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Lecture # 43
11. Application Tools
11.1 Managing Tasks in Microsoft Project 2000
Project management is a highly specia1ized and professional task. The chances that a project can go haywire are very high because project management includes numerous activities, such as planning, resource allocation, risk management, and estimation. You can automate all these activities using a tool, Microsoft Project
2000. Activities such as project planning, resource and cost allocation, and project tracking can be done easily using the various user-friendly features of Microsoft Project 2000.
Microsoft Project 2000 is a popular project management tool that also enables you to schedule and track your project plan. In Microsoft Project , every unit of work, which consumes effort, time, and money, is called a task. You use Microsoft Project to specify tasks and the expected duration of each task. Using the task- related information, Microsoft Project prepares a project schedule. The schedule displays a plan consisting of the start and end dates of each task.
In addition, it plots a pictorial Gantt chart. The Gantt chart view depicts the extension of tasks across days along with the corresponding resources.
11.2 Creating Tasks
To manage a project efficiently, it is important to treat the project as a decomposable entity that can be analyzed and resolved. A problem first needs to be broken into units and then analyzed for solutions because it is always easier to focus on micro level units. Microsoft Project enables you to perform these tasks. It assumes that you have performed the WBS exercise for the project. The WBS exercise helps you to come up with indivisible units called tasks. Therefore, a task is an activity that has a defined start and end dates.
For example, XYZ Inc. has to develop an ERP project. They plan to complete the project in five phases: analysis, design, development, testing, and implementation. During the analysis phase, the WBS exercise is performed and a list of tasks is defined for each of the subsequent phases. Using Microsoft Project, you can create tasks for each phase, specify their duration, and assign resources to them. You can also set relationships between tasks to identify the successor and predecessor tasks.
11.3 Types of Tasks
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Microsoft Project enables you to create three types of tasks:
- General
- Milestone
- Recurring
General Tasks General tasks are the usual tasks that are independent and have no special characteristics related to their duration or time. For example, Analysis is a general task that XYZ Inc. plans to conduct. To create the Analysis task, you can use the Project menu on the Microsoft Project worksheet. The steps to create the Analysis task are as follows.
- Click the Project menu.
This displays the Project menu that contains all the task-related commands. Figure
11.1 displays the Project menu. Figure 11.1: Project Menu
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If you are not sure of a confirmed duration, you can specify an estimated duration of a task.
Figure 11.3 displays the Task Information dialog box where task details are specified.
Figure 11.3: Task Information Dialog Box
Tip: To specify an estimated duration for a particular task, you can precede or succeed the duration with a question mark. Alternately, you can select the Estimated check box next to the Duration text box.
- Click OK to confirm the details provided by you.
After a task is created, you; can specify the subtasks below it. For example, Project scope determination is a subtask of the Analysis task. To specify the subtask, you first create the Project scope determination subtask by using the Task information dialog box. Next, you specify a summary designation for the Analysis task. A summary designation indicates that the task represents a parent task for a group of related tasks below it. The start date of a summary task is the start date of the first subtask. Similarly, the finish date of the summary task is the finish date of the last subtask under the summary task.
To designate Analysis as the summary task, perform the following steps:
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- Create a task named Project scope determination using the Project menu. You need to create this task below the Analysis task.
- Select the Project scope determination task.
- Click the Indent icon on the Formatting toolbar.
The Indent icon is the green arrow pointing towards right. Clicking this icon indents the selected task to the right. Notice in Figure 11.4 that Microsoft Project formats the summary task in bold. Alternatively, you can use the left indent icon to make the Analysis task as a summary task.
Figure 11.4: Creating Summary Tasks
Similarly, you create the rest of the tasks listed in the project plan of XYZ Inc. and specify subtasks below them. You store the list of tasks and their details in a file with an extension .mpp in Microsoft Project.
Milestone Tasks Milestone tasks are the second type of tasks that you can create using Microsoft Project. These tasks have no duration. They serve as markers or reference nodes for significant accomplishments in a project. Examples of a milestone task are project startup, project end, pilot implemented, and SRS document sign off. Creating a milestone task is similar to creating any other task. The only difference is that after the task is created, you select an additional option named Mark task as milestone in the Task Information dialog box.
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nature of the task. The seriousness of the nature of the task determines how often the task needs to recur.
For example, if it is a simple meeting to take stock of the situation, you can select the weekly option. Similarly, you can annually schedule a high level meeting of the board of directors. However, if an ongoing project is faltering due to frequent slippages, you need to closely monitor the activities of the project. To monitor the project activities effectively, you can convene a meeting every day.
You can also schedule the start and end dates of a recurring task. For example, for XYZ Ltd. you need to create the recurring task Project Meeting under the Analysis task. The Project Meeting task recurs every Friday until March 14, which is the project end date. You can create this task by using the Insert menu, and then specify the details in the Recurring Task Information dialog box. To create the recurring task you perform the following steps.
- Select the task row where you want the task to appear.
- Click the Insert menu.
- Click the Recurring Task command to display the Recurring Task Information dialog box.
- Type Project meeting in the Name text box.
- Select the Friday check box in the Recurrence pattern group box. This step specifies that the task should recur every Friday. Note that the Weekly option button is selected by default.
- Click the End by option button.
This ensures that the weekly task should continue only until February 14. Figure 11.6 displays this step.
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Figure 9.6: Creating Recurring Tasks
- Select February 14 from the calendar.
- Click OK to close the Recurring Task Information dialog box.
A recurring task appears with a special circular arrow symbol in the indicator field. In the Gantt chart view, it appears at intervals on all the days it is scheduled until the last date specified.
11.4 Adding Constraints to Tasks
Constraints are defined as1illitations that negatively affect the schedule and quality of a project. Some of the typical project constraints are mentioned below:
Duration of a project Resources of a Project Performance goals of a project
A constraint also affects other constraints. For example, you may need more resources if you reduce the project duration. You may also have to forgo some of the goals and features of the project if you decide to reduce the project duration. Therefore, it is important that you decide the tradeoff judiciously.
In Microsoft Project, you can specify constraints as limitations that are enforced on a task. For example, you can specify that a task must start on a particular date or not finish later than a particular date. Therefore, schedule-related constraints are available in Microsoft Project.
As soon as possible (ASAP) As late as possible (ALAP) Start no later than (SNLT) Finish on later than (FNLT) Start no earlier than (SNET) Finish no earlier than (FNET) Must start on (MSO) Must finish on (MFO)
ASAP When you use this constraint, Microsoft Project schedules a specific task as early as possible. For this reason you do not mention a specific date for such a task. Microsoft Project automatically assigns this constraint when you schedule a new task from the start date of a project. To change this constraint to a specific constraint, you can assign a specific start date to it.
ALAP When you use this constraint, Microsoft Project schedules a specific task as late as possible. This is the reason why no specific date is mentioned for such a task.
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MSO
This constraint indicates that you must begin a task only on the specified start date and not later or before that. This is an inflexible constraint. It is usually enforced during a short cycle duration project when you are unsure whether each task mayor may not start on time. This may disturb the planned schedule of the entire project. You can enforce the MSO constraint for critical projects depending upon client requirements.
MFO If you use the MSO constraint, it is most likely that you would use the MFO constraint also. Using the MFO constraint enables you to focus on completing a particular task. It is useless if you enforce a strict start date with no strict finish date for completing a task. You can again enforce this constraint for critical projects depending upon client requirements.
You enforce or use a constraint on a task by specifying the details in the advanced page of the Task Information dialog box. In that dialog box, you can also specify the start and the end dates of a constraint depending upon the type of constraint that you choose.
For example, for XYZ Inc. you need to add a constraint to the Develop test plans task. This task is a subtask of the Testing task. After creating both the tasks, you specify the duration of the Develop test plans task. You want that the task should not carry on for more than two days. You also need to impose a constraint that the task should not finish later than August 10. However, the management would appreciate if the task finishes before that.
To add the constraint to the Develop test plans task, you use the constraints feature in the Task Information dialog box. To access the constraints feature, you perform the following steps:
- Click the Advanced tab in the Task Information dialog box.
- Type Develop test plans in the Name text box of the Advanced tabbed page.
- Type 2 in the Duration text box This specifies the maximum time allotted to complete the task. 4. Click the Constraint type box.
- Click the Constraint type box.
- Select the Finish No Later Than option in the displayed list.
- Click the Constraint date list.
- Select August l0 as the finish date from the calendar that is displayed.
Figure 9.7 displays this step. docsity.com
Figure 9.7: Adding Constraints
- Click OK to close the Task Information dialog box. The Develop test plans task is displayed with an icon for Finish No Later Than constraint in the Task sheet of the Gantt chart view.
Tip: After specifying a constraint type and its date, it is a good idea to specify the details of choosing a particular constraint type and its date. Subsequently, you may want to share this information with your colleagues in meetings. This can be done by clicking the Notes tab in the Task Information dialog box and entering your comments.
11.5 Adding Deadlines to Tasks
Deadlines are strict finish dates for a particular task. Microsoft Project considers a deadline to be a target date to complete a task. You add a deadline to a specific task if you track the progress of that task. Setting realistic deadlines to tasks also enables you to schedule the subsequent tasks.
Deadlines are important because they depict the finish date of a task. Therefore, you can track whether a task has exceeded the planned time or is completed before time. If the task is taking longer than expected, you can take remedial measures such as adding resources. Adding deadlines does not affect project schedule nor does it enforce a date constraint. However, it marks a task that has crossed its deadline with an indication mark next to it.
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FF
You can also begin two tasks that finish simultaneously. In such a case, the dependency relationship between the two tasks is called an FF relationship. For example, the task to prepare a checklist for implementing a software product cannot end unless implementation testing for that software product is complete.
SF Finally, you can have a SF relationship between tasks. This relationship indicates that a task cannot end until its preceding task starts. This relationship usually takes place when a project is scheduled from the project finish date. This relationship helps to minimize the risk of delay of a predecessor task if the successor task is dependent on the start of the predecessor task. For example, the testing phase can only start after the coding phase is complete.
11.7 Lag and Lead Time between Tasks While adding dependencies to tasks, you can also specify lag and lead times for any two interdependent tasks. Lag time is defined as the excess time that is allowed to lapse between predecessor and the successor tasks. This results in a delay in the start of the successor task. For example, you may use this option if you feel that the tasks of the analysis phase are taking more than the planned time to complete. Consequently, you might not want to start the high--level design task as planned but postpone it. In this case, you would calculate the maximum lag time for the high-level design to start.
You specify the lag time for a task as a positive value in the Lag field cell of the Predecessors page. This page exists in the Task Information dialog box.
Lead time is defined as the overlap that exists between two dependent tasks. For example, you could decide to start testing units when developers have partially completed creating the applications for a project. Therefore, you move ahead of the schedule of a successor task before time.
You specify the lead time for a task as a negative value in the same Lag field cell of the Predecessors page. This page exists in the Task Information dialog box.
Consider an example to link two tasks, procuring resources and drafting a project plan. According to the plan, securing resources is a predecessor task while drifting a project plan is a successor task. You need to link the two tasks using the start-to- finish relationship because it is anticipated that the task to draft a plan cannot start before the resources are procured and incorporated in the project plan. During the course of the project, you feel that the successor task cannot begin as planned because procuring resources is too time-consuming. You analyze and deduce that the project plan can only be drafted four days after resources are procured.
You link the two tasks by using the Edit menu. After linking the two tasks, you set the type of relationship as start-to finish. Assume that for the XYZ Inc:
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project, you need to link the Develop code and Developer primary testing tasks. You have created the Development summary task before. Now, you create these two tasks under the Development summary task. Then, you set a relationship between the tasks. Finally, you set a four-day lag time between the two tasks. To link tasks and set the lag time between them, perform the following steps:
- Create a task named Develop code by using the Project menu.
- Create a task named Developer primary testing below the Develop code task by using the Project menu.
- Select Develop code.
- Select Developer primary testing with the Ctrl key pressed.
- Click the Edit menu.
- Click the Link Tasks command.
The two tasks are displayed as linked to each other in the Gantt chart view as you see in Figure 11.8.
Figure 11.8: Linking Tasks
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A split in a task is defined as an abrupt and sudden interruption in the planned schedule. The need to split tasks arises because practically no task can be completed without a break. Due to resource crunch, a planned task is normally halted for some time.
For example, at XYZ Inc., both the tasks to train developers and to test a software module require a Windows 2000 Server. However, depending upon the criticality of the tasks, you can split one of the non critical tasks. In this case, you decide to stop testing the software module and continue training the developers. To specify the task using Microsoft Project, you first create a Testing task as the summary task. After creating the Testing task, you create the Unit testing task under the Testing task. Next, you split the Unit testing task.
To split the Unit testing task, you perform the following steps:
- Create a task named Unit testing below the Testing summary task.
- Select the Unit testing task.
- Click the Edit menu. The Edit menu contains the command that enables you to split a task.
- Click the Split Task command on the Edit menu. Upon clicking the Split Task command, the shape of the cursor changes. In addition, a small yellow box with a tool tip suggesting how to split a task hovers on the task view of the Microsoft Project window.
- Drag the changed mouse cursor over the task in the Gantt chart view.
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Figure 11.10: Splitting Tasks
In Figure 11.10, you can see the task being split into the required number of days. To split a task for a specified number of days, you drag the mouse pointer to a particular date. For example, a task is scheduled to start from May 5. You want a part of the task to start again from May 15. Therefore, there is a gap between May 5 and May 15. To start the task again from May 15, you drag the last end of the task and release the mouse pointer on May 15 in the Gant Chart view.
11.9 Assigning Resources and Resource Costs to Tasks
Resources are means that help convert input to a task into output for the task. Resources are assigned to tasks for the following reasons:
To track the costs of each resource To track the work completed and the material resources used in a project
There are two types of resources, work and material. Work resources refer, to the people and equipment. At the end of a project, these resources are not consumed. Unlike work resources, material resources are used completely by the end of the project. For example, to complete the task of writing the code for a module, you need human and material resources. You need material resources such as hardware, software, and electricity.
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Figure 11.12: Assigning Resources to Tasks
The Assign Resources dialog box contains two fields, Name and Units. The Name field indicates the name of the available resources in the resource pool or a project. The Units field indicates the number of resources that can be used for a particular resource.
You can use the Assign Resources dialog box to assign units for both work and material resources. The unit for work resources is specified in terms of percentage. However, the unit for material is specified as a numeric value.
For example, you may select three computers or five workstations for the development team of a project. These values are not more than the predetermined value set for a resource in the Max.Units field of every resource in the Resource Sheet view.
Select the hardware resource for the Develop prototype task. You close the Assign Resources dialog box by clicking the Close button. The hardware resource is added next to the Develop prototype task.
11.10 Assigning Costs to Tasks
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Cost is an important aspect of project scheduling. Controlling costs ensures the optimal use of resources. For example, to complete a specific task in a project plan, you can assign more resources to that task. Alternatively, you can increase the duration of that task depending on the cost of the resources that are used by that task.
You can assign two rates for any type of a resource. The rate for work resources are calculated on an hourly basis. However, the rate at which the materia resources are calculated can be:
Standard rate: The normal rate at which a resource is procured Overtime rate: The rate that you pay if you overuse a work resource
For example, for the XYZ Inc. project, you need to specify the standard and the overtime rates for a work resource named Tester. To do this, you first assign the work resource Tester to the Unit Testing task that you created earlier. After assigning the resource to the Unit Testing task, perform the following steps to assign rates to the resource:
- Click the Resource Sheet view of Microsoft Project The Resource Sheet view is used to display all resources and their respective costs.
- Type Tester in the first cell of the Resource Name column
- Select Tester. You do this because that is the work resource for which you need to specify the standard and overtime rates.
- Click the Project menu to display the Resource Information command.
- Click the Resource Information command on the Project menu.
- Click the Cost tab in the dialog box. The costs tab provides information about the standard and overtime rates and the cost per unit of a particular resource.
- Type $30.00/h in the first cell of the Standard Rate column as shown in Figure 9.13.
- Type $10.00/h in the first cell of the Overtime Rate column.
The rates can also be entered as negative values to denote the decrease in rate as compared, to previous rates or as positive values to denote a comparative increase in rate, such as +20% or -20%.
- Click OK to close the Resource Information dialog box.
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