SOFTWARE TOOLS FOR

MARKETING PROJECTS

LECTURE 4

Conf. univ. dr. Dana-Maria BOLDEANU

Lecture 4 overview
 Recap – PMBOK process groups
 Planning Process Group - > Project plan
 Defining and saving a new project in Microsoft Project 2016
 Ways of working within a project using Microsoft Project
2016
 Setting start date and finish date for a new project
 Set up the project options
 Set the project calendar
 Define the project phases, tasks/sub-tasks and milestones
 Establish dependencies between tasks
 Enter deadlines or other date constraints
 Set deadline remainders
 Define functionalities of Microsoft Project’s tabs
Recap – PMBOK Process Groups
 Project management processes can be organized into five
groups of one or more processes each (PMBOK, 2013):
 Initiating processes – recognizing that a project or phase should begin
and committing to do so
 Planning processes – devising and maintaining a workable scheme to
accomplishing the business need that the project was undertaken to
address
 Executing process – coordinating people and other resources to carry
out the plan
 Controlling processes – ensuring that project objectives are met by
monitoring and measuring progress and taking corrective action when
necessary
 Closing processes – formalizing acceptance of the project or phase
and bringing it to an orderly end
PMBOK Process Groups
Overlap of process groups in a phase

Source: PMBOK (5th edition, 2013)

Project planning process comes after the project is initiated.

A well-planned project has a higher chance of success and it is crucial for the whole project
lifecycle.
Planning process

 This process must not only provide details of the work to be done to bring the
current phase of the project to successful completion, but must also provide some
preliminary description of the work to be done in later phases => rolling wave
planning (progressive detailing of the project plan)

 Rolling-wave planning is the process of project planning in waves as the project

proceeds and later details become clearer; similar to the techniques used in agile
software development approaches like Scrum (Larman, 2004)
 Scrum is an agile framework for developing, delivering, and sustaining complex products,
with an initial emphasis on software development, although it has been used in other fields
including research, sales, marketing and advanced technologies. It is designed for teams
of ten or fewer members, who break their work into goals that can be completed within
timeboxed iterations, called sprints, no longer than one month and most commonly two
weeks. The Scrum Team track progress in 15-minute time-boxed daily meetings, called
daily scrums. At the end of the sprint, the team holds sprint review, to demonstrate the
work done, and sprint retrospective to continuously improve.
Planning Process Group Activities - I

1. The project planning process group activities define how you

will approach project planning as well. They help to create a
proper project planning.
2. All of the project requirements, including scope, quality, cost,
schedule etc. must be finalized in the beginning of planning.
Because the overall project plan will be shaped based on the
project requirements. If these requirements change, you will
have to do a re-planning.
3. Project scope statement defines what will be done during the
project. Also, what is included in the major deliverables and
outputs of the project.
Planning Process Group Activities - II
4. During project planning process, a project manager must
determine and plan the tools, equipment or any other resources
which need to be purchased or leased.
5. During the planning phase, the project manager should determine
the project resources that will be working throughout the project.
6. The activities that must be completed for finishing a project are
determined during project planning process. These activities must
be as small as possible to assign a project team member. By this
way, better management and coordination of the project can be
ensured.
7. Work breakdown structure is abbreviated as WBS. It actually
depicts the hierarchy of project activities in a project.
Planning Process Group Activities - III
8. The network diagram of a project shows the interdependencies of
project actives. Which activity must be finished before starting to
another activity? Which activities have to be finished together?
These kinds of interdependencies between the activities are
defined in the Network diagram.
9. How many resources will be needed? Which tools and equipment
that are required? What materials that will be used? These are all
estimated during project planning process.
10. Projects are temporary endeavors. They should have a start and an
end. Based on the scope and quality requirements of the project,
the schedule and budget, required to complete this scope on
determined schedule, are estimated.
Planning Process Group Activities - IV

11. Budget
12. Determine quality, standards, procedures & metrics
13. Create process improvement plan
14. Roles and responsibilities
15. Etc.
 Project Plan

 A project plan shows the project milestones

and timelines, the owners, resources, budgets
 Depending on the size / complexity of your
project, you need to determine how to create
this documentation:
❑ PowerPoint for very simple projects
❑ If a more detailed project plan is needed, use
MS Excel-group your items so that a summary
view can be copied into PowerPoint for
presentation purposes =>Optional: create an
additional, more graphical version of your plan
❑ The best option is to use a specific PM tool
(ex: Microsoft Project, Jira, Zoho Projects, Asana,
etc.)

02.11.2020 Project Management

1. Defining and saving a new project in
Microsoft Project 2016
 Microsoft Project (MS Project) Solution

• This program allows the user to manage and plan all matters relating to a
project.
• It has great features for specific tasks and an amazing appearance. Just like
most of other Microsoft programs this one also has templates that you can edit
to match your project desires.
• Also it shows you the most recent file thus accessibility is easy, it’s just a matter
of clicking and opening it.
• This application caters for chronology matters when it comes to the tasks of the
project thus it has the Gantt chart that caters for arranging the tasks.
• You can share all your project work posts in terms of a conversation through the
share point which is a provision for letting others access the project work.
• It has a project timeline view which helps you to preview your work in progress
or finished work which can be used to make presentations for instance in an
office. You can still view you work through other Microsoft office programs like
PowerPoint and Word, it is simply a matter of copying and pasting your project
work on to this programs.
Explore new features of MS Project 2016 (I)

 Architectural improvements in Project 2016 - the

complete integration into SharePoint 2016. Project Server 2016 runs
as a service application in SharePoint Server 2016.
 Data consolidation with SharePoint - In continuation with the
architectural change, Project Server data has now been
consolidated to the SharePoint database. There is no longer a
separate database to maintain with Project Server 2016. Everything
is consolidated in SharePoint content database.
 Multiple visual timelines - users now have separate timeline bars
for important summary tasks or deliverables. Multiple timeline bars
can easily be added to Project Online as well.
Explore new features of MS Project 2016 (II)

 Resource engagement request - when Project Managers add an

Engagement, the request is routed to the Resource Manager.
Resource Managers are able to view quickly all of the requests and
determine which requests to approve or reject. Whether
organizations make Engagement requests of generic resources or
named individuals, this significantly simplifies and tracks the
communication between Project Managers and Resource Managers
about resource assignments.
 Resource Capacity heat maps - Ensuring that the resources are well
utilized and productive is a key strategic need for any company with
the capacity heat maps and a brand new set of intuitive reports to
enable at-a-glance visualization of resource utilization. Both under-
and over-utilization of resources can be problematic, and both can
be seen quickly with the new heat map.
Microsoft Project 2019 features
 The software can be deployed both in the cloud and onsite,
allowing remote teams to function well.
 As Project supports Microsoft Active Accessibility (MSAA),
MS Project 2019 helps promote the interaction of assistive
technology products with the software. An example of this is
a screen reader software for the visually impaired.
 In the case of Microsoft Project Professional 2019, the colour
name is given which is helpful to users who are colorblind.
Also, features with colours can be changed.
 Navigation of the app has also been made easier wherein
users can now use the keyboard to navigate instead of the
mouse. Moreover, users can now zoom in and out of the
reports to suit their needs.
Microsoft Project Online
 It helps users keep track of their projects successfully with
tools and features that enable them to streamline how
they manage their projects, portfolios, and resources.
 It comes with SharePoint, so collaboration, content and
document management features are included. It is
delivered as software-as-a-service through the Office
365 service.
 Project management tools provide templates and
scheduling tools. Portfolio management features integrate
with Power BI to provide analytics that supports better
decision making. Integrated resource management
provide information how resources are used and
collaborate.
Alternatives to Microsoft Project Online

 Jira is an agile project management software used by

development teams to plan, track, and release software. It is a
popular tool designed specifically and used by agile teams.
 AceProject is a web-based project tracking software that helps
manage projects from end to end. It is a complete project
management solution for individuals, teams and enterprises
that need to take control of their important workflows and
leave no thing to chance.
 Other softwares available:
 https://www.capterra.com/project-management-software/
Create a new project in MS Project 2016

 Using one of the following methods:

Menu File → New → Blank Project
 Using an existing file from MS Excel or MS SharePoint.
Menu File→ New → New from Excel workbook
File→ New → New from SharePoint Tasks List

A project can be opened using predefine templates like

Planners, Schedules, etc.
Create a new project in MS Project 2016
Microsoft Project 2016

 Allows planning of a new project using the five menus

of the Ribbon:
 Task
 Resource
 Report
 Project
 View
 Format

 Project default view is Gantt Chart with Timeline:

 describing tasks/activities and allocated resources in the
left side of the window (Table area)
 visualizing the development of the task in time on the right
side of the window (Timescale Gantt Chart).
 New project in Microsoft Project 2016

Project’s timeline

Graphic
representation
Define activities/tasks with
corresponding to the
allocated resources (Table area) duration of the tasks
(Gantt Chart)
Salving a project in MS Project 2016

 File → Save As
 Standard format of the file with the default
extension “.mpp” (Microsoft Project Plan) it will be
saved in the current folder.
 The project can be saved under other formats,
including templates, PDF or XML files, Microsoft
Project previous versions 2000-2003 or Microsoft
Project 2007.
2. Ways of working within a project
using Microsoft Project 2016
Setting start date and finish date for a new project
(option I)
24

1 Tab File

2
Setting start date and finish date for a new project
(option II)

 Menu Project –> Project Information

1 3
 Setting up the project options
26

 Default view for a new project

 Date format
 Calendar type
 Currency
 Schedule options for a project
 Duration, work
 Etc.
 Setting up the project options
27

1 File -> Options

2
Setting up general options FILE→OPTIONS

 Section General – provides general information for the

project or default chart that appears when you start the
application in order to enable a new project (Gantt with
timeline).
 Set date format.

 Section Display – provides information about:

 calendar type (default is Gregorian calendar),

 setting currency, symbol, decimal digits, etc.

 Setting default columns which will appear in the Table

Area and which one of them can be edit.
Setting up general options FILE→OPTIONS

 Section Schedule – sets

 First day of the week,
 First month of the year,
 Standard working calendar between 8 AM till 5 PM with 1h
break,
 Number of working hours per day, week, month
 If the new tasks will be manually or auto scheduled, how
the duration and work will be entered (for example, in
hours or in days).
 Section Advanced – allows setting a default
standard rate per hour for the entire project and/or
for the overtime rate in case of over allocated
hours.
31 Customize and set the project calendar
 Set the project calendar
32

 Customize a new calendar

 Set working time
 Add non-working days (holidays and other one-time
calendar exceptions)
 Create exception days (partially non-working)

 Set the new calendar as project calendar

33 Define functionalities of Microsoft Project’s tabs
Tab Task

 Allows planning and managing tasks connected

between dependencies from the point of view of order
and importance of unfolding.
 Insert option group allows inserting the following types
of task:
 Simple tasks - Task
 Recurring Task
 Summary activity
 Milestone
Key concepts

 Task - is an activity that needs to be accomplished

within a defined period of time or by a deadline to
work towards work-related goals.
 A task can be broken down into assignments which
should also have a defined start and end date or a
deadline for completion (subtasks).
 A summary task is made up of subtasks and it
shows their combined information.
Create a task or a sub-task
Inserting a simple task:
Menu Task → option Insert → Task

Inserting a summary task with a new simple task:

Menu Task → option Insert → Summary
Summary task
 Menu Task → Insert → Summary
 Hiding or showing summary tasks is made from menu Format
→ Summary Tasks
 To create a subtask or a summary task - indent a task below
another one -> Menu Task → Schedule → Indent Task
Recurring Task
Menu Task –> Task -> Recurring Task
Setting the scheduling mode for new tasks

 Automatic Scheduled Tasks

 MS Project shows a default 1 day for each task inserted. The question
mark shows the fact that the duration is estimated. MS Project calculates
task schedules for you based on the project start date and finish date,
task dependencies, calendar selections and resource scheduling.

 Manualy Scheduled Tasks

 MS Project enables you to skip entering the duration and dates, and
specifying them later. When you enter the duration and dates, MS
Project fixes the schedule for the task and doesn’t move it unless you do
so manually.
 Milestone
 Milestones are tools used in project management to mark specific points
along a project timeline. These points may signal anchors such as
a project start and end date, a need for external review or input and budget
checks, among others.
 In many instances, milestones do not impact project duration.
 Tasks need to be associated with milestones.
 To become a milestone the duration of a task must be 0 (zero) – it does not
involve a specific work in days.
 Milestones can be put before the end of a phase so that corrective actions can
be taken, if problems arise, and the deliverable can be completed on time.
 Milestones are represented in the Gantt chart with the diamond symbol: ♦
Milestone
 Another way of establishing milestones – check option “Mark
Task As Milestone” from Tab “Advanced” of the dialog box
“Task information” - Menu Task.
 What is WBS (Work Breakdown Structure)?

• It is a hierarchical and incremental decomposition of the project into

phases, deliverables and work packages easy to manage.
• It is a tree structure, which shows a subdivision of effort required to
achieve an objective.
• The work breakdown structure visually defines the scope into manageable
chunks that a project team can understand, as each level of the work
breakdown structure can provide further definition and detail.
• It a communication tool
• It is the common base for the future planning of the project

02.11.2020 Project Management 42

WBS (Work Breakdown Structure)
• Place in front of the Task Name column. Insert a new column. From the combo
box choose WBS in order to show the hierarchical decomposition of the
project tasks.
• You can adjust the coding numbers from menu Project-> WBS-> Define code
Establish dependencies between tasks

 Chronological order in which tasks are carried out is called

sequence.
 The link between a previous task and one successor it is called
dependency (predecessors).

Logical dependencies between tasks can be defined using a

network diagram.
Types of dependencies between tasks
 Types of dependencies between tasks

• MS Proiect creates a dependency of type Finish-to-Start

through button Link Tasks from the Menu Task –>
Schedule.
• Canceling addiction is through the command Unlink
Tasks
Define dependencies between tasks
 Setting constrains
Are applied to tasks to impose restrictions on the way that the task's start
and finish dates are calculated.
Menu Task – option Properties - Information

Use option Deadline

together with As soon
as possible instead of
option Must Finish On
Type of constrains
51 Set deadline remainders
 Deadlines remainders
52
Deadlines remainders
 Tab Task

 Group of options View allows choice of visualization tasks, having selected

by default Gantt Chart view mode.

 This tab can make copies, formatting and merging tasks and allows you to
view details about them.
 Tab Task

 In group options Properties Task Information and Display Task Details

display detailed information about the status of the task, the ways of
scheduling manual or automatic mode, its duration, resources allocated, etc.
Set tasks

 List of tasks inserted directly in Tabel Entry View or

import them from MS Excel or use facilities as Copy/
Paste from MS Excel to MS Project.
Larman, Craig (2004).

List of tasks from MS Excel

References
 Larman, Craig (2004). "Chapter 11: Practice Tips". Agile and Iterative
Development: A Manager's Guide. p. 253. ISBN 9780131111554.
Retrieved Oct 14, 2013.
 A Guide to the Project Management Body of Knowledge - PMBOK® Guide,
Fifth Edition", 2013.
 https://project-management.com/top-3-software-alternatives-to-microsoft-
project-online/
 https://www.capterra.com/project-management-software/
 https://blog.masterofproject.com/project-planning-process-group-
activities/
 https://project-management.com/microsoft-project-online-software-review/