MSc Project Planning

Transcription

1 MSc Project Planning Dr Paul Brunn 4 th February 2009 Project Planning and Control Intro to General Methods Some simple examples How to plan and complete an MSc Dissertation project EPS Graduate Education MSc Project Planning and Control 1

2 What is a Masters Degree? Students will have shown originality in the application of knowledge, and they will understand how the boundaries of knowledge are advanced through research. They will be able to deal with complex issues both systematically and creatively, and they will show originality in tackling and solving problems. They will have the qualities needed for employment in circumstances requiring sound judgement, personal responsibility and initiative, in complex and unpredictable professional environments. Masters level qualification descriptor, Quality Assurance Agency, 2006 EPS Graduate Education MSc Project Planning and Control 2

3 What is a Masters Degree? Much more than passing exams! An individual project clearly demonstrates your ability to apply knowledge, do research, deal with complexity, show originality, sound judgement and initiative; while taking responsibility for your own work EPS Graduate Education MSc Project Planning and Control 3

4 What is a Masters Degree? The Project is your chance to demonstrate to potential employers that you can do more than just pass exams Therefore you need to show that you planned it properly and organised it s execution At interview it s your chance to talk about something that you really believe in and enjoyed doing EPS Graduate Education MSc Project Planning and Control 4

5 What are Projects? Projects (unlike Production) are one-off activities, with clearly defined start and end points There is always some uncertainty about their outcome because the task to be completed has (normally) never been done before because the detailed activities and resource requirements are, as yet, unclear EPS Graduate Education MSc Project Planning and Control 5

6 Project Planning and Control Normally there will be a compromise between time, quality and cost to achieve the agreed project objectives but this will depend on the precise definition of the project objectives Projects differ from Production in terms of the measures used to judge their success, for example:- Completion within budget -v- minimum cost Completion on time -v- ongoing profitability EPS Graduate Education MSc Project Planning and Control 6

7 Project Planning and Control Projects exist in, must take account of and will be affected by the environment in which they take place whereas production can, almost, exist in isolation from its environment Project management recognises and attempts to limit the effects of uncertainty production management tries to remove the causes of that uncertainty EPS Graduate Education MSc Project Planning and Control 7

8 Project Planning and Control The aim of all project planning is a successful project not a beautiful plan The plan is a tool to assist you to Prepare for the project Control the project It will change as circumstances change A good plan is for guidance, it is not written on tablets of stone EPS Graduate Education MSc Project Planning and Control 8

9 Project Planning and Control Planning - can be an individual activity assesses feasibility of an idea establishes cost, time, resource and quality constrains provides a plan upon which to base subsequent control of the project Control - must be a group activity involving all those involved in the project EPS Graduate Education MSc Project Planning and Control 9

10 Project Planning First - Define the AIMS & OBJECTIVES Then - Establish the CONSTRAINTS It is then possible to balance Cost Time Quality EPS Graduate Education MSc Project Planning and Control 10

11 For any project Project Planning List all activities Estimate time for each activity (assuming standard resources) Define sequences of actions (dependency) Calculate duration, resource requirements and costs Compare with external constraints Adjust/re-plan if necessary EPS Graduate Education MSc Project Planning and Control 11

12 Tools available:- Small projects Project Planning Draw a Gantt Chart (bar chart) More complex projects Critical Path Analysis (CPA) (or PERT) Computer based systems using CPA are available to simplify resource and time planning All require a thorough definition of project objectives and activities EPS Graduate Education MSc Project Planning and Control 12

13 Project Planning Gantt Charts (invented by Henry L Gantt ) Show sequences and dependencies Parallel activities Resource requirements/conflicts Total duration, critical path and float Used as intended can also be used to control the project since they can show progress against plan EPS Graduate Education MSc Project Planning and Control 13

14 Gantt Chart Example - Making Tea Fill Kettle Boil water Add tea to pot Pour on water Allow to "mash" Add milk to cups Pour tea Drink tea Time EPS Graduate Education MSc Project Planning and Control 14

15 Project Planning Critical path analysis (CPA) provides a pictorial representation of the whole project highlights critical path activities indicates position and quantity of float on non-critical activities resource utilisation data When controlling a project allows the effect of changes to be predicted EPS Graduate Education MSc Project Planning and Control 15

16 Critical Path Analysis Define activities & their duration Specify dependencies Draw network (each activity starts and finishes at a node) - (adjust if necessary to meet all constraints) Forward pass - calculate time for each path Find critical path - defines earliest finish Backward pass - calculate float on each activity Check dates - re-plan if necessary Allocate resources (critical path first) Use float to help allocate remaining resources EPS Graduate Education MSc Project Planning and Control 16

17 Project Control You can t control a project that hasn t been planned! Things will happen so fast that it is not possible to plan as you go along If circumstances change it may be necessary to re-plan but... It is much easier and quicker to change a plan that already exists EPS Graduate Education MSc Project Planning and Control 17

18 Project Control Control of all projects uses these steps: Plan Publish Measure Compare Correct (if necessary re-plan) EPS Graduate Education MSc Project Planning and Control 18

19 Project Control Project Control Technical Execution of project tasks The two activities require different skills but are often confused Project Planning and Control is an iterative process Project plans are regularly revised and updated as more information comes to light EPS Graduate Education MSc Project Planning and Control 19

20 Project Control CPA diagram (or a simple bar chart) is a good method for both planning and publishing the overall plan (a picture is worth a thousand words) Measure progress in time, job or cost units. Show completed activities on the CPA diagram or bar chart This highlights activities behind time EPS Graduate Education MSc Project Planning and Control 20

21 Project Control Measure regularly and compare planned with actual Use float to make corrections if necessary, without changing the plan Early feedback on problems is essential Set regular milestones to divide up large activities and thus get feedback on progress sooner than their end date EPS Graduate Education MSc Project Planning and Control 21

22 Progress Measures Cost related:- Total spend Expenditure under or over budget Overtime charges Cash flow Price changes Time related:- Activities not started or finished on time Time and Quality related:- Changes in project scope Test results (i.e. commissioning particular pieces of equipment) Performance milestones built into project plan Complaints EPS Graduate Education MSc Project Planning and Control 22

23 Project Control Mechanical charts are useful when regularly re-planning Regular updating is essential the difference between useful information and excuses is when they arrive Computer based systems can quickly and easily re-draw the CP diagram and indicate any changes in critical path EPS Graduate Education MSc Project Planning and Control 23

24 Practical Project Planning Typical maintenance tasks Power station shut down New product introduction Take-over bid etc. Thousands of activities, hundreds of people, tens of weeks duration Computer systems (Microsoft Project etc.) handle the clerical aspects but do not do the planning! (Date conversion, recalculation, resource allocation, data-base facilities and financial control etc.) Normally large projects aim for a reasonably good, feasible solution rather than an optimum one. EPS Graduate Education MSc Project Planning and Control 24

25 Planning and Controlling an MSc Dissertation Project What is special about an MSc Dissertation project? Timescale Limited resources The supervisor EPS Graduate Education MSc Project Planning and Control 25

26 MSc Dissertation - Fulltime Timescale Normally five person-months One month intro. Three months work. One month writing up A hard deadline in September (Check exactly when!) No opportunity to trade resources for time or quality But objectives can be adjusted.. MSc Dissertations - Resources Often very limited! Plan to rely only on yourself and the equipment etc. that your supervisor has guaranteed Don t let others side-track you EPS Graduate Education MSc Project Planning and Control 26

27 MSc Dissertations They are all different but they are all the same in several key respects:- All adopt the same basic format A clear statement of the project aims All require a literature review A description of the work undertaken and the results achieved A discussion of the relevance of the work A summary of the conclusions EPS Graduate Education MSc Project Planning and Control 27

28 MSc Dissertation - Planning A Normal MSc Dissertation 6 Write up Dissertation 5 Analyse Data / Results 4 Gather Data 3 Design Experiments 2 Literature Survey 1 Define Project Aims A B C May June July Aug Sept EPS Graduate Education MSc Project Planning and Control 28

29 MSc Dissertations All require that the writer shows that they have planned the work (so a plan [bar chart] is useful) The discussions benefit from a section showing how the actual project differed from the actual plan (this is a good place to discuss what went wrong and/or better than expected) EPS Graduate Education MSc Project Planning and Control 29

30 MSc Dissertations - Discussions A Normal MSc Dissertation 6 Write up Dissertation 5 Analyse Data / Results 4 Gather Data 3 Design Experiments 2 Literature Survey 1 Define Project Aims May June July Aug Sept EPS Graduate Education MSc Project Planning and Control 30

31 MSc Dissertation - Planning Define the objectives - in conjunction with your supervisor List the tasks and their approximate durations - check your guesstimates with your supervisor Show your supervisor that the original project is not possible - on a bar chart! Replan to something more sensible EPS Graduate Education MSc Project Planning and Control 31

32 MSc Dissertations - Supervisors Probably the most important part of your project is choosing the right supervisor for you Get to know them It is up to you to manage your supervisor effectively - they are all busy people who have other things to do as well as supervise your MSc project EPS Graduate Education MSc Project Planning and Control 32

33 MSc Dissertations - Supervisors Trust your supervisor and use them to check that the plan for your project is sensible (include some holiday, time off, allowances for problems etc.) Tell them as soon as the project drops behind plan (as it will) Discuss how to get back onto schedule - only change the plan when necessary EPS Graduate Education MSc Project Planning and Control 33

34 MSc Dissertations - Supervisors Most supervisors will read through and comment on draft chapters of your dissertation but don t leave it all to the last few days my experience is one chapter a week is all I can manage comfortably So if there are 8-10 chapters in most dissertations.. EPS Graduate Education MSc Project Planning and Control 34

35 And finally.. If all else fails, read the instructions! MSc Regulations are available at:- medialibrary/tlao/pgt-regulationsjune2007.pdf EPS Graduate Education MSc Project Planning and Control 35