Cambridge Technical Introductory Diploma in IT

(Unit 8 - LO2) Microsoft Project

Using Project to plan and manage aproject.

 

Microsoft Project User Guide (sort of)

Load Microsoft Project: Start - All programs - Core applications - Microsoft Project 2010.

This is the first screen

Add the following tasks to your project in the "Task Name" column

Task Name
Inititation
 Business case
Discuss with client
Discuss with end users
Feasability study
Project charter
Select project team
Establish project office
Phase review
Planning

This is the result. Each task has its own row and will (in the future) be allocated resources and other attributes to make it a coherent element in the plan.

Select tasks 2 to 9, Business case to phase review ...

... then click on the indent button to make all of the selected tasks, subtasks of the planning task.

Now add the durations to the tasks.

Task Name Duration
Business case 1 day
Discuss with client 2 days
Discuss with end users 1 day
Feasability study 2 days
Project charter 0.75 days
Select project team 0.25 days
Establish project office 1 day
Phase review 1 day

You will note that the duration of the planning task becomes the duration of the longest sub-task (2 days).

Move the bar that separates the calendar from the dates so that the columns "Predecessors" and "Resource Names" are revealed.

The next step is to add the predeseccor of each task to the plan. The predecessor is the task that comes before this one. So the predecessor for task 3 is task 2. Task 2 has no predecessor as task one is simply the summary task.

Repeat this for all of the other tasks up to but not including "Planning"

You will notice that as you add each task thesummary task "Initiation" is increasing and that each of the tasks is connected by a line. In addition, the dates are being chamged for you.

The next step is to add resources to your plan.

Click on the drop down under "Gantt chart" and select "Resource Sheet".

You can now add the various jobs and individuals

Resource Name Type Material Label Initials Group Max. Units Std. Rate Ovt. Rate
Project Manager Work PM 100% £20.00/hr £0.00/hr
Client Work C 100% £0.00/hr £0.00/hr
Developer Work DV 100% £16.00/hr £24.00/hr
Designer Work DS 100% £15.00/hr £22.50/hr
Videographer Work V 100% £14.00/hr £21.00/hr
Data manager Work DM 100% £18.00/hr £27.00/hr
Librarian Work L 100% £12.00/hr £18.00/hr
Graphic designer Work G 100% £14.00/hr £21.00/hr
End Users Work EU 100% £0.00/hr £0.00/hr

Take care with the default values for your resources and make sure that the intials make sense as there are a number of resources that start with D.

This is the complete (for the moment) list of jobs and individuals.

You can now allocate the various jobs and individuals to the tasks and sub-tasks in your plan. Select the drop down and then tick the resources being used or if there is only one resource for that task then the initial will suffice.

This is my completed list of tasks and sub-tasks with resources added.

Change the view, this time to the resource graph (click on "Gantt chart and select "Resource Graph")

You can select different resources from the very bottom right slider and then change the date to see that each resource has no more than 100% of their daily activity to undertake.

Making changes.

Suppose that that you wish to make a chamge to your plan at this point.

If you want to change a duration then simply change the value in the duration column.

If you want to add a task or sub-task then the process is a little more complicated.I am going to add a few sub-tasks to the feasibility study.

  • Write the feasibility study,
  • Agree with the client
  • Produce summary for the charter.

Firstly, click on the task below the one you want to add something to and click "New task" in the menu bar.

As you can see, I need 3 new tasks ...

... now I add the task names ...

... then indent the 3 new tasks as they are sub-tasks of "Feasibility Study".

You will note that "Feasibility Study" becomes a summary task.

Next, add the durations and crucially, add the correct predecessors. Importantly, Task 6 (Write the feasibility study) has the predecessor 4 as 5 is its own summary task.

Task 9 (Project Charter) now has two predecessors, task 8 the preceding task and the summary task, task 5.

The summary task also does not have any resources as they are included in the sub-tasks.

Making two tasks run at the same time.

Suppose it were possible for one grop of people to work on one task while another group work on a different task. In my plan the dicussion of the business case with the client and the end users is undertaken with different project staff members so could happen at the same time. This is the case at the moment where the 4th task has 3 as its predecessor ...

... but if they are to start at the same time then all that needs to change is for them to have the same predecessor, task 2.

In addition task 5 must wait for both tasks 3 and 4 to finish (as must task 6 as it is a sub-task of task 5) so the chart is now this.

Note that there is now a gap after the end of task 4. This is correct.

How much money has been spent so far?

Click on the "Project" menu bar option to see this...

Then click on "Project information"

... then "Statistics" to see this...

The curent expenditure is £1,768.00.

Second Activity

Here are the activities that a project manager thinks are necessary to create a language project. Create a project plan for these activities.

Project plan task
Project 2 - Language project
Planning
Inititation
Meeting with client
Write business case
First draft client brief
Feasability study
Project charter
Select project team
Establish project office
Phase review
Planning milestone
Design
First draft of design
Evaluate design against business case
Describe functionality
Rough layouts
Wire frame design
Business data structure
Apply outline functionality
Review design with client
Review design with end users
Document all design creation
Phase review
Design milestone

Your project should look something like this...

Now add the durations of each task. Take care with the milestone tasks. A milestone task is almost a place holder to say that a task has been completed. It has no duration. The summary activities are not given a duration as the program will complete the calculation for you.

Project plan task Duration
Project 2 - Language project
 
Planning
 
Inititation
1 day
Meeting with client
0.5 days
Write business case
0.5 days
First draft client brief
1 day
Feasability study
2 days
Project charter
0.5 days
Select project team
0.25 days
Establish project office
0.25 days
Phase review
0.5 days
Planning milestone 0 days
Design
 
First draft of design
3 days
Evaluate design against business case
0.5 days
Describe functionality
0.5 days
Rough layouts
1 day
Wire frame design
1 day
Business data structure
1 day
Apply outline functionality
0.5 days
Review design with client
0.5 days
Review design with end users
0.5 days
Document all design creation
4 days
Phase review
1 day
Design milestone 0 days

This is now the plan. Note that milestones are shown as diamonds.

Add this table of resources to your project and then add the resources to your project as you see fit.

Resource Name Type Material Label Initials Group Max. Units Std. Rate Ovt. Rate
Project Manager Work PM 100% £24.00/hr £0.00/hr
Client Work C 100% £0.00/hr £0.00/hr
Developer Work DV 100% £18.00/hr £24.00/hr
Designer Work DS 100% £16.00/hr £23.00/hr
Videographer Work V 100% £14.00/hr £21.00/hr
Data manager Work DM 100% £18.00/hr £27.00/hr
Librarian Work L 50% £12.00/hr £18.00/hr
Graphic designer Work GD 100% £14.00/hr £21.00/hr
End Users Work EU 100% £0.00/hr £0.00/hr

This is the Resource Chart...

This is the view with all of the resources added.

Next, schedule the tasks by adding predecessors. The trick is that summary tasks are connected to each other as well. Don't forget to indent the sub tasks.

Make sure that the cost of your project is less than £6,000 at this point.

LO2 Assessment activities

Below are four suggested assessment activities directly linked to the pass and merit criteria for LO1 to help with assignment preparation.

  • P3:  Complete the documentation for the initiation phase for an identified project
  • P4:  Develop a project plan for the identified project
  • M2: Carry out and document a phase review of the project plan
  • D2:  Create a Business Case to support an identified project

Imagine that you are to provide trainee designers a handout. This is to be given to trainee application designers to provide them with a comparison of the differences and similarities of the various application development models and the choice of a particular model for a particular product design. The handout should consider the similarities and differences between different application development models. You should explain how the different application development models are appropriate for different types of project. You should select which development model you would use for this application design based on the overall client brief that you have been given. The handout must be in your own words and provide a comprehensive summary of your findings. It is important that you correctly reference all sources used, following appropriate conventions. ]

LO1 Understand how applications are designed

P1: Learners must describe the key activities of different stages in application development. They should describe these for a named application development model. This can be in the form of a report, presentation with detailed speaker notes, user guide or tutor resource.

M1 Learners should consider similarities and differences between different application development models. They should also explain how the different application development models are appropriate for different types of project. This can be an extension of P1 or presented as a hand out for learners, presentation or report.