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Project Organization
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Projects
• Project components– A goal. Typically not well defined– A deadline. Often arbitrarily close– Some resources. Manpower, money, equipment, ...– Complexity. Management needed
• Management– Requirements– Tasks– Schedule– Risks
Resources
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Planning Phases
• Draft
– Initial sketch
– Go/NoGo decision
• Refinement/Analysis– Collect information, brain-storming
– Definition of requirements + tasks
• Implementation (of the plan)
– Schedule, man-power, budget
• Execution
– Perform tasks• Team? Responsibility? Power?
– Controlling
Iterations
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Planning Process
• Similar to SW development process, e.g. waterfall methodology (Bell, Thayer)
1)Capture requirements
2)Design
3)Implement
4)Evaluate
• Iterative!
wikipedia
Analysis
Implementation
Execution
Often different teams at
different phases
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Simple Projects
• Single-person, no-budget– Still with goal, deadline, complexity and risk
• E.g. your master-thesis
• Overall goal + deadline: obvious
• Analysis– Information: topics, literature, skills, external dependencies, ...
– Requirements: functionality, performance, language,...
– Risks: incorrect assumptions, doesn't work, too slow, too late, ... Plan-B (several?)
• Define tasks, dependencies + milestones
– Plan
• Do your work!
– Reserve time for controlling/monitoring
Documentation + data management SWMindmaps, Wikis, etc
Project planning SW
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Larger Projects
• Human + financial resources• Same structure as before plus
– Resource management– Teamwork
• Team– Members: hard (task relevant) + soft (team relevant) skills– Leader: set goals, decide, supervise, support, represent
• Often plus member tasks– Personal “issues” (team/self-oriented, character, ...)– Phases: orientation, conflicts, organization, performance– Topic on it's own
• Even larger projects => ERP (enterprise resource planning)– E.g. openerp.com (now Odoo)
Consider even on short-term
student groups
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Team Hints
• Keep in mind: even small (>1), short-term groups are teams
• Without explicit team-structure “members” will underperform due to competition for leadership, unclear responsibilities/tasks or personal habit– Results will be sub-optimal and/or late
– Work will be less fun
– Even with explicit structure the above might happen
• Without leader, members should agree on goals, responsibilities and milestones– As early as possible
– Every member can request this to be done
Maybe doesn't matter so much
But this one does
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Team Process
Bruce Tuckman
Forming
Storming
Norming
Perfoming
Getting in touchBrainstormingInefficientOrientation
OppositionComplaintsInefficientConflict
StructureAcceptance“Working”Organisation
ConstructiveResponsibleEfficientPerfomance
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Software Tools
• Information– Collection
• Textfiles, databases• OneNote (MS)• Wikis: ZimWiki
– Visualisation• Drawings, diagrams• Maps
– Cmap– MindManager (more powerful)
• Plan– MS-Project– Projectlibre– Agile (Kanboard)
Agile
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Information Collection
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Information Handling Software
• Wiki: „The simplest online database that could possibly work.“ (www.wiki.org)– Wikis are frequently used to collect information on
WWW servers– Users can change content and structure of the data
• Data: text + document attachements (images, multimedia, doc files, etc) + formatting
• Structure: All content is held in „pages“. Page cross-references can be changes
• Zim Wiki is a desktop based Wiki– Multiple „books“– Wiki-like GUI
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Starting
• Start ZIM from menu or type zim on the command line
• Create or select a notebook– Select default book
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Configuration
• Select plugins (edit=>settings=>plugins)– Alphabetic sort– Task list– Screenshot (if avail.)– Calendar– Tags– Calculator
• Edit first page– Text– Tags: @theTag
• Search / Topics– Backlinks: :target
• Search / Structure
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Get Started Video => Extra Material
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Pages
• Create a couple of pages and sub-pages
• Pages can be moved• Or renamed• Or linked to
– drop to text area
• Markdown subset– Links (http://...)– * Lists
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Add content
• Apart from formatted text, we can add documents links ...
• and images• We can also add files
via the „attachement folder“ or via the tools menue
• Clicking links starts the application (e.g. openoffice)
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Search
• Search for plain text, tags (with @) or for backlinks (to current page)
• Adding a backlink to a page (e.g. :top:sub) creates that page
• Pages searchable via desktop tool too (e.g. recoll)
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To Do's
• Pages can contain to-do items, with due dates and priorities– [] ToDo [d: 01-02-2013]!!!
• All items are listed in the to-do view (need index rebuild)– Not aware of interface
to external calendar tools
http://zim-wiki.org/manual/Start.html
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CMAPs
Demo ...
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Step 1
Start “CmapTools”
Login with some pwd
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Step 1.5
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Step 2
• Select root folder in user area
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Step 3
• Default new map is created automatically• Create new folder, save map into
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Step 4
• Drag sources into new folder from file browser
• Switch between tree/symbol view
• NB: German word for „Löschen“ is „Keine Treffer“
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Step 4 -Video => Extra Material
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Step 5
• Create map with concepts (boxes) and propositions (arrows)
• Drag sources from repository view• Use colors, infos, comments, containers, links• Layout options: manual, auto layout• Create sub-maps
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Step 6
• Export CMAP to HTML– Flat folder structure with all files, except comments
Example: copy “tools” folder from resources into “My_Cmaps”Might need to “fix links” in all cmaps
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Project Planning Software
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Planning Software (Traditional)
• Basic functionality– Definition of tasks and milestones
• WBS – work breakdown structure
– Allocation of resources• RBS – resource breakdown structure
– Scheduling and dependencies– Monitoring
• Real projects are dynamic– Progress monitoring– Schedule updates
• Options: e-mail alerts, interfaces
GraphicalText/table based
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Openproj/Projectlibre
• Serves basic functionality plus dynamic updates
• Limited compatibility to MS Project
http://www.projectlibre.org/
http://sourceforge.net/projects/openproj/
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Create Project + Tasks
In Gantt-view insert tasks via Ctrl-I
Edit properties
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Create resources
In Resource-view insert resource via Ctrl-I
“Aufwand” is manpower
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Assign Resources to Tasks
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Define Dependencies
Alternative:Click on first task and drag„chain“ to second task
EA is “Ende-Anfang” More options available like AA (+ opt. delay)
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Project with Tasks and Utilisation Graph
Save initial version as baseline via tools->controlling->save baseline
Excessive load on N1
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Modify Resources
Vacation
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Schedule Slips wrt. Baseline
Update project viatools->controlling->update
Grey: baseline
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Pert View (Netzplan)
WBS view
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More Infos on Resource Usage
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Budgeting per Task/Resource
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Modern Project Management
• Traditional Project Management– HEAVY! start: requirements, dependencies, etc– Focus on plan and process– Inflexible
• “A good idea at a late time is not a gift, it’s a threat”
• Agile Manifesto (agilemanifesto.org)
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Agile “Workflow” Principles
• Improve/optimize process(es)– Small work packages– Welcome changes (yes!)– Visualize tasks and progress– Responsible (cross-functional) teams
• Tools/Methods– Kanban (not specific to any flow)
• Observe + measure process, limit WIP• Maximize flow, minimize cycle time
– Scrum (Focus: SW development)• Maximize velocity• Defined roles, self organized teams• Iterations (sprints, increments, reviews)
Inspect and adapt
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Visualize: Task Boards
Pending Finished
AA
BB
CC
DD
In ProgressFLOW
Pending Finished
AA
BB
CC
DD
In ProgressFLOW
Scrum Kanban
2
Limitedtime
Limitedwork
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Effort Tracking
• New task estimates– Priority (P)– Complexity (C)– Duration (D)
• Sort tasks by weight (W)– E.g. W = P/C
• Or: value/duration
– Process top (high weight) to bottom
• Record actual effort– Discipline!
• Daily stand-ups
P
E
D
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1 2 3 4 5 6 7 8 9 100
5
10
15
20
25
30
35
Cummulative Flow Diagram
PendingIn ProgressFinished
Task
s
01.11.1
6
03.11.1
6
05.11.1
6
09.11.1
6
11.1
1.16
15.11.1
6
17.11.1
6
19.11.1
6
23.11.1
6
25.11.1
6
29.11.1
60
20406080
100120140160180
Remaining work estimate
Initial
Actual
Wor
k [h
]
Metrics
Scrum• Burndown chart
Kanban• Cummulative flow
Team’s estimate precision will improve over time ...
Lead time
WIP limited to 4
WIP
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Applications
• Many commercial workflow management applications– JIRA, Trello, Projectplace, Zoho, …
• Few free options– Self hosted
• kanboard.net (primarily kanban)• kados.info (scrum+kanban)
– Java/webapps• orangescrum.com• scrinch (sourceforge.net/projects/scrinch/)
– Trials/mini: zoho.com, (all free trials)
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Signup to ASC Kanboard
https://asc-kb.ziti.uni-heidelberg.de
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Edit Profile
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Create (private) Project
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Project Settings
Create/rename columns, edit task limits etc
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Limit WIP
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Modified Columns ...
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Task Board (1)
Add new task
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Add a Task
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Add a Subtask
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Task with some Subtasks
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Subtask Timer
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Task Overview
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Convert Subtask to Task => Task Board (2)
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Did some Work => TaskBoard (3)
Limit WIP:We cannot have more than 2 items in this column.
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Taskboard Extras
• Swimlanes– Group tasks
• Categories– Label tasks
• Cover images– Illustrate tasks
• View can be filtered by …– User, category,
status ...
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Project Overview
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Analytics
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Activity Stream
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Gitlab Integration
• Creating issue on gitlab (gitswarm) creates task on kanboard.
• Process task until done• Close issue on gitlab• Task gets removed from kanboard• Task history remains in activity stream
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Gitlab Token
Webhook: http://kanboard/?controller=WebhookController&action=handler&plugin=GitlabWebhook&token=2ab2e1631607d485bf729c5a1f206178f6cd31a9b1c69b1733d6f925eaa3&project_id=5
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ASC Gitlab: GitSwarmhttp://mp-force.ziti.uni-heidelberg.de
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Create Gitlab Project
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Setup Kanboard Webhook
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Useful Links
• Kanban and Scrum Book (free):– https://www.infoq.com/minibooks/kanban-scrum-minibook
• Kanban book (free): – https://kanbanery.com/ebook/GettingStartedWithKanban.pdf
• Kanban and Scrum Demo:– https://demo.tuleap.org/plugins/agiledashboard/?group_id=153
• Free (temporarily) services:– https://projects.zoho.com (unlimited users, single project free)– https://service.projectplace.com – https://kanboard.net/hosting
• Ziti ASC Kanboard:– https://asc-kb.ziti.uni-heidelberg.de
– Sign-up with student email
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Project PlanningExercises
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Step 1
• Groups of 3– Preferably different background
• Select (invent) project– E.g. Arduino Robot Control
• Set-up team– Leader? Skills?– Outline goals, responsibilities
• Initial requirements, functionalities
– Initial sketch (the HOW) / CMAP• Strategy – things to do, who does what • Consider risks (can be virtual)
Orientation(start)
Conflict
Performance
Organisation
Remember:
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Step 2
• Initial plan: projectlibre/kanboard– Resources (team members, different skills)– Initial task set (for the project) – Task set (for the exercise) – Milestones (for exercise and project)– Save baseline– Task Columns– Subtasks– Time estimates
PL
KB
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Step 3
• Use ZIM to collect project relevant resources– Plain text, images, screen shots
– URLs
– Bibliographic information
• Arrange information– Tags
– Links
• Search for something (arduinos, robots, motors, kits, ...)
• Define requirements and checklist – Can be abstract/non-sense, but from various areas
• Use cases, non-functional, functional
• Milestones, dates
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Step 4
• Update Plan – Refine project tasks
• Dependencies• Unexpected delays
– WBS + RBS– Check progress (delays), resource utilization,
deadlines– Print Gantt and reports
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Step 5
• Use CMAPs to visualize important project aspects– For exampe: requirements, specification,
implementation (or whatever is important)– Use different maps with cross-links
• Auto layout vs. manual layout
– Use different sources (URLs, images, PDF)– Export one particular map to WWW for public
distribution• Make sure all links are valid
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Step 6
• Documentation– Use impress (powerpoint) or cmap– Project, goals, team structure– Tool usage: cmap, zim and planner/kanboard
• Screen-shots• Cmap WWW export (.tgz) • Plan:
– Gannt, Pert/WBS, Milestones» Including monitoring
– Kanboard tasks
– Summary of SW-tool experience
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Operational Structure• Check SW is working: 10'• Start with step 1
– Team composition (5 persons): 5'• Manager (timekeeper, requirements, checklist)• Expert 2 (HW: boards, robots)• Expert 2 (SW: OS, tools)
– Initial sketch/CMAP: 10' • Initial plan/projectlibre or Kanboard: 10'• Research/ZIM: 20'
– Individual areas (req/checklist, HW, SW)• Update plan: 10'• Visualize/CMAP: 10'• Summarize, export + document/impress: 5'
– ~ 7 - 10 slides, only screenshots• 2 presentations (one pr-libre, one kanban): 2 * 5'• Sign in to attendance list
90'
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SW Setup
• Example software– Cmap: http://cmap.ihmc.us/products– Zim: http://zim-wiki.org/downloads.html
• Might need to set private TMPDIR– mkdir /tmp/$USERNAME– export TMPDIR=/tmp/$USERNAME
– Projectlibre: http://www.projectlibre.org/• All tools available in CIP pool except Kanboard (see before)
– CmapTools, projectlibre, zim• Resources
– asc.ziti.uni-heidelberg.de/sites/default/files/up/pub/wt16/projectPlanningAll.pdf– asc.ziti.uni-heidelberg.de/sites/default/files/up/pub/wt16/tools_resources.tar.gz
– Cmap: add via “add sources” => select folder “tools”. Select all except “.cmapthumbs”
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Happy Planning ...