25

3.8.1. View Entire Project ............................................................................. 25

3.8.2. View Critical Path ................................................................................ 25

3.9. Baseline the Project ......................................................................................... 27

3.9.1. Definition: ............................................................................................ 27

3.9.2. Selecting the Baseline ........................................................................ 27

3.9.3. Save the Master Plan ......................................................................... 27

3.10. Check Resource Usage ................................................................................... 29

3.10.1. Resource Pool .................................................................................... 29

3.10.2. Resource/Team Master Plan .............................................................. 29

3.11. Project Central ................................................................................................. 30

3.11.1. Notify Resources of Tasks .................................................................. 30

3.11.2. Adding tasks or resources .................................................................. 31

3.11.3. Changing assignments or due dates .................................................. 31

3.12. Statusing the Plan ............................................................................................ 32

3.12.1. Project Plan Columns ......................................................................... 32

3.12.2. Status from Resources ....................................................................... 32

3.12.3. Status Reports .................................................................................... 34

3.13. Templates ........................................................................................................ 36

3.13.1. Approval ............................................................................................ 36

3.13.2. Creating a template ............................................................................ 36

Appendix A: MS Project Plan Template Defaults ............................................................ 37

Appendix B: Defining Task Type ...................................................................................... 39

Appendix C: Linking Plans ............................................................................................... 41

COMPANY NAME MICROSOFT© PROJECT PLAN PROCEDURE

C:\SOFTWARE DEV\Project Planning\MS Project Plan Proc.doc Creation Date: 07/23/20xx Version: 1.3 Page iii Revision Date: 11/21/20xx

Revision History

Update the revision information in this section each time the procedure is changed and re-approved.

Document

Version

Revision

Date

Originator Revision Description

1.0 xx/xx/20xx Flo Samuels Initial Release.

1.1 xx/xx/20xx Flo Samuels Reasons for revisions.




C:\SOFTWARE DEV\Project Planning\MS Project Plan Proc.doc Creation Date: 07/23/20xx Version: 1.3 Page 1 Revision Date: 11/21/20xx

1. Introduction

1.1. Purpose

This procedure details the use of MicroSoft Project Plan and Project Central for creating and updating a project plan for planning and tracking the progress of a software project.

1.2. Objectives

The objectives of this procedure are to describe how to:

1. Create a project plan that can be accurately scheduled.

2. Schedule and level the plan.

3. Analyze and adjust the plan to meet required due dates.

4. Monitor the plan to ensure the project is on track (will meet scheduled due dates).

5. Analyze the plan at project closure for metrics.

6. Archive the plan.

2. Procedure Description

2.1. Overview

When The project’s MS Project Plan is used from the initiation of Use Case and Requirements definition to the Post-Mortem process that officially closes the project.

Trigger The MS Project Plan is started when Use Cases or, for small projects, Requirements definition starts.

Who The Product Manager starts the Product Management plan and defines the resources for the Requirements Stage. The Product Manager notifies the managers of Quality Systems, Development, and Tech Pubs to start their plans to ensure that resources are allocated and estimates are complete when needed.

Inputs MS Project Plan templates (ProdMgt, QS, Devel, TechPubs)

MS Project Plan Procedure

Manager’s Resource Pool

Software Tracking and Oversight Procedure

Status Report Template

Outputs Project-specific MS Project Plan

Team Member activities in Project Central (web timekeeping system)

Status Reports



2.2. Flow Chart

QS Manager

Defines Requirements

Stage tasks and WBS

Developing and Statusing the Project's MS Project Plan - Page 1

Product Manager

gets project approval

(start Use Cases/

Requirements)

Product Manager

Starts Product

Management Project

Plan from template

Product Manager


Stage deliverables,

tasks, WBS, and

milestones

Product Manager


Stage dependencies

Product Manager

Assigns Resources to

tasks, enters their units

and work estimates

A

Product Manager

Schedules,

Baselines Master

Project,

Requirements Stage

Product Manager

� Creates Master Plan

� Inserts QS and

Development Plans

� Links dependencies

� Schedules and Levels Plan

Product Manager

To meet committments,

works with QS and

Development to adjust

Stage tasks and

resources

Product Manager

Publishes Plan to

the Web (Project

Central)

QS Manager

Starts Project QA

Plan from template

QS Manager



and work estimates

A

B

QS Manager

Publishes Plan to

the Web (Project

Central)

Development Manager

Adjusts Requirements

Stage tasks, WBS, and

dependencies

Development Manager

Starts Project

Development Plan from

template

Development Manager



and work estimates

QS Manager

Adjusts Stage tasks and

resources per agreement with

Product Manager

Development

Manager

Publishes Plan to

the Web (Project

Central)

Product Manager

Updates Plan

weekly from

Project Central

QS Manager

Updates Plan

weekly from

Project Central

Development

Manager

Updates Plan

weekly from

Project Central

Development Manager


resources per agreement with

Product Manager

QS Manager


Stage dependencies

Development Manager


Stage dependencies



No


B

Product Manager

Analyzes Master Plan for

Completed Tasks, On-

Target Schedule Dates

Can Stage/

Project Due

Dates be Met?

Product Manager

Follows Project

Tracking and OversightProcess

Yes

No

C

Have

Requirements

Been Approved

by allStakeholders?

Development Manager

Receives Use Cases

and Requirements for

Design Stage

Yes

Tech Pubs Manager

Defines Design Stage

dependencies

Development Manager


dependencies

Development Manager


tasks, enters their units andwork estimates

D

C

Managers

Continue weekly plan

updates

Development Manager


deliverables, tasks,

WBS, and milestones

Tech Pubs Manager

Starts Tech Pubs

Project Plan fromtemplate

Tech Pubs Manager


deliverables, tasks,WBS, and milestones

QS Manager


tasks and WBS

QS ManagerDefines Design Stage

dependencies

Tech Pubs Manager

Assigns Resources to tasks,

enters their units and work

estimates

QS Manager

Assigns Resources to tasks,enters their units and work

estimates

Development Manager

� Uses Master Plan

� Inserts Tech Pubs Plan

� Links dependencies� Schedules and Levels Plan

Development Manager

To meet committments,

works with QS and Tech

Pubs to adjust Stagetasks and resources

QS Manager


resources per agreementwith Development Manager

Tech Pubs Manager

Adjusts Stage tasks andresources per agreement

with Development Manager



When ProjectComplete,

Managers

Collect metricsArchive plans

Development, Tech Pubsand QS Managers

Define Coding and Build/

Release Stage deliverables,

tasks, WBS, and milestones.Repeat lines C and D

Development ManagerSchedules, Baselines

Master Project, Design

Stage


D

Development Manager

Publishes Plan to the

Web (Project Central)

Tech Pubs Manager

Publishes Plan to the


QS ManagerPublishes Plan to the


Development Manager

Updates Plan weekly

from Project Central

Tech Pubs Manager

Updates Plan weekly


QS ManagerUpdates Plan weekly


Development ManagerAnalyzes Master Plan for

Completed Tasks, On-

Target Schedule Dates

Can Stage/

Project Due

Dates be Met?

Development Manager

Follows Project Trackingand Oversight Process

Yes

Managers

Continue weeklyplan updates

Have DesignDocuments

Been Approved

by allStakeholders?

Yes

E

No

E

No

Is Coding

Complete?

No

Development, Tech Pubsand QS Managers

Adjust plans for Build/

Release Stage.Repeat lines C and D

Yes



3. Procedure Steps

3.1. Major Steps to Creating a Plan

� Managers (Product, QS, Development and Tech Pubs) set up resource pool projects for their groups and Project Central accounts (one-time task).

� In the project directory, each manager starts a project plan for their group and verifies team calendar dates.

� Managers review, rearrange, or add tasks, and add or change dependencies (link tasks) within their own plans.

� Managers assign resources to tasks and enter estimates (work). MS Project will calculate durations.

� Product and/or Development Manager starts project Master Plan, verifies calendar dates, and inserts Product Management and QS plans into Master Plan. (May insert Development plan dependent on project lifecycle.)

� Product and/or Development Manager establishes links between projects in Master Plan and schedules.

� Managers collaborate to set start and/or finish dates and/or deadlines and/or priorities for tasks.

� If project dates are not acceptable, managers review the critical path and rearrange tasks as needed to ensure project is completed when needed.

� Once project dates are acceptable, Master Plan is saved to Project Central and to the server so it can be viewed by those with a need to know.

� Managers send tasks from their individual plans to the Web and notify team members that timesheets are ready.

� Managers status their plans with hours and changes (added tasks, changed work estimates, resource non-availability).

� As project progresses, Tech Pubs plan created in project directory and added to Master Plan.

� Group Managers (Product Management, QS, and Tech Pubs) create Master Plans for their groups to review allocations and schedule date changes. Using the team Resource Pool only is also acceptable.

� At project completion, managers analyze plans for metrics.

� Managers archive their plans.



3.2. Set up Resource Pool and Project Central Accounts

3.2.1. Resource Pool

3.2.1.1. Warning: If you are working with old plans, please see the Process Manager as special actions are needed to avoid problems with Project Central.

3.2.1.2. Per the SCM (Software Configuration Management) Plan, all projects have the same directory structure (SCM Plan, Appendix A). For each product or team, the Product or Development Manager creates a directory at the same level as the Project Names. The directory is named _ProductNameResourcePool (or _Product NameResPool). The underscore is to keep it as the top directory.

3.2.1.3. Example: The Internet team would have a directory structure as follows:

Internet

_InternetResPool

Initiation X.X

SCM Plan Directory

Session X.Y

SCM Plan Directory

3.2.1.4. Open MS Project 2000 and the Shell template (File, Open, server/proj planning/ MSProject Templates/ Shell.mpt).

3.2.1.5. In Tools, Options, change the following screens as indicated:

• General tab:

• Change the User name: to the project planner.

• (Optional) To have files open automatically, check Open last file on startup



• Save tab

• Change the File Location for Projects to the team/product Resource Pool path. Click OK.

3.2.1.6. Calendar: In the templates, the Standard calendar is a 6.5-hour day with company holidays already entered. To reflect team offsites, or other time off, modify the plan’s calendar.

• Click Tools, Change Working Time.

• Select the month and day(s).

• Click the Nonworking time button.

• When all nonworking days have been entered, click OK.

• For special calendar changes, see the Administrator.



3.2.1.7. Save the file as _Team or Product NameResPool in the newly created directory. At the prompt to save a baseline, click the Don’t tell me about this again.

3.2.1.8. If creating a resource pool list, an example is at the end of this section.

3.2.1.9. Display the Resource Sheet (View, Resource Sheet).

3.2.1.10. If an existing plan has all the resources, copy the names into this sheet and do only steps 3.2.1.11, 3.2.1.17, 3.2.1.18, and 3.2.1.19.

Warning: Development Managers must not have QS, Product Management, or Tech Pubs resources in their pools.

3.2.1.11. Resource Name: Enter names as the NT login. Project Central requires this. Note: When using a resource pool in a new project, names display in the same order as entered. Therefore, ensure that resources are grouped and/or alphabetized before making entries. Added resources can be inserted to maintain the order.



3.2.1.12. Initials: Project automatically assigns the first letter of the name. Leave as is or enter names as needed. Use this column to display resource names in the plan (see Administrator for details).

3.2.1.13. Group: (Optional) Identify resources by groups to display, sort, filter, or edit resources by the resource group.

3.2.1.14. Maximum Units: Leave at 100%.

3.2.1.15. Std. Rate, Ovt. Rate, Cost/Use, Accrue At, Code: Not used.

3.2.1.16. Base Calendar: Leave at Standard.

3.2.1.17. Resource’s Calendar: A resource’s time off should be entered in their individual calendars so that MS Project won’t schedule for work when they aren’t here. To reflect a resource’s time off, modify that resource’s calendar. Note: if the resource keeps their Outlook calendar current, their project calendar can be updated through Project Central (section 3.10). To manually update:

• Double click the resource’s name.

• Click the Working Time tab.

• Select the days the resource will be unavailable (use the Ctrl key to select multiple days in the month).

• Click the Nonworking time button.

• Repeat for each month of the project’s projected life.

• Click OK to complete.

3.2.1.18. A completed resource sheet follows:



3.2.1.19. Save the file.

3.2.2. Set Up Project Central Accounts

3.2.2.1. Warning: Microsoft Outlook on your workstation must be open to assign Project Central accounts.

3.2.2.2. Double click the resource.



3.2.2.3. Select the General tab.

3.2.2.4. At E-mail: enter the resource’s company e-mail address.

3.2.2.5. Double-click the Windows account.

3.2.2.6. At the message, click Yes.

3.2.2.7. Click OK to complete.

3.2.2.8. Note: the resource’s Project Central account is created after you assign plan tasks to team members through the Web.



3.3. Start the Plan

3.3.1. Open Resource Pool

3.3.1.1. If not already open, start MS Project 2000 and open the Product/TeamResourcePool project.

Warning: Always open the resource pool first to ensure it is read-write.

3.3.1.2. The following dialog box may not appear the first time you open the pool. However, it will appear after you have linked plans to the pool. Select read-write as indicated. Note: Read-write blocks others from updating your pool while you’re working with your resources.

3.3.2. Use a Plan Template

3.3.2.1. The appropriate template is as indicated below:

Stage Manager Template

Requirements Product Mgr ProdMgt.mpt

Requirements QS QS.mpt

Requirements or Design Development Mgr Devel.mpt

Design Tech Pubs TechPubs.mpt

3.3.2.2. Select File, Open and open the appropriate template from server/proj planning/MSProject Templates/. Plans created before this procedure should set the defaults indicated in Appendix A.

3.3.2.3. Using the name convention ProjectNameVersionTemplateName, save the plan to the project directory in _SPP. For example, the Payments 1.1 Product Management Plan would be Pay11ProdMgt.mpp and saved to Payments1.1/_SPP/



3.3.3. Link to the Resource Pool

3.3.3.1. Select Tools, Resources, Share Resources.

3.3.3.2. Select Use Resources, then the drop down box to select the resource pool. (See following screen.)

3.3.3.3. Ensure Pool takes precedence is checked, then check OK.

Warning: Never have more than one plan open against a pool.



3.4. Set up Tasks

3.4.1. Template Tasks

3.4.1.1. The template includes all tasks required for reporting CMM (Capability Maturity Model) project metrics and milestones for major work products and stage end activities.

3.4.1.2. Tasks cannot be deleted unless the activity will not be done in the project, such as schema changes. Tasks that can be deleted are designated by a double asterisk (**). The double asterisk means other tasks relate to this task and must also be deleted.

3.4.1.3. + A plus before a task means it can be combined with other tasks. For example, a short project may combine logical and physical design because the time to do each task is less than four hours.

3.4.1.4. Delete by selecting the task then pressing the Delete key.

Warning: Do not use the Delete key to delete an entry in the Task line—it will delete the whole task. Use Ctrl-Z to restore.

3.4.2. Adding Tasks

3.4.2.1. To avoid micromanagement, only add tasks that will take at least 4 or more hours within a week or within a project.

3.4.2.2. If a task is one that will be recurring throughout the project and is not stage-specific, such as Coordination Conferences, place those added tasks in the Project Standard Activities section.

3.4.2.3. Insert scheduled tasks (not Project Standard Activities) only as subtasks of a task already in the template. For example, Develop/Review Use Cases can have many sub-tasks. The main task is the roll-up task as it totals the time for all the sub-tasks.

3.4.2.4. If two or more resources will be assigned to a scheduled task, insert copies of the task for each resource.

3.4.2.5. Multiple resources can be assigned to Project Standard Activities. Only one resource at a time can be assigned to scheduled tasks.

3.4.2.6. Select the line below the roll-up task and press the Insert key.

3.4.2.6.1. Type the task description (name) in the Task Name column. The task IDs are automatically renumbered after you insert a task.

3.4.2.6.2. Double click the task and the Advanced tab. In the bottom of the dialog box, verify Task Type is Fixed Work.

3.4.2.6.3. Change Calendar to Standard.

3.4.2.6.4. If the task is a Milestone, check Mark Task as Milestone, then change the Duration (top right of dialog box) to 0d. Click OK.

3.4.2.6.5. On the lowest tool bar, locate the two arrows on the left. Click the arrow pointing to the right. This indents the task



making it a subtask. All tasks added after this task will automatically indent as sub-tasks.

3.4.2.7. New rollup task. Check with the Administrator before adding a new rollup and sub-tasks.

WARNING: Deleting a rollup task deletes all related sub-tasks.

3.4.3. Recurring tasks

3.4.3.1. Recurring tasks, such as weekly meetings, have been created in the templates as part of the Standard Stage Tasks.

3.4.3.2. While MS Project allows creating a task for each meeting (Insert, Recurring Task), tracking meeting time by stage or module is the recommended method.

3.4.3.3. Do not delete the meeting tasks (although they can be rearranged to accommodate a spiral lifecycle project). Determining the stages with the most meeting times will help direct process improvement.

3.4.4. Task Dependencies

3.4.4.1. This establishes the relationships between tasks, i.e. what task has to be done before another task can start or what task can be started as soon as another task starts or how long will it be between the end of one and the start of another.

3.4.4.2. Dependencies are critical to proper scheduling. Therefore, all tasks that are not Standard Stage activities should be linked. The primary question is, if this task does not contribute to the work product and does not precede another task, why are we doing it? Standard Stage activities are tasks done throughout the stage and therefore cannot be linked.

3.4.4.3. The first task is the Predecessor. The one that depends on it is the Successor.

3.4.4.4. Templates have dependencies (called links) established. The manager may want to change the dependencies, such as:

• Entering a lag (it will take two days after task A ends for task B to begin), or

• Changing the link from a Finish to Start (Task A must finish before Task B can start) to a Start to Start (Task A and Task B can start at the same time).

3.4.4.5. To change existing dependencies, double-click the task, then click the Predecessors tab. Change the dependencies and lags using the following guidelines.



3.4.4.5.1. Type is the relationship of the predecessor to the added task. The relationship can be:

• Finish to Start (FS). The predecessor must finish before the added task can start.

• Start to Start (SS). The added task starts when the predecessor starts.

• Finish to Finish (FF). The added task finishes when the predecessor finishes.

• Start to Finish (SF). The predecessor starts when the added task finishes (do not use as it is can cause logic problems).

3.4.4.5.2. Lag is the time from when one tasks ends and the next begins or from when one starts and the other starts. So two tasks can start at the same time but one won’t really start until a week after the other. Enter the lag for the task starting later.

3.4.4.6. Linking new tasks,

• Select two or more tasks to be linked.

• Select them in the order in which they will occur.

• Use the Shift key for adjacent tasks, and the Ctrl key for non-adjacent tasks.

• Click the link icon (generally under the word Help on the Menu toolbar).



• Change the dependency type as necessary by double clicking the task to be changed.

3.4.4.7. Duplicate tasks, used for assigning more than one resource to a task, are linked Start-to-Start to the first occurrence of the task. For example, if Conduct Interviews, task 19, is duplicated three times, each duplicate is directly linked to the first occurrence at line 19.

3.4.4.8. To unlink tasks, select the tasks, then click the broken link, generally under Help on the Menu Toolbar.



3.5. Assign Resources

3.5.1. Assign Resources

3.5.1.1. Select a task, then click the two headed icon.

3.5.1.2. The Assign Resources dialog box appears. Select a resource, then click the Assign button. The resource is assigned to the task at 100%. If the resource is going to work part-time on the task, use the Units column to define the percent of time. After changing the units, move off the resource so the change takes, then click Close.

3.5.1.3. If there will be more than one resource on a task, copy the task for each resource and assign separately. Ensure all links are in place (see section 3.4.4.7).

3.5.1.4. Use this dialog box to Remove a resource or Replace one resource with another (combines the remove and assign functions).

3.5.1.5. Address: Do not use it. This is used to add someone from your e-mail list to your resource list. You will end up with duplicates in your pool or add someone else’s resource without their knowledge.

3.5.2. Enter Work Effort (see 3.5.3 for Duration option)

3.5.2.1. Duration and Work are not the same. Duration is the time that will pass before the task is complete. Work is the actual time resources will work on a task. Units is how much time each day they can spend on the task.

3.5.2.2. In MS Project, duration is expressed in days or fractions of days and work is expressed in hours. Work and units determine duration (duration = work / units.

3.5.2.3. A resource may need six hours to complete the task (work) but can only devote 25% (units) of each day to the task. Therefore those six hours will be expended over 24 hours or three days (duration). 6 / .25 = 24. 24 / 8 = 3 d

3.5.2.4. If you do not enter estimated work, the resource’s estimate will default to the estimated duration, either the one you enter or the one day (6.5 hours) entered by MS Project. If the resource estimates four hours to



do the task and that is not entered into the project plan, the wrong estimate will appear in the resource’s time sheet. Scheduling and percent complete will now be inaccurate.

3.5.2.5. How to enter.

• Send a copy of the tasks to each resource and ask them to estimate their hours. For major modules, use the WBS.xlt template in server\proj planning\MSProject Templates\

• When they return the estimates, use the Task Entry View (Views, More Views, Task Entry, Apply). Note that More Views may not appear on the View menu immediately–wait until it appears.

• Enter the estimated hours for the task.

• Use the Next button to go to the next task. See screen below.

3.5.3. Enter Duration

3.5.3.1. A task, or the entire plan, can be changed to Fixed Duration. See Appendix B, Defining Task Type for an explanation of the three types. Fixed work allows more control over the schedule but manager’s can use Fixed Duration if it is more suited to the project.

3.5.3.2. To change the whole plan to Fixed Duration, in Options, Schedule change Default task type to Fixed Duration (see screen).

Warning: Do not click the “Set as Default” button.



3.5.3.3. Because task completion may occur over a period of time, i.e. waiting for equipment or performing production support, individual tasks can be change to Fixed Duration. Double click the task and select the Advanced tab. Change Task type to Fixed Duration.

3.5.3.4. Enter durations in the plan’s Duration column.

3.5.4. Borrowing a Resource

3.5.4.1. To borrow a resource from another manager, e-mail the loaning manager with the task (or tasks) description, task type, and estimated duration or work, dependent on task type.

3.5.4.2. The loaning manager:

3.5.4.2.1. Opens his/her resource pool.



3.5.4.2.2. Uses the Shell.mpt template to create a plan with only the indicated tasks.

3.5.4.2.3. Links the tasks, if necessary.

3.5.4.2.4. Links the plan to his/her resource pool (Tools, Resources, Share Resources) and assigns the resource to the task(s).

3.5.4.2.5. (If the resource will work less than 100%), enters the percent that the resource will work into the Units column.

3.5.4.2.6. (If task type is Fixed Work), enters the hours through the Task Entry screen (see section 3.5.2.5).

3.5.4.2.7. Saves the plan in his/her Resource Pool directory.

3.5.4.2.8. Notifies the borrowing manager.

3.5.4.3. The borrowing manager inserts the plan (Insert, Plan) at the appropriate place in his/her plan.

3.5.4.4. When the borrowing manager inserts the plan, the following notice appears:

This opens the loaning manager’s resource pool as read-only. However, changes can still be saved to the pool but only through MS Project, not by trying to save the file itself. Click OK because the pool must be open to transmit the resource’s account information to Project Central when the tasks are assigned to the Web.



3.6. Create Master Project Plan

3.6.1. Create Master Plan

3.6.1.1. Open MS Project and the Shell.mpt template.

3.6.1.2. Save the Master Plan in the project or team’s directory as ProjectNameMaster.

3.6.1.3. Ensure the calendar dates reflect any non-working days for the teams (Product Management, Development, QS, and Tech Pubs).

3.6.1.4. On the first blank line, enter the name of the project with Master Plan following, i.e. Payments 1.2 Master Plan.

3.6.1.5. Select the next blank line and click Insert, Project. Find the Product Management plan and click Insert.

3.6.1.6. Click the right pointing arrow icon to indent the Product Management Plan.

3.6.1.7. Select the next blank line and click Insert, Project. Find the QS plan in and click Insert.

3.6.1.8. Using Appendix C, Linking Plans, link the dependent activities between the two plans.

Note: When each plan is opened, the following dialog box appears: Click OK each time.

3.6.1.9. If Development is starting their plan early to assist in the Requirements Stage, insert their plan below QS and link the dependent activities per Appendix C.

3.6.1.10. When the Tech Pubs plan is started, insert that at the next blank line and link the tasks according to Appendix C.

3.6.2. Schedule

3.6.2.1. Linking automatically reschedules the project based on the new dependencies. The managers should jointly review the dates to determine if they are agreeable and, if not, what to do about them. Some suggestions:



• Start tasks at the same time, (start-to-start) rather than the default of finish to start (change in the Task Form, Predecessors tab).

• Set dates for specific tasks. Use View, Resource Usage to see how many hours are now allocated to resources. This indicates how many more resources are needed to meet the dates.

• Reduce scope.

3.6.2.2. Not Allowed: Eliminating required tasks, such as testing, the application run book, etc. Consult with the Process Manager for tasks that can be eliminated.



3.7. Set Dates and/or Priorities

3.7.1. Dates

3.7.1.1. Set the view to Gantt Chart.

3.7.1.2. Double-click a task. The Dates on the General tab are the early start and early finish dates calculated by the system and should not be changed unless changed by the program.

3.7.1.3. If a task needs to start or end on or before a certain date or is not to start or end before a certain date, this date is entered on the Advanced tab (see following screen).

3.7.1.4. Deadline does not affect the schedule. However, it will flag the task if it has not been completed by the deadline.

3.7.1.5. Constraint Type affects scheduling, some constraints more than others. Note that constraints that conflict with other constraints or with lags or with fixed work will not force dates or over allocations. The types of constraints are:

• As Soon as Possible, As Late as Possible–affects scheduling but does not require a date

• Finish No Earlier Than, Start No Earlier Than–must enter a Constraint Date. Schedules anytime after that date.

• Finish No Later Than, Start No Later Than– must enter a Constraint Date. Schedules anytime before that date.

• Must Start on, Must Finish On–must enter a Constraint Date. Warning! Do not use. Can cause schedule problems.

3.7.2. Priorities

3.7.2.1. The default is 500. When MS Project has a choice between tasks, it will schedule the higher priority first. Use this function to designate critical tasks for priority scheduling.



3.8. Critical Path

3.8.1. View Entire Project

3.8.1.1. Zoom in on the whole project (View, Zoom, Entire Project, OK). This displays the start and end dates.

3.8.1.2. To see the Gantt bars on a larger or smaller timescale, click the plus (Zoom In) or minus (Zoom Out) magnifying glasses to the right on the Standard Toolbar.

3.8.1.3. To look at only the summary tasks, click the Show on the lower (Formatting) toolbar and select the outline level needed.

3.8.1.4. If the dates are acceptable, go to Section 3.11 to use Project Central.

3.8.2. View Critical Path

3.8.2.1. Check the entire project by displaying the Gantt Chart (View, More Views, Detail Gantt, Apply) then zoom.

3.8.2.2. The critical path and critical tasks are in red.

3.8.2.3. Non-critical paths and tasks are in blue.

3.8.2.4. Milestones are represented by solid diamonds.



3.8.2.5. Slack, in green, is extra time to complete a task while critical tasks are being completed.

3.8.2.6. Slippage, in gray, is a new schedule date compared to a baseline schedule date. (See next section for baseline.)

3.8.2.7. Summary, the solid black bar, is summarizing a block of tasks belonging to a roll up task.



3.9. Baseline the Project

3.9.1. Definition:

3.9.1.1. A baseline is saving project plan dates and estimates at a specific date and time for the purpose of comparing the original estimates to actual hours and date changes as the project progresses. This helps the manager determine whether the schedule is on or off target.

3.9.2. Selecting the Baseline

3.9.2.1. When the Master Plan is acceptable to all managers, baseline the first stage. Select all activities in the stage, then click Tools, Tracking, Save Baseline.

3.9.2.2. An alternate is to baseline the whole Master Plan. While this also baselines stages that have questionable estimates due to unknowns, the plan can be re-baselined at each stage, allowing even more comparison of original to stage changes to actuals.

3.9.3. Save the Master Plan

3.9.3.1. Once the dates are acceptable, save the Master Plan to the server and to Project Central.

3.9.3.2. First save to Project Central. This does not set up timesheets for resources. It allows the project to be viewed by those with a need to know (see the Project Central Administrator for permissions).



3.9.3.2.1. Select Tools, Workgroups, Update Project to Web Server.

3.9.3.2.2. The following message appears after the save. Click OK.

3.9.3.3. Now save the Master Plan to the server. The message below appears to save each linked plan. Click Yes to All. This saves the changed dates in each plan and in each resource pool.



3.10. Check Resource Usage

3.10.1. Resource Pool

3.10.1.1. Resource usage is checked to ensure resources are not over-allocated. Open the team’s resource pool and click View, Resource Usage.

3.10.1.2. If a list of Unassigned tasks appears, click the negative box to collapse the list.

3.10.1.3. The Resource Name column lists the tasks but not the projects from which the tasks come.

3.10.1.4. The Work column indicates total allocated hours. Scrolling to the right or left in the yellow area displays the details as to what days, and the hours, the resource is allocated for work.

3.10.1.5. As time is worked and updated to the plan, the allocation will decrease as MS Project computes remaining allocations.

3.10.2. Resource/Team Master Plan

3.10.2.1. To determine which projects the resources are allocated to, the manager creates a team Master Plan and links all the team’s project plans into this Master. This Master is linked to the Resource Pool.

3.10.2.2. If changes need to be made, the manager changes specific project plans and notifies/coordinates these changes with other managers on the changed project so they understand the affects of the changes on the overall schedule. All changes must be saved.

3.10.2.3. To update the project schedule, the project Master Plan is opened, updated, and all subprojects saved to preserve the new schedule. The Master Plan is then saved to the Project Central server to update the project information.



3.11. Project Central

3.11.1. Notify Resources of Tasks

3.11.1.1. Note: After assigning tasks, managers must go to Project Central for updates and status reports from resources.

3.11.1.2. When the plan is ready for resources to charge time to tasks, assigning the tasks to Project Central does two things: it sets up the resources’ Project Central accounts, and the resources’ time sheets.

Warning: When assigning tasks to Project Central,

• Be sure your resource pool is open as read-write.

• Be sure you are linked to the resource pool.

• Be sure the View is Gantt Chart and the Task Entry View has been eliminated (use the sizing arrow to close down the window).

• Do not assign or update tasks to Project Central from a Master Plan.

3.11.1.3. To notify resources, click Tools, Workgroup, Team Assign. Click OK at the message “Send Messages for” and check All Tasks.

3.11.1.4. Change the e-mail message as needed. Be sure the resources’ names are in the To: line. If missing, contact the Administrator.

3.11.1.5. Once assigned, the timesheets are now available for resources to enter time.

3.11.1.6. If using a borrowed resource (see section 3.5.4), be sure the pool that has the borrowed resource is open. Select only the tasks



the borrowed resource is on. At TeamAssign, select “Selected Tasks.”

3.11.1.7. Resources will receive a message from TeamAssign and can use it to respond with changes in estimated hours or comments.

Warning: If a resource responds with a No to an assignment, it deletes the task from the resource’s time sheet. However, even if the manager uses Update, which is used to update the project plan, it will not have any effect on that task in the project plan. So the resource will assume they are off the task when they aren’t.

3.11.2. Adding tasks or resources

3.11.2.1. Tasks added by the manager or resources added to tasks are sent to the resources via TeamAssign.

3.11.3. Changing assignments or due dates

3.11.3.1. When changing resources from one task to another or deleting tasks or when task due dates change due to schedule changes, use TeamUpdate to inform resources of the changes.

3.11.3.2. Deleting a resource from a task or deleting the task appears as a X on the task in the resource’s time sheet. The manager can permit resources to permanently delete tasks from their time sheet.



3.12. Statusing the Plan

3.12.1. Project Plan Columns

3.12.1.1. In the Project Plan, insert columns (Insert, Column) for Regular Work (estimated work), Actual Work (actual work completed), and % Work Complete (percent of the task that is complete based on the estimated and actual work).

3.12.1.2. For each column, Title is the title that appears at the top of the column in the plan. If left blank, Title defaults to Field Name.

3.12.2. Status from Resources

3.12.2.1. Resources can send the following updates to the manager:

• Actual hours

• A new estimate for the hours needed to complete a task

• New tasks

• Calendar non-working time (from their Outlook calendar)

• Comments on a task

3.12.2.2. Resources cannot affect a plan by

• Recording non working time

• Adding Outlook tasks to their timesheets

• Deleting a task in their timesheet (they have been instructed not to delete tasks but if they do it will not affect the plan).

3.12.2.3. Resources can adversely affect a plan by

• Adding tasks to another manager’s plan (how to restrict is unknown at this time but managers can avoid by checking resource updates).

• Adding non-specific project time blocks from their Outlook calendar to the plan (only non-project blocks should be sent—managers can avoid by reviewing calendar updates). Note that non-working time displays in the resource’s individual calendar, not in the Resource Usage sheet.



3.12.2.4. % Complete: The MS Project Central Procedure specifically prohibits resources from entering % complete as it can cause calculation problems in the plan. MS Project will calculate % complete.

3.12.2.5. The manager tells resources to send update hours at a set time and day. Their hours will be in a message that the manager will receive through Project Central (see following screens).



3.12.2.6. The manager reviews the data from a resource then clicks Update to update the plan. This is repeated for each resource.

3.12.2.7. If the manager doesn’t agree with the update, they can contact the resource to change the update and resave and resend it.

3.12.2.8. If a resource does not send data on time, the manager can select the tasks then send a request for status through Tools, Workgroup, TeamStatus.

3.12.2.9. Non-working time from a calendar can be updated to any open project but should be updated to the Resource Pool.

3.12.2.10. Once the plan is statused, the manager must analyze dates. If there is slippage, the manager must follow the Software Tracking and Oversight Procedure.

3.12.3. Status Reports

3.12.3.1. The manager can also set up a status report format in Project Central that requests status on a periodic basis. On the Project Central Home Page, see the bottom left menu, Request a Status Report.



3.12.3.2. Clicking this line gives a choice to create, edit or delete a status report. Selecting create starts a report wizard that guides you in formatting the report and setting the time for it to be completed.

3.12.3.3. The Status Reports menu also allows for grouping and merging reports as needed.



3.13. Templates

3.13.1. Approval

3.13.1.1. New templates must be approved by the SEPG (Software Engineering Process Group) and stored in the MSProject Templates directory on server\proj planning\MSProject Templates.

3.13.1.2. Proposed templates are sent to the Process Manager who analyzes the proposed changes to ensure they conform to CMM (Capability Maturity Model) requirements, then forwards them to the SEPG.

3.13.2. Creating a template

3.13.2.1. Use the Shell template at server\proj planning\MSProject Template\Shell.mpt.

3.13.2.2. Add the Project Standard Activities from existing templates.

3.13.2.3. Add Milestones

• Include Pass Inspection milestones on all major work products (see section 3.4.2.6 on creating milestones).

• Include Stage Complete milestones such as Requirements Stage Complete or Module One Stage Complete.

• Highlight milestones as bold and blue.

3.13.2.4. Include Process Assessment and Status/Stage End Reports activities at the end of each stage, before the Stage Complete milestones.

3.13.2.5. Link all dependencies.

3.13.2.6. Ensure there are no resources in the template.



Appendix A: MS Project Plan Template Defaults

Under Tools, Options, the defaults are as follows:

� Calendar Tab

� Schedule Tab



� Calculation tab

� Workgroup tab



Appendix B: Defining Task Type

Task Types are Fixed Units, Fixed Duration, and Fixed Work

Definitions Duration = Work / Units

Duration is the time it takes to get all the work completed.

Work is the time actually spent on the task.

Units is the percentage of time the resource spends on the task every day.

Example: The resource spends 10 hours on the task (work) but only does it two hours a day (.25 units*) so completing the task takes 5 days (duration).

* 2 hours a day divided by an 8 hour day is .25

Effort-driven: Task type determines which pieces of the equation are calculated—duration, work or units. How this calculation occurs depends on whether the task is effort driven

Effort-driven: The duration is divided among the resources. An effort-driven task with a 4-day duration (32 hours) and two resources means each resource is assigned 16 hours of work. Four resources would mean 8 hours work each.

Non-effort-driven: The total hours duration are assigned to every resource. An effort-driven task with a 4-day duration (32 hours) and two resources means each resource is assigned 32 hours of work.

Effort-driven is the default. Based on task type, work will be the last to change.

Fixed Unit (default): Units do not change but duration or work do. .

Fixed Duration: Duration doesn’t change but units or work do.

Fixed Work: Work doesn’t change but duration or units does.

Task Type Change Duration Work Units

Fixed Unit Duration increases (initial change) Increases Stays same

Fixed Unit Work increases Increases (initial change) Stays same

Fixed Unit Units decrease Increases Stays same (initial change)

Fixed Duration Work increase Stays same (initial change) Increase

Fixed Duration Units decrease Stays same Decreases (initial change)

Fixed Duration Duration increases (initial change) Increases Stay same

Fixed Work Units decrease Increases Stays same (initial change)

Fixed Work Duration increases (initial change) Stays same Decreases

Fixed Work Work increases Increases (initial change) Stay same



More on Effort-Driven Scheduling

• Effort-driven scheduling only takes effect when resources are added to or removed from a task.

• Effort-driven calculation rules are not applied when you change work, duration, and unit values for resources already assigned to a task.

• When working with effort-driven scheduling, keep the following in mind:

• The effort-driven calculations will apply only after the first resource is assigned to the task. Once a resource is assigned, the work value will not change as new resources are assigned to or removed from the same task.

• The effort-driven calculations will not be applied to multiple resources that are assigned at the same time and that are the first assignments on a task. After this initial assignment of multiple resources, however, the work value will not change as new resources are assigned to or removed from the same task.



Appendix C: Linking Plans

1. The Product or Development Manager creates the Master Plan.

2. The Manager inserts the team project plans into the Master Plan (see section 3.6) in this order:

a. ProjectNameProdMgt

b. ProjectNameQS

c. ProjectNameDevelop

d. ProjectNameTechPubs

3. The Manager links the tasks according to the following tables.

4. The linking causes the inserted plans to update automatically with schedule dates that reflect estimated hours and durations for all the plans. This is the real schedule for the project.

5. When the Master Plan is closed, each inserted plan and related resource pool must be saved to keep the schedule date changes in the individual plans. The manager responsible for the Master Plan is responsible for checking with other plan managers about saving their plans. If they do not want their plans saved, the Master Plan manager must be cautious in reading the prompt messages.

Links

1. To link, select the indicated tasks, in the same order as written, using the Ctrl key

2. Click the link icon (under the word Window on the menu).

3. Change any relationships (dependencies) not designated as Default (Default is a Finish-to-Start relationship).

a. Double click the task,

b. Select the Predecessor tab,

c. In the Task table, click the dropdown box under column Type,

d. Select the link type, then, if needed,

e. Change the lag time



LINK TABLE Type Lag

(NOTE: after linking all activities within a stage, click the minus box in front of a roll up task to collapse the activities in that stage)

(PM) Develop/Review Use Cases, (QS) Inspect Use Cases Default

(PM) Develop/Review Use Cases, (QS) Develop/Amend SCM and Quality Plan

SS

(PM) Develop Risk Management Plan, (QS) Inspect Risk Management Plan

Default

(PM) Complete/Baseline Functional Requirements, (QS) Inspect Requirements

Default

(QS) Inspect Use Cases, (PM) Use Cases Pass Inspections Default

(QS) Quality/SCM/Risk Plan Pass Inspection, (PM) Quality/SCM/Risk Plan Approved by Customers

Default

(QS) Inspect Requirements, (PM) Requirements Pass Inspections Default

(PM) Requirements Approval by Development, (QS) Process Assessment

Default

Design/Project Planning Stage

(PM) Functional Requirements Document Review, (Devel) Review requirements/use cases

SS

(Devel) Review requirements/use cases, (PM) Requirements Approval by Development

FF

(Dev) Update Design Documentation, (QS) Review/Inspect Design Documents

Default

(QS) Review/Inspect Design Documents, (Dev) Design Documents Pass Inspection

Default

(Dev) Project Documentation Reviewed with Project Team, (QS) Review Project Plan with SQA

Default

(TechPubs) Tech Pubs Documentation Plan, (Devel) Review Project Plan with SQA

Default

(Dev) Project Plan Draft Complete, (QS) Inspect Software Dev Plan, MS Project Plan

Default

(QS) Inspect Software Dev Plan, MS Project Plan, (Dev) Project Plans Pass Inspection

Default

(Dev) Project Plans Pass Inspections, (QS) Process Assessment Default

Coding/Documentation Stage

Create Criteria for Minimum Acceptance Test, (QS) Develop Test Scripts

SS

Create Criteria for Minimum Acceptance Test, (QS) Develop Test Input Data

Default



Create Criteria for Minimum Acceptance Test, (QS) Create Test Schedule

SS

Create Criteria for Minimum Acceptance Test, (QS) Setup Integration Test Server

SS

Create Criteria for Minimum Acceptance Test, (QS) Setup Database SS

Create Criteria for Minimum Acceptance Test, (QS) Setup system/load test environment

SS

(Dev) Scheduled Code Reviews, (QS) Review/Inspect Code Default

(Dev) Scheduled Code Reviews, (Tech Pubs) Insert Technical Documentation into System

Default

(Tech Pubs) Insert Technical Documentation into System, (QS) Review/Inspect Tech. and User Documentation

Default

(QS) Review/Inspect Tech. and User Documentation, (TechPubs) Tech./User Documentation Pass Inspection

Default

(TechPubs) Tech./User Documentation Pass Inspection, (Dev) Code Passes Inspection

Default

(Dev) Code Passes Inspection, (QS) Process Assessment Default

(Dev) Development Integration Test Successful, (QS) Process Assessment

Default

Build/Test/Release Stage

(Dev) Code Migration, (QS) Builds Default

(QS) Builds, (Dev) Auditing Build Activities Default

(QS) QS Integration Testing, (Dev) QS Integration Test Successful Default

(QS) QS System Test, (Dev) QS System Test Successful Default

(Dev) QS System Test Successful, (QS) Process Assessment Default

(QS) QS Build/Test/Release Stage Complete, (Dev) Application Beta Ready

Default