Project time management File

13/03/2012
Time Management
Learning outcomes
Identify elements of a project schedule and various ways
a schedule can be displayed.
Identify ways to schedule project tasks and manage
schedule changes
2
Work Breakdown Structures (WBS)
Organises and breaks project work into smaller, more
manageable pieces of work which can be scheduled and
costed.
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WBS – Graphical
Conference
Dinner
Planning &
Supervision
1.0
Dinner
2.0
Room &
Equipment
3.0
Guests
4.0
Staff
5.0
Speakers
6.0
Planning
1.1
Menu
2.1
Site/Room
3.1
Guest List
4.1
Shoppers
5.1
Invite
6.1
Budget
1.2
Shopping List
2.2
Tables/Chairs
3.2
RSVPs
4.2
Chefs
5.2
Transport
6.2
Disbursements/
Reconciliation
1.3
Shopping
2.3
Setting/Utensils
3.3
Name Tags
4.3
Wait Staff
5.3
Coordinate
Topics
6.3
Coordination
1.4
Cooking
2.4
Decorations
3.4
Special Needs
4.4
Hosts
5.4
Backup for
no-shows
6.4
Serving
2.5
Equipment,
Pots, etc
3.5
Cleanup
5.5
Thankyous
6.5
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Common WBS hierarchy
Identify major phases of work (e.g. specify, design,
build, test…)
Phases
Major Project
Deliverables and
related milestones
Identify the major component deliverables of work
required (e.g., subsystems that must be designed, built,
tested, during each phase.)
Activities
Identify the activities needed to create those
deliverables. (Some interim, smaller deliverables such
as documents may be involved.)
Tasks
Break the activities down to an appropriate level of task
detail.
Estimating project duration
What to think about?
Constraints
Assumptions
Available resources
Risks
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How do you estimate project duration
What impacts the task duration?
Scope of task - simple or complex task
Dependency on other activities
Type of resources required
Number of resources
Availability of resources
8
Task relationships
• Finish – start: Task B
cannot start until its
predecessor task (Task A) has
finished.
• Finish-finish: Task B
cannot finish until its
predecessor task (Task
A) finishes.
Task A
Task B
Task A
Task B
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Organising project activities
PERT (Program Evaluation Review Technique) shows:
– Relationship between all tasks
– Flow of work
– Potential bottlenecks
Task B
Task A
Task D
Task E
Task C
Reference: Hartley, S. 2009. Project Management: Principles, processes and practice.
Pearson Education Australia.
Sequence activities – PERT Chart
1.
2.
3.
4.
5.
6.
Identify all tasks (as per WBS)
Identify the first task to be completed put this task on the left
Identify other tasks that can start simultaneously with first task
align these tasks below the first task
Identify next task that must be completed after first task (or a
task that starts simultaneously with first task) place the task to
the right of the preceding task.
Identify other tasks that can start simultaneously with the second
task align these tasks below the second task.
Continue this process until all tasks are sequenced.
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PERT Chart: Making dog house
Task
Predecessor/
Dependencies
1. Acquire building materials
Resource
Dad
2. Clear debris where dog house is to be built
The kids
3. Prepare foundations
4. Build frame
5. Build roof
6. Add roof to dog house
1,2
Dad
3
Dad
1
Dad
4,5
Mum and Dad
5
1
3
4
6
Finish
Start
2
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Task A
ID
Task
Task B
Task D
Task E
Task C
Duration
Predecessor
Predecessor
1
A
2
B
1
3
C
1
4
D
2
5
E
3,4
Resource
Cost
-
Reference: Hartley, S. 2009. Project Management: Principles, processes and practice.
Pearson Education Australia.
WBS – Table format
Code Task
Duration
Predecessor Effort
Start/
Finish
Resources
Costs
1 Planning & supervision
1.1
Planning
7 days
1.1.1 Draft PMP
4 days
1.1.2 Coordinate
PMP
approval
2 days
1.1.3 PMP
approval
1 days
1.2
18 hours
8am 1/11 – PM
5pm 4/11
$100 x
18
1.1.1
3 hours
8am 5/115pm 9/11
PM
$100
x3
1.1.2
3 hours
5pm 9/11
Sponsor
$100 x
3
Budget
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Project scheduling software
Installed on your computer:
– Microsoft Excel
– Microsoft Project
– PM Workbench
– Timesheets MTS
– open source software: Openproj, Gantt Project
Hosted online:
– projectoffice.net
– projects.zoho.com
– proworkflow.com, etc…
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Microsoft Project
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Microsoft Excel
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How do you manage schedule?
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Learning outcomes
Identify elements of a project schedule and various ways
a schedule can be displayed.
Identify ways to schedule project tasks and manage
schedule changes
19
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