PMPlan Technical Support For Technical Support assistance, please contact us at techsupport@pmplan.com Review Revisions of PMPlan/PMPlanLT The Currently released Version of PMPlan is 3.4.0.23 PMPlan is aligned with the ANSI/EIA-748-A-1998 Quality Standard for "Earned Value Management Systems" System Requirements and Installation of PMPlan The Project size will have the greatest impact on the processor speed and memory resources of a computer. For example, using an XP operating system with MS Explorer and MS Outlook plus other standard utilities loaded and running; A Pentium "3" at 728 Mhz with 512 MB memory and 32 MB video memory will re-calculate a project sized as follows: 40 elements x 25 resources x 8 months, file size 190KB - 2 seconds 400 elements x 30 resources x2.5 years, file size 1180KB - 5 seconds 500 elements x 25 resources x 5 years, file size 1770KB - 25 seconds Or; A Pentium "4" at 3.2 Ghz with 512 MB memory and 128 MB video memory will re-calculate a project sized as follows: 40 elements x 25 resources x 8 months, file size 190KB - ~1 second 400 elements x 30 resources x2.5 years, file size 1180KB - 2 seconds 500 elements x 25 resources x 5 years, file size 1770KB - 8 seconds The recommended minimum system requirements for the installaton and use of PMPlan: Pentium "3" based or compatible computer at 200MHz Windows 98/NT4/Me/2000/XP (2000/XP installation requires administrator or power user permissions) 32 MB RAM 200 MB free hard disk space 800 x 600 display , 256 colors 16-bit color quality The recommended system requirements for the installation and extended use of PMPlan: Pentium "4" based or compatible computer at 1 GHz + (or faster speeds for a large project plan) Windows 2000/XP (installation requires administrator or power user permissions) 512MB RAM (more is better) 200 MB free hard disk space 1024 x 768 display minimum (1280 x 960 prefered for increased landscape), 256 colors 16-bit color quality Users of Windows 2000 and Windows XP are required by these operating systems, to have administrative or power user permissions in order to install new software applications, including PMPlan. Should the user not have these permissions, the system administrator will need to be involved in the installation process. The system administrator will not need to be involved in the update process "IF" the system administrator allows user access to "write" to the ‘AlNik’ and ‘AlNik\PMPlan’ folders established during the installation process. PMPlan Development Notes The following Notes for PMPlan are intended to aid in understanding the logic behind the development of this Project Management Tool Application. These Notes are intended to address elements of the design of PMPlan for Project Management activities and are not inclusive. A review of the Earned Value Concept Notes on Earned Value Tracking Reports (WBS) Notes on Basis of Estimate Report Notes on CWBS Code Notes on Estimate to Complete Notes on Creating Custom Reports Notes on Formating Data Notes on Sorting Dates Notes on Using Criteria Notes on Writing Formulas Notes on Number Equations Notes on Text Equations Notes on Date Equations Notes on Escalation/Inflation Method Notes on Budget Calculations Notes on How to Display Float Notes on PMPlan Development Assumptions Review the Earned Value concept PMPlan's Approach to the Concept! PMPlan's Approach to the Earned Value Concept is intended to provide the logic behind it's use as a Project Management Tool. The example is intended to address the basic's of earned value in Project Management and is not inclusive. [back to top] Notes on Earned Value Tracking Reports Below is a sample of the Cost Performance Report (CPR) PMPlan's recently added Cost Performance Report has the same information as the Cost/Schedule Status Report plus the Current Period data, and complements PMPlan's Earned Value Tracking Reports. [back to top] Notes on Basis of Estimate Report Below is a sample of Basis of Estimate Report for one WBS Element You enter the ‘Basis’ notes in the ‘Res Totals’ Tab (Shown below). To display the ‘Basis’ rows, go to ‘Tools | Options’ Menu, ‘Totals – Budgeted’ Tab, then check ‘Use Basis Of Estimate Mode’. The ‘Basis’ is limited to 1024 characters. The ‘Basis’ can also be included in the ‘Outline’ (WBS Dictionary) Report. [back to top] Notes on CWBS Code At the request of some users, we have added CWBS Code. You can enter this information in the ‘Task Information’ Dialog Box or the ‘WBS Table’ Tab. If you use the ‘WBS Table’Tab you will need to insert the column for CWBS Code. The Code can be up to 50 characters long. [back to top] Notes on Estimate to Complete In the ‘Status’ Tab, the default method for calculating ETC is to divide the Baseline Budget by Cost Performance Index for each Control Account, then the ETC is rolled up to the upper tasks and project. If desired, you can set ETC to based on management estimates by checking the ‘Use Manual Estimate To Complete’ under the ‘Status’ Tab of the Tools | Options dialog box. Then ETC equals current planned budget not the baseline budget. [back to top] Notes on Creating Custom Reports PMPlan provides the capability to create custom tabular reports of WBS element data. You can select which data to show, methods of selecting WBS elements, and even apply your own formula. To create custom reports, select the following menu options Project | Print Reports | Custom Reports … After this menu selection, the Custom Reports form will be displayed. If it is the first time that it has been used on a project, the reports table will be empty. To create a new report, click the ‘New’ button, which will display an input box for you to enter a unique title for the report. If you wish to save this report template, this title will be used for the filename with an ‘.ant’ extension. This title is also the default header used for the report. When you create a new report, PMPlan initially creates two columns for you (WBS Number and Description). To add more columns, 1. Select the column you want to have the new column inserted to the left (Note: If you select the last column, you will be asked if you want to insert it to the right). 2. Select the field from the ‘Field’ list box. 3. Click the ‘Insert’ button. When you add a new column, the default settings are entered for you. You can modify any of the non-grayed cells. Each Column, displays 10 cells, which are the following: Field - This is the name of a field that is used by the WBS element in PMPlan. It cannot be changed by the user. Title - This is the title that you will see at the top of each column. Align - This setting determines the alignment of the column. Format- This is for specifying the format of the data, especially numbers and dates (Refer to the ‘Formating Data’ section for guidance on formatting). Width - This is the width of column where each count is the average width of a letter. If ‘Auto-width Columns’ is selected, the PMPlan will resize each column to display all of the text. Sort - This cell is used to determine the sort order of this column. The sorts the data based on left to right settings (See ‘Sorting Dates’ section for special rules for sorting date fields). Criteria- This cell is used to determine which rows to display (See ‘Using Criteria’ section for how to setup criteria. Show - When checked this column will be displayed. A typical reason to uncheck this cell is when you want to use a field for criteria, but it unnecessary to display. Formula- This cell is only available for the following custom fields; Byte, Number, Cost, Date, and Text (Refer to the ‘Writing Formulas’ section for creating formulas). Rollup - This cell is only available when the ‘Formula’ cell is being used. If checked, the math of the lower WBS element is summarized in the parent WBS element. Which rows are displayed in the tabular report is determined in a two step process. The first process is to apply the WBS filter (for example: if ‘Activities Only’ is selected, all of the parent elements are hidden). The second process is to use the criteria from left to right is the Columns settings. If the criterion is false, the row is hidden. Each criterion is applied to currently unhidden rows, thus all of the criteria must be true to display a row. To view a tabular report, click the ‘Show’ button. [back to top] Notes on Formating Data To format dates, you can use the following combinations. For Year yy displays last two digits of the year yyyy displays all four digits of the year For Month m displays one or two digits of month (i.e. 7 , 11) mm displays month with two digits (i.e. 07 , 11) mmm displays three letter abbreviation of month (i.e. Jul, Nov) mmmm displays full name of moth (i.e. July, November) For Day d displays one or two digits of day of month (i.e. 8, 28) dd displays day with two digits (i.e. 08, 28) Separators Space - / , . Examples of date formats mmmm d, yyyy July 4, 2003 dd-mmm-yyyy 04-Jul-2003 dd.mm.yy 04.07.03 m/yy 7/03 Format for Importing Actual Data The file can be tab delimited (use ‘.txt’ extension in filename) or comma delimited (use ‘.csv’ extension). Each row of the file of actual data should have the following information: Subaccount, Resource Id, Date, Value, Description If a labor resource, Value is the units such as hours, and Description is blank. subABC, ResA, 2-Jan-2002, 45, “” If a non-labor resource, Value is actual cost, and Description describes the non-labor. subABC, ResX, 12-Jan-2002, 200.45, “Photo Supplies” Subaccount and Resource Id are case-sensitive and match what is in your project file. [back to top] Notes on Sorting Dates The sorting is done against the text is each cell, thus the only way to get date to sort correctly you need to use the following format ‘yyyy-mm-dd’. If you want to display the date in a different format, Insert two columns of the same date field. Set the format of the sorting column to ‘yyyy-mm-dd’, select sorting order, and uncheck ‘Show’ cell. Set the format of the display date column as desired using the rules in ‘Formatting Data’. [back to top] Notes on Using Criteria The criterion entered is applied to the value in each table cell of a column. The following criteria rules can be used: Blank or = with text for equal criterion (1 or = 1) Indicate text with single or double quotes at each end (“abc” or ‘abc’) Indicate date with ‘#’ (#15-Jun-2003#) Condition ‘=’ for equal Condition ‘=>’ for equal or greater than Condition ‘<=’ for less than or equal Condition ‘>’ for greater than Condition ‘<’ for less than li>Condition ‘<>’ for not equal to Condition ‘Like ‘ used for text wildcard Like “abc*”, any text that starts with ‘abc’ is a match Like “*abc”, any text that ends with ‘abc’ is a match Like “*abc*”, any text that contains ‘abc’ is a match Use ‘OR’ for more than one type of match (= “ab” OR = “cbe”) Use ‘AND’ for a range (=> #01-Mar-2003# AND <= #31-Mar-2003#) [back to top] Notes on Writing Formulas General Note: To use a field in an equation use the field name listed in the ‘Field’ list box surrounded with square brackets (i.e. [Budgeted]). The field name is case sensitive. [back to top] Notes on Number Equations To create number equations, you can use fields (Cost and Number types) with numbers using the standard math operators +-*/. For example let’s assume you want to get the average labor rate for each work package. To do this, do the following; Insert a custom ‘Cost’ column Change Title to ‘Average Labor Rate’ In the formula cell, enter [Budgeted]/[TotalPlannedLabor] Set the WBS Filter to ‘Work Packages Only’ [back to top] Notes on Text Equations To create text equations (catenations), insert a ‘Text’ column and catenate text fields with other text using the following modifiers (For results, [field name] value assumed to be ‘abcdefgh’, n = 3, and m=4). “any text” between double quotes Result = any text [field name] Result = abcdefgh Left([field name], n) where n = number of starting characters to use Result = abc Right([field name], n) where n = number of ending characters to use Result = fgh Mid([field name], n) where n = the starting character to use Result = cdefgh Mid([field name], n, m) where m=number of characters to use Result = cdef To catenate more than one modifier use the ‘&’ character (i.e. [Leader] & “, <” & Left([Group],3) & “>” [back to top] Notes on Date Equations You can currently add or subtract calendar days from a date (for example: [PlannedStart]-14) [back to top] Notes on Escalation/Inflation Method Budget Calculation Method for PMPlan Version 3.2.09 or higher PMPlan now uses escalation for labor and inflation for non-labor except for the ‘Dollar’ resource type that never uses inflation. The default for escalation and inflation is 1.000. If you want 4% escalation the escalation value should be 1.040. The same math applies to inflation. The base rate of any resource in the pool is: Base Rate = Resource Full Rate x Rate Factor x (1 + Other Direct Cost % / 100). Note if Labor is a Job Category, Job Category Full Rate is used for cost budget, while Resource Full Rate is used for determining cost variance. If escalation is greater than 1, the Labor Base Rate is adjusted as follows: Labor Rate = Base Rate x Escalation ^ (Plan Date – Last Salary Date)[in years units]. Thus the Labor Rate has a step jump in rate every 12 months. If inflation is greater than 1, the Non-Labor Base Rate is adjusted as follows: Non-Labor Rate = Base Rate x (1 + (Inflation – 1) x (Plan Date – Effective Date)/365). Thus Non-Labor Rate increases linear with time. The graph below illustrates this principle with both escalation and inflation at 1.040. [back to top] Notes on Budget Calculations Each Resource Type uses the following equation: Escalation Resources Labor Cost = Units x Labor Rate Job Category Cost = Units x Labor Rate Inflation Resources Material Cost = Units x Unit Rate x Material Rate Travel Cost = Trips x Trip Rate x Travel Rate Where Trip Rate = Staff x Airfare + Staff x Days x Per Diem + Ground Services Cost = Units x Unit Rate x Services Rate Equipment Cost = Units x Unit Rate x Equipment Rate Consultant Cost = Units x (Unit Rate + Travel Cost/Unit) x Consultant Rate Non-Inflation Resource Dollar Cost = Units x Dollar Base Rate [back to top] Notes on How to Display Float To display Float Column in the Schedule do the following steps: Right-Click on header in table portion of Schedule View that is to be to the right of new column. Select 'Insert Column' in the popup menu. Click the down arrow and select 'Float' Click 'Ok' button. Repeat for each additional column desired. [back to top] Notes on PMPlan Development Assumptions The following Assumptions for PMPlan are intended to provide the logic behind the development of this Project Management Tool Application. These Assumptions are intended to address the basic activities of Project Management and are not inclusive. Assumptions for Creating a New Project Assumptions for the Work Breakdown Structure (WBS) Assumptions for Scheduling Assumptions for Milestones Assumptions for Resource Loading Assumptions for Work Packages Assumptions for Project Status [back to top] Assumptions for Creating a New Project: Default loading period (daily, weekly, or monthly) can be set only during creation of new project. Workdays must be defined during creation of new project. Start day of the workweek must be defined during creation of new project. Project Start Date can be set during creation of new project or in the Project Information View. Activities cannot be started before project start date. Project Finish Date is calculated based on finish of the latest activity. [back] Assumptions for the Work Breakdown Structure (WBS): The general order of WBS elements is Project (Level 1) Task (Level 2) Subtask (all subsequent levels, to the Activities) Activities. PMPlan maintains, the outline numbering scheme. An Activity is at the end of any branch in a Work Breakdown Structure. All changes to Activities roll-up to tasks above the Activities. Activities can only start or finish on a workday, as defined in the New Project Information dialog. The following items can only be directly changed at the Activity level. Planned Resource Loading Logic Linkages Schedule (Start, Finish, and Duration) Earned Value (% or $) Only Activities can be deliverable. If you add Activities to an Activity, that Activity becomes a task and its resources are moved to the first Activity below it. When selecting more than one WBS element for cut or copy, only siblings may be selected (ie. all of the selected elements must be under one task). Cutting or Copying an WBS element Cuts or copies all of its subtasks Copies all internal logic linkages, and Copies all planned resource loadings and cost. Demote means move a WBS element down a level assigning it to the element of the original level above it. Promote means move a WBS element up a level assigning it to the same group that is one level higher above it. Once an Activity has earned value (BCWP) = Activity budget the planned end cannot be changed the without changing the Baseline. Once an Activity has earned value The Activity cannot be deleted. The Activity cannot become a Task. [back] Assumptions for Scheduling: Scheduling of Activities can be done two ways. Manual placement of activity (either by selecting start, finish, or duration or dragging start, finish, or moving in Schedule View). Sequencing in the Logic Network using the Precedence Dependency Method (PDM) which is the process of placing activities in boxes, and connecting them with arrows that show the dependencies (which may include a lead or lag) which are of the following type: Finish-to-start - the 'from' activity must finish before the 'to' activity can start. This is the most commonly used dependency and most reliable getting the expected result. Finish-to-finish - the 'from' activity must finish before the 'to' activity can finish. A common use of this dependency is to assign a lag, which indicates that the 'to' activity must be completed lag days after completion of 'from' activity. Start-to-start - the 'from' activity must start before the 'to' activity can start. A common use of this dependency is to assign a lag, which indicates that, the 'to' activity cannot start until lag days have passed after starting 'from' activity. Start-to-finish - the 'from' activity must start before the 'to' activity can finish. This dependency is rarely used. Manual placement of some activities (such as project management activity that doesn't depend on any other activity) is acceptable. More than one task can be assigned the same row in the Gantt, as long they do not overlap in time. Activities that occur after the current status date cannot be moved prior to the current status date. Once an Activity has earned value Planned Start cannot be changed. [back] Assumptions for Milestones: Milestones are major or critical events, and not Activities for planning costs. Therefore, Milestones are separately developed scheduled events that depict major project moments in time (milestones such as IDR, PDR, etc), and the milestones may be linked logically to WBS Activities. [back] Assumptions for Resource Loading: Planned Resource Loading can only be entered at the Activities. Impacts to project budgets can be reviewed on each upper level of the WBS. Loading can be accomplished at three locations: Loading by WBS Element in the Planned Loading Pane selectable in WBS Tree View. Data may be entered in hours. Totals loading across all WBS Elements in Res. Totals View. Data may be entered in the following ways: 142 = 142 hours 48% = 48% of Full Time (8 hours per day) FT = 100% of Full Time (ft, Ft, and fT also works) .5 = 50% of Full Time (any value less than 1) Resource Loading by Individual across all WBS Elements in the Individual View. Data may be entered in hours. Default loading period (daily, weekly, or monthly) can be set only during creation of new project. Actual Costs and Resources can only be entered at Work Package Level. Shorten the duration of an Activity with resource loading, results in all loading occurring after end shorter activity to be assigned to the last workday. Actual loading can be entered up to current status date. Making an Activity with resource loading shorter, results in all loading occuring after end of shortened Activity to be assigned to the last work day. Once an Activity has earned value Resources before current status date cannot be changed. [back] Assumptions for Work Packages: Tasks or Activities marked as Work Packages are used to collect actual costs and resources. Actual Costs and Resources can only be entered at Work Package Level. Work Packages cannot have another Work Package below or above it within the WBS branch. The Work Packages must be placed such that all branches downward from the project encounter a Work Package. Once a Work Package has actual costs, you cannot delete the Work Package. [back] Assumptions for Project Status: Level of Effort (LOE) is calculated as BCWP=ACWP (Performed=Actual, but Performed cannot be greater than budget). The WBS element must be an activity and a work package before it can be marked as a LOE. [back]