B.

Tech {Computer Science and Engineering }

[ VIIIth Semester]

Subject :- Software Project Management (CSL0808)

Practical File

Submitted to :- Submitted By :-
Mr. Suraj Sharma Shruti Agnihotri
BETN1CS20110
Table of Content:

1: Introduction to Microsoft Project

2: Draw Gantt Chart For Software Project

3: Using Project Planning Activities for PERT

4: Managing Tasks Using Project Planning

5: Selecting, Moving, Deleting Tasks in MS Project

6: Using Resources in a Project

7: Critical Path in Microsoft Project 2007

8: Import Excel File into Microsoft Project

9: Working with Effort-Driven Scheduling

10: Capability Maturity Model (CMM) Overview

Q-1: Introduction to Microsoft Project

Microsoft Project is a robust project management software developed by Microsoft,

offering a wide range of tools and features to streamline project planning, tracking,
resource management, and analysis. At its core, the software enables users to create
detailed project plans by defining tasks, setting durations, establishing
dependencies, and creating milestones.

The visual representation of project schedules through Gantt charts allows for easy
monitoring of task progress and timeline adjustments. Resource management
capabilities include assigning resources to tasks, managing workloads, and
resolving resource conflicts.

Users can track task progress, update statuses, record actual work hours, and
generate insightful reports for performance analysis. Integration with Microsoft
Office applications facilitates seamless collaboration, data sharing, and reporting.
Whether managing small projects or complex initiatives, Microsoft Project provides
the customization, flexibility, and scalability needed to effectively plan, execute,
and monitor projects for successful outcomes.

Key Features and Functionalities:

1. Project Planning: Microsoft Project allows users to create detailed project plans by
defining tasks, setting durations, establishing dependencies between tasks, and creating
milestones. The software supports both manual entry and import of tasks from other
sources.

2. Gantt Charts: One of the hallmark features of Microsoft Project is its support for Gantt
charts. Gantt charts provide a visual representation of project schedules, task
dependencies, and progress timelines. Users can easily adjust task durations,
dependencies, and resource assignments directly within the Gantt chart view.

3. Resource Management: The software enables users to manage project resources

efficiently. This includes assigning resources to tasks, specifying resource availability
 and working hours, resolving resource overallocation conflicts, and tracking resource
costs.

4. Timeline View: In addition to Gantt charts, Microsoft Project offers a Timeline view
that provides a high-level overview of project milestones, key tasks, and deadlines.
Users can customize the Timeline view to highlight critical project phases and
deliverables.

5. Task Tracking: Project managers can track task progress, update task status, record
actual work hours, and compare planned vs. actual progress. This helps in identifying
project delays, adjusting schedules, and reallocating resources as needed.

6. Reporting and Analysis: Microsoft Project includes a range of reporting templates and
tools for project analysis. Users can generate various reports, such as project
summaries, resource utilization reports, task progress reports, and more. These reports
provide insights into project performance, budget adherence, and resource efficiency.

7. Integration with Microsoft Office: Microsoft Project seamlessly integrates with other
Microsoft Office applications such as Excel, Word, and PowerPoint. Users can
import/export data, create project presentations, and collaborate on project documents
within the familiar Office environment.

8. Portfolio Management: Advanced versions of Microsoft Project offer portfolio

management features for managing multiple projects, prioritizing initiatives, and
allocating resources across projects.
9. Cloud-Based Collaboration: Microsoft Project Online and Project for the web are
cloud-based versions that enable real-time collaboration, task tracking, and project
management across teams.
Getting Started with Microsoft Project:

1. Creating a New Project: To start a new project, users can launch Microsoft Project
and create a new project file. They can define project details such as project name, start
date, end date, and project calendar.

2. Defining Tasks: Next, users can add tasks to the project plan. Tasks can be categorized,
assigned priorities, and linked to establish dependencies. Users can also set task
durations, milestones, and deadlines.

3. Assigning Resources: Once tasks are defined, users can assign resources (e.g., team
members, equipment) to each task. Microsoft Project helps in optimizing resource
allocation and avoiding resource overloads.

4. Setting Timelines: Using Gantt charts or Timeline view, users can visualize the project
timeline, adjust task durations, and fine-tune dependencies. This allows for effective
schedule management and timeline adjustments as the project progresses.

5. Tracking Progress: Throughout the project lifecycle, users can track task progress,
update task status, record actual work hours, and monitor resource usage. Microsoft
Project provides tools for real-time progress tracking and performance analysis.

6. Generating Reports: As the project advances, users can generate various reports to
communicate project status, progress, resource utilization, and budget performance.
These reports can be customized and shared with stakeholders to keep them informed.
Q-2: Draw Gantt Chart For Software Project

Drawing a Gantt chart for a software project involves several steps to outline tasks,
durations, dependencies, and milestones.

1. Define Project Scope and Tasks:

 Start by defining the scope of your software project. Outline all the tasks
required to complete the project, such as requirements gathering, design,
development, testing, deployment, and documentation.
 Break down these tasks into smaller, manageable sub-tasks. For example, under
"Development," you may have tasks like "Backend Development," "Frontend
Development," "Integration Testing," etc.
2. Set Task Durations:
 Estimate the duration for each task. This could be in days, weeks, or months,
depending on the complexity and size of the task.
 In Microsoft Project, enter the task names and durations in the task list or task
entry table.
3. Establish Task Dependencies:
 Determine the dependencies between tasks. Some tasks may need to be
completed before others can start (finish-to-start dependencies).
 Identify any task relationships such as "Task A must finish before Task B can
start."
 In Microsoft Project, use the "Predecessors" column to specify task
dependencies. For example, if Task B depends on Task A, you would enter "Task
A" in the Predecessors column for Task B.
4. Add Milestones:
 Milestones are significant events or achievements in the project timeline, such
as project kickoff, major deliverables, or project completion.
 Insert milestones into your Gantt chart to mark these key points. In Microsoft
Project, milestones are typically represented as diamond-shaped symbols on the
chart.
5. Create the Gantt Chart:
 Once you've entered tasks, durations, dependencies, and milestones, it's time to
create the Gantt chart.
 In Microsoft Project, go to the "View" tab and select the "Gantt Chart" view.
This will display your project timeline with tasks, durations, and dependencies
represented as bars on the chart.
6. Adjust and Customize:
 Review the Gantt chart to ensure that task sequencing, durations, and
dependencies are accurately reflected.
 Customize the Gantt chart appearance as needed. You can adjust the timescale,
format task bars, add labels, and customize colors to enhance readability.
7. Finalize and Share:
 Once the Gantt chart looks complete and accurate, save your project file.
 You can export the Gantt chart or project timeline to share with stakeholders or
team members. Microsoft Project allows for various export options, including
PDF, Excel, and image formats.
Q-3: Using project planning activities draw the PERT for the
project
Creating a PERT (Program Evaluation and Review Technique) chart involves
identifying project activities, their dependencies, and estimating their duration.
PERT charts help visualize the critical path and project timeline. Here are the steps
to create a PERT chart using project planning activities:

1. Identify Project Activities:

 List all the activities required to complete the project. These could include tasks
like research, design, development, testing, and deployment.
2. Define Dependencies:
 Determine the sequence and dependencies between activities. Some activities
may be dependent on others, meaning they can only start once certain tasks are
completed.
3. Estimate Activity Durations:
 Estimate the time it will take to complete each activity. This could be in days,
weeks, or months based on historical data or expert judgment.
4. Identify Critical Path:
 Identify the critical path, which is the longest sequence of dependent activities
that determines the shortest possible project duration.
 Activities on the critical path have zero slack or float, meaning any delay in
these tasks will directly impact the project timeline.
5. Calculate Early Start (ES) and Early Finish (EF):
 Determine the early start and early finish times for each activity. The early start
is the earliest time an activity can start based on its dependencies and duration.
The early finish is the earliest time it can finish.
6. Calculate Late Start (LS) and Late Finish (LF):
 Determine the late start and late finish times for each activity. The late start is
the latest time an activity can start without delaying the project. The late finish
is the latest time it can finish.
Q-4: Using project planning activities describe how to
manage tasks
Managing tasks in a project involves several steps to ensure they are effectively
planned, executed, monitored, and controlled. Here's a guide on how to manage
tasks using project planning activities:

1. Task Identification:
 Start by identifying all the tasks required to complete the project. Tasks should
be specific, measurable, achievable, relevant, and time-bound (SMART).
 Break down the project into manageable tasks, considering dependencies and
sequencing.
2. Task Definition:
 Define each task clearly, including its description, objectives, deliverables,
resources required, estimated duration, and dependencies on other tasks.
 Ensure that tasks are well-defined and aligned with project goals and timelines.
3. Task Sequencing and Dependencies:
 Determine the sequence in which tasks need to be performed. Identify task
dependencies (e.g., finish-to-start, start-to-start, finish-to-finish) to establish
task relationships.
 Use project management tools like Gantt charts or PERT charts to visualize task
sequencing and dependencies.
4. Task Estimation:
 Estimate the time, effort, and resources required to complete each task. Consider
historical data, expert judgment, and input from team members to create realistic
estimates.
 Break down tasks into smaller sub-tasks if necessary for more accurate
estimation.
5. Resource Allocation:
 Allocate resources (e.g., team members, equipment, materials) to tasks based
on availability, skills, and workload.
 Ensure that resources are adequately assigned to tasks to prevent overallocation
or underutilization.
6. Task Assignments:
 Assign tasks to team members based on their skills, expertise, and availability.
Clearly communicate task assignments, responsibilities, and expectations to
team members.
 Use project management software or collaboration tools to track task
assignments and monitor progress.
7. Task Prioritization:
 Prioritize tasks based on their importance, urgency, and impact on project
milestones and objectives.
 Focus on critical tasks that directly impact project timelines and deliverables.
8. Task Scheduling:
 Create a project schedule or timeline that outlines the start and end dates for
each task. Consider dependencies, resource availability, and critical path
analysis when scheduling tasks.
 Use scheduling techniques such as critical path method (CPM) or resource
leveling to optimize task scheduling and minimize project delays.
9. Task Monitoring and Tracking:
 Monitor task progress regularly to ensure tasks are on schedule, within budget,
and meeting quality standards.
 Use project management tools to track task status, update progress, record actual
work hours, and identify any deviations from the planned schedule.
10. Task Adjustment and Control:
 Adjust task schedules, resources, or priorities as needed to address changes,
risks, or issues that may arise during project execution.
 Implement task control measures to mitigate risks, resolve conflicts, and
maintain project momentum.
Q-5: Selecting, Moving, Deleting tasks in MS Project
2007/2010
In Microsoft Project 2007 and 2010, you can perform various actions such as
selecting, moving, and deleting tasks to manage your project plan effectively.

Selecting Tasks:

1. Selecting Individual Tasks:

 Task Sheet View: Click on the task name cell in the Task Sheet view to select
an individual task. The selected task's details will appear in the Task Information
pane.
 Gantt Chart View: Click directly on the task bar in the Gantt Chart view to
select an individual task. The selected task's details will also be displayed in the
Task Information pane.
2. Selecting Multiple Tasks:
 Adjacent Tasks: Click on the first task, hold down the Shift key, and then click
on the last task to select a range of adjacent tasks.
 Non-adjacent Tasks: Hold down the Ctrl key and click on each task you want
to select individually. This allows you to select multiple tasks that are not in a
consecutive sequence.

Moving Tasks:

1. Moving Tasks Within the Same Level:

 Click and Drag Method:
 Click on the task bar of the task you want to move.
 Hold down the mouse button and drag the task bar to the desired position
within the same level.
 Release the mouse button to drop the task into its new position.
2. Moving Subtasks:
 Changing Parent Task:
 To move a subtask to a different parent task, click on the subtask's task
bar in the Gantt Chart view.
 Drag the subtask's task bar to the desired position under the new parent
task.
  Release the mouse button to drop the subtask under the new parent.

Deleting Tasks:

1. Deleting Individual Tasks:

 Select the task you want to delete by clicking on its task bar or task name cell.
 Press the Delete key on your keyboard or right-click on the selected task and
choose "Delete Task" from the context menu.
2. Deleting Multiple Tasks:
 Select multiple tasks by holding down the Ctrl key and clicking on each task
you want to delete.
 Press the Delete key on your keyboard or right-click on one of the selected tasks
and choose "Delete Task(s)" from the context menu.
3. Undoing Deletions:
 If you accidentally delete a task, you can use the Undo button (Ctrl + Z) to
restore the deleted task. Project allows multiple levels of undo, so you can undo
several actions if needed.

Additional Tips:

 Task Information Dialog: Double-click on a task to open the Task Information dialog
box. Here, you can modify detailed task information such as duration, start and finish
dates, dependencies, resources, and constraints.
 Save Regularly: Always save your project regularly to avoid losing changes. You can
use the Save button on the toolbar or press Ctrl + S to save your project.
 Baseline: Consider creating a baseline before making significant changes to your
project plan. Baselines allow you to compare planned progress with actual progress and
track deviations.
Q-6: Using resources in a Project
Using resources in Microsoft Project involves adding, assigning, tracking, and managing
resources to ensure project tasks are completed efficiently.

1. Adding Resources:
1. Resource Types and Details:
 Microsoft Project supports various resource types such as Work Resources
(human resources), Material Resources (equipment, supplies), and Cost
Resources (expenses).
 When adding resources, you can specify additional details such as resource
initials, email addresses, cost rates, resource calendars (working hours), and
resource groups for categorization.
2. Resource Pools:
 Consider creating a resource pool if you have multiple projects that share
resources. A resource pool allows you to manage and allocate resources
centrally across multiple projects.

2. Assigning Resources to Tasks:

1. Resource Assignments:
 When assigning resources to tasks, you can specify the units (percentage of
work) each resource will contribute to the task. This is useful for part-time
resources or shared resources.
 Use the "Team Planner" view to visually manage and adjust resource
assignments across tasks and timelines.
2. Effort-Driven Scheduling:
 Understand the concept of effort-driven scheduling, where adding more
resources to a task may reduce its duration and vice versa. This is based on the
assumption that more resources can complete the work faster.
3. Resource Leveling:
1. Resource Overallocation:
 Use the "Resource Usage" view or the "Resource Graph" view to identify
resource overallocations. Overallocated resources are indicated in red.
 Resource leveling helps resolve overallocations by adjusting task schedules,
durations, or resource assignments to balance workload and meet project
constraints.
2. Advanced Resource Leveling:
 Customize resource leveling options to prioritize tasks, set leveling order (e.g.,
by date, ID, priority), and specify leveling delays or splits for specific tasks.
4. Tracking Resource Usage:
 1. Resource Baselines:
 Set resource baselines to capture planned resource usage (work hours, costs) at
the start of the project. This allows you to compare planned vs. actual resource
performance.
 Use the "Baseline Work" and "Baseline Cost" fields to track changes in
resource usage against the baseline.
2. Resource Reports and Analysis:
 Generate resource reports such as Resource Usage reports, Resource Cost
reports, Resource Availability reports, and Resource Workload reports for in-
depth analysis and decision-making.
 Utilize graphical dashboards and custom views to visualize resource
performance, workload distribution, and resource availability over time.
5. Managing Resource Costs:
1. Cost Rate Tables:
 Define multiple cost rate tables for resources based on different scenarios
(e.g., standard rates, overtime rates, special rates).
 Assign appropriate cost rate tables to resources to accurately calculate
resource costs based on work hours, overtime, and other cost factors.
2. Cost Tracking and Variance Analysis:
 Track resource costs and compare them against budgeted costs to identify cost
variances. Analyze cost variances to understand resource cost trends and take
corrective actions if needed.
6. Collaboration and Resource Sharing:
1. Resource Pooling and Sharing:
 Create a centralized resource pool to share and allocate resources across
multiple projects. Use the "Resource Pool" feature to link projects to the
resource pool and manage resource availability.
 Collaborate with other project managers to ensure resource sharing is
optimized and conflicts are resolved effectively.
2. Collaboration Tools Integration:
 Integrate Microsoft Project with collaboration platforms such as Microsoft
SharePoint, Microsoft Teams, or Project Online to facilitate real-time
collaboration, document sharing, task updates, and communication among
project teams and stakeholders.
Q-7: Critical Path in Microsoft Project 2007
In Microsoft Project 2007, understanding and analyzing the critical path is crucial for project
managers to identify the sequence of tasks that directly impact the project's duration and
completion date.

Define Task Dependencies:

1. Start by creating your project plan in Microsoft Project 2007, including defining tasks,
durations, dependencies, and resources.
2. Ensure that you have accurately defined task dependencies (e.g., finish-to-start, start-
to-start, finish-to-finish) to establish the sequence in which tasks must be completed.

View the Gantt Chart:

1. Switch to the Gantt Chart view to visualize your project schedule.

2. The Gantt Chart displays tasks as bars along a timeline, with arrows indicating task
dependencies and the sequence of tasks.

Identify the Critical Path:

1. In Microsoft Project 2007, the critical path is not directly highlighted as in later
versions. However, you can still identify it by manually analyzing task dependencies
and durations.
2. Focus on tasks that have no slack or float, meaning any delay in these tasks will
directly impact the project's overall duration.
3. Look for tasks with "0" days in the "Total Slack" column, indicating tasks that are
critical to the project's timeline.

Use Task Inspector:

1. Microsoft Project 2007 includes a Task Inspector feature that can help identify critical
tasks and their impact on the project schedule.
2. Select a task in the Gantt Chart, then go to the "Tools" menu and choose "Task
Inspector" to open the Task Inspector pane.
3. The Task Inspector pane provides information about the selected task, including
predecessors, successors, constraints, and task duration. Use this information to
analyze critical path tasks.
Manually Calculate Critical Path:

1. If needed, you can manually calculate the critical path by examining task
dependencies and durations.
2. Start from the project's first task and calculate the earliest start and finish dates for
each subsequent task based on dependencies and task durations.
3. Identify the longest sequence of tasks that determines the project's shortest possible
duration. This sequence represents the critical path.
Q-8: Import excel file into microsoft project
In Microsoft Project, importing an Excel file allows you to quickly populate your project plan
with tasks, durations, dependencies, and other relevant data.

1. Prepare Your Excel File:

1. Organize Data: Ensure your Excel file is well-organized with columns representing
different project elements such as Task Name, Duration, Start Date, Finish Date,
Predecessors, Resources, etc.
2. Save as .xlsx or .xls: Save your Excel file in either the .xlsx (Excel 2007 or later) or
.xls (Excel 97-2003) format for compatibility with Microsoft Project.

2. Import Excel File into Microsoft Project:

1. Open Microsoft Project and create a new project or open an existing project where
you want to import the Excel data.
2. Go to the "File" menu and select "Open."
3. In the Open dialog box, navigate to the location of your Excel file, select it, and click
"Open."
4. Microsoft Project will prompt you with the "Import Wizard" to guide you through the
import process.

3. Follow the Import Wizard Steps:

1. Select Data Source:

 Choose "Excel Workbook" as the data source type.
 Click "Next" to proceed.
2. Map Fields:
 The Import Wizard will display a list of Excel columns and corresponding
Project fields.
 Match Excel columns to Project fields by selecting the appropriate field from
the drop-down menu next to each Excel column.
 Ensure that Task Name, Duration, Start Date, Finish Date, and other essential
fields are mapped correctly.
 Click "Next" to continue.
 3. Import Options:
 Configure import options such as how to handle duplicate tasks, how to set the
project start date, and whether to import resource information.
 Adjust settings based on your preferences and project requirements.
 Click "Next" to proceed.
4. Import Summary:
 Review the import summary to confirm the mapping of fields and import
options.
 Optionally, you can save the import settings for future use.
 Click "Finish" to complete the import process.

4. Verify and Adjust Imported Data:

1. After importing, Microsoft Project will populate your project plan with tasks,
durations, dependencies, and other data from the Excel file.
2. Review the imported data in the Gantt Chart view or Task Sheet view to ensure
accuracy and completeness.
3. Make any necessary adjustments to task details, dependencies, resource assignments,
and project settings as needed.
Q-9: Working with Effort-Driven Scheduling.
1. Create Backlog:

 User Stories: Start by creating a backlog of user stories, which are short descriptions
of features or functionalities from the user's perspective. For example, "As a
customer, I want to be able to search for products by category."

 Prioritization: Prioritize user stories based on their business value and impact on
achieving project goals. Consider factors like customer needs, market demand, and
strategic objectives.

2. Estimate Effort in Story Points:

 Story Points Definition: Story points are a relative estimation of effort required to
complete a user story. They are often used in agile methodology to avoid the precision
of hours and focus on relative complexity.

 Assigning Story Points: Assign story points to each user story based on discussions
with the development team. Consider factors like complexity, technical challenges,
dependencies, and unknowns.

3. Sprint Planning:

 Selecting User Stories: During sprint planning, select user stories from the prioritized
backlog based on their priority, estimated story points, and team capacity. Aim to
balance workload and deliver value incrementally.

 Capacity Planning: Consider the team's velocity, which is the average number of
story points they can complete in a sprint based on past performance. Select user
stories that align with the team's capacity.

4. Effort-Driven Execution:

 Collaborative Work: During the sprint, the development team collaboratively works
on the selected user stories. They break down user stories into tasks, estimate task
durations (in hours or days), and create a plan to complete them.

 Adapting Resources: If the team faces challenges or realizes that a user story
requires more effort than initially estimated, they can adjust resources. This may
 involve bringing in additional developers, testers, or other specialists to ensure sprint
goals are met.

 Example: If implementing a feature turns out to be more complex than anticipated,

the team may allocate more developers to work on it or seek help from a subject
matter expert to overcome technical hurdles.

5. Review and Adapt:

 Sprint Review: At the end of the sprint, conduct a sprint review meeting where the
team demonstrates the completed user stories to stakeholders. Gather feedback from
stakeholders, including product owners and end users.

 Retrospective: Hold a retrospective meeting with the team to reflect on what went
well during the sprint and areas for improvement. Discuss lessons learned, process
enhancements, and ways to increase efficiency in future sprints.

 Example: After completing a sprint, gather feedback from users testing the new
features. If there are usability issues or unexpected challenges, use this feedback to
prioritize improvements in the next sprint backlog.
Q-10: Explain Capability Maturity Model (CMM) and
its requirement for project development.
The Capability Maturity Model (CMM) is a framework used to assess and improve the
maturity level of an organization's processes. It was originally developed by the Software
Engineering Institute (SEI) at Carnegie Mellon University and has since been widely adopted
in various industries beyond just software development. CMM focuses on improving
processes to increase efficiency, quality, and overall performance.

CMM Levels:

1. Initial (Level 1): Processes are ad hoc, chaotic, and often unpredictable. Success
depends on individual effort and heroics rather than standard processes.

2. Repeatable (Level 2): Basic project management processes are established to track
cost, schedule, and functionality. These processes are repeatable but may still be
somewhat reactive.

3. Defined (Level 3): Processes are well-defined and documented. There is a

standardized set of processes across the organization, and team members follow these
processes consistently.

4. Managed (Level 4): Processes are quantitatively managed using metrics and data-
driven approaches. Performance is measured, and process improvements are
implemented based on data analysis.

5. Optimizing (Level 5): Continuous process improvement is ingrained in the

organization's culture. Processes are constantly monitored, evaluated, and optimized
to achieve the best possible outcomes.

Requirement of CMM:
CMM for project development demands clear and standardized processes across all stages,
continuous improvement efforts, and metric-based performance evaluations. It underscores
the importance of team training, strong management commitment, and effective risk
management practices. Additionally, CMM encourages a customer-centric approach,
emphasizing understanding client needs, delivering value, and fostering lasting relationships.