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HARVARD PROJECT MANAGER 3.0
TRIAL SIZE
Thank you for your interest in Harvard Project Manager 3.0!
The state of the art in project management software, Harvard
Project Manager 3.0 (HPM) adds speed and simplicity to powerful
and sophisticated project management techniques. HPM is a
comprehensive business software tool for managers who want to
implement project management techniques quickly, accurately, and
easily.
HPM includes a new planning feature--Fast track--a simple
scheduling tool that puts you in the driver's seat immediately,
regardless of your project management skill level. You can begin
planning a project in only 15 minutes. Fast track also gives you
immediate access to the other HPM project planning windows: PERT
chart, Gantt chart, Task list, and Work breakdown (outline and
structure).
HPM's many new features include:
* a smooth and responsive interface
* faster entry and calculation methods
* resource calendars
* template reports and batch report printing
* scaled graphic reports
* import/export capabilities between HPM and Lotus 1-2-3
(Versions 1A and 2), dBASE II & III, dBASE III PLUS, or text
(delimited ASCII) programs
* EGA and VGA compatibility
* numerous learning paths with guided tours, and an on-line
tutorial (included in this package)
A large-group workshop training package is also available.
This Trial Size diskette is designed to help you evaluate
Harvard Project Manager 3.0. By using the Trial Size version
of HPM, you can experience most of the features offered in the
actual product. The features not available on the Trial Size
are:
* Saving projects. You can't save or archive projects.
* Multiple-project reports. You can't print reports that include
information about more than one project.
* Subprojects. You can't save or create subprojects, and you
can't expand, visit, or return to subprojects.
* Update. You can't update project files from Time Line or
Harvard Total Project Manager II.
We've put together a scenario that demonstrates HPM's ease of use
and versatility for all your project management needs. Follow
these instructions to complete your introduction to HPM.
You're managing director of Software Shopper, Inc., a company
that markets software by direct mail to personal computer
users. You're using HPM to plan the launch of a new
product--The Fitness Factor--that customers can use to draw
up an exercise and nutrition plan.
Instructions for following this introduction to HPM are indented
and marked by arrows, like this:
==> Press a key
Here's your first one, to display HPM's Main Menu:
==> Type HPM and press Enter
CREATE YOUR PROJECT PLAN
Two major activities occur at the same time in the Fitness Factor
introduction: developing the product (Develop), and preparing a
mailing for personal computer users (Mailing). When you put in
all the tasks that make up your project, HPM will tell you when
you can send out the mailing, how much the project will cost, and
what resources you'll need.
Select Create a project.
==> Type 1
START IN THE FAST TRACK
You start in the Fast track, HPM's default project creation
window. (Later, you try other project creation windows in this
introduction.) The Fast track is a schedule-type window that
requires no experience in project management. You use a
timescale to schedule your tasks, in the same way you might use
an appointment calendar to mark your meetings. Plotting your
tasks on a timescale helps you see when tasks begin and end, and
which tasks overlap.
Once the window appears, you simply start typing. The timescale
across the top shows what date the cursor is on. There's a Notes
column at the left margin where you can type comments about the
tasks in that row. The status line at the bottom of the window
gives you helpful prompts and task information.
First, add your project's two main activities, Develop and
Mailing:
==> Type Develop
A fill-in appears on the screen for the duration (how long the
task will take). For now, let's assume each task in our project
will take 4 days.
==> Press Tab, type 4, and press F10 to confirm it.
Now, move down a row and add the second main activity.
==> Press Enter and type Mailing
A fill-in appears for the duration.
==> Press Tab, type 4, and press F10 to confirm it.
Let's add a task after Mailing--Artwork.
==> Type Artwork
A fill-in appears for the duration.
==> Press Tab, type 4, and press F10 to confirm it.
Fast track lets you quickly increase or decrease the duration of
each task--just press the Plus and Minus keys.
==> Press the Plus (+) key
The task Artwork increases by one day. Now decrease it.
==> Press the Minus (-) key
You can type notes about the tasks in each row. The Fast track
Notes column scrolls as you type. Let's enter some information
about the task Mailing in the Notes column. Display the Edit
menu and select Notes.
==> Press F4 and type 7
==> Type Find new distribution center
You can change the width of the Notes column to 10, 20, or 30
characters with HPM's Zoom.
==> Press Ctrl-Z three times
You can also change your view of the tasks in the Fast track with
the Zoom. Now, let's return to the Fast track task area. You
can bypass the Edit menu by using the speed key.
==> Press Ctrl-N
Moving a task or row of tasks is easy in the Fast track. For
example, suppose you decide that Mailing should start the day
after the task Develop is finished. Let's move the task Mailing
to the same row as Develop. With the cursor on Mailing, display
the Edit menu and select Move task.
==> Press Left Arrow key 5 times
==> Press F4 and type 3
HPM displays the Moving task fill-in with the name of the task
the cursor is on: Mailing. Use the arrow keys to move Mailing to
the day after Develop is finished.
==> Press Right Arrow key 5 times
==> Press Up Arrow key once
For now, let's keep the tasks in their original positions, so
cancel the move.
==> Press Esc
The task information you entered in the Fast track is immediately
transferred to HPM's other project creation windows--the PERT
chart, Gantt chart, Work breakdown outline, Work breakdown
structure, and Task list. You can enter project data in any of
HPM's project creation windows--it's automatically transferred to
the other windows. As you will see, each window offers a
distinct view of your project.
SWITCH TO THE PERT CHART
The PERT chart displays the tasks in your project as a network of
relationships, much like a flowchart. HPM lets you create a
project in the PERT chart, but it also uses information you've
entered in other HPM windows to automatically create a PERT
chart.
Let's look at the PERT chart HPM has created from the information
you've entered so far. Display the Graphs menu and select PERT
chart.
==> Press F2 and type 2
Boxes on the PERT chart represent tasks. Single lines connect
the tasks to show the flow of the tasks. Since Mailing and
Develop occur at the same time, HPM has placed them in parallel
paths. When it creates a PERT chart, HPM adds two checkpoints
called the Start and End milestones.
We'll return to the PERT chart later when our project contains
more information.
SWITCH TO THE GANTT CHART
A Gantt chart is a timescale graph with horizontal bars
representing the times of tasks and milestones. It's one of
the most widely used techniques for displaying schedule
information. You can create your project in the Gantt chart, or
let HPM create one automatically from information you've entered
in other HPM windows.
Let's see how your project information translates to a Gantt
chart. Display the Graphs menu and select Gantt chart.
==> Press F2 and type 3
To see a list of Gantt chart symbols and their meanings, get
Help.
==> Press F1
You can display context-sensitive Help at any time. There's even
a Help message to show what key functions are currently available
(Ctrl-F1). And if these two don't answer your question, there's a
complete index of Help topics. Take a look at it now.
==> Press Shift-F1
Now return to the Gantt chart.
==> Press Esc
SWITCH TO THE WORK BREAKDOWN OUTLINE
Another new feature of HPM is the Work breakdown outline--a
project view that helps you plan a project by breaking it down
into its main parts, and viewing it in an outline format.
A Work breakdown doesn't show the order of activities or any
dependencies. You use it to document all the activities that
must be done to reach a project goal, by breaking activities down
into their component parts.
To switch to the Work breakdown outline, display the Data menu
and select Work breakdown outline.
==> Press F3 and type 4
When the outline appears, you see the tasks you've already
entered. Let's break down the task Develop into its component
parts, or subtasks. To add a subtask, move the cursor to the
task, display the Edit menu, and select Add task.
==> Press Down Arrow key twice
==> Press F4 and type 2
HPM opens a blank line beneath Develop and displays a four-way
arrow--meaning it's movable. You can move this blank until you
type a letter. Move it right one space to indent the subtask.
==> Press Right Arrow
Now type the name of your subtask.
==> Type Design
HPM lets you add up to 99 levels of subtasks. It displays levels
1 through 10 in the Lvl column. Notice that the task is on a new
level.
You could continue along the columns adding more information, but
for now tell HPM you're done.
==> Press Enter
The Work breakdown outline now displays a fill-in. HPM creates
a PERT chart automatically from the Work breakdown information.
The tasks will be arranged differently if they're parallel
(occurring at the same time) or sequential. You expect the
subtasks at this level to occur in sequence: first the program is
designed, then program code is written, and finally the program
is tested.
==> Press Right Arrow
Confirm your answer.
==> Press F10
A new blank opens automatically--at the same level. Now add the
next subtask.
==> Type Code and press Enter
You could continue to add more tasks and build your project in
the Work breakdown outline, but for now let's switch to the Work
breakdown structure.
==> Press Esc
SWITCH TO THE WORK BREAKDOWN STRUCTURE
To switch to HPM's Work breakdown structure, display the Graphs
menu and select Work breakdown.
==> Press F2 and type 4
HPM displays a tree structure of all the information you've
entered so far. The level beneath Goal contains the two main
activities, Develop and Mailing. Below Develop, you see the
Design and Code subtasks you added in the outline.
Let's add a task at the same level as Design and Code. First,
move the cursor to Develop.
==> Press Up Arrow
To bypass the Edit menu, use the speed key, Ctrl-A, to add a
task.
==> Press Ctrl-A
A fill-in appears. In the name blank, type the name of the task.
==> Type Test
For now, skip the Responsible field. Just confirm the fill-in.
==> Press F10
HPM adds Test to the Work breakdown structure.
SWITCH TO THE PERT CHART
Let's take another look at the PERT chart HPM has created from
the information you've entered. To bypass the Graphs menu, use
the speed key, Ctrl-P.
==> Press Ctrl-P
When we broke down the task of Develop into more tasks, HPM
created a special task called a milestone at the beginning
and end of Develop.
==> Press the End key
The ending milestone for all the development tasks is called
Develop End.
Since the development tasks (Design, Code, and Test) are
sequential, HPM has placed one after the other from left to right
on the PERT chart. Let's return to the Main Menu.
==> Press Esc twice
GET A PROJECT FILE
To save time, we've completed the project plan for you. You can
get the complete plan now. Select Get/Save/Remove from the Main
Menu.
==> Type 5
HPM displays the Project list, including FITNESS.PRJ.
The Project list shows the names of all project files in HPM,
their descriptions, the name of the calendar attached to each,
and the status of the project (whether it's up-to-date or needs
to be recalculated, for example).
In an actual Project list, indented file names represent
subprojects. Subprojects are complete projects you can link to
your larger projects.
* Whenever you make a change to one project, HPM updates
the calculations for all the projects linked to it.
* As you're working with subprojects, you can "visit" and
"leave" the subprojects without having to save and get
files.
The cursor is already on the Fitness project. To get the
project:
==> Press Enter
You're back in the PERT chart, but now you see more detail.
The two parallel paths, Develop and Mailing, branch off from
the Start milestone.
USING COLOR
If you have a color monitor, you see different colors used
for some of the tasks and milestones. These colors help you
identify the status of tasks.
INTERPRET THE CRITICAL PATH
Notice the double lines that connect the tasks following the
Develop and Mailing milestones. HPM uses double lines to
indicate the project's critical path. Tasks on the critical path
have zero slack--if there's a delay in a task on the critical
path, there's a delay in the whole project. Since there is slack
in some of the tasks in the Fitness project, the critical path
does not extend through the entire PERT chart.
Let's examine some other features of the PERT chart.
==> Press Right Arrow five times
DEFINE LINKS AND LAGS
The tasks in a complicated project don't always line up neatly,
one after the other. HPM includes two ways of showing real-
word task dependencies: links and lags.
Look at the task Write Copy. The writer has to prepare the copy
for the brochure about Fitness Factor. She can't begin until
the product design is finished and the plans for the mailing
are complete. Lines representing a link (a dependency)
connect Write Copy to the two previous tasks.
Now look at the task Document. The bar between Code and
Document shows a lag. The writer can't begin the manual until
five days after coding has begun, so she has some idea
of what the user will see on the screens. The lag is marked
SS (Start-Start) because the start of Document lags the
start of Code by five days.
ZOOM THE PERT CHART
The PERT chart is larger than one screen. To get the big
picture of the project, use HPM's Zoom feature. Use the
speed key to bypass the Format menu and the PERT chart
display fill-in.
==> Press Home
==> Press Ctrl-Z
You see more of your project in one window as you zoom in.
There are three levels of zoom. At the highest level, the tasks
and milestones are too small to identify, but you can see the
relationships clearly.
==> Press Ctrl-Z again.
Return to the full-size PERT chart by using the speed key again.
==> Press Ctrl-Z to return to normal size.
ADDING INFORMATION TO THE TASK LIST
The Task list is a tabular view of information about tasks
and milestones. It's helpful when you want to enter information
about more than one task at a time (for example, if you wanted to
change all task durations).
Display the Data menu and select Task list.
==> Press F3 and press Enter
Information about project tasks appears in table form. The
first column displays task names. The next column displays the
task type (M if the task is a milestone), the next column shows
task planned duration, and so on.
The Task list allows you to list special categories of data
quickly. By selecting Task list display from the Format
menu, you can display your choice of columns in any order you
wish.
TURN CALCULATIONS ON AND OFF
Each time you make a change to the project, HPM makes
calculations immediately. To speed data entry, you can turn
off the calculations.
==> Press F6 and press Enter
Turn automatic recalculation off for now.
==> Press Right Arrow key and press F10
Whenever calculations are needed, HPM displays the Needs Calc
prompt at the bottom of the screen to remind you that calculation
is off. Any time you need to recalculate, use the speed key,
Ctrl-C.
USING THE TASK FORM
Use the Task form to view or add details about a task, change a
task name, or change the task's duration type. The information
in the fields is the same as that in the Task list columns.
Having several formats for entering data about tasks gives you
versatility--when you want to enter one category of
information (costs, for example) about a lot of tasks
quickly, you can use the Task list or Work breakdown outline.
But when you want to focus on the individual task, and enter
more complete information about it, use the Task form.
Let's return to the PERT chart. To bypass the Graphs menu, use
the speed key, Ctrl-P.
==> Press Ctrl-P
Let's examine the Task form for the task Artwork. Display the
Edit menu and select Find task:
==> Press F4 and press Enter
HPM displays a fill-in for the task name. Clear the information
in the field.
==> Press Ctrl-E
==> Type Artwork and press F10
Now display the Data menu and select Task form.
==> Press F3 and type 5
The top of the form shows information you can edit; the
lower part of the form shows information HPM has calculated.
Now return to the PERT chart.
==> Press Esc
LIST YOUR RESOURCES
Before you begin your plan, you need to list all the resources
available for all your projects. A resource is something you use
to
complete a project--but you don't use up (a hammer is a
resource, but nails aren't). The people who work on the project
are resources.
HPM can track resources across projects--for example, if you've
allocated the same resource to be used in two projects
at once, HPM will warn you about the overallocation. We've
already listed the resources you'll need to complete the
Fitness project.
To see the Resource list, display the Data menu and select
Resource list.
==> Press F3 and type 2
The Resource list displays columns for quantity, cost per unit,
overtime rates, resource calendar name, and so forth. Press Tab
to move from column to column.
Now, let's return to the PERT chart.
==> Press Esc
ALLOCATE RESOURCES
The Allocations list is a list of all resources you'll use for a
particular task. HPM calculates the loading and cost of
resources.
Let's see what resource is allocated to the task Write Copy. Use
the speed keys to display and clear the Find task fill-in:
==> Press Ctrl-F and press Ctrl-E
Find the task Write Copy.
==> Type Write Copy and press F10
Now display the Allocations list for this task. Display the Data
menu and select Allocations list.
==> Press F3 and type 3
The resource Writer is already allocated to this task. In the
Planned work column, you allocated five days of her time to
writing copy.
HPM provides two graphs that show how much of each resource's
time is used. Let's look at the Resource loading graph first.
==> Press F2 and type 8
The horizontal line extending to the right from the number 1
shows that there's one writer. Where the bars extend up to the
1, the resource is fully allocated. In the places where the bars
dip below the 1, the resource has free time and could take on
another task.
You're concerned about testing the product adequately. Maybe
the Writer could help. Try allocating her to the task Test.
Display the PERT chart, using the speed key, Ctrl-P.
==> Press Ctrl-P
Now move to the task Test.
==> Press Up Arrow twice
Display the Allocations list for Test. Use the speed key,
Ctrl-R.
==> Press Ctrl-R
If you just type the resource, HPM allocates it to the full
duration of the task.
==> Type Writer and press Enter
Now recalculate with the new information.
==> Press Ctrl-C
HPM displays the letter R beside Writer, and the word Resource in
the left corner of the screen to show there's an overallocation.
Now check the loading graph again.
==> Press F2 and type 8
Note the place (between May 30 and June 6) where the bar rises
above the line. That's where the Writer's overallocation lies.
Let's see what other tasks the Writer is allocated to.
==> Press F2 and type 9
The Allocations graph shows each project and task the Writer
is allocated to, and the times she's working on each task.
She's working on Test and Layout at the same time.
LEVEL RESOURCES
HPM can level resources automatically and resolve the resource
conflict. To level resources, display the Compute menu and
select Level resources.
==> Press F6 and type 4
HPM warns you that it's about to start leveling.
==> Press F10
If you watch the Allocations graph, you might see the bar
beside Test move. To see how HPM resolved the conflict, let's
check the Task form. To bypass the Data menu, use the speed key.
==> Press Ctrl-T
Note the symbol beside the Pln start field. HPM changed
the planned start date to eliminate the resource conflict.
Remove the Task form.
==> Press Esc
TRACK COSTS
HPM tracks three kinds of project costs:
* Overhead - the fixed costs of the project as a whole
* Resource - the variable cost of people and equipment
used in the project
* Other - fixed costs associated with individual tasks
HPM provides a Cost graph so you can read cost information
quickly. Let's look at it now.
==> Press F2 and type 5
The graph shows all three costs, with different columns for
planned and actual costs. The graph now displays cost per unit
time, but you can change it to show cumulative costs, projected
actuals, and earned value. To format the Cost graph,
display the Format menu and select Cost graph display.
==> Press F5 and type 8
HPM displays a fill-in. Change Per unit time to Cumulative.
==> Press Left Arrow and press F10
HPM now adds each week's costs to the sum of the previous weeks'
costs.
Let's return to the Main Menu.
==> Press Esc twice
PRINT REPORTS
As a project manager, you need to develop professional quality
reports and communicate accurate project plans quickly. HPM
features 26 preformatted reports you can customize for your
special needs. You can also save the templates of those reports-
-or create fresh templates--for repeated use.
This trial size product allows you to print reports. To do
so, set up HPM to run with your printer first. From the
Main Menu, select Setup.
==> Type S
Display the Print/Plot menu.
==> Press F2
Set up a printer for your text and graphic reports. Start
with a text printer.
==> Type 1
Using the arrow keys, move the cursor to the name of your
printer.
==> Select the name of your printer and press F10
HPM displays the Set up text printer fill-in. Press Tab to move
from field to field, making sure the information is correct for
the printer you're using.
==> Press F10
When you see the Setup window again, you'll see the name of
your printer.
Next select a printer for your graphic reports (it can be the
same printer you selected for your text reports).
==> Press F2 and type 2
Using the arrow keys, move the cursor to the name of your
printer.
==> Select the name of your printer and press F10
HPM displays the Set up graphics printer fill-in. Press Tab to
move from field to field, making sure the information is correct
for the printer you're using.
==> Press F10
Return to the Main Menu and select Reports.
==> Press Esc and type 7
HPM displays the Reports window, a list of all the reports
available. Move the cursor to Task and Milestone List.
==> Press Down Arrow twice
You can print the report as is, or create a template for your
report. Once you create a template, you can use it over and over
for different projects. Display the Templates menu and select
Create template.
==> Press F4 and press Enter
HPM displays a fill-in appears for the report type. Confirm that
you want a template for the Task and Milestone List.
==> Press F10
Decide what information you want, and in what order. You
can eliminate any columns shown, or add ones that don't
have numbers beside them. Leave the defaults for now.
==> Press F10 twice
Note the Text report options available. You can add a header or
footer, or create a disk file for printing the report later.
==> Press F10
Save your template with the name FITNESS.
==> Type FITNESS and press F10
You see the Templates list, with the name of your new template.
Now return to the Reports window.
==> Press Esc
Display the Print Options menu and select Run using template.
==> Press F2 and type 2
Confirm that you want to print the FITNESS template.
==> Press F10
When HPM is finished printing, it displays the Templates list.
Let's return to the Reports window.
==> Press Esc
Now print a graphic report: the PERT chart. It's located
directly across in the Graphic reports list.
==> Press Right Arrow
Select Run report.
==> Press F2 and press Enter
Notice the many options for your report. For example, you
could print a grid behind a Gantt chart or Allocations graph,
or print a draft or high quality report.
Print the PERT chart sideways (horizontally).
==> Press Tab 4 times
Select Sideways.
==> Press Right Arrow and press Tab
For a sideways report, you don't want HPM to break between
pages.
==> Press Right Arrow and press F10
When the report is finished, you can save the report's format as
a template for use at a later time. For now, cancel the report.
==> Press Esc
Now return to the Main Menu.
==> Press Esc twice
IMPORT/EXPORT DATA
The final item on the Main Menu is Import/Export. HPM lets you
import from or export to spreadsheet, database, or
other programs. You can move task and resource allocation
information between HPM and Lotus 1-2-3, dBASE II/III, and
programs that use ASCII-delimited text files.
MANY LEARNING PATHS
HPM offers many paths to learning. Now that you've tried this
demonstration, you might want to try the on-line tutorial that
comes with this Trial Size disk. The tutorial offers lessons on
HPM calendars, subprojects, resources, costs and project
monitoring, as well as more exercises with the Fast track, PERT
chart, Work breakdown, Gantt chart, and Task list windows.
First, exit from HPM and return to the DOS prompt. At the Main
Menu:
==> Type E
==> Type tutorial and press Enter
UPDATE OR CONVERT PROJECTS
If you have projects from earlier versions of Harvard Project
Manager (1.1) or Harvard Total Project Manager (2.0/2.1), you
can update them for HPM 3.0. You can also move Time Line
projects over to HPM 3.0.
CONCLUSION
The HPM 3.0 Trial Size has determined for you when you can mail
out the brochure, what the Fitness Factor will cost, and how many
people you'll need to complete the project. And you've monitored
the project, making adjustments and printing reports for others.
You've seen only part of the information HPM can help you
calculate and evaluate. With a wide range of specialized
features, sophisticated calculation capabilities, and
flexibility for your convenience, HPM is the most complete
project manager you can buy.
If you're new to project management--or want to use HPM for quick
and easy scheduling--use the simple, 5-minute tour of Fast track
that's included when you buy the program. For a fast but fairly
complete introduction to HPM's powerful project management
options, you'll enjoy the Quick Tour (Chapter 2 in the manual).
In addition, there's a chapter on project management principles
(Chapter 3 of the manual). Finally, for corporations or
businesses with many employees wanting to use HPM, there are
instructor-led workshop training materials available in an
optional package, the HPM 3.0 Workshop Master Pack.
SHARE WITH ASSOCIATES
The HPM Trial Size diskettes are not copy-protected. You're
free to copy them as many times as you like, to share them
with friends and associates.
FOR MORE INFORMATION
For more information about Harvard Project Manager 3.0 or
to purchase the product, see your local software dealer or
distributor.
For answers to your technical questions that aren't addressed
by this Guide or the sales literature, call:
Software Publishing Product Support (415) 962-9564
8:00 am to 4:00 pm Pacific Time Monday through Friday.
Software Publishing Corporation
1901 Landings Drive
P.O. Box 7210
Mountain View, CA 94039-7210 USA
Software Publishing Europe
The Barn House
High Street
Yiewsley, Middlesex UB7 7RX
Tel: 011-44-895-442658
