Time Management. Part 3 Scheduling Fundamentals Activity Definition and Sequencing. Richard Boser

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1 Time Management Part 3 Scheduling Fundamentals Activity Definition and Sequencing Richard Boser

2 Time Management This knowledge area includes the project management processes required to ensure timely completion of all work activities included in the project. Project Management Training Group -- Illinois State University 2

3 Time Management: Knowledge Process Areas Activity Definition Specific schedule activities required to produce project deliverables Activity Sequencing Documenting dependencies among schedule activities. 6.3 Activity Resource Estimating Type & quantity of resources required to perform each schedule activity. 6.4 Activity Duration Estimating Number of work periods needed to perform schedule activities Schedule Development Analyzing the activity sequences, durations, resource requirements and constraints to create the project schedule Schedule Control Evaluating and controlling any changes to the project schedule Project Management Training Group -- Illinois State University 3

4 PMI-isms Related to Time Mgmt Assume you have historical info (Organizational process assets) PM has authority and power. PM s fault if project doesn t meet time and cost goals. Always follow Plan-Do-Check-Act cycle. Scope change must be evaluated for impact to time, cost, quality, risk & customer satisfaction. (See Rita Mulcahy (2005) PMP Exam Prep p. 16) Project Management Training Group -- Illinois State University 4

5 6.1 Activity Definition Inputs Enterprise environmental factors (PMO) Organizational process assets Scope Statement WBS WBS Dictionary PM Plan Tools & Techniques Decomposition Templates Rolling Wave Planning Expert Judgment Planning component (high-level schedule) Outputs Activity list Activity Attributes Milestone list Requested changes Project Management Training Group -- Illinois State University 5

6 Activity Definition Tool: Decomposition Project Management Training Group -- Illinois State University 6

7 Activity List (Activity Definition Outcome) Vendor Selection (Work Package) Agenda for visits Visit schedule Evaluation criteria Team prep and training Report on visits Finalists list Project Management Training Group -- Illinois State University 7

8 Activity Attribute Matrix (PMBOK p. 130) Activity: Report on visits ID and/or Code: Description: Predecessor: Successor: Logic Relationships: Lead or Lag: Resource Requirements: Assumptions/Constraints: Imposed Dates: Project Management Training Group -- Illinois State University 8

9 Milestones (Activity Definition Outcome) Zero duration events that mark major progress in work. Start Milestones Finish Milestones (deliverables) Many small milestones improve project control. Use for high level schedule Use for summary level reporting to senior management. Project Management Training Group -- Illinois State University 9

10 6.2 Activity Sequencing (PMBOK) Inputs Scope Statement Activity List Activity Attributes Milestone List Approved Change Requests Tools & Techniques Precedence (PDM) Diagram Method Arrow Diagram Method (ASM) Schedule Network Templates Dependency Determination Apply Lead & Lag (GERT) Conditional Outputs Project Schedule Network Diagrams Activity List UP Activity Attributes UP Requested Changes Project Management Training Group -- Illinois State University 10

11 Precedence Diagramming Method (PDM) or Activity-On-Node (AON) Task A ES 1d EF Task B ES 3d EF Task D ES 2d EF Task E ES 1d EF Task G ES 2d EF Task C ES 4d EF Task F ES 4d EF Look carefully as you will create a PD very soon! Project Management Training Group -- Illinois State University 11

12 Planning by Post-It # Verb Noun Estimated Time: Project Management Training Group -- Illinois State University 12

13 Activity: Sequencing with Sticky Notes Develop a Precedent Diagram for a surprise birthday party (or alternate). At a minimum, include at least dozen activities. Use only Finish-Start relationships. Use parallel activities when appropriate. You have 15 minutes. Project Management Training Group -- Illinois State University 13

14 Activity: Debrief Questions How did you decompose the project activities? Bottom-up? Or top-down? How many parallel activities were used? Were there any bottlenecks in your operation? If so, how resolved? How would you shorten the project time? Which activities were not in your control? Challenge activity: Enter in MS Project Project Management Training Group -- Illinois State University 14

15 Sequencing Tool Precedence Diagramming Method (PDM) Or Activity-On-Node (AON) Task A ES 1d EF Task B ES 3d EF Task D ES 2d EF Task E ES 1d EF Task G ES 2d EF Task C ES 4d EF Task F ES 4d EF Project Management Training Group -- Illinois State University 15

16 Sequencing Tool Activity on Node (AON) Design Formwork Mobilize Install Foundation Forms & Concrete Erect Steel Procure Steel Four types of dependencies possible. Where are the mandatory dependencies? Are there any discretionary dependencies? Project Management Training Group -- Illinois State University 16

17 Sequencing Tool Activity on Arrow (AOA) Design Formwork Mobilize Install Foundation Forms & Concrete Erect Steel Excavate Procure Steel Only ONE activity can occur between the same pair of nodes. All finish-start relationships. Dummy activities take no time or effort AND maintain logic. Nodes can serve as milestones. Project Management Training Group -- Illinois State University 17

18 Sequencing Tool Dependency Logic Dependents Logical Relationships Consecutive / Linear (Finish Start) Concurrent / Parallel D A B C 3 F E 5 Project Management Training Group -- Illinois State University 18

19 Sequencing Tool Types of Dependencies Mandatory Dependencies Hard logic cannot change Discretionary Dependencies Soft logic- discretion of project manager External Dependencies Supply Chain related outside YOUR control (typically) Project Management Training Group -- Illinois State University 19

20 Sequencing Tool Dependency Relationships Project Management Training Group -- Illinois State University 20

21 Sequencing Tool Dependency Relationships Examples: FS Lots of examples. FF (rare) B can t finish before A e.g. Data entry (B) can t finish until Data collection (A) is finished SS Data entry (B) can start once Data collection (A) starts (w/ lag). SF (rare) B can t finish before A e.g. Terminate legacy server Old system discontinued (B) when new system (A) operable. Project Management Training Group -- Illinois State University 21

22 A dependency requiring that design be completed before manufacturing can begin is an example of a dependency. a. Discretionary b. External c. Mandatory d. Scope Test Yourself Project Management Training Group -- Illinois State University 22

23 A dependency requiring that design be completed before manufacturing can begin is an example of a dependency. a. Discretionary b. External c. Mandatory d. Scope Test Yourself C: Required or mandatory dependency Project Management Training Group -- Illinois State University 23

24 Sequencing Tool Lead (Accelerate) SS A 10 5 B 7 Start Start with 5 days head start for A When might lead be used? Project Management Training Group -- Illinois State University 24

25 Sequencing Tool Lead (Accelerate) FS A 10 5 B 7 Finish Start with 5 days overlap from finish When might lead be used? Project Management Training Group -- Illinois State University 25

26 Sequencing Tool Lag (Wait) A 10 5 Finish Start with 5 days lag When might lag be used? B 7 Project Management Training Group -- Illinois State University 26

27 Lead & Lag in MS Project Project Management Training Group -- Illinois State University 27

28 Technical Constraints that Affect Sequencing FS least risk-prone Use FS if it fits project time frame Discretionary constraints Judgment calls by PM (e.g. SS vs. FS) Unique Attributes Resource availability, location, staffing, etc Project Management Training Group -- Illinois State University 28

29 Types of Constraints - MS Project Imposed Dates Start no earlier than Start no later than Finish no later than Finish no earlier than Other Types Must start on Must finish on As late as possible Software Default As soon as possible Project Management Training Group -- Illinois State University 29

30 Sequencing Tool Activity: Dependencies in MS Project Create in MS Project Project Management Training Group -- Illinois State University 30

31 Network Diagram Applications Show activity dependencies Display workflow and activity sequence Tool for planning, organizing & controlling Determine progress for control & reporting Justify time estimates Plan schedule compression Project Management Training Group -- Illinois State University 31

32 Quiz #3: Sequencing Activities 1. What is the difference between AOA & AON? 2. Provide examples of mandatory, discretionary, and external dependencies. 3. Name the 4 types of dependency relationships? 4. How does lead differ from lag? 5. What is the default setting for software time constraints? 6. When is a milestone used? Project Management Training Group -- Illinois State University 32

33 End Activity Definition and Sequencing Questions/Notes Project Management Training Group -- Illinois State University 33

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