Working with

Prof. Dimitris Folinas

dfolinas@[Link]

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 Who am I
• Prof. Dimitris Folinas
• IHU – Department of Supply Chain Management
• ICT (in Operations Management) background
• Email. dfolinas@[Link], folinasd@[Link]
• Mob. 00306938312524
• Skypeid. dfolinas@[Link]

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 Introduction
• Microsoft Project (or MSP) is a project management software program
• It is designed to assist project managers in:
• Developing Plans / Organizing Projects In Tasks
• Defining Resources
• Assigning Resources To Tasks
• Analyzing Workloads
• Managing Budgets
• Tracking Progress

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 Project database
• Microsoft Project is a database, which is basically an electronic file cabinet
for storing and managing project time, cost, and scope information
• Relational database
• Tasks (100 fields)
• Resources (30 fields)
• Assignment resources to tasks (File / Save as / Excel workbook)

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 Introduction
• It stores the baseline separately from the current plan that contains the
ones actually executed
• Monitors the progress of work
• Binds resources
• Creates job calendars
• Changes the views / tables
• You can filter/highlight/group the information provided
• You can print ready or customized reports

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 Brief history
• The first version of Microsoft Project was released for DOS in 1984 by a
company working for Microsoft
• Microsoft bought all rights to the software in 1985
• During 1980’s couple of versions for DOS were released
• The first Windows version was in 1990
• During 1990’s there were also versions for Mac
• The latest version for Windows is Microsoft Office Project 2019

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 Main info
• PMI-oriented
• MS Project 2013 (and MS Project Server 2013)
• MS Project Standard Edition
• MS Project Professional Edition
• Greek (language pack)
• Certifications
• Microsoft Certified Professional
• Microsoft Project Certification
• Project Management Professional – PMP (video)

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 File types
• Microsoft Project Plan (.mpp)
• Microsoft Project Template (.mpt)
• C:\Program Files\Microsoft Office\Templates\1033

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Basic screen

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Basic screen

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 Dissemination
• Views
• Tables
• Filters
• Reports

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 Views
• Check various views (Gantt chart, Network chart, Calendar, Other views >
Resource sheet, etc.)
• View bar
• Tables – More tables

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 Create new project
• New > Blank Project
• Save as “New System [Link]”
The System Development Life Cycle, "SDLC" for short, is a multistep, iterative
process, structured in a methodical way. This process is used to model or provide
a framework for technical and non-technical activities to deliver a quality system
which meets or exceeds a business expectations

The SDLC highlights different stages (phases or steps) of the development

process. The life cycle approach is used so users can see and understand what
activities are involved within a given step. It is also used to let them know that at
any time, steps can be repeated or a previous step can be reworked when
needing to modify or improve the system

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Systems Development Life Cycle

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Step-by-step guide
Step 1: Add project file’s information Step 11: Assign resources to tasks
Step 2: Add project’s information Step 12: Format
Step 3: Create the project’s calendar Step 13: Critical path / Gantt chart wizard
Step 4: Assign project’s calendar Step 14: Reports
Step 5: Project file’s configuration Step 15: Set baseline
Step 6: Create the WBS Step 16: Update / On schedule
Step 7: Insert tasks’ duration Step 17: Update / Off schedule
Step 8: Determine the task dependencies Step 18: Reports / Views / Tables / Filters /
Step 9: Change the timescale Groups
Step 10: Define resources Step 19: Project statistics
Step 20: Documentation

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 Step 1: Add project file’s information
• File > Info > Project information > Advanced Properties

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 Step 2: Add project’s information
• Project > Project Information

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 Step 3: Create the project’s calendar
• Project > Change Working Time
• Set working time (work weeks / details)
• Set non working time (exceptions / details)
• Check / Edit calendar calculation options
• Recurring tasks (insert recurring / task)

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 Step 3: Create the project’s calendar
• Example case 1
• Create calendar (My calendar) based on the Standard calendar where working
days are from Monday to Friday from 08:00 to 16:00
• Christmas holidays
• Briefing days [Every Friday and for the next 2 weeks organization will close 1
hour later]
• Example case 2
• Make 3 tasks A, B and C
• Each will have 4 days duration
• Working days vs. Calendar days
• Make one to 24 hour

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 Step 4: Assign project’s calendar
• Project > Project Information
• Calendar > Systems development calendar

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 Step 5: Project file’s configuration
• File / Options
• General (e.g. date formats)
• Display (e.g. currency, entry bar)
• Schedule (e.g. manually scheduled, calendar)
• Advanced (e.g. show project summary tasks)

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 Step 6: Create the WBS
• Work Breakdown Structure
• From something complex to something simple
• From general to specific
• To many simple things or organize a project into manageable objectives
• It defines the project
• It is usually depicted as an hierarchical breakdown of the work to be done
for a project

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 Step 6: Create the WBS
• Auto scheduled
• Insert summary tasks
• Insert tasks (indent)
• Insert milestones (go - no go)
• Format / Outline number
• Format / Project summary task
• Task Information
• Task Notes

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 Step 6: Create the WBS
• From something complex to something simple!
• The summary tasks are described as phases. It is recommended to use a
substantive, possibly accompanied by an adjective, e.g., a “Final plan” (if it
is a deliverable), or a “Final design” (if it is a phase)
• For tasks it is recommended to use a substantive explanation, (verb with a
noun) e.g. “Contract with a contractor”, “Evaluation of alternatives
solutions”,
• For milestones, it is recommended to use a substantive with an explanatory
noun, e.g., “Report completion”
• For repetitive tasks, it is recommended to use real plural, e.g., meetings
with the client

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 Step 6: Create the WBS
• Break down to the point where can estimate duration and cost
• Rule 8/80 (not less than 8 hours and not more than 80 hours / (1 to 10
days))
• Top-Down: where the deliverables are first introduced and then the
activities required to create them
• Bottom-Up: where all activities are recorded and then grouped into
deliverables
• Milestones (go - no go decisions, approvals, target dates, etc.)
• Definition of the deliverables
• Each summary task has a deliverable / milestone
• The last task of a summary task is a landmark that is the completion of the
deliverable (milestone)

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Step 6: Create the WBS

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 WBS Example 1:
Systems Development Life Cycle

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 Systems development life cycle
1. System Planning
2. Analysis and Functional Requirements
3. System Design
4. Development Phase
5. Integration and Testing
6. System Implementation
7. Operations and Maintenance

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These are the summary tasks!

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 Systems development life cycle steps
1. System Planning. The first step in the SDLC defines the scope of the project. For example, say a
business employs sales representatives who use an array of software and hardware products
to do their job. Perhaps some use iPhones when they’re on the road, whereas others may use
Android-based devices. Some may use Microsoft Outlook to manage contacts, whereas others
use Google. Whatever the situation, the business owner identifies the company needs a single
information system that controls all the tasks that the sales reps engage in while doing their
job. System planning is the process of preparing the feasibility study (from an economic,
technological and functional views), and then identifying the resources needed to develop it.

2. Analysis and Functional Requirements. In step two, you first identify the various scenarios and
second you determine the functional requirements of the information system - meaning, that
you should clearly define how the system will actually work in practice. It’s easy to skip over
the practicalities of end use when you’re designing a system on paper. In this phase, you
should work closely with the end users of the system to ensure that what you plan to develop
will ultimately meet their expectations and needs.

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 Systems development life cycle steps
3. System Design. Step three in the SDLC is reserved for detailing that specifications and features
that support the system’s functionalities. For example, a business that's designing an inventory
control system may detail in this section that the system needs to allow at least 15
simultaneous users or that it should interface with the U.S. Customs database as a compliance
check on imports. It mainly includes the development of flow-charts as well as the use cases
that describe the system's functionalities.

4. Development Phase. Development is step four in the SDLC. This is where you start building
your information system. Hardware is purchased and installed, and software is coded and then
loaded on a testing platform.

5. Integration and Testing. Your quality assurance staff will conduct step five: integration and
testing (system testing and acceptance testing). They make sure that your new information
system can work seamlessly with your existing systems, and that the new system works as
expected.

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 Systems development life cycle steps
6. System Implementation. Step six rolls out the information system to your entire business. If
you had the information system on a testing platform, this is the stage where you move it off
the contained platform to interface with your other systems. This includes first the installation
of the software system and the training of the staff.

7. Operations and Maintenance. Finally, the seventh step in the SDLC enables your staff to test
the system. Based on feedback, you can make changes to the information system at this stage,
such as adding features or boosting performance.

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Identify the tasks for every summary task!

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 Systems development life cycle tasks
1. System Planning. The first step in the SDLC defines the scope of the project. For example, say
a business employs sales representatives who use an array of software and hardware products
to do their job. Perhaps some use iPhones when they’re on the road, whereas others may use
Android-based devices. Some may use Microsoft Outlook to manage contacts, whereas others
use Google. Whatever the situation, the business owner identifies the company needs a single
information system that controls all the tasks that the sales reps engage in while doing their
job. System planning is the process of preparing the feasibility study (from an economic,
technological and functional view), and then identifying the resources needed to develop it.

2. Analysis and Functional Requirements. In step two, you first identify the various scenarios
and second you determine the functional requirements of the information system - meaning,
that you should clearly define how the system will actually work in practice. It’s easy to skip
over the practicalities of end use when you’re designing a system on paper. In this phase, you
should work closely with the end users of the system to ensure that what you plan to develop
will ultimately meet their expectations and needs.

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 Systems development life cycle tasks
3. System Design. Step three in the SDLC is reserved for detailing that specifications and features
that support the system’s functionalities. For example, a business that's designing an inventory
control system may detail in this section that the system needs to allow at least 15
simultaneous users or that it should interface with the U.S. Customs database as a compliance
check on imports. It mainly includes the development of flow-charts as well as the use cases
that describe the system's functionalities.

4. Development Phase. Development is step four in the SDLC. This is where you start building
your information system. Hardware is purchased and installed, and software is coded and
then loaded on a testing platform.

5. Integration and Testing. Your quality assurance staff will conduct step five: integration and
testing (system testing and acceptance testing). They make sure that your new information
system can work seamlessly with your existing systems, and that the new system works as
expected.

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 Systems development life cycle tasks
6. System Implementation. Step six rolls out the information system to your entire business. If
you had the information system on a testing platform, this is the stage where you move it off
the contained platform to interface with your other systems. This includes first the installation
of the software system and the training of the staff.

7. Operations and Maintenance. Finally, the seventh step in the SDLC enables your staff to test
the system. Based on feedback, you can make changes to the information system at this stage,
such as adding features or boosting performance.

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Identify the final deliverable for summary tasks!
1. System Planning
2. Analysis and Functional Requirements
3. System Design
4. Development Phase
5. Integration and Testing
6. System Implementation
7. Operations and Maintenance

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Identify the final deliverable for summary tasks!
1. System Planning > Feasibility study
2. Analysis and Functional Requirements > Report: User requirements
3. System Design > Report: System diagrams
4. Development Phase > First release
5. Integration and Testing > Second release
6. System Implementation > Final release
7. Operations and Maintenance > System

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These will be the milestones!

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Work Breakdown Structure
1. System Planning 4. Development Phase
1.1 Identify the scope of the project 4.1 Hardware is purchased and installed
1.2 Prepare the feasibility study 4.2 Software is coded
1.3 Identify the resources 4.3 Software is loaded on a testing platform
1.4 Feasibility study 4.4 First release

2. Analysis and Functional Requirements 5. Integration and Testing

2.1 Identify the various scenarios 5.1 Modules integration
2.2 Determine the functional requirements 5.2 System testing
2.3 Report: User requirements 5.3 Second release

3. System Design 6. System Implementation

3.1 Development of flow-charts 6.1 Installation of the software system
3.2 Development of use cases 6.2 Training of the staff
3.3 Report: System diagrams 6.3 Final release

7. Operations and Maintenance

7.1 Test the system
7.2 Modifications
7.3 System

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 WBS Example cases
• Choose one of the following two example cases:
• Organizing a wedding
• Create a website
• or choose from your own working / personal environment

• Make the WBS!

• No more than 5 summary tasks
• No more than 20 tasks

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 Step 7: Insert tasks’ duration
• For each task (not summary task)
you must:
• Estimate its duration
• Note the conditions that take into
account in estimating the length of
time
• Milestones = 0 days
• Specify the programming method
TE = (O + 4M + P) ÷ 6
(PERT, past projects, experts,
Expected time
organizations, etc.)
Optimistic duration
• [Link] Pessimistic duration
14/03/using-pert-to-calculate-task- Most likely duration
[Link]
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 Step 7: Insert tasks’ duration
• Differentiate between 10d? – 10ed – 10d or Estimated / Elapsed / Normal
duration
• Time Elapsed: used when the time of a certain time is more important
than the time required to execute
• Time to dry the paint or bond the concrete
• In this case 2 days means 24 + 24 and not 8 + 8

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Step 7: Insert tasks’ duration
Task Name Duration Task Name Duration
System Planning 13 days
Development Phase 27 days
Identify the scope of the project 3 days
Hardware is purchased and installed 10 days
Prepare the feasibility study 5 days
Software is coded 25 days
Identify the resources 5 days
Software is loaded on a testing platform 2 days
Feasibility study 0 days
First release 0 days
Analysis and Functional Requirements 4 days
Integration and Testing 10 days
Identify the various scenarios 4 days
Modules integration 5 days
Determine the functional requirements 3 days
System testing 5 days
Report: User requirements 0 days
Second release 0 days
System Design 9 days
System Implementation 5 days
Development of flow-charts 4 days
Installation of the software system 2 days
Development of use cases 5 days
Report: System diagrams 0 days Training of the staff 3 days
Final release 0 days
Operations and Maintenance 25 days
Test the system 10 days
Modifications 15 days
System 0 days

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 Step 7: Insert tasks’ duration
• Fixed-unit task: you have to plant a tree. One person needs two hours to
plant a tree. If you add another person, together they need only one hour
to complete the task
• Fixed-duration task: the number of resources does not affect the timing of
this type of task. To allow a week for a committee to review the company’s
new ad campaign-no matter how many people are on the committee
• Fixed-work task: for example, if you assigned three people to work on a
one-day task, Project would say that each person should spend 33 percent
of his or her time on the task to complete it in one day
• Effort-driven tasks: For fixed-duration and fixed-unit tasks, you can tell
Project to modify the percentage of total work that is allocated to each
resource, based on the number of assigned resources, if the number of
resources changes. In effect, you create an effort-driven task
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 Step 7: Insert tasks’ duration
Fixed Units Fixed Duration Fixed Work
•Identify the resources •Identify the scope of project •Prepare the feasibility study
•Development of use cases •Training of the staff •Software is coded
•… •… •…

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 Step 8: Determine the task dependencies
• FIRST select the predecessor task THEN the depending task, and then click
the Link Tasks button on the default toolbar!
• Always first Finish to Start (FS) or change them to either Finish to Finish or
Start to Start (FF/SS)
• Set some buffer time (LAG time) or have a task starting before the
predecessor has completely finished (LEAD time = negative LAG time)

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 Step 8: Determine the task dependencies
• Finish-to-Start (FS)
• You must write a report before you can edit it
• You must have a computer before you can install your software
• Start-to-Start (SS)
• When you start getting results in an election, you can begin to
compile them
• When the drivers start their engines, the flagger can start the race
• Finish-to-Finish (FF)
• You finish installing computers at the same time that you finish
moving employees into the building so that the employees can begin
using the computers right away
• Two divisions must finish retooling their production lines on the
same day so that the CEO can inspect the lines at the same time
• NOT Start-to-Finish (SF)!
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Step 8: Determine the task dependencies

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Step 8: Determine the task dependencies

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 Step 8: Determine the task dependencies
• Format > Critical tasks

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 Step 9: Change the timescale
• View / Timescale (add milestones and summary tasks)
• Right click on the timescale
• Three tiers (levels)
• View / Timeline

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 Step 10: Define resources
• Resources sheet
• Resource > Information (Communication method, Resource availability,
Costs)
• Resource > Notes

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Step 10: Define resources

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Step 10: Define resources

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Step 10: Define resources

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Step 10: Define resources

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 Step 10: Define resources
• Work, Material and Cost
• Material: enter the number of units that will be consumed on
the task

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 Step 10: Define resources
• Work, Material and Cost
• Cost: independent of duration
• To use a cost resource:
• Switch to Gantt Chart view
• Select a summary task
• Click the Tools menu and click Assign
Resources
• Choose your cost resource
• Enter a monetary value

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 Step 10: Define resources
• Work, Material and Cost
• Fixed cost: the cost of a particular task stays the same regardless of the
duration of the task or the work performed by any resources on the task
• Assign a fixed cost to a task:
• Gantt Chart
• View / Table: Entry / Cost

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 Step 11: Assign resources to tasks
Work = Duration * Units
• After adding a resource an initial equation is applied by the program
whereby the Duration is multiplied by the maximum availability giving
birth to WORK – Work does not exist when no resource has been applied
to a task (ASSIGNMENT)
• To fine tune assignments, you can either change Work, Duration or Units
(the intensity with which work is done)
• MS Project is going to recalculate according to the type of task and
according to the setting Effort driven or not
• Tasks’ types presentation
([Link]

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 Step 11: Assign resources to tasks
• Fixed-unit task: you have to plant a tree. One person needs two hours to
plant a tree. If you add another person, together they need only one hour
to complete the task
• Fixed-duration task: the number of resources does not affect the timing of
this type of task. To allow a week for a committee to review the company’s
new ad campaign-no matter how many people are on the committee
• Fixed-work task: for example, if you assigned three people to work on a
one-day task, Project would say that each person should spend 33 percent
of his or her time on the task to complete it in one day
• Effort-driven tasks: For fixed-duration and fixed-unit tasks, you can tell
Project to modify the percentage of total work that is allocated to each
resource, based on the number of assigned resources, if the number of
resources changes. In effect, you create an effort-driven task
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 Step 11: Assign resources to tasks
• When working with effort-driven scheduling:
• If the assigned task type is Fixed Units, then assigning additional resources will
shorten the duration of the task
• If the assigned task type is Fixed Duration, then assigning additional resources
will decrease the individual unit values for resources
• If the assigned task type is Fixed Work, then assigning additional resources will
shorten the duration of the task

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Step 11: Assign resources to tasks

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 Step 11: Assign resources to tasks
Fixed Units Fixed Duration Fixed Work
•The amount of the work or
•If the number of resources •If the task is truly driven by
number of resources are not
is a constraining variable the work involved
an issue
•Specialized in nature •Repetitive in nature
•Initial planning
Effort driven
Likely adding or removing resources

Fixed Units Fixed Duration Fixed Work

•Identify the resources •Identify the scope of project •Prepare the feasibility study
•Development of use cases •Training of the staff •Software is coded
•… •… •…

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 Step 11: Assign resources to tasks
• Work, Material and Cost
• Material: enter the number of units that will be consumed on
the task

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 Step 11: Assign resources to tasks
• Work, Material and Cost
• Cost: independent of duration
• To use a cost resource:
• Switch to Gantt Chart view
• Select a summary task
• Click the Tools menu and click Assign
Resources
• Choose your cost resource
• Enter a monetary value

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 Step 11: Assign resources to tasks
• Work, Material and Cost
• Fixed cost: the cost of a particular task stays the same regardless of the
duration of the task or the work performed by any resources on the task
• Assign a fixed cost to a task:
• Gantt Chart
• View / Table: Entry / Cost

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 Step 11: Assign resources to tasks
• Gantt chart / Select a task, right click and Split
• Gantt Chart / Select a task and click the Assign Resources button

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 Step 11: Assign resources to tasks
• Leveling (Resource over-allocation)
• 4.1 and 4.2 assigned to the same resources (Dev 1 and Dev 2)
• Task usage

• Resource > Leveling options

• View > Resource allocation

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Step 11: Assign resources to tasks

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 Step 11: Assign resources to tasks
• Resource / Leveling options / Level only within available tasks
• And then
• Level all, or
• Level Resource
• It’s the same with right click on red icon and select Reschedule to available
date

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 Step 12: Format
• Gantt
• Format / Bar styles (tabs Text - Bars)
• Format / Text styles
• Format / Gridlines > Current time
• Format / Layout

• Notes (Task information, Resource information, Assignment information)

• Paste Special
• Insert object (Display as icon)

• Filters

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Step 13: Critical path
Format > Critical tasks

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 Step 14: Reports
• Report > New Report > Chart / Tasks
• Report > New Report > Chart / Resources

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 Step 15: Baseline
• Project > Set Baseline / Set Baseline

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 Step 16: Update / On schedule
• Project > Update project

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 Step 17: Update / Off schedule
• Task > Mark on track / Update tasks

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Step 17: Update / Off schedule

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 Step 18: Reports / Views / Tables (tracking)
• Checking Duration Variance
• Tasks Sheet View > Table > Variance

• Checking Work Variance

• Resource Sheet View > Work (Variance)

• Checking Cost Variance

• Tasks Sheet View > Table > Variance

• View > Views more > Tracking Gantt

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 Step 19: Project statistics
• Project / Project information / Statistics

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 Step 20: Documentation
• Report > Dashboard > Project Overview
• Report > Dashboard > Work Overview
• Report > Dashboard > Cost Overview
• Report > Resource > Resource Overview
• Report > Costs > Cash Flow
• Report > Costs > Resource Cost Overview
• Report > Costs > Task Cost Overview
• Visual Reports > Baseline Report

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 Working with

Dr. Dimitris Folinas

dfolinas@[Link]
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