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Sutanu Ghosh, PMP, MCTS

Talking Points
Why Visio ?
What makes Visio unique ?
Using Visio templates

Visio and Agile


Using Visio in Lean, Kan-ban, Information Radiator and
other Agile techniques
Visio's recent popularity in "Wireframe Diagrams",
Database schema

Visio and Traditional Project Management


Making Schedules with Visio
Creating Ishikawa fishbone diagrams

Building Visio PivotDiagrams


Sutanu Ghosh, June 2010

Slide 2

Why VISIO?
Integrating Data with Visual Objects
Create complex, collapsible diagrams
Hide the data when you need to see the visuals, display the data when you need details

Lightweight technical drawings


Floor-plans, wiring diagrams

Low-end CAD
Rich library of standardized shapes ensures consistency and facilitates easier
validation
Flowcharts, network diagram templates

Built-in intelligence e.g., alignment

Integration with Other MS Office SW (Microsoft Entrenchment)


MS Excel, MS Project
Sharepoint workflow (2010)

Competition
SmartDraw, AutoCAD, eDraw
Prices are comparable, but training and support can be a problem
Sutanu Ghosh, June 2010

Slide 3

Visio Over Excel and PowerPoint


1

Evaluate your needs


Simple org charts,
timelines and process
flows and even timelines
can be done in PowerPoint
using SmartArt
Thermometer dashboards
can be made using the
REPT function in Excel

The Visio Difference

Pivot Diagrams
Swim-lane diagrams
Network diagrams
Cause-and-Effect diagrams
Brainstorming
Maps and floor-plans

Sutanu Ghosh, June 2010

Slide 4

Templates
Microsoft (Free) Templates
Getting Started probably has
all you need as a project
manager
Dont forget to use the free MS
resources
http://office.microsoft.com/enus/visio-help/

Microsoft Partners and


Vendors
Check out Visiotoolbox
http://visiotoolbox.com/2010/t
emplates.aspx

Microsoft partner downloads


Sutanu Ghosh, June 2010

Slide 5

Shape Data

Visio Shapes Can Encapsulate Data

Each Visio shape is an object

Data with respect to shape, location, size, font, etc.

Meta Data numeric data that pertains to the


shape, but is not related to other shapes cost,
duration, etc.

Connection or information that ties an instance of


a shape with other instances (same or other shapes)

Default Data

Some shapes contain pre-defined data fields (e.g.,


process, decision, timeline

Some shapes do not contain pre-defined data fields


(e.g., on page reference, connector, etc.)

However, in either case, custom data can be defined

Data Types

String, Boolean, Number

Date, Duration, Currency

Lists (Fixed and Variable)

Sutanu Ghosh, June 2010

Slide 6

Shape Data Lists


Fixed List
No data can be
entered that is not
defined in the list

Variable List
Choices are offered,
but the actual value
in the field may be
something that is not
defined in the pulldown

Create Lists
Use the format field
to define the choices
Must be separated
by a semicolon

Display Shape Data


Edit Data Graphic
Sutanu Ghosh, June 2010

Slide 7

Insert Tab
Annotation
Visio allows
annotations (strings) to
be displayed as a
screen-tip
Use the Insert Shape
ScreenTip

Hyperlinks
Insert Hyperlink
Multiple hyperlinks per
shape

Formulae
Insert Field
Formula

Sutanu Ghosh, June 2010

Slide 8

Reports
Why Reports?
Shape data entered may
need to be collated and
grouped in a meaningful
way

Report Types

Excel
XML
VISIO
HTML

Flowchart Report
Master Name Displayed Text Resources
Cost
Duration
Decision
IF
Count
1
Total
Document
Document 1
NONE $10.00
0
Count
1
1
Total
$10.00
Process
Process 1
Res A $100.00
24 eh.
Process
Process 2
Res B $200.00
48 eh.
Process
Process 3
Res C $300.00
96 eh.
Process
Process 4
Res A $500.00 192 eh.
Count
4
4
Total
$1,100.00
Grand Total
$1,110.00

How To
Review Shape Reports

Sutanu Ghosh, June 2010

Slide 9

Making Flowcharts
What is a Flowchart?
A flowchart is a visual means to show a sequence of
activities
Has a definite start and definite end point(s)
Each activity in the sequence of activities has one or more
predecessors and one or more successors
Start point has a NULL predecessor
End point has a NULL successor

What is the Difference Between a Flowchart and a


State Machine Diagram?
State machines depict the transition (or result) of the
activity performed, not the sequence of all activities that
need to happen
Sutanu Ghosh, June 2010

Slide 10

Using VISIO In Agile Environments


Information Radiator
Is large and easily
visible to the casual,
interested observer
Is understood at a
glance
Changes periodically, so
that it is worth visiting
Is easily kept up to date

Use Simple Flowchart


Shapes
Use shape data to drill
down and produce
reports as necessary

Sutanu Ghosh, June 2010

Slide 11

Agile Environments Task Board


Task Boards
Easily
implemented
using Swim
Lane diagrams

Sutanu Ghosh, June 2010

Slide 12

Agile Value Stream/Lean/Kanban


Value Stream
Mapping/Kanban
Visio offers a the
whole gamut of
relevant symbols,
but only a few may
be relevant for SW
Kanban
Use swim lane
diagrams
Use shape data
and display WIP
and WIP limits
Sutanu Ghosh, June 2010

Slide 13

Agile Visuals For PMI-ACP


Charting
Visio uses the same charting mechanism as Excel;
Burn Up/Down charts, cumulative flow diagrams are
easily produced
However, the charting menus/chart types may be
more visually appealing, but may have deficiencies
No shape data
Restrictions e.g., bar count = 5 (max), pie slices = 10 (max)

Home Business Charts

Sutanu Ghosh, June 2010

Slide 14

VISIO Software and Database


Templates
Many powerful
templates
Recommended
Conceptual
Website
Data flow diagram
Program Structure
Website Map
Wireframe
Diagram
Sutanu Ghosh, June 2010

Slide 15

VISIO Software and Database

Web Diagram/Site Maps

More Shapes Software and Database Web Diagram


Very powerful, but few know about it
Create visual specs and designs

Software Shapes

More Shapes Software and Database Software


Create powerful wireframes using Common Icons, Toolbars, Dialogs, etc.

Sutanu Ghosh, June 2010

Slide 16

Making Schedules With VISIO

Timeline Template

VISIO offers a very powerful way to represent a


schedule using a (horizontal) timeline studded with
milestones

You can add custom data to the WBS nodes (see earlier
example) e.g., Start, Finish, Actual Start, Actual Finish
However, this produces a network diagram and not
necessarily a chronological map of activities

Calendar

This feature is at primitive


Use only if you do not have access to MS Project

Org Chart

You can create nested timelines e.g., to expound on


the QA cycle in the overall release timeline

Gantt Chart

This feature was sorely lacking in MS Project until MS Proj 2010

Schedule Calendar
Not very useful to PMs due to lack of automation

PERT Chart

Schedule PERT Chart


Not very useful to PMs due to lack of automation

Sutanu Ghosh, June 2010

Slide 17

Schedules WBS

What Before When


Good practice dictates we make
a WBS before scheduling work

Making WBS in VISIO


Org Chart (previous demo)
PERT

Summarization Structure
No default shape data

Suggested WBS, Name, Duration,


Cost

Sutanu Ghosh, June 2010

Slide 18

VISIO Schedule PERT


PERT Shape Behavior
These are simple boxes on
which you can type
There is no mathematics
built into the shapes!
However, you can define
custom shape data, but
these cannot be displayed
directly on to the shapes;
you can only run a VISIO
report

PERT Shape Types


Planning shape to
calculate critical path and
slack
Tracking shape to enter
Actual Start/Actual Finish

Sutanu Ghosh, June 2010

Slide 19

VISIO Schedule Gantt Chart


Why Use Visio?
If you do not have MS
Project, and all your data
is in MS Excel, you can
use this feature to draw
rudimentary Gantt Charts

Gantt Chart Fields


Same nomenclature as
MS Project

Very few fields; missing


fields include work and
dependency type
Some calculation of dates
Lag is supported

Sutanu Ghosh, June 2010

Slide 20

Schedules With VISIO Timeline


Timeline Basics
Use Configure Timeline
menu to adjust the length
and scale of the timeline.
Similar to MS Project, you can
configure the starting day of the
week
Fiscal Year Starts On is a
nice touch
In the Time Format tab, make
sure that the Automatically
update dates when markers are
moved is checked

Use Change Date and Time


Formats dialog box to make
the data precise and
readable similar to MS
Project
Sutanu Ghosh, June 2010

Slide 21

VISIO Schedule Timeline Shape Data


Timeline Default Data
Timeline Type (Fixed List)
Start, Finish (Date)
Be careful not to delete these
fields!

Timeline Custom Data


Similar to any other shape
you can define custom fields of
type String, Number, Currency,
Date, Duration, Boolean and
List

Milestone Data
Default data is simple but
sufficient
Custom data is the same as any
other shape data

Sutanu Ghosh, June 2010

Slide 22

VISIO Schedule Rich Timeline


Use a convention e.g.,
external deliverables on
top, inflexible
constraints as diamonds,
flexible as double
triangles

Always show
Today and
elapsed time

Show overlapping tasks

Use expanded timelines

Sutanu Ghosh, June 2010

Slide 23

VISIO Schedule Multiple Timelines


Multiple Timelines
Use multiple
timelines to show
separate (perhaps
related) projects
To simply zoom in
use expanded
timeline feature
(previous slide)

Synchronize
Milestones
Intervals

Sutanu Ghosh, June 2010

Slide 24

VISIO Schedule Exporting Timeline


Command

Timeline Export Timeline Data


This command appears ONLY if you have Microsoft
Project installed
Cannot export to Excel directly!
Export as MS Project Format
Timelines can be exported as .mpp files
Dont know why anybody would do that, since MS Project 2010
has a timeline function

Import
You can import any .mpp file to recreate a timeline
diagram
Vast improvement over VISIO 2007

Sutanu Ghosh, June 2010

Slide 25

Pivot Diagram
Pivot Diagrams VISIO Professional Only!
Available in the business section templates

Role of Shapes
Each shape represents a field in the pivot table

Sutanu Ghosh, June 2010

Slide 26

Pivot Diagram Demo

3
4

Sutanu Ghosh, June 2010

Slide 27

Pivot Diagram Demo (2)


6
5

Sutanu Ghosh, June 2010

Slide 28

Pivot Diagram Demo (3)

1
2

Sutanu Ghosh, June 2010

Slide 29

Pivot Diagram Demo (4)


2

Sutanu Ghosh, June 2010

Slide 30

Pivot Diagram Demo (5)

1
2

Sutanu Ghosh, June 2010

Slide 31

Odds And Ends Create Background


2. Background
Page

1. Create New

3. Insert Graphics

5. Select
Background Page
4. Page Setup of
Foreground Page

Sutanu Ghosh, June 2010

Slide 32

Q&A

Sutanu Ghosh, June 2010

Slide 33

BACKUP
SLIDES
Sutanu Ghosh, June 2010

Slide 34

Business Graphics Fishbone Diagram


Use Standard (Outof-the-Box) Template
Shapes Include

Effect
Category
Primary Cause
Secondary Cause
Caveat Each
Secondary Cause
may have its own
primary and
secondary causes

Shape Data
No default shape
data

Sutanu Ghosh, June 2010

Slide 35

Business Graphics Brainstorming


Tree Structure
Similar to an Org Chart, a
brainstorming diagram is a
mathematical tree
You can add an association
line (similar to dotted line
report in org chart)

Shapes and Shape Data


You can change the shape
(form) to associate a
meaning similar to an org
chart
Shape data is fully
customizable and can be
reported against as in any
other form of flowchart
No default shape data

Sutanu Ghosh, June 2010

Slide 36

Network Diagram
Rich Palette of Shapes
Use Computers and Monitors and Network
and Peripherals libraries

Default Shape Data


Very rich
Varies by shape

Sutanu Ghosh, June 2010

Slide 37

Office Space Layout


Rich Palette of Shapes
Use Cubicles, Office Accessories, Office
Equipment, Walls, Doors,

Default Shape Data


Very rich
Varies by shape

Sutanu Ghosh, June 2010

Slide 38

VISIO Schedule Calendar

Cute
Many cute graphics
May be suited for
social/personal events,
but not vey useful for
Project Managers

Shape Data
Default Shape Data

Calendar
Month, Week,
Multiple Week,
Day
Multi-Day Event

No default Shape Data


for

Reminder
Clock
Attention
Note
To Do

Sutanu Ghosh, June 2010

Slide 39