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CS615 - Software Project Management - Lecture Handout 43,44,45

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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.

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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 taskrelated 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.

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.

Types of Tasks

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

displays the Project menu

  • Click the Task information command on the Project menu.

This displays the Task Information dialog box where you specify the details of the task being created.

As shown in Figure 11.2, the Task Information dialog box contains five tabs: General, Predecessors, Resources, Advanced, and Notes. You use the General tab of the Task Information dialog box because you need to create a general task. The other tabs have specific purposes for each task. For example, you can specify the details for a task by using the Advanced tab. For the same task, you can use the Notes tab to add notes.

Different Tabs in the Task Information Box

  • Type Analysis in the Name text box.
  • Specify the duration of the Analysis task as 5d in the Duration text box.

The duration of a task signifies the period for which the task lasts in a project schedule. The start date is preset as the current date unless you enter a specific date. The finish date for the task is displayed as five days after the current date in the Gantt chart view. Duration can be specified in minutes, hours, days, weeks, months, or years.

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.

Task Information Dialog 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:

  1. Create a task named Project scope determination using the Project menu.
    You need to create this task below the Analysis task.
  2. Select the Project scope determination task.
  3. 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.

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.

For example, in the analysis phase, XYZ Inc. has a milestone task named Analysis Complete. To indicate that Analysis Complete is a milestone task, perform the following steps.

  1. Click the Advanced tab in the Task information dialog box.
    This tabbed page contains specialized options that enable you to create milestone tasks. It also contains options to specify constraints and deadlines.
  2. Type Analysis Complete in the Name text box.
  3. Select the Mark task as milestone check box.
    You do this to specify a task as a milestone task.
  4. Click OK to close the Task Information dialog box.

Figure 11.5 displays the Mark task as milestone check box selected.

Creating Milestone Tasks

A milestone task is displayed as a task with no duration next to it in the Gantt chart view. Similarly, you create other milestone tasks in the Project file.

Recurring Tasks

Recurring tasks, as the name suggests, occur repeatedly at regular intervals. For example, a weekly project meeting with all the team members is a recurring task.
You can schedule a recurring task in a project plan cycle as daily, weekly monthly, or yearly. You make this selection after deciding the seriousness of the 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.

  1. Select the task row where you want the task to appear.
  2. Click the Insert menu.
  3. Click the Recurring Task command to display the Recurring Task Information dialog box.
  4. Type Project meeting in the Name text box.
  5. 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.
  6. Click the End by option button.

This ensures that the weekly task should continue only until February 14. Figure 11.6 displays this step.

Creating Recurring Tasks

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.

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.

Microsoft Project automatically assigns this constraint when you schedule a new task from the finish date of a project. To change this constraint to a specific constraint, you can assign a specific finish date to it.

SNLT

You select this constraint to specify the latest possible start date of a task. For example, you want to conduct a training program on quality standards for the development team. You want to conduct the training program before the development phase begins so that you have enough time on hand. Therefore, you select the SNLT constraint and specify the start date that is before the start of the development phase. This means the training begins on or before the specified
date. You also keep in mind the duration of the training. Suppose it is a two-day training program and the project development start date is February 15. Therefore, after selecting the SNLT constraint, you will enter the start date of the training as February 13.

FNLT

You select this constraint to specify the latest possible date by which a task can be completed. For example, you want the project proposal task to be completed on or before the analysis phase, which is scheduled to start from February 20.
Consequently, by enforcing this constraint on the project proposal task, you ensure that the finish date for this task is the same as the start date for the analysis phase.

SNET

This constraint enables you to schedule the start date of a task as early as possible.
This is different from the ASAP constraint because the ASAP is a vague constraint with no specific start dates for a task. However, by choosing the SNET constraint, you can specify an early start date for a task. For example, the task to create test cases is dependent upon the construction and the unit testing phases.
Therefore, the task to create test cases cannot begin unless the earlier two tasks are over. In this case, you would enforce the SNET constraint on the creation of test cases and specify a start date. This start date cannot be before the end date of the preceding tasks. Consequently, you can create test cases any time on or after this start date but not before.

FNET

You select this constraint when you do not want a task to be complete before a scheduled finish date. For example, during the unit-testing task you discover there were many bugs that were addressed by the developers. This makes you skeptical about the quality of the product. Therefore, you want to extend the finish date of unit testing and enforce the constraint FNET on it. Consequently, you will not be able to finish the unit-testing task before the specified date.

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:

  1. Click the Advanced tab in the Task Information dialog box.
  2. Type Develop test plans in the Name text box of the Advanced tabbed page.
  3. Type 2 in the Duration text box
    This specifies the maximum time allotted to complete the task. 4. Click the Constraint type box.
  4. Click the Constraint type box.
  5. Select the Finish No Later Than option in the displayed list.
  6. Click the Constraint date list.
  7. Select August l0 as the finish date from the calendar that is displayed.
    Figure 9.7 displays this step.

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.

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.

In the .mpp file that you are creating for XYZ Inc., you need to set July 15 as the deadline for the task Assign development staff; which is a subtask of the Development task. To set the deadline, you perform the following steps:

  1. Create the task Assign development staff by using the Project menu.
  2. Select the Assign development staff task.
    This is the task for which you need to set a deadline.
  3. Click the Advanced tab in the Task Information dialog box.
  4. Click the Deadline list box in the Advanced page.
    This is done to specify the deadline for the Assign development staff task.
  5. Select July 15 in the calendar to specify the deadline date.
  6. Click OK to close the Task Information dialog box.

Similarly, you can add deadlines for the other tasks for the XYZ Inc. project.

Setting Dependencies between Tasks

There is dependency between tasks when a particular task cannot begin until its preceding task is completed. For example, the creation of the high-level design of a project cannot start until the client signs off the SRS document. The SRS document serves as a prerequisite for the immediate subsequent phase.

In Microsoft Project, you can specify four types of dependencies:

  • Finish-to-Start (FS)
  • Start-to-Start (SS)
  • Finish-to-Finish (FF)
  • Start-to-Finish (SF)

FS

In dependency relationships of tasks, the name of the relationship consists of the start or finish dates of the predecessor task and the start or finish date of the successor task. For example, the relationship between the task to finish the SRS
document and the task to begin the high level design is FS. This is because you link the finish status of the predecessor task to the start status of the successor task. FS is the default relationship when you link any two tasks.

SS

In addition to FS, you can also begin two tasks at the same time. For example, you can begin the task to do functional testing and integration testing of the testing phase simultaneously. The dependency in a SS relationship occurs when both the predecessor and the successor tasks start at the same time. This is because these tasks do not share any common component nor are they dependent on each other. Therefore, the link between them is SS.

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.

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-tofinish 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:

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:

  1. Create a task named Develop code by using the Project menu.
  2. Create a task named Developer primary testing below the Develop code task by using the Project menu.
  3. Select Develop code.
  4. Select Developer primary testing with the Ctrl key pressed.
  5. Click the Edit menu.
  6. 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.

Linking Tasks

  • To estab1ish the start-to-finish, relationship between the two tasks, select the Developer primary testing task and click the Project menu.
  • Click the Task Information command.

This information displays the Task Information dialog box wherein you can establish a defined relationship between the two tasks by using the Predecessors tab.

  • Click the Predecessors tab in the Task Information dialog box.
  • Select the Start-to-Finish (SF) relationship in the Type field cell.

This defines a start-to-finish relationship for the tasks.

  • Type 4d in the Lag field cell to specify four days lag time between the two tasks. This step is displayed in Figure 11.9.

Specifying Value for the Lag Field

  • Click OK to close the dialog box.

The tasks Develop code and Developer primary testing appear linked to each other with the symbol of Start-to-Finish relationship in the Gantt chart view.

Splitting Tasks

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:

  1. Create a task named Unit testing below the Testing summary task.
  2. Select the Unit testing task.
  3. Click the Edit menu.
    The Edit menu contains the command that enables you to split a task.
  4. 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.
  5. Drag the changed mouse cursor over the task in the Gantt chart view.

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.

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.

Assigning resources to a task is a two-step process. First, you add the available resources to a project. You can do this by adding resources by using the View menu and then clicking the Resource Sheet command on the View menu. When
you click the Resource Sheet command, Microsoft Project changes the default Gantt chart view to the Resource Sheet view. Figure 11.11 displays the Resource Sheet view.

Resource Sheet View

Suppose for the XYZ Inc. project, you want to add a hardware resource in the Develop prototype task. The steps to add the resource are as follows:

  1. Create a task named Develop prototype below the Analysis summary task.
  2. Select the Develop prototype task.
  3. Click the Tools menu.
  4. The Tools menu contains the command to add a resource.
  5. Point to the Resources command.
  6. When you point to the Resources command, the Assign Resources command of the Resources command of the Resources submenu is displayed.
  7. Click the Assign Resources command. Figure 11.12 displays the Assign Resources dialog box.

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.

Assigning Costs to Tasks

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 materia1 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:

  1. Click the Resource Sheet view of Microsoft Project The Resource Sheet view is used to display all resources and their respective costs.
  2. Type Tester in the first cell of the Resource Name column
  3. Select Tester.
    You do this because that is the work resource for which you need to specify the standard and overtime rates.
  4. Click the Project menu to display the Resource Information command.
  5. Click the Resource Information command on the Project menu.
  6. 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.
  7. Type $30.00/h in the first cell of the Standard Rate column as shown in Figure 9.13.
  8. 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.

While calculating costs for work resources; Microsoft Project calculates the resource cost by the hourly rates that you specify and the time required for completing a task. However, when you assign a material resource to a task, Microsoft Project automatically calculates the total cost of the resource by using the material resource rate specified by you and the quantity of material required for completing the task.

Assigning Costs to Resources

Tracking a Project Plan

Project management is a multiple-phase undertaking. The first phase is the project initiation or the project planning phase. This phase is followed by the projecttracking phase. Finally, you wrap up a project with the-project-end phase. Project
tracking is an extremely in important activity in an organization. Unless a project is tracked effectively, it might never come close to termination. Project tracking also ensures strict adherence to project plans, requirements, and schedules.

Progress Lines

To track a project plan, you first view the progress of a project. You can view the progress of a project by applying progress lines to the tasks in the project. You can display progress lines in three ways,

You can choose to display progress lines always at the current status of a project.
To do this, you need to select the Always display current progress lines check box in the Progress Lines dialog box. Selecting this option displays progress lines every time based on the current status of a project.

The second way to display project lines is to display them on selected dates of a project plan. For example, you use this option when you need to know the progress status of a project on the jay development is completed. In this case, you select the Display selected progress lines check box to display progress lines on that day. Similarly, you can use this option to display progress lines on the day when testing is completed or the project-end date.

Finally, you can display progress lines at regular intervals such as daily, weekly, or monthly.1f you choose daily, you can further define its preciseness by choosing everyday, every second, or every third day, and so on. Alternatively, if you choose monthly, you can refine your choice by selecting the month and day when a progress line is displayed. To display progress lines for all the tasks listed in the Sample-Project.mpp file every third day, you perform the following steps:

  1. Click the Tools menu
  2. Point to the Tracking command to view different options for creating progress lines
  3. On the Tracking submenu, click the Progress Lines command
  4. The Progress Lines dialog box is displayed. In the dialog box, select the Display progress lines at recurring intervals check box.
  5. After selecting the Display progress lines at recurring intervals check box, select the Daily option button.
  6. To specify that the progress lines must be displayed every third day, click the:
    every box and select the every 3rd option in the list.
  7. You can further choose to display the progress lines every third day of a week on a workday. This is shown in Figure 11.14
  8. To confirm the specifications and close the Progress Lines dialog box, click OK.

Setting Options for Progress Lines

Progress Lines in the Gantt Chart View

Project Baselines

Project baselines are another way of depicting the progress of a project. Baselines are indicators that help you compare the actual start date with the planned start date of a project. They also help compare the actual cost incurred with the planned cost for a project. After preparing a project plan for tasks, you can save the plan as a baseline. This serves as an ideal plan for you to compare the actual performance of the project with the baseline that you save.

To save a project plan as a baseline, perform the following steps:

  1. Click the Tools menu, and point to the Tracking command.
  2. Select the Save Baseline command on the Tracking submenu.
  3. In the Save Baseline dialog box, select the Save baseline and Entire project option buttons to save a baseline of the entire project.
  4. Click OK to close the Save Baseline dialog box. You can also save a part of the project plan by saving a few tasks as baselines by clicking the Selected tasks option button.
    To view the deviation from a baseline performance to the actual performance of a project, perform the following step:
  5. In the Project Information dialog box, click the Statistics button to view the project statistics for the Sample-Project.mpp dialog box. This dialog box is displayed in Fig 11.16.

Displaying Project Baseline Information

The dialog box displays critical and summarized information about the variance values of the start and finish dates of a project, work completed in hours, cost, and duration in days. Higher the variance of a column, higher is the degree to which a project does not conform to the baseline plan. The actual values are displayed in the dialog box.

You can compare the baseline values for all these factors with the actual values of a task to conduct project plan analysis.

Recording and Updating Tasks

One way of tracking a project schedule is by determining the actual work done by a resource. After doing that, you compare it against the total work to be done initially. Using these factors, you can calculate the remaining work that needs to be done in the rest of the project cycle.

For example, you need to check the status of the Test component modules task in the XYZ Inc. project .This task exists under the Testing summary task. You use the Task Sheet view to record the actual work done by a resource and calculate the work that remains to be done. To do that, perform the following steps:

  1. Select the task Unit testing for which you want to view the task completion status.
    This task exists under the Testing summary task.
  2. Click the View menu.
  3. Click the Table Entry command.
  4. Click the Work command on the Table Entry submenu

After doing this, four fields appear: Work, Baseline, Actual, and Remaining.

You update the Actual field value with the current amount of work done.
Microsoft Project automatically updates the Remaining value after comparing the Actual value with the value in the Work field. Alternatively, you can update the value of the remaining field to a number that you feel is correct. Consequently, Microsoft Project updates the Tota1figure in the Work field. It also displays the difference in the previous Work and the current Work, values in the Variance field.

For example, the Work field in Figure 17 displays the value 20. You update the Actual field with the value 13. Consequently, the remaining field would automatically show 7. However, you can modify the Remaining field to display
the value 10 if seven days are not adequate. Notice that the Work field displays the value 27, and the value in the Variance field is 3.

Updating the Status of Tasks

Note:
You can also update the percentage of work completed by specifying the value in the Percent complete spin box. The Percent complete spin box is present in the General tab of the Task Information dialog box.
Consequently, Microsoft Project updates the actual and remaining work in the work sheet of tasks.

Rescheduling Tasks

Using Microsoft Project, you can reschedule the tasks of a project. Rescheduling involves modifying the start or finish dates of a task. For example, you need to reschedule the start date of the Create user manuals task. This task exists below the Development summary task. To reschedule an incomplete task, perform the following steps:

  1. Create a task named Create user manuals under the Development task.
  2. Make the Development task a summary task by using the left indent Icon.
  3. Select the Create user manuals task.
  4. Click the Tracking command on the Tools menu.
  5. Click the Update Project command on the Tracking submenu, to display the Update Project dialog box. Figure 11.18 displays this dialog box.

Rescheduling Tasks

  • In the Update Project dialog box, select the Reschedule uncompleted work to start after option. This option is used to reschedule an incomplete task.
  • Specify a new start date for the Create user manuals task.
  • Select the Selected tasks option to reschedule a task. If you need to reschedule entire project, choose the Entire project option.
  • Click OK.

Modifying the Duration of a Project Plan

During the course of a project, schedule, cost, and effort slippages are quite common. Therefore, you sometimes need to modify the project start and end dates. Normally the start date is modified for short cycle projects that need an early head start. Finish date is modified when you are unable to meet the project end date due to slippages. Assume that the project starts on February 15 and you change its finish date from June 10 to June 15. To do this, perform the following steps:

  1. Click the Project menu
  2. On the Project menu, click the Project Information command. This displays the Project Information dialog box.
  3. In the Project Information dialog box, click the Schedule from list box.
  4. Select the Project Finish Date option from the Schedule from list.
  5. Click the Finish date box, and select June 15 from the calendar of the month June. This step is shown in Figure 11.19.
  6. Click OK.

Modifying the Plan Duration

You have modified the project finish date from June 10 to June 15. You can view the change in the Gantt chart view of the project.

Displaying Project Information Using Reports

You create reports to display project-related information in a tabular format, which is easily comprehensible. Project reports provide a picture of the status of a project. The status of a project helps measure the progress of it. Reports can be prepared for a specific phase or for all the phases at one time.

Creating Standard Reports
Using Microsoft Project 2000, you can create two types of standard reports:

  • Standard resource report: You create standard resource reports to display resource allocation and the costs incurred on them
  • Standard task report: You create standard task reports to display information regarding tasks and the duration to complete each task in a project.

To create a report on the resources listed in the Sample-Project.mpp file, perform the fo1lowing steps:

  • Display the Resource Sheet view of Microsoft Project
  • Click the View menu.
  • Click the Reports command.
    This command displays the Reports dialog box. This contains the various report formats.
  • Select the Custom icon to create a new resource Figure 11.20 displays the Custom icon.

Displaying the Custom Icon in the Reports Dialog Box

  • Click the Select button.
    This displays the Custom Report dialog box.
  • Click the New button.

This way, you create a new type of a resource report that is not part of the list of reports displayed. The Define New Report dialog box is displayed as shown in Fig 11.21.

Defining New Reports

  • In the Report type box, select the Resource option.
    You do this to create a report displaying the various resources used in a project.
  • Click OK to confirm your selection.
    The Resource Report dialog box is displayed as shown in Figure 11.22. In this dialog box, you specify the name of the report. In the same dialog box, you can sort the information to be displayed in the report.

Resource Report Dialog Box

Figure 11.22: Resource Report Dialog Box

  • Click OK to confirm your specifications.
    After the Resource Report dialog box is closed, the Custom Reports dialog box is displayed.
  • Click the Preview button to view the report.
    The report is shown in Figure 11.23. To be able to view the report, you configure a printer to the computer that has Microsoft Project.

Report on the Resources Listed in the Project1

Similarly, you can also view a report on tasks. To view the report on tasks, repeat the procedure for creating a report on resources in the Gantt chart view of Microsoft Project.

Modifying and Printing a Standard Report

You might need to modify a report to display more information or to display the existing information in a different format. To modify the ways in which a task is displayed, you Use the Task report dialog box.

You can modify an existing standard task or a resource report by clicking the Edit button on the Custom Reports dialog box. This displays the relevant reports dialog box.

For example, to modify an existing report to display only summary tasks and add gridlines to each task for the XYZ Inc. project, perform the following steps:

  • Click the Definition tab in the Task Report dialog box. The Task Report dialog box is displayed in Figure 11.24.

Modifying Reports

  • Click the Show summary tasks check box.

This check box is used to display only the summary tasks in a project. For example, in the current project file, selecting this check box would display only the broad-level tasks, Analysis, Design, Development, Testing, and Implementation and not the subtasks below each one of them.

  • Click the Details tab.
  • On the Details page, select the Gridlines between details check box.
    The Gridlines between details check box is shown selected in Figure 25.

Selecting Gridlines between details Check Box.

  • Click OK to close the Task Report dialog box.
    In Task Report dialog box, you can display specific fields in the Definition tab. In addition, you call also use the Details tab to display a summary of tasks in gridlines and resources.
    You can also sort a report on different fields displayed on a report.

Printing a Standard Report

Printing a standard report is really simple. In the Define New Report dialog box, you click the Print button to print a report.

Figure 1126 displays the Define New Report dialog box. Clicking the Print button in the Custom Reports dialog box, displays the Print dialog box.

Printing a Report

Figure 11.26: Printing a Report

Finally, you can see the Sample-Project.mpp file that you are creating for XYZ Inc. complete with all the components that you have added.

Commissioning & Migration

Software Implementation

After the software product is developed, the challenge lies in seeing the system work successfully at the user-end. Product implementation is the crucial activity of actually handing over the product to the users. The product moves from the theoretical environment of the development team to the practical environment of the user. Implementation begins with the preparatory activities of planning, training the user staff, and testing the system. After the preparatory activities are complete, the new system is installed and configured at the user end. Implementation marks the end of product development. After this, the product is handed over to the maintenance team.

Implementation Prerequisites

The purpose of implementation is to organize and implement the new or updated system. Most of the time, implementation is a contract-based activity. The contract provides details of the implementation activity. Implementation
procedure includes details such as the scope, method, and duration of implementation. There are some prerequisites of implementation. They are finalizing the number of licenses, procedures for error logging, scheduling system changeover, and procedure for maintaining data backups. However, the primary task is to organize a team to monitor implementation.

An implementation coordination committee is set up to monitor implementation committee. Other committee members include line managers of other departments and members of the development team.

IThe committee performs various activities. It identifies various requirements of implementation process, such as arranging for software licenses, project software, and other standby facilities. The committee looks into the implications of the system environment, staff allocation for implementation tasks, and internal communication. The committee also devises alternative methods facilitating system changeover.

Key Implementation Plans

The various activities performed during implementation are preparing an implementation plan, a raining plan, an acceptance plan, and a system support plan.

Implementation Plan

The first task of implementation is the creation of the implementation plan.
The implementation plan contains details of the methods of system transfer and the timescale for implementation. Details of hardware and software needed for implementation are also mentioned in the plan. The plan contains details of date, location, and timescale for implementation. The plan also mentions the prerequisites of implementation, such as the existing network environment and the availability of related software. You can look at an implementation plan in Table 12.1.

Implementation Plan

In the implementation plan, Implementation Schedule section records .details such as location and duration of implementation. The Resource List section has a list of the resources and their contact numbers. The plan has details of
the server and clients in the Components of Installation section. Finally, the plan also contains data migration details.

Training Plan

Preparing a training plan is one of the tasks of implementation. The training plan contains details of the participants to be trained. It also mentions the focus area arid .the audience for die training session. Training schedule containing the training venue, training name, start date and end date is a part of the training plan. The plan conveys budgetary details and the roles and responsibilities of participants as well as the faculty. A training plan is displayed in Table 12.2. The plan has details of the focus areas of training, courses identified for training, and training schedules. Roles and responsibilities of trainer are also included in the training plan.

Training Plan

Acceptance Plan

The purpose of an acceptance plan is to determine the details of acceptance testing. The plan contains details such as the order of testing of functions, location, date, and duration of testing. Details of participating members, coordinators, and users are also mentioned in the plan. The acceptance plan lists the procedure for bug fixing, version control, and verification and validation details. Procedure for the creation of acceptance test cases and setting up software and hardware environment is also mentioned in the plan.

The acceptance plan in Table 12.3 contains details of the acceptance schedule, acceptance criteria, list of resources, and a bug report form.

Acceptance Plan

System Support Plan

The implementation team prepares the system support plan either during or before product installation. The system support plan contains details of how the system will be supported after it is implemented. Typically, the support plan has a warranty clause. The warranty clause usually lasts for a year. The warranty covers details of people in the support activities, details of agreement, the response time, and support details.

Implementation Activities

After the prerequisites are in place, implementation activities begin in right earnest. Now, all the plans created for implementation are put into practice.
Implementation activities include acceptance testing, user and operator training, data migration, installation and configuration, product sign-off, product wind-up, post mortem, and product delivery.

User Acceptance Testing

You must have heard the proverb, "the proof of the pudding lies in the eating.
This applies for software product also. The success of the software product depends on how the user responds to the product. One of the important implementation activities is user acceptance. This aims at ensuring that the system is working according to the user requirements. UAT is done to ensure that the desired product design matches the actual product design.

UAT is the final testing performed by the end user after using the product over a limited period me. As part of the implementation process, the project manager prepares the User Acceptance Test plan. The UAT plan is the last stage of the testing process where the user tests the product. The user tests the product and identifies whether it is acceptable or not.

Ideally, UAT is conducted in the same environment as the one in which the product is designed. UAT plan consists of the activities to be conducted, functions to be tested, the time, and environment in which software will be tested. Often test cases are attached with the plan. The user validates the software based on the test cases.

The executable product is installed in the test environment and configured for use. Then the user executes the test supplied. r the user tests the software product, the implementation team takes care of the bugs or items identified by the user. The bug fixing and closing of issues continue iteratively until all problems are solved. The software product is then ready for use. The user representative uses a signoff on the prescribed format to indicate satisfaction with the product. This marks end of the development activity. The final bugfree version is delivered to the user.

Training

To familiarize the users with the new system, you need to train them. Apart from the users, there are the operators who also need to be trained to handle the system. Training for both the users and operators has separate goals.
Training sessions aim at providing the participants with specific skills required in handling the new system. Training aids used are documents, icons, on1ine helps, and demonstrations or classroom sessions. The user training focuses on major m functions and the users' need to gain access to them. Some of the activities that a user might need to perform are simulating activities, analyzing data, drawing graphs, and searching for information. The user is trained on navigation skills, information searching skills, and security functions. The users are trained on the differences between the old and new activities to familiarize them with the differences.

The operator training focuses on the support functions of the system. The support functions include granting user access, granting file access, recovering damaged files, installing new devices and software, and making backups.
Therefore, the operators' training focuses on two function areas. First, the operators learn to run the system, and second they learn to support the users.

Another important approach to training is documentation. Documentation can be in the form of user manuals and guides. The use of documentation in training will depend on the target audience. Therefore, you need to ensure that your development team does not neglect training and documentation. This should be planned and tracked from the project start as soon as the requirements analysis is complete. You also need to ensure that training and documentation for users and operators is updated periodically.

Data Migration

At times, the user might want to transfer data from the old system to the new system during implementation. The implementation team migrates data from the old system to the new system. This task can be automated by using scripts
and tools. Data migration is an important activity. As a project manager, you need to ensure that all data is successfully migrated. At times, data migration involves a large amount of data from heterogeneous sources. This entails lot of work, which might be beyond the handling capacity of the implementation team. Typically, in such situations, data migration activity is subcontracted to an external agency. If the data is in the form of documents, data entry operators could also be hired. Although the activity is subcontracted, as a project manager, you need to plan and monitor its progress continuously.

Installation and Configuration

To make the system available to end users, the implementation team needs to install and configure the system. This involves making the system run and prepare it for actual work. The implementation team does this by deploying the system on user machines. During installation, the files, components, and executables are copied to the user machine.

Configuration is the act of making necessary changes in the system parameters that are specific for target users. This activity is performed along with installation. Installation and configuration activity can be automated by using many tools. You can perform installation and configuration at multiple locations by using tools. These tools create installable disks that can be used to install and configure. This enhances the productivity of the implementation team to a great extent.

At times, the project manager might need to outsource the installation activity.
Then great care needs to be taken to ensure that correct versions are installed.
At times, Web-based automatic installation facilities are used to simplify the process further. At times, the implementation team might need to install the system at multiple locations simultaneously. The team prepares separate plans for each location. The implementation team also configures the installed system.

Product Sign-Off

At the end of acceptance testing, the user-representative gives the sign-off in the form of an acceptance letter. This marks the formal end of the implementation phase. This means that all issues raised during the acceptance testing are solved and closed. As a project manager, you need to ensure that the contractual obligations with the user are fulfilled. You need to verify that the client accepts all documents and deliverables as mentioned in the contract.
You also ensure that the sign-off is according to defined guidelines and is in the form of an acceptance letter.

Project Wind-Up

Project wind-up marks the formal closure of the development phase. This activity begins after obtaining a sign-off from the user. The key activities performed during project wind-up are analyzing what went wrong and what could have been better. Major learning from the project is summarized at the end of the project. Certain completion criteria are formalized at the project start. These criteria prevent the project from dragging on endlessly. Certain activities are performed to ensure that the project ends on time.

  • Monitoring deliverables
  • Monitoring progress
  • Controlling change requests
  • Monitoring work yet to be done

Usually a senior project manager supervises the project-wind up activities.
During project wind-up, you need to gather feedback both internally as well as from the client. The various wind-up activities performed during project end include obtaining client feedback of the project. You also need to update and close the project plan. Another activity is updating project-related statistics at the end for resource estimation. You can determine the level of success of the project based on the quality of the delivered system and the level of satisfaction of all concerned.

During project wind up, the project manager also plans for the allocation of the project staff. The deliverables list is checked to ensure that all requirements are met. The project manager also verifies the financial completion of the project. A contract is also drawn to deal with the problems later for a defined period under a warranty. The project is evaluated for adherence to schedule, budget, technical goals, and client and project team satisfaction.

Another important project-end activity is data collection. Data accumulated during the project is collected and organized after completion. This data helps in resource estimation and quality assurance of future projects. The data collected regarding the actual cost per task, cost overrun and under-run per task, unplanned tasks, and planned task that were not required are estimated. Data about software change requests and bug statistics is also noted.

The performance of the project team is also evaluated at the end of the project.
The team members are evaluated in terms of their ability to accomplish project tasks. The time taken, the quality achieved, and the adherence to cost and schedule is also noted. The team members are also evaluated based on their innovative approach to accomplishing a task. The ability of the team member to work as a team, communicate, and support each other is also judged. The team members are also asked to evaluate themselves in terms of their strengths and weaknesses.

Post Mortem

The post mortem activities involve collecting valuable information at the end of the project. The knowledge gained from the project is documented for use by other projects. Similarly, the recommendations for enhancements are also documented. You also need to submit project- related items, hard copies, and files to the project library. Usually, post mortem activities are conducted among the team members. The team members exchange feedback about each other regarding interpersonal communication and work processes within the team.

Finally, the project manager prepares a project closedown report. This report contains suggestions on what should be done to improve software quality in the next project. This report contains details of what the team has failed to deliver and the lessons learned from the project. This report will help detect and eliminate long-term problems. The project closedown report contains the following details:

  • Description of the project
  • Success assessment
  • Schedule, budget, and technical details
  • Problems while implementing solutions
  • Data updates regarding cost estimation

Product Delivery

Product delivery marks the last leg of implementation. In this phase, the packaged software, documentation, and other items mentioned in the contract are passed on to the maintenance team. As a project manager, you need to ensure the smooth transfer of knowledge from the development team to the maintenance team. The maintenance activities are discussed in detail in the next section.

Software Maintenance

According to surveys, changeability is one of the most important attributes of complex, multifunction software systems. This calls for continuous adjustments of the software to suit the changing environment. While changes are inevitable, it is not always possible to create products foreseeing the changes. Therefore, the product needs to be changed according to the changing scenario. You might need to upgrade the software product based on new system requirements or remove redundant functionality. The need for a change brings software maintenance into the picture. Maintenance activities can either be in-house or outsourced.. In the case of in-house maintenance, the development team performs the maintenance
activities. On the other hand, an independent maintenance team performs outsourced maintenance activities.

Software maintenance deals with the sustenance of a piece of software after it is released. Maintenance activity is needed when errors are detected after the software product is released. Changing requirements of the software product also require maintenance activity to cater to the changes.

Maintenance activity assumes greater importance for a project manager. This is because managing software maintenance is more challenging than managing software development. Consider an example. You are maintaining a banking operation. A small Program change is introduced as part of the maintenance activity. Suppose this change results in an incorrect interest calculation. You can well imagine the kind of confusion this error will create, not to mention the loss of
client faith and goodwill in the bank. Therefore, as a project manager, you need to be extra cautious while managing a maintenance project.

Types of Maintenance Activities

Maintenance is an important phase in SDLC: The need for maintenance activities has increased with the increase in software packages. Maintenance activities include correction and prevention of defects, enhancements to incorporate
changing needs, and porting of applications and adaptability. The changing hardware and software scenarios have increased the demand for software maintenance. Today, in the entire SDLC of a software application, the maintenance effort is about 80 percent and the development effort is only 20 percent.

There are four types of maintenance activities:

  • Corrective
  • Adaptive
  • Perfective
  • Preventive

Corrective maintenance is about fixing bugs. This takes approximately 17 percent of the maintenance time. During corrective maintenance, the existing code is used to correct the fault that causes the code to deviate from its documented
requirements. Here, the focus is on fixing defects.

During adaptive maintenance, the existing code is changed to adapt the new features and functionality. These new features are usually part of a new release of a code. This change normally takes 18 percent of the maintenance time.
Perfective maintenance improves the maintainability of the code. During this activity, the code is restructured to make it easily understood and to remove ambiguities. The enhancement of code occupies 60 percent of the maintenance time.

Preventive maintenance is undertaken to protect the code against failure. Here, the focus is on adhering to coding standards and reduce the chances of code failure. Preventive maintenance .activity takes around 5 percent of the
maintenance time.

In the above list of maintenance activities, you can see that out of total maintenance effort, only 20 percent is spent on corrective maintenance and 80 percent on the rest. This refutes the popular belief that maintenance activities is all about fixing mistakes.

Maintenance Activities

To perform maintenance activities, the maintenance team needs to acquire the business and technical knowledge of the client systems. The maintenance process is usually divided into three phases.

  • Initiation Phase
  • Preparation Phase
  • Execution Phase

Initiation Phase

The initiation phase starts with the commencement of maintenance activities. It is primarily a knowledge acquisition phase. During this phase, the maintenance team takes over the system from the development team. The maintenance team familiarizes itself with the ways and functioning of the system. This is essentially a phase of knowledge transfer from the development team to the maintenance team. The major activities of the initiation phase are baseline assessment and operating procedures. During baseline assessment, the interfacing and communication methods between the development and maintenance teams are defined. The user-coordinator from the user side and the information technology help from the maintenance team are identified. During this phase, the plan for acquiring the systems knowledge is also finalized.

During the operating procedures activities, the maintenance team understands the application and the functionality involved in the maintenance task. The maintenance team reviews the current operating procedures of the system. The
team also obtains details about the environment set up, deployment of software, the resource allocation process, and priority settings. Other' activities such as root cause analysis, work assignment to the development teams, and updating of
documentation procedures is also done. The maintenance team refers to the problem management procedures, on-call or escalation procedures; and operational process for handling: faults. It also makes decisions based on the severity of the faults, application criticality, and infrastructure issues.

The maintenance team finalizes procedures for transferring support work from the development team. The maintenance team members are initiated to hands-on exposure of the systems. The maintenance team finalizes the quality systems and
standards and guidelines to be followed.

Preparation Phase

The preparation phase begins after the initiation phase. During this phase, the maintenance team sets up the administrative and support procedures needed for maintenance activities. In this phase, the environment is set up and hardware, software, and network are made ready for operation. All the procedures decided and finalized during the initiation phase are put into practice in this phase. According to the documentation procedures finalized in the initiation phase, the latest documentation is kept in the library. During this phase, bug reporting, problem solving, and other support methodologies are established. The security measures are also put in place and practiced during this phase.

Execution Phase

The execution phase follows the preparation phase. In this phase, the maintenance team starts executing the maintenance activities after the preparation in the earlier phase. During this phase, the maintenance team is in close touch with the development team for a small period of time. Such communication is recommended to ensure better coordination.

Maintenance Curve

Maintenance activity begins after product implementation. The effort spent on maintenance varies over a period of time. Normally, maintenance effort is very high immediately after implementation. The system faces numerous changes during this time. The changes could be in the form of bugs, changes in network environment, or problems caused by user mishandling. During this time, the effort spent on maintenance activities is very high. With time, the system stabilizes and
maintenance activities also slowdown. During this period, the users are more or less satisfied with the system. The system also runs smoothly without requiring any major changes. Therefore, maintenance activity is at its lowest during this phase.

However, over a period of time, business processes change and the system also depreciates. During this period, major changes start coming in. The changes are in the form of enhancements and additions of new systems or modules.
These changes take place continuously to keep the system up-to-date with the changing needs and requirements. Maintenance activities are also at a maximum during this phase.

However, soon the system becomes obsolete and is phased out. Along with the system phase- out, maintenance activities also come to an end.

Figure 12.1 shows the variation of maintenance activity with time. In the curve, maintenance effort is very high during the initial phase. Then the maintenance effort stabilize during the maturity phase. Finally, the maintenance effort increases sharply just before system phase out. The system is phased out to pave the way for new systems.

Maintenance Curve

Maintenance Process

There are certain prerequisites that you need to follow before beginning with the maintenance process. All documentation needs to be complete and up-to-date. All existing items need to be configured, and the latest copy of the code should be
available. The hardware, software, and network environment for testing and maintenance should be made available. Before beginning with the maintenance process, the maintenance team is identified. The user representative from the user
side is identified and the maintenance team is constituted. The maintenance team consists of the head of IT, the project coordinator, and team members. The maintenance project 1anager is the single point contact between the user representative and the maintenance team. The project manager categorizes the type of maintenance activity to be performed based on specifications. The project manager ensures proper communication between all the entities 1volved in maintenance activity. To ensure that the maintenance process runs smoothly, there is a thorough checking of all deliverables. Maintenance activity is the most critical because the system is running and already in place. Therefore, the project manager needs to ensure that no error arises during the maintenance process.

The common approach followed in the maintenance process is as follows. After the user makes a request for change, the maintenance team performs an impact analysis. Then the team plans for the system release. The system goes through design changes, coding, and testing. Finally, the system is released. The maintenance activities undertaken are corrective maintenance, adaptive maintenance, perfective maintenance, and preventive maintenance.

Corrective Maintenance Process

The corrective maintenance process begins with the user representative reporting bugs to the project coordinator by using the problem report form. The project coordinator analyzes the problem and assigns the problem to one of the team
members for corrective action. If the bug fixing leads to any changes in the system, the change is carried out based on the change request process. The team member requests the SCM team to check out the item to be modified. Then the bugs are fixed and tested in the test environment. After this, the user acceptance is carried out for the successful completion of the corrective maintenance process.
Finally, the SCM team releases the modified item. All related documents are modified to reflect the changes and the project coordinator closes the problem report.

Adaptive Maintenance Process

In the adaptive maintenance process, changes are made to the system to accommodate changes in its external environment. Adaptive maintenance includes work related to enhancing software functionality. During this process, certain system changes, additions, insertions, deletions, and modifications are included to meet the evolving needs of the user and the environment. At times, the original environment of the software product might change. For example, there
might be changes in operating system, business rules, and external product characteristics. Adaptive maintenance refers to modifications that adapt to these changes. The project coordinator plans the changes to be made. The detail plan and the quality goals are defined for the changes. The team is formed based on the quantum of work. The change request procedure is followed to carry out the changes. Finally, the changes are deployed based on a deployment strategy.

Perfective Maintenance Process

Perfective maintenance refers to enhancements that make the product better, faster, smaller, better documented, better structured with more functions and reports. It includes all efforts to improve the quality of software. Perfective maintenance extends the software beyond its original functional requirements. During perfective maintenance, the user or the system personnel initiates the changes to the system. The initiator raises the change request to the project coordinator. The changes could be a result of enhancements of new functionality in the existing system.

After tracking-the changes, an impact analysis is done and a detail plan is made to carry out the changes. Based on the amount of changes, a dedicated member or a team works on the changes. The testing is done in the testing environment- and changes are implemented in the system based on the deployment strategy.

Preventive Maintenance Process

Preventive maintenance activities make changes to software programs so that they can be more easily corrected, adapted, and enhanced. During the preventive maintenance process, the project coordinator identifies the potential risks.
Recommendations are made to the management for approval of the maintenance actions. The project coordinator prepares the project detail plan for carrying out the changes. The preventive maintenance team is formed based on the quantum of work. The team implements the change based on the request procedure. Finally, deployment happens based on the deployment strategy.

The maintenance process begins when the user initiates a request for a change.
The process ends when the system changes are tested and the change is released for operation. In between, there are many activities that are coordinated and planned using change management.

Reengineering

Reengineering is a process of abstraction of a new system from an old system.
Reengineering is the modification and evolution of software product to meet the constantly changing business requirements. Failure to reengineer can prevent an organization from remaining competitive and persistent. This is because every system faces the risk of being phased out sooner than they were earlier. Therefore, you need to develop systems that support multiple platforms and are open to modifications and changes. Here, the role of reengineering comes into play. Reengineering comprises reverse engineering and forward engineering.

Reverse Engineering

Reverse engineering is a process of recovering the design of the running system from the source code. Reverse engineering involves analyzing a software system to achieve two objectives. First, reverse engineering helps to identify the system components and their Interactions. Second, it helps make representations of the system on a different, higher level of abstraction.

Suppose, you want to retrieve the design or a product whose design document is not available. You can recover the design by working backwards on the product from the source code to the design requirements. At times, you might need to reengineer programs developed many years back. The specifications of such programs are either unclear or was not developed at all. In such a situation, you use reverse engineering to analyze the program at a higher level of abstraction.
Therefore, you perform reverse engineering to add a significant functionality to the old program. You can also use it to make the system cost-effective and to adopt new technologies.

Certain prerequisites are necessary for reverse engineering. The existing system should be in a running condition. The latest source code should be available.
During reverse engineering, the reverse engineering team gathers information about the source code and the design and specifications documents. They also obtain information about the knowledge and experience of the developer. Then the team studies the existing code and the existing documents. Then they create a draft document from the existing code. The team discusses with the users and modifies the draft document based on the discussions.

To perform requirement reengineering, the team first prepares a prototype. After this, it provides the demo of the prototype to the users. Then the system requirement specification document is modified based on the discussions. The team obtains approval from the users on the requirements.

During design reengineering, the team studies the existing data model and the new requirements. Then they map the requirements with the existing data model and conduct gap analysis. After this, they modify the data model based on the gap analysis. The team studies the behavior of the existing programs and prepares program specifications based on the behavior and the existing code. Then the unwanted functionality is removed from the program specifications. The program is then modified based on the new requirements.

During construction reengineering, the team comments on the unwanted code from the programs. Then they add remarks in the filtered code, and modify the programs based on the new functionality. Finally, the team tests the reengineering process. Testing involves preparing the unit level test cases, the test code, and fixing the defects. Then the code for integration testing is released. The various testing methodologies followed are conducting integration testing, functional
testing, independent testing, user acceptance testing, and releasing the code for deployment.

Reverse engineering helps understand the processing of the system, understand data, and eliminate dead code, bad coupling, and no documentation. It also reduces the maintenance efforts. The tools used for reverse engineering are Rigi
and Refine Language Tools, static analyzer, and test editor.

Forward Engineering

Forward engineering is the process of building a new program from the requirements and design specifications of an old program. During forward engineering, old design information is recovered from existing software and is used to reconstitute the existing system. In the process, the quality of the existing system is enhanced and new functions are added. Therefore, forward engineering moves from a high-level abstraction and design to a low-level implementation.
Forward engineering is used to improve the overall performance of the system.

Figure 12.2 displays the reengineering process.

Reengineering Process

Maintenance: Best Practices

In addition to the maintenance process, there are some maintenance best practices. A maintenance process is successful if the testing and production environment are the same.
Version control is strictly implemented using version control tools, such as VSS and PVCS. You need to check that the deployment strategy is clearly defined and tested and the documentation is kept up-to-date.

The members of the maintenance team management should be rotated in different business areas to enhance efficiency. It is very essential to identify backups of the key personnel. There should be a balance between the new development and problem fixing. Ensure proper training, and use the latest technology. Knowledge sharing sessions also help in improving communication within the team. There should be an online help facility for the maintenance team, and helpdesk tools should be available to track the problems. Periodic causal analysis of the nature of problems and corrective action need to be conducted. To ensure successful maintenance process, you need to conduct periodic quality reviews and monitor the quality goals of the team.