Introduction to Introduction to Project ManagementProject Management

ECE 480ECE 480Erik GoodmanErik Goodman

What is Project What is Project Management?Management?

• a method for organizing tasksa method for organizing tasks• a structured framework to help a a structured framework to help a

group work productivelygroup work productively• tools to aid in task sequencing, tools to aid in task sequencing,

dependency analysis, resource dependency analysis, resource allocation, scheduling, etc.allocation, scheduling, etc.

• tools to track progress relative to tools to track progress relative to planplan

Why Need Project Why Need Project Management?Management?

• Complex project needs coordination of:Complex project needs coordination of:• Multiple peopleMultiple people• Multiple resources (labs, equipment, etc.)Multiple resources (labs, equipment, etc.)• Multiple tasks – some must precede Multiple tasks – some must precede

othersothers• Multiple decision points – approvalsMultiple decision points – approvals• Phased expenditure of fundsPhased expenditure of funds• Matching of people/resources to tasksMatching of people/resources to tasks

Task Dependencies and Task Dependencies and the Critical Paththe Critical Path

• Sometimes task B cannot be started Sometimes task B cannot be started before task A is completedbefore task A is completed

• Other types of constraints – calendar, Other types of constraints – calendar, lags, etc.lags, etc.

• Critical path – any slippage slips whole Critical path – any slippage slips whole projectproject

• Helpful to know what tasks are on the Helpful to know what tasks are on the critical pathcritical path

• Useful to try to shorten the critical pathUseful to try to shorten the critical path

Suggested Steps in Suggested Steps in Project ManagementProject Management

• Generate a formal definition of the project, Generate a formal definition of the project, with goals, constraints, assumptionswith goals, constraints, assumptions

• Identify project start/end dates, any Identify project start/end dates, any mandatory milestones, including reports, mandatory milestones, including reports, signoffs, deliverables, etc.signoffs, deliverables, etc.

• List constraints – money, equipment List constraints – money, equipment availability, holidays, etc.availability, holidays, etc.

• Identify tasks to be accomplished – high Identify tasks to be accomplished – high level (i.e., by categories), then details level (i.e., by categories), then details within each, using brainstorming method – within each, using brainstorming method – green lightgreen light

Suggested Steps, cont.Suggested Steps, cont.

• Refine detailed task list, dropping/ Refine detailed task list, dropping/ combining, adding things omittedcombining, adding things omitted

Then, for each task in list:Then, for each task in list:• Estimate time (person hours, Estimate time (person hours,

calendar period)calendar period)• Identify dependencies among tasksIdentify dependencies among tasks• Identify resources (people, money, Identify resources (people, money,

parts, etc.)parts, etc.)

Suggested Steps, cont.Suggested Steps, cont.

Organize task groups roughly by starting dateOrganize task groups roughly by starting date

List dependencies that should or MUST holdList dependencies that should or MUST hold

Use MS Project to make a GANTT chartUse MS Project to make a GANTT chart• First capture tasks and task groups, milestonesFirst capture tasks and task groups, milestones• Identify critical path, see if it can be shortened Identify critical path, see if it can be shortened

(get more “slack”)(get more “slack”)• Assign person-hours and specific team Assign person-hours and specific team

member(s) to each task – identify “task leads”member(s) to each task – identify “task leads”

Suggested Steps, cont.Suggested Steps, cont.

As project progresses:As project progresses:• Monitor, record progress on all tasks, at Monitor, record progress on all tasks, at

least weekly – use “Tracking Gantt least weekly – use “Tracking Gantt Chart”Chart”

• Pay particular attention to those on Pay particular attention to those on critical pathcritical path

• Revise plan as needed to take into Revise plan as needed to take into account changes, adapt to meet account changes, adapt to meet milestonesmilestones

Project Management UsingProject Management UsingMicrosoft Project Microsoft Project

• Allows many different ways of Allows many different ways of entering and observing informationentering and observing information

• includes many features to help includes many features to help identify problems with a planidentify problems with a plan

• regular use can help a group refine regular use can help a group refine plans to make meeting targets plans to make meeting targets more realisticmore realistic

Our “Flyover” of Project 98Our “Flyover” of Project 98

• Adding tasks, durationsAdding tasks, durations• Setting dependenciesSetting dependencies• Seeing critical path, etc.Seeing critical path, etc.• ““Rolling up” subtasksRolling up” subtasks• Assigning resourcesAssigning resources• Adjusting durations, time Adjusting durations, time

assignments, etc.assignments, etc.

Our “Flyover” of Project 98Our “Flyover” of Project 98

• Adding tasks, durationsAdding tasks, durations• Setting dependenciesSetting dependencies• Seeing critical path, etc.Seeing critical path, etc.• ““Rolling up” subtasksRolling up” subtasks• Assigning resourcesAssigning resources• Adjusting durations, time Adjusting durations, time

assignments, etc.assignments, etc.

Our “Flyover” of Project 98Our “Flyover” of Project 98

• Adding tasks, durationsAdding tasks, durations• Setting dependenciesSetting dependencies• Seeing critical path, etc.Seeing critical path, etc.• ““Rolling up” subtasksRolling up” subtasks• Assigning resourcesAssigning resources• Adjusting durations, time Adjusting durations, time

assignments, etc.assignments, etc.

WATCH YOUR WATCH YOUR DEPENDENCY CHOICES!!!DEPENDENCY CHOICES!!!

If you choose something other than the If you choose something other than the “default” finish/start constraints, you “default” finish/start constraints, you will probably LOSE your ability to track will probably LOSE your ability to track the critical paththe critical path

So AVOID “finish by” or “start by” with So AVOID “finish by” or “start by” with particular calendar dates, or other types particular calendar dates, or other types of constraints. of constraints.

Break tasks apart as needed, in order to Break tasks apart as needed, in order to make finish/start constraints realistic!make finish/start constraints realistic!

Our “Flyover” of Project 98Our “Flyover” of Project 98

• Adding tasks, durationsAdding tasks, durations• Setting dependenciesSetting dependencies• Seeing critical path, etc.Seeing critical path, etc.• ““Rolling up” subtasksRolling up” subtasks• Assigning resourcesAssigning resources• Adjusting durations, time Adjusting durations, time

assignments, etc.assignments, etc.

Our “Flyover” of Project 98Our “Flyover” of Project 98

• Adding tasks, durationsAdding tasks, durations• Setting dependenciesSetting dependencies• Seeing critical path, etc.Seeing critical path, etc.• ““Rolling up” subtasksRolling up” subtasks• Assigning resourcesAssigning resources• Adjusting durations, time Adjusting durations, time

assignments, etc.assignments, etc.

Our “Flyover” of Project 98Our “Flyover” of Project 98

• Adding tasks, durationsAdding tasks, durations• Setting dependenciesSetting dependencies• Seeing critical path, etc.Seeing critical path, etc.• ““Rolling up” subtasksRolling up” subtasks• Assigning resourcesAssigning resources• Adjusting durations, time Adjusting durations, time

assignments, etc.assignments, etc.

YOUR MS Project has a “Deadline” box

on this page! Use it to let you get warned when something gets pushed back too far, but STILL not assigning a “start no earlier than” or “finish no later than” constraint to it – still using “As soon as possible.”

Management of YOUR Management of YOUR ProjectProject

With your team members With your team members • Create a plan for the entire projectCreate a plan for the entire project• Set milestones for tracking progressSet milestones for tracking progress• Provide more detail for near-term tasksProvide more detail for near-term tasks• Use with your facilitator to report Use with your facilitator to report

progress and revise/add detail to planprogress and revise/add detail to plan• Assign specific tasks to team membersAssign specific tasks to team members• Revise plan and activities as required to Revise plan and activities as required to

achieve objectivesachieve objectives