Intro to Project Managment

8/11/2019 Intro to Project Managment

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Managing Your Project:

Planning & Time

Introductory Project Management

Module

Jasmine V. Lead Business Solutions-TTRC.


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Acknowledgment of Support

The material is based upon work supported by TechnologyTraining & Research Center

Any opinions, findings, and conclusions or recommendationsexpressed in this material are those of the author(s) and do not

necessarily reflect the views of TTRC.


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Project Management

Learning ObjectivesDevelop a working knowledge of basic

project planning and scheduling skills

Learn how to use several basic tools

Work breakdown structures

Resource allocation

Gantt charts


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Appreciating Project

ManagementStudies report that nearly half of all

projects initiated are not completed

Engineering projects are multifacetedthey consist of complex interdependent

tasks


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A project has a single objective that mustbe accomplished through the completionof tasks that are unique and interrelated

Projects are completed through thedeployment of resources

Projects have scopes, schedules, and

costsand are accomplished withinspecific deadlines, budgets, andaccording to specification

What is a Project?


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In the beginning, we know we can

manage our projects, but before

long.

TimeMoney


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Project Planning Activity

Identify a class project to use as we

move through this lesson

What is your project name?

What is the maingoal of your teams

project?


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Phases of Project Management

Define the projects scope

Develop the projects plan

Implement the plan & control the

process

Close out the project


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Work Breakdown Structure (WBS)

A work breakdown structure (WBS), in Project

Management is a deliverable oriented decomposition

of a project into smaller components.

A work breakdown structure element may be a

product, data, service, or any combination thereof.

A WBS also provides the necessary framework for

detailed cost estimating and control along with

providing guidance for schedule development andcontrol.

9


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Develop the Projects

Plan

3

Break Down Project

Tasks (WBS)

Time Estimation &Dependencies

Determine Resource

Needs

Develop Gantt Chart

Review &

adjust


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What is a Work Breakdown

Structure (WBS)?

A hierarchical representation ofactivities

It starts with the major project areasto be accomplished

It breaks the project areas into

actionable pieces of work,segmenting elements into appropriatesublevels


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WBSActivity Levels

Level 1Identify major objective areas orcategories

Level 2Begin to divide the areas into sub-

tasksLevel 3Continue to break down the sub-tasks into actionable items

The lowest level associated with a branch inthe hierarchy is referred to as a workpackage # of levels depends on

project complexity


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WBS: Crane Example

Level 1 Activities1. Design support columns

2. Analyze fasteners

3. Design trolley hoist

4. Design beams and crane span

5. Produce final report


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WBS: Crane Example (contd)

1. Design support columns (Level 1)

1.1 Select final material (Level 2)

1.1.1 Design for compression (Level 3)

1.1.2 Design for buckling (Level 3)

1.1.3 Calculate deformation (Level 3)


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WBS: Crane Example (contd)

6. Produce the final report

6.1 Write text

6.2 Produce drawings

6.3 Exhibit simple calculations

7. Perform analysis of class modelcrane


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How much detail do you need?1,3

Does the WBS contain enough detail to

evaluate progress?

Do you have clear accountability for eachwork package?

Are there start & end events?

Can you easily estimate time & cost? Is there a clearly defined deliverable?


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ProjectPlanning Activity

Create a work

breakdown

structure foryour project


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Time Duration

Managing a project requires

awareness of two time frames

1. The amount of effort a task will take(in time), e.g., 3 hours to write a

report

2. The calendar span over which theactivity will occur, e.g., the report will

be done within a week


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Time Estimation

If feasible, have person responsible

make the estimate

Should take into account the resourcesneeded for the activity

Do not overestimate to account for

everything that can go wrong

Keep in mind the concept of self-

fulfilling prophecy


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Uncertainty in Time Estimates

Some activities will take longer and

others will go faster than expected

Sources of uncertainty: Varying knowledge and skills

Individual difference in approaching work

Mistakes or misunderstandings

Unexpected events (!!)


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For each work package, estimate the

time duration in days

Determine then determine the timeduration of each higher level activity


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Identifying Resources1,3

To accomplish each activity identified in

the WBS requires the use of

resources: Personnel (who, how many, their skills)

Space (meeting location, lab facilities)

Equipment (rent, own, purchase, how

long needed) Money (budget limitations)


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Assigning Resources

Assign resources to the appropriate

tasks (personnel, space,equipment, money)

Be realisticno one can be in two

places at one time
http://www.graphicsfactory.com/cgi-bin/affiliate/clickthru.cgi/schoolhttp://www.graphicsfactory.com/cgi-bin/affiliate/clickthru.cgi/freec/


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What are the resources needed for

each task in the WBS?


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Dependencies

Dependencies are the relationships between activities

Finish to Start example

Predecessor Task:A

Successor Task: B

Arrow head indicates dependency relationship:Task Bcannot begin until TaskAis complete

A B

Examples of other

dependency types:

-start to finish

-start to start

-finish to finish


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Number all tasks in your WBS

Identify the dependencies between

each task

Notice at what level you are identifying

the dependency. How does the

dependency affect higher or

lower level activities?


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The Gantt Chart: A Visual

Scheduling Tool

Graphically represents WBS information

Shows dependencies between tasks,

time duration, personnel, and otherresource allocations

Tracks progress towards project

completion


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Building a Gantt Chart - Axes

List all tasks and milestones from the

WBS along the vertical axis

List time frame along the horizontal axis

Tasks:

Design support columns

Select final material

Design

Time Frame: day 1 day 2 day 3


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Building a Gantt Chart

DependenciesDepict dependencies between activities using arrows

For example: Design for compression cannot begin until

materials are chosen

Time Frame: day 1 day 2 day 3 day 4 day 5 day 6

Design support columns

Select final material

Design for compression

Design for buckling

Calculate deformation

Submit selection


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Based on the WBS (tasks,

durations, and dependencies),

create a Gantt Chart


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Next Step: Implement the Plan

After the plan is complete, everyone

should know who is responsible for

each activity and when each task mustbe complete to ensure project success


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Responsibility Matrix

Creates accountability by assigning

each task to a person

Task Joe Mary Renee

Activity 1 x

Activity 2 x

Activity 3 x


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Managing Your Project:

Planning & TimeReferences

1. Van Aken, S. (2001) University Leadership

Development, Virginia Tech, Blacksburg, VA2. Gido, J., & Clements, J.P. (1999). Successful

project management. South-Western CollegePublishing.

3. 3. Weiss, J.W., and Wysocki, R.K. (1992) 5-PhaseProject Management: A Practical Planning andImplementation Guide. Reading, MA: AddisonWesley.


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Managing Your Projects: Time

What does it take to create something

bigger than yourself?


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Learning Objectives

Understand the need for tracking

personal time management

Conceptualize the difference betweenmanaging commitments and managing

time


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How We Think Projects Evolve

Time

Action Goal

Start


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When Reality Demonstrates

Time

Action Goal

Start


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Methods to Track Time

Time management books or schedulers

PDAs

A piece of paper to write things down

Memory

What problems do you have in the area of timemanagement?

What do you want to get out of thisconversation on time management?


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History of Time

How was time measured?

Began with light and dark

Evolved to Solar and Lunar calendars

Humans developed mechanical clocks


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What Do You Manage?

You do not manage time

You manage your commitments


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Managing Commitments

1. Determine time

2. Specify place

3. Identify the appropriate resources


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Structures for Time Management

Where is the last place you should put yourcommitments? In your memory

Why? How many things can you keep in your memory?

What do you remember when you are upset?

How long does it take to get upset in your normalday?

Need some structure outside of your memoryin which commitments can exist


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Commitment Management

ExerciseList ALL of the commitments youhave for the next week. (Look in all

areas of your life) What to track?

to-dos/meetings/calls

Projects/themes

Now put everything into a schedulewith time/place/resources


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Open Item ListDate What Who Resources Date

Due


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Weekly Schedule

Sun Mon Tue Wed Th Fr Sat

7AM

9AM

11AM

1PM

3PM

5PM

7PM


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Planning

Time Windows short-term

medium-term

long-term

Each Window has a different level of clarityand detail

Missing any one of these alters how you actWorking within these windows will influenceengineering project teams

Intro to Project Managment

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