Operation

This page explains how myPM SCG operates. Before we begin, let's define some terms we will be using.

Definitions

Term Definition
Actual S Curve A S Curve basedon the Production Schedule, reflecting the project's progress to date.
Baseline S Curve A S Curve based on the Baseline Schedule, reflecting the project's baseline.
Cut Off Date The date on which the schedule was last updated.
The Cut Off Date determines when the Actual S Curve terminates.
eg. The schedule is updated on Friday, 9th of January.
The S Curves are generated on Monday, 12th of January.
The Cut Off Date should be set to Friday, 9th of January.
Using an ealier Cut Off Date will result in optimistic S Curves.
Using a later Cut Off Date will result in pessimistic S Curves.
Data File Contains one or more SCG Definitions. Data files have a ".scg" file extension.
Data Source A MS Excel Workbook containing the schedule data to be processed.
If the schedule is maintained in MS Project, it will need to be exported by saving as a MS Excel Workbook first.
Data Source Filter Defines which records in the Data Source to include or exclude.
Only records meeting the filter criteria are available for processing.
Commonly used to only process Detail Tasks (ie. ignore Summary Tasks).
Data Source Map Defines which fields from the Data Source are processed to generate the Output file.
Detail Task A task that is not rolled up. ie. A task which does not contain any sub tasks.
Output file A MS Excel Workbook generated by myPM SCG, containing a Summary Project Report, processed data, and S Curves.
Percentage S Curve A S Curve where the Y Axis (Man Hours, Costs) are expressed as percentages.
There are two types: Baseline = 100%, and Target = 100%.
Record A row in the Data Source Worksheet, representing a single task.
S Curve A graph of cumulative costs, man hours, or other quantities plotted against time.
SCG Definition Contains the configuration data required by myPM SCG to generate the Output file.
SCG Definitions are stored in a myPM SCG data file.
SCG Options Defines which S Curves to generate, and how Man Hour and Cost values are treated.
Summary Task A rolled up task. ie a task containing one or more sub tasks.
Target S Curve A S Curve based on the Production Schedule, assuming all tasks will be completed as currently scheduled.
Template A MS Excel Workbook containing a Data Worksheet where processed data is inserted,
and Chart Sheets containing various S Curves and Histograms.
Value S Curve A S Curve where the y Axis (Man Hours, Costs) are expressed as values.

If you would like some background information on what S Curves are, and how they may be used in Project Management,
please take a moment to read our White Paper: The Mysterious S Curve.

The operation of myPM SCG may be divided into three stages: Setup, Configure, and Process.

Setup

Before you may use myPM SCG to generate S Curves, you need to setup our schedule for use with myPM SCG.
To generate S Curves, myPM SCG requires the Data Source contain the following fields for each task.


S Curve Required /
Task Field		 Baseline
Man Hours vs Time		 Baseline
Cost vs Time		 Actual, Target
Man Hours vs Time		 Actual, Target
Cost vs Time
Baseline Start Date Yes Yes - -
Baseline Finish Date Yes Yes - -
Baseline Man Hours Yes - - -
Baseline Cost - Yes - -
Actual Start Date - - Yes Yes
Actual Finish Date - - Yes Yes
Actual Man Hours - - Yes -
Actual Cost - - - Yes
% Complete - - Yes Yes

For a task to be processed by myPM SCG, it must contain valid start and finish dates, so a task duration may be calculated.
Also, the task must contain a non-zero value for Man Hours and/or Cost. Tasks with blank or invalid field values are ignored.
For tasks that have not commenced or have yet to be completed, estimated values should be used where required.

Data Source

The Data Source is a MS Excel Workbook. It may be created by exporting a schedule from MS Project to MS Excel.


The Data Source should be created and/or updated prior to using myPM SCG.

Using MS Project

If you are using MS Project to maintain your schedule, you will need to export the schedule to a MS Excel Workbook.
To assist in the export process, you may create a SCG Table to view the fields to be exported, and a SCG Export Map.




Defining the SCG Table

To ensure your schedule contains the data required by myPM SCG, it is a good idea to define a SCG Table.
The SCG Table will allow you to view and update the necessary task fields, and allow you to easily create
the SCG Export Map, required to export the schedule to a MS Excel Workbook for use by myPM SCG.

In addition to the required fields listed above, you will include the following fields in the SCG Table.
1. ID (include this field to allow selecting of tasks in MS Project via the SCG Table).
2. Name (The task description, although not used by myPM SCG, allows each task to be easily identified).
3. Summary (This field needs to be exported so myPM SCG may differentiate between Summary and Detail tasks).

Step 1. To define the SCG Table, open your schedule in MS Project.

Step 2. Click the View Menu, click the Table:Entry menu item, and select the More Tables... menu item.



Step 3. Click New..., and add the required fields including the ID, Name, and Summary fields.



Step 4. Click Apply to view your schedule using the SCG Table.


Update your schedule, ensuring all task fields contain valid data.

Defining the SCG Export Map

You now need to export your schedule in MS Project to a MS Excel Workbook for processing by myPM SCG.
The exported file will become the MS Excel Data Source used by myPM SCG.

Step 1. Open your schedule in MS Project, click the File Menu, and select File Save As...
Change the Save As Type from: Project (*.mpp) to: Microsoft Excel Workbook (*.xls).
Select an appropriate filename and location for the new file, and click Save.

Step 2. MS Project will display the Project Export Wizard. Click Next >.

Step 3. Select "Selected Data" and click Next >.



Step 4. Select "New map" and click Next >.



Step 5. Select "Tasks" and "Export includes headers" and click Next >.



Step 6. Click "Base on Table..." and select the SCG Table you defined earlier, as shown below.



Step 7. Click Ok, then Next >, and click "Save Map..."



Step 8. Click Save, then click Finish.



The next time you export your schedule, choose "Existing Map" at Step 4, select the SCG Export Map, and click Finish.

Important Notes

1. As the exported file is a snap shot of your schedule, it does not automatically update when you update the schedule in MS Project.
For this reason, always export your updated schedule prior to using myPM SCG, to ensure you are using the lastest data.
2. The sample MS Project file included with myPM SCG contains a predefined SCG Table and SCG Export Map.
You may use MS Project's Organiser (Tools Menu > Organiser...) to copy the SCG Table and SCG Export Map from the
Sample myPM SCG Project.mpp file to your Global.MPT file or your schedule's .MPP file.


Configure

This stage involves configuring myPM SCG to process the data stored in the Data Source.


SCG Definition

After opening myPM SCG, click New SCG Definition to create a new SCG Definition, as shown below.


SCG Definitions contain the configuration data required to generate S Curves from data stored in the Data Source.

Configure S Curve Files

On this Tab, you may define the Data Source, Template, and Output files.
Select the appropriate files and Worksheets. The Data Source First Row is the row containing the first task.


Template

myPM SCG includes a sample Template which includes a Data Worksheet (containing a Project Summary Report),
and Chart Sheets containing all the possible S Curves and Histograms generated by myPM SCG.
The sample Template is located in the "C:\Program Files\Midori Media\myPM SCG\Templates" folder.


myPM SCG populates the Template with processed data, and saves it to create the Output file.
The Template may be modified (eg. to add a custom Report Worksheet, or to remove unwanted Chart Sheets).

Define SCG Options

On this Tab, you define the data to be processed, and the types of S Curves to be generated by myPM SCG.


Man Hours and Costs may be entered as either Totals, or Expended to Date.
Use Totals when you have entered the total hours or costs the task will take to complete.
eg. A task is estimated to take 10 hours. You are 20% complete. Thus 2 hours have been expended.
Use Expended to Date when you have entered the total hours or costs expended to date on the task.
eg. A task has taken 10 hours to date, and is 20% complete. Thus the task will take a total of 50 hours.

Define Data Source Map

On this Tab, you define the fields in the Data Source containing the required data to be processed.
Select the column/s containing data to be processed.


Define Data Source Filter

On this Tab, you may define a filter that will include or exclude records in the Data Source from being processed.
Up to three filter conditions may be defined. Only records meeting the filter criteria will be available for processing.


To ensure myPM SCG doesn't double count by including Summary and Detail tasks, it is a
good idea to enable the Data Source Filter so that myPM SCG only processes Detail tasks.
This may be done by selecting the Summary field and setting its value equal to "No".

myPM SCG Data File

Once you have defined the SCG Definition, it is a good idea to save it to a myPM SCG Data File.
The myPM SCG Data File has a ".scg" file extension, and contains one or more SCG Definitions.

Process

This stage involves using myPM SCG to generate S Curves.



Loading the Data File

The Data File may be loaded by:
1. Opening myPM SCG, and loading the Data File via the File menu.
2. Double clicking on the Data File in Windows Explorer. This will open myPM SCG and load the Data File.

The Cut-Off Date

The Cut-Off Date should be set to the date the schedule was last updated.
The sample Data Source included with myPM SCG contains a schedule for a project taking place in November 2008.
In this case, the schedule was last updated on the 18th of November, 2008. This will be the Cut-Off date.


Select SCG Definition

Select the required SCG Definition and either click Start, or double click on the SCG Definition.

Generating S Curves

After clicking Start, and confirming you wish to process the selected SCG Definition, myPM SCG will:


myPM SCG will display a Report Dialogue after generating the Output file, as shown below.


Output file

The Output file contains a Worksheet containing a Project Summary Report, and the processed data.

Project Summary Report

The Project Summary Report contains various statistics for the schedule contained in the Data Source.
These values may be used to analyse the project, and in a progress report. A sample is shown below.


S Curves, Histograms

The Output file also contains various Chart Sheets, each containing a S Curve or Histogram.

A sample 'Man Hours vs Time' S Curve is shown below.


A sample 'Man Hours vs Time' Histogram is shown below.


Progress Reports

The appropriate S Curves may be used in a progress report, by copy-pasting from MS Excel to MS Word.
Select the required S Curve/s from the Output file, press CTRL-A to select all, then CTRL-C to copy.
Open your Progress Report in MS Word, and press CTRL-V to paste the S Curve or Histogram.

Summary

Like any unfamiliar software, myPM SCG may appear a bit daunting to the first time user.
However, we hope this page has helped you understand how you may use myPM SCG to meet your requirements.