project management planning
DESCRIPTION
Planning stage in Project ManagementTRANSCRIPT
PLANNINGPLANNING09.24.1109.24.11
Alvin G. NiereAlvin G. NiereMBA-1MBA-1Misamis UniversityMisamis University
Learning ObjectivesLearning Objectives
Clearly defining the project objectiveDeveloping a work breakdown
structureDeveloping a network diagramUtilizing a project management
methodology for information systems development project
Familiarize with Microsoft project software
PLANNINGPLANNINGThe systematic arrangement of
tasks to accomplish an objective
Lays out what needs to be accomplished and how it is to be accomplished
Involves people who will be involved in performing the work
STEPS IN PLANNINGSTEPS IN PLANNING
Step 1. Define the Project Objective
The objective must be clearly defined and agreed upon by the customer and the organization or contractor that will perform the project.
Objectives are usually defined in terms of scope, schedule and cost.
SMART ObjectiveSMART Objective
S - specificM - measurableA - attainableR - realisticT - time-bounded
Steps in Planning Steps in Planning ( continuation) ( continuation) Step 2. Determine what work
elements, or activities, need to be performed to accomplish it.
This requires developing a list of all the activities.
Two Approaches in Making Two Approaches in Making the Liststhe ListsProject team brainstorm
only suitable for small projects
Work breakdown structuresuitable for larger and
complex projects
Work Breakdown Work Breakdown StructureStructureBreaks a project down into
manageable pieces, or items, to help ensure that all of the work elements needed to complete the project work scope are identified
It’s a hierarchical tree of end items that will be accomplished or produced by the project team during the project
WBS ConceptsWBS Concepts
Work items graphic structure that subdivides the project into smaller pieces.
Work Package the lowest-level work item for any given branch of the WBS
The WBS usually indicates the organization or individual responsible for each work item.
WBS ExampleWBS Example
Responsibility MatrixResponsibility MatrixA method used to display, in tabular
format, the individuals responsible for accomplishing the work items in the WBS.
Emphasizes who is responsible for each work items and shows each individual’s role in supporting the over-all project
P = primary responsibility S = support
Responsibility Matrix for Festival Responsibility Matrix for Festival ProjectProject
Point to RememberPoint to Remember
It is a good idea to show only one individual as the lead, or primary, person responsible for each work item. Designating two individuals as co-chairpersons increases the risk that certain work will “fall through the cracks” because each person assumes that the other person is going to do it.
Defining ActivitiesDefining Activities
ACTIVITY defined piece of work that consumes time
can also be defined by the person or team responsible for each work
Defining ActivitiesDefining Activities
Possible activities under Possible activities under Game BoothGame Booth
Point to RememberPoint to Remember
When all detailed activities have been identified for each of the work packages, the NEXT STEP is….
to graphically portray them in a network diagram that shows the appropriate sequence and interrelationships needed to accomplish the over-all project scope.
Developing the Network Developing the Network PlanPlanNetwork Planning
A technique that is helpful in planning, scheduling, and controlling projects that consist of many interrelated activities
Network Planning Network Planning TechniquesTechniques1. Program Evaluation & Review
Technique (PERT)2. Critical Path Method (CPM)3. Precedence Diagramming
Method (PDM)4. Graphical Evaluation and Review
Technique (PERT)COMMON DENOMINATOR : ALL
MAKES USE OF A NETWORK DIAGRAM
The most familiar tool for used in the network planning technique is the so called “Gantt Chart”
Gant chart was developed in the early 1900’s however remains very popular today mainly because of its simplicity.
Gantt Chart combines to functions of planning and scheduling. Activities are listed down the left-hand side, and a time scale is shown along the bottom.
The estimated duration for each activity is indicated by a line or bar spanning the period during which the activity which is excepted to be accomplished.
With Gantt Chart, the scheduling of activities occurs simultaneously with planning
Example Gantt Chart for Example Gantt Chart for Market Study ReportMarket Study Report
Person
Activity Responsible 0 10 20 30 40 50 60 70 80 90 100110 120 130 140
Identify target consumers Susan
Develop draft questionnaire Susan
Pilot-test Questionnaire Susan
Finalize Questionnaire Susan
Print questionnaire Steve
Prepare mailing labels Steve
Mal questionnaire and get
response Steve
Develop data analysis
software Andy
Develop software test data Susan
Test software Andy
Input response data Jim
Analyze result Jim
Prepare report Jim
0 10 20 30 40 50 60 70 80 90 100### 120 130 140
Different Formats in Drawing Different Formats in Drawing DiagramDiagram
1. Activity in the box method(AIB) a.k.a activity on the node(AON)
2. Activity on the arrow
ACTIVITY IN THE BOX ACTIVITY IN THE BOX METHODMETHODEach activity is represented by a
box in the network diagram and the description of activity is within the box
Activities consume time and starts with a verb
Each activity is represented by one box
Each box is assigned a unique activity number
ACTIVITY IN THE BOX ACTIVITY IN THE BOX METHODMETHOD
Get Volunteers
7
ACTIVITY IN THE BOX ACTIVITY IN THE BOX METHODMETHODPrecedential Relationshipactivities are linked in a precedential order to show which activities must be finished before others can start arrows linking the activity boxes show direction of the precedence
An activity cannot start until all of the preceding activities that are linked by arrows have been finished
Wash Car Dry Car
3 4
When activities can be done When activities can be done concurrently for AIBconcurrently for AIB
Get Volunte
ers
Buy Material
s
Dismantle Booth
Clean-up
Construct Booth
Paint Booth
7
8
9 10
11
12
Activity on the Arrow Activity on the Arrow (AOA)(AOA)An activity is represented by an arrow
in the network diagram and the activity description is shown above the arrow
Each activity is one and only one arrowThe tail of the arrow designates the
start of the activity, and the head of the arrow represents the completion of the activity.
COLLECT DATA
In the AOA format, activities are linked by circles called EVENTS. An event represents the finish of activities entering into it and the start of activities going out of it.
Each event (not each activity) is assigned a unique number.
Predecessor event event at the tail of the arrow
Successor event event the end of the tail of the arrow
1 2 3WASH CAR DRY CAR
When activities can be done When activities can be done concurrently for AOAconcurrently for AOA
6
7
11
12
8 9 10
Get Volunteers
Buy Materials
Construct BoothPaint Booth
Dismantle Booth
Clean-up
Dummy ActivitiesDummy ActivitiesIn the AOA format, a dummy
activity can be created represented by a dash which consume zero-time. They are needed for 2 reasons:
To help in the unique identification of activities
To show certain precedential relationships that otherwise could not be shown
Is the following example Is the following example allowed in AOA network allowed in AOA network diagram?diagram?
1 2
A
B
Both A and B have predecessor-successor but not allowed in AOA because if someone referred to activity 1-2, we will be confused whether if it refers to A or B.
The insertion of dummy activity allows activities A and B to have a unique predecessor-successor event number combinations.
1
2
3A
B
Activity A = 1-3
Activity B = 1-2
Example for the usage of a Example for the usage of a dummy activitydummy activity
Situation:Activities A & B
can be done concurrently
When activity A is finished, activity C can Start
When both A & B are finished, D can start.
1 3 5
2 4 6
A
B
C
D
LadderingLaddering
a technique used when a project has a set of activities that are repeated several times.
Allows the project to be finished in a short period of time
Consider the following Consider the following example:example:Painting of 3 rooms
1. preparing the room to be painted2. painting the ceiling and walls3. painting the trim
Assume that there are 3 experts in each area.
Activities performed Activities performed seriallyserially
AIBPrepare
R1Paint R1 Trim R1 So on…
1 2 3 4
AOA
1 2 3 4
Prepare R1 Paint R1 Trim R1So
on…
Activities done Activities done concurrentlyconcurrently
Start Project
Prepare R1
Prepare R3
Paint R 1
Paint R 3
Finish ProjectPrepare
R2Paint R 2
Trim R 1
Trim 3
Trim R 2
1
4So
on..
Preparing a network Preparing a network DiagramDiagramThere should be a list of activities
and knowledge of network principle
Select the format to be used: AIB or AOA
Start drawing the activities in their logical precedential order
Things to be asked when Things to be asked when deciding on the sequence of deciding on the sequence of the activitiesthe activities
1.Which activities must be finished immediately before this activity can be started?
2.Which activities can be done concurrently with this activity?
3.Which activities cannot be started until this activity is finished?
Planning for Information Planning for Information Systems DevelopmentSystems Development
Information System a computer-based system that accepts data as input, processes the data, and produces useful information for users.
include computerized order entry systems, e-commerce systems, ATM, and billing, payroll, and inventory systems.
Systems Development Systems Development Life CycleLife CycleAlso called project management
tool or methodology Often used to help plan, execute,
and control IS development projects.
Consists of a set of phases or steps that need to be completed over the course of a development project.
STEPS in Systems STEPS in Systems Development Life CycleDevelopment Life Cycle
1. Problem Definition. Data are gathered and analyzed, and problems and opportunities are clearly defined.
2. System analysis. The development team defines the scope of the system to be developed, interviews potential users, studies the existing system and defines user requirements.
STEPS in SDLC STEPS in SDLC ((continuation)continuation)
3. System design. Several alternative conceptual designs are produced that describe input, processing, output, hardware, software, and the database at a high level.
4. System development. The actual system is brought into existence. Hardware is purchased, and software is either purchased, customized, or developed. Databases, input screens, systems reports, telecommunication networks, security controls and other features are also developed.
STEPS in SDLC STEPS in SDLC ((continuation)continuation)
5. System Testing. After individual modules within the system have been developed, testing can begin. Testing involves looking for logical errors, database errors, errors of omission, security errors, and other problems that might prevent the system from being successful. Once the users and developers are convinced that the system is error-free, the system can be implemented.
STEPS in SDLC STEPS in SDLC ((continuation)continuation)
6. System implementation. Users are trained and the existing system is replaced with the new improved system.
Project Management Project Management SoftwareSoftwareA software that allow the project
manager and the project team to plan and control projects in a completely interactive mode.
Common Features of a Common Features of a Project Management Project Management
SoftwareSoftwareCreate lists of tasks with their estimated durations
Establish interdependencies among tasks
Work with a variety of time scales, including hours, days, weeks, months, and years
Handle certain constraintsTrack team members including their
pay rates
Common Features of a Common Features of a Project Management Project Management
Software (Software (continuation)continuation)Incorporate company holidays, weekends, and team member vacation days into calendaring systems
Handle shifts of workersMonitor and forecast budgetsLook for conflictsGenerate a wide variety of reportsInterface with other software packagesSort information in a variety of ways
( by team, member, work package)
Project Management Project Management SoftwareSoftware
Microsoft Project is an example of a project management software.
Critical Success FactorsCritical Success FactorsIt is important to develop a plan before the start
of the projectParticipation builds commitmentThe project objective must be clear, attainable,
specific, measurable, and agreed upon by the customer and the organization that will perform the project.
Handle multiple projectsWork online and respond quickly to changes in
schedule, budget, or personnelCompare actual costs with budgeted costsDisplay data in a variety of ways, including both
Gantt charts and network diagram
Familiarization with a Familiarization with a Microsoft Office ProjectMicrosoft Office Project
Watch and learn………