How to Create Project Schedule – Part I

Hi, it’s Allison.
In this clip I’m going to show you how to build your project structure in just a few minutes using Elementool’s Scheduling software. We will define a project, iterations and tasks.




When beginning a new project, it is important to first understand what the structure of the project will be. We recommend going with an Agile plan, which is a flexible approach to project management that gives you the ability to make adjustments as needed.

Using this planning structure, you will divide your project into smaller mini-projects, which are known as iterations. Iterations allow for a more controlled development process because clients can offer feedback at the conclusion of each iteration and team members can revise their plans accordingly. We go into more detail about the advantages and the process of iteration planning in Elementool’s Project Management Formula program at www.projectmanagementformula.com.

First you should define the project. You might have one or several projects. Each project contains a list of iterations, and each iteration contains a list of tasks and issues.

To setup a project, you need to follow these steps:
1. Click on Time Estimates.
2. Click on the Add button.
3. Select Add Project.
4. Fill out the project name.
5. The rest of the details on this form are optional.
6. When you’re done, click on the Save button.

Now we have a new project. The next step is to create iterations under this project.
To create iterations, please follow these steps:
1. Make sure the new project’s line is selected.
2. Click on the Add button.
3. Select Add Iteration.
4. An iteration is added to the schedule. Fill in the iteration name.

Each iteration of a project has its own particular list of features. Features are the building blocks of the product that you are creating. For example, on a consumer clothing website, a search engine that allows you to search for an item based on characteristics like style and color is an important feature. Another feature might be the ability to select a size before adding the item to your shopping cart. Once you have a list of features for the project, you will need to write a description of each one, explaining how it should work and what components it needs to include. We recommend using Elementool’s Requirements Management system for defining the project features. Using this tool, you can create the feature list and write the description of each feature. See our Project Management Formula program for more information on features.

Features then must be broken down into workable tasks. For instance, a search engine feature may be broken up into a running search task for a coding expert, and a graphical design task for the graphics expert. Yet another task might be for a copywriter to create text to go along with the search engine feature.
Issues that are stored in your Issue Tracking can also be added to the schedule.

To add a task, please follow these steps:
1. Make sure the Iteration line is selected.
2. Click on the Add button.
3. Select the Add Task option.
4. Type the task name.

To create a task from an issue tracking record, please follow these steps:
1. Make sure the Iteration line is selected.
2. Click on the Add button.
3. Select the Add Issue option.
4. Select the name of the account in which the issue is stored.
5. Type the issue number.
6. Click on Save.
7. The system will display the issue’s title automatically.

Elementool makes it easy to organize tasks, helping to keep each team member on track.

That’s it for now. So simple.
In the next clip I’m going to show you how to build the project schedule and how to assign tasks to team members. Stay tuned…

If you have any questions or comments, please feel free to submit them in the comment section below.

How Long Will It Take?

Hi, it’s Allison again. In this clip, I’m going to teach you an easy and simple way to estimate tasks that you can use right away. Estimating how long it will take to accomplish a task can be surprisingly difficult.



An endless variety of factors and variables can affect the outcome, making an apparently complicated task much simpler than initially expected, or turning a seemingly easy task into a nightmare. But however difficult it may be, estimation is a necessary part of your work. You need good, accurate estimates of task durations in order to build a project schedule and ensure that you deliver your product on time. Coming up with a good estimate is a common challenge that many people struggle with, so, I’m going to teach a simple estimation formula called PERT. Also known as the Program Evaluation and Review Technique, PERT isn’t just a cute name – it’s a vital tool for estimating task duration.

The formula goes like this: Multiply the most likely amount of time that it will take to finish the task by 4 (this is the time that makes most sense, taking into account that you’ll encounter a few obstacles on the way). Then add your ‘best case scenario’ time (this is the fastest that you can complete the task if you have everything that you need, and everything goes according to plan). Now add your ‘worst case scenario’ time (this is the longest time that it will take you to fix the task in case things go wrong). Sum it all up and then divide by 6. The resulting figure is your ultimate estimate for the duration of the task.

Now let me give you an example of PERT in action. Let’s say I want to walk down to the corner market to buy a quart of milk. From my experience, I think this task will most likely take 15 minutes. 10 minutes of walking time, 1 minute to get the item, and 4 minutes to wait in line. So 15 is my Most Likely number. If there is no line, and I walk fast, then I think it will take a total of 8 minutes, so that’s my Best Case number. Now for my Worst Case number I have to consider what might go wrong. And a lot might go wrong. The sidewalk could be crowded, I might nearly get run over by a taxi crossing the street and have to stop to catch my breath, and, worst of all, the line could be three times as long as usual because everyone is stocking up on snacks for the big game tonight. I figure that puts my Worst Case number at 28 minutes.

Now I take the formula: [best case + (4 X Most likely) + worst case] / 6. I plug those numbers in: [8 + (4 x 15) + 28] / 6
And then I get out my calculator. Or, if I’m feeling up to it, I just do the math in my head. My result is 16, and that’s my estimate for the duration of this particular task.

PERT is effective because, even though it gives much more weight to your most likely estimate, it also takes the best and worst case possibilities into account. You will find that it truly makes the difficult job of estimating much easier.

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