defines the basic concept of project and its requirement
Welcome message from author
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Chapter 1 Project Management ConceptsProject, Defined
A project is an endeavor to accomplish a specific objective through
a unique set of interrelated tasks and the effective utilization of
resources.
It has a well-defined objective stated in terms of scope, schedule,
and costs.
Project s are “born” when a need is identified by the customer –
the people or organization willing to provide funds to have the
need satisfied.
It is the people (project manager and project team), not the
procedures and techniques, that are critical to accomplishing the
project objective.
Procedures and techniques are merely tools to help the people do
their jobs.
5
5
5
5
5
5
7
7
7
Hosting a holiday party
Executing an environmental clean-up of a contaminated site
Holding a high school reunion
Performing a series of surgeries on an accident victim
7
7
7
7
7
7
10
10
10
Academic Computing Services 2009
Identify a need by customer – customer requesting proposal from
individuals , team or organization. RFP (request for proposal) –
ask contractor to submit proposals: cost and schedule
Develop a proposed solution - submission of a proposal – contract
is sign.
Perform the project – implementation of the proposed
solution.
Terminate:
Phases of the Project Life Cycle 1
The first phase involves the identification of a need, problem, or
opportunity.
The need and requirements are usually written by the customer into
a document called a request for proposal (RFP).
11
11
11
11
11
11
17
17
17
Phases of the Project Life Cycle 2
The second phase is the development of a proposed solution to the
need or problem.
This phase results in the submission of a proposal.
The customer and the winning contractor negotiate and sign a
contract (agreement).
12
12
12
12
12
12
18
18
18
Different types of resources are utilized
Results in the accomplishment of the project objective
13
13
13
13
13
13
19
19
19
Perform close-out activities
Academic Computing Services 2009
The Project Management Process
The project management process means planning the work and then
working the plan.
7 steps of planning
2. Divide and subdivide the project scope into major “pieces”
3. Define the specific activities for each piece (work
package)
4. Graphically portray the activities that need to be performed fro
each work package in order to accomplish the project objective – in
the form of network diagram.
5. Make a time estimate for how long it will take to complete each
activity – resources needed.
6. Make a cost estimate for each activity.
7. Calculate a project schedule and budget to determine whether the
project can be completed within the required time, with the
allotted founds, and with the available resources.
15
15
15
15
15
15
21
21
21
45 min: pg.12 book
Explain that the project management process means planning the work
and then working the plan. A baseline plan must be established that
provides a roadmap for how the project scope will be accomplished
on time and within budget.
Review the 7 steps of planning.
The 7 steps will be the foundation for final project and
presentation. Each week class time will be set aside to complete
one of the steps.
Have students complete the step 1: ( in class assignment) students
are to prepare a brief proposal 1 paragraph of a project that will
be the basis for the course project. Theam based projects should
include a list of all team members.
Academic Computing Services 2009
Academic Computing Services 2009
Work Breakdown Structure (WBS)
The second step is to determine what activities need to be
performed.
A list of all the activities must be developed.
The WBS is a hierarchical tree of end items to be
accomplished.
A work item is one small piece of the project.
A work package is the lowest-level item.
6
5
5
5
5
5
7
7
7
Academic Computing Services 2009
For your WBS assignment and project please have at lease 2 levels
as graph.
Academic Computing Services 2009
Academic Computing Services 2009
1. Start new project
Turn on the Project Guide
On the Tools menu, click Options, and then click the Interface
tab.
In the Project Guide settings section, select the Display Project
Guide check box.
Manually set up a new project
Microsoft Office Project provides a Project Guide with
easy-to-follow instructions to help you set up a new project.
Academic Computing Services 2009
Academic Computing Services 2009
1. Summary tasks - contain subtasks and their related
properties
2. Subtasks - are smaller tasks that are a part of a summary
task
3. Recurring tasks - are tasks that occur at regular
intervals
4. Milestones - are tasks that are set to zero duration and are
like interim goals in the project
Academic Computing Services 2009
Add tasks
To display outline numbers, you can add the Outline Number field to
a table or sheet view, or you can choose to display the outline
numbers next to the task names. To display the outline numbers next
to the task names, on the Tools menu, click Options, and then click
the View tab. Under Outline options, select the Show outline number
check box.
Academic Computing Services 2009
Academic Computing Services 2009
Advantages of Outlining: (Initiating, planning, executing,
controlling, closing)
• It creates multiple levels of subtasks that roll up into a
summary task
• Collapse and expand summary tasks when necessary
• Apply a Work Breakdown structure
• Move, copy or delete entire groups of tasks
Academic Computing Services 2009
Academic Computing Services 2009
Academic Computing Services 2009
Predecessor
You now have a duration for each of the tasks but they all start on
the same day. Obviously, you will have to specify the sequence of
the tasks and the links between them. In MS Project a task that
must be completed before another task can start is called a
predecessor. The first task has no predecessor and each of the
following tasks has to have at least one. In some cases a task may
have several predecessors meaning that several tasks have to be
completed before that one can start. In other cases a task may be
predecessor to several others - its completion can allow several
other tasks to start.
Academic Computing Services 2009
Finish-Start FS Predecessor finishes and the other starts
Start-Finish S-F Task begins at the same time as its
predecessor
Finish-Finish F-F Both tasks finish at the same time
Start-Start S-S Start of the predecessor determines when the other
starts
To link tasks in FS dependency:
1. Select the tasks you want to link. Tasks with a lower ID number
are taken as predecessors, but if you want to set the order of
tasks yourself, select tasks by holding Control while you click the
tasks in order.
2. Click Link Tasks button on Standard Tool bar or choose Edit >
Link tasks or Control+F2.
Summary tasks can be linked to other summary tasks or to subtasks
between summary groups. Subtasks can be linked to each other
too.
To unlink tasks, select tasks and click the Unlink Task in the
Standard Tool bar.
Do not attempt to remove a link by deleting a cell in the
predecessor's column and pressing delete as this will delete the
entire task.
b. Delayed and Overlapped Links:
Sometimes tasks may be dependent on other factors causing a delay
time or an overlap time, necessitating a lag or lead-time to be
incorporated in a link. Lag and lead-time can be entered as units
of time or as a percentage of the duration of the
predecessor.
Double-click a task and open the Task Information dialog box.
2. Click the predecessor tab.
3. Select the lag/lead field.
4. Enter a number or a percentage in the cell.
5. Click OK.
The Split task button splits tasks that may be completed in parts
at different times with breaks in their duration times.
The AutoLink feature is enabled by default and keeps linked tasks
intact when they are linked in the FS dependency. It can be
disabled in the Options dialog box if necessary.
Academic Computing Services 2009
Certain tasks need to be completed within a certain date.
Intermediate deadlines may need to be specified.
By assigning constraints to a task you can account for scheduling
problems.
There are about 8 types of constraints and they come under the
flexible or inflexible category.
To apply a constraint:
1. Open the Task Information dialog box.
2. Click the Advanced tab and open the Constraint type list by
clicking on the drop-down arrow and select it.
3. Select a date for the Constraint and click OK.
Flexible constraints (demarcated by a red dot in Microsoft Project
2000) restrict scheduling to a great extent whereas flexible
constraints (blue dot) allow Project to calculate the schedule and
make appropriate adjustments based on the constraint applied.
Inflexible constraints can cause conflicts between successive and
preceding tasks at times and you may need to remove such a
constraint.
b. To remove a constraint and apply an ASAP/ALAP constraint:
1. Select the tasks by holding Control and clicking on them in the
order you want.
2. Click Task Information button on the Standard Toolbar and the
Multiple task dialog box opens.
3. Click the Advanced tab and click the drop down arrow to open the
constraint type list.
4. Choose ASAP if the project has been scheduled from the Start
date and ALAP (As late as possible) if it has been scheduled from
the Finish date.
5. Click OK.
OR
Select Tools > Options > Schedule and clear the 'Tasks will
always honor their constraint dates' checkbox.
OR
Set deadline date instead of adopting an inflexible constraint.
Setting a task deadline does not affect the task schedule in any
way. If a deadline passes without the task being completed Project
indicates it in the Indicator column (a downward pointing arrow in
the Gantt Chart view).
Academic Computing Services 2009
Academic Computing Services 2009
The degree of completion of each of the tasks.
You could do that every day as you go along. As soon as something
starts to go off track, you can react and adjust accordingly.
It would be too long to go into the details of how to compensate
for delays and so on.
Priority Indicates how available a task is for
delay (delay: The amount of time between the scheduled start
of a task and the time when work should actually begin on the task;
it is often used to resolve resource overallocations. There are two
types of delay: assignment delay and leveling delay.) during
resource leveling (leveling: Resolving resource conflicts or
overallocations by delaying or splitting certain tasks. When
Project levels a resource, its selected assignments are distributed
and rescheduled.). Enter a number between 0 and 1000, with the
higher number indicating a higher priority (priority: An
indication of a task's importance and availability for leveling
[that is, resolving resource conflicts or overallocations by
delaying or splitting certain tasks]. Tasks with the lowest
priority are delayed or split first.) task. The higher the
priority, the less likely a task will be delayed for resource
leveling. Set the priority to 1000 (do not level) if you don't want
Office Project 2007 to delay this task at all when leveling.
Hide task bar Hides the task bar for the selected tasks
when viewing the Gantt Chart or Calendar views. To display hidden
task bars for the selected tasks, clear this check box. In the
Gantt Chart view, if the task is rolled up, both the task bar and
the rollup symbol on the summary bar are hidden. If the task is a
summary task and subtasks are rolled up to it, only the summary bar
is hidden. By default, this check box is cleared.
Roll up Gantt bar to summary Specifies whether you want
the subtasks you selected rolled up to the summary task bar so that
the bar displays symbols that represent subtask dates. If you
select a summary task, this check box is called Show rolled up
Gantt bars. Clear this check box to hide the symbols for rolled up
tasks on the summary task bar. By default, this check box is
cleared.
Academic Computing Services 2009
a realistic value, D(r) .
Academic Computing Services 2009
Program Evaluation and Review Techniques (PERT).
They are similar and you will now often find the technique referred
to as: CPM/PERT.
The technique involves using network models to trace the links
between tasks and to identify the tasks which are critical to
meeting the deadlines.
Once you've identified the critical path, any delay on any part of
the critical path will cause a delay in the whole project.
It is where managers must concentrate their efforts.
In MS Project , you use the Tracking Gantt diagram to show the
critical path in red and you can see the PERT diagram by looking at
the Network view.
Academic Computing Services 2009
Gantt Chart View – critical path
A Gantt chart is a type of bar chart that illustrates a project
schedule .
Critical path: View – More views… - Detail Gant
Henry Gantt used graphical bars in his industrial management
studies to compare and contrast timeframes. In Microsoft Project,
graphical bars are paired with a spreadsheet to give the Gantt
Chart View.
Academic Computing Services 2009
PERT diagram - Network view
Academic Computing Services 2009
Views
Views allow you to examine your project from different angles based
on what information you want displayed at any given time.
You can use a combination of views in the same window at the same
time.
Project Views are categorized into two types:
• Task Views (5 types)
• Resource Views (3 types)
Academic Computing Services 2009
Saving a baseline
Baseline plan: The original project plans used to track progress on
a project.
The baseline plan is a snapshot of your schedule at the time that
you save the baseline and includes information about tasks,
resources, and assignments.
You can set a baseline for your project, enabling you to compare
your progress with the original plan and any additional baselines
you set at milestones throughout your project.
Academic Computing Services 2009
On the View menu, click Tracking Gantt.
On the View menu, point to Table, and then click Variance.
Academic Computing Services 2009
Academic Computing Services 2009
work resources, material resources and cost resources.
Work resources complete tasks by expending time on them. They are
usually people and equipment that have been assigned to work on the
project (you track their participation by the amount of time they
spend).
Material resources are supplies and stocks that are needed to
complete a project. You assign material resources by the quantity
that you need: two tons of gravel or 300 gallons of diesel fuel,
for instance. Because materials aren't measured by time, quantities
usually affect only the cost of your project. Materials affect
dates or duration only when you have to wait for those materials to
become available.
Cost. Cost resources are the new kid on the Project 2007 block, and
they're strictly cost; no time, no quantities—just dollars.
Expenses, such as travel or fees, increase the project price tag,
but they aren't associated with work or material resources.
You must start by identifying the resources available along with
their costs.
Resource costs will be multiplied by duration to calculate project
costs.
You have to open the Resource sheet to specify the project
resources and costs.
people
equipment
supplies
Resources are of two types - work resources and material
resources.
Work resources complete tasks by expending time on them. They are
usually people and equipment that have been assigned to work on the
project.
Material resources are supplies and stocks that are needed to
complete a project.
A new feature in Microsoft Project 2000 is that it allows you to
track material resources and assign them to tasks.
Academic Computing Services 2009
You will need people to accomplish all those tasks that you've
identified. Those people are resources that you have to manage well
in order to achieve the project's objectives.
You may also need some material resources - equipment , supplie s,
specialized environments - that you will have to schedule and pay
for.
You can easily include the management of resources in MS Project
along with the tasks because, after all, the resources are
essential to the accomplishment of the tasks in the first
place.
You must start by identifying the resources available along with
their costs.
Resource costs will be multiplied by duration to calculate project
costs.
You have to open the Resource sheet to specify the project
resources and costs
The Max Unit's column contains the maximum capacity for which a
work resource is available to accomplish any tasks in a certain
time period. The default format is the percentage format. For
example, if the assigned units are 100% this will imply that this
resource will work for all the eight hours in a normal working day.
If the assigned units are 50%, then this resource will work for
four hours a day. In the case of a resource pool consisting of 5
workers, their maximum units will be 500% or a decimal value of
5.
Academic Computing Services 2009
Fields in the Resource Sheet may be blank or contain different
types of information depending on the type of resource. For
example, a work resource doesn't have a Material label, and costs
are calculated initially as dollars per hour. Material resources
have a cost per unit—per pound, gallon, or piece—and the Material
label field defines the units. Cost resources receive a value only
when you assign them to tasks.
Academic Computing Services 2009
You assign resources, people or material, to each of the
tasks.
A task may have several resources.
Academic Computing Services 2009
To track costs, you insert a Cost column next to the Resources
column.
When you assign the resources to each task, the costs will be
calculated an displayed.
Academic Computing Services 2009
On the View menu, click More Views.
In the Views list, click Detail Gantt, and then click Apply.
On the View menu, point to Table, and then click Schedule. In the
chart portion of the view, slack appears as thin bars to the right
of tasks, with slack values adjoining the regular Gantt bars.
Academic Computing Services 2009
Academic Computing Services 2009
Reduce duration of activities on critical path
More resources
*
Step 1: Create budget resources for your project
Step 2: Assign the budget resources to the project summary
task
Step 3: Enter values for the budget resources
Step 4: Categorize resource costs according to their budget
type
Step 5: Group resources to view how they compare against the
budget
Academic Computing Services 2009
View – Resource Sheet
As an example of how to create a budget for your project, imagine
that you want to create three budget resources, named
Budget-Travel,
Budget-Materials.
The names that you give to these budget resources will help you to
distinguish them from other resources in your project when you
categorize them in Step 4.
On the Resource sheet, create three resources to be used as budget
resources for the project.
For each budget resource, click Resource Information.
In the Resource information box, create the type of budget resource
that you want by clicking the type in the Type list, and then
selecting the Budget check box.
Click OK.
Academic Computing Services 2009
Step 2: Assign the budget resources to the project summary
task
Gent chart view – Tools – Options – View Tab – Show project summary
task (check box)
Task is added to the top of the project list. Select this
task.
Click on Button “Assign Resources”
Select the two budget resources you created earlier and click
“Assign”
To show the allocated budget for the entire project, you must
assign all of the budget resources to the project summary
task:
On the View menu, click Gantt Chart.
On the Tools menu, click Options, and then click the View
tab.
In the Outline options section, click Show project summary
task.
Click OK.
Select the project summary task, and then click Assign
Resources.
In the Resource Name field, select the budget resources that you
created in the first step, and then click Assign.
Tip If you have many resources of various
types, but want to show only the budget resources, click Resources
list options . Select the check box under Filter by, and then click
Budget Resources in the list.
After you assign the budget resources to the project summary task,
click Close.
Academic Computing Services 2009
View – Resource Usage view
Insert – Column – Budget Cost and Budget Work
Add values for travel and Labor cost
On the View menu, click Resource Usage.
In the Resource Usage view, enter values for the budget values by
first inserting columns for the Budget Cost and Budget Work
fields:
On the Insert menu, click Column.
In the Field name box, click Budget Cost, and then click OK.
Repeat these two steps to insert a column for the Budget Work
field.
Tip If resource assignments are hidden, click the
task's outline symbol to display them.
Note Keep in mind that the Budget Work field
includes values for work and material resources. For a work
resource, the budget is calculated in hours. For a material
resource, the budget is calculated according to the material label
created for the material resource. For example, a concrete budget
value of 20 that has a material label of Tons displays as 20 Tons
in the Budget Work field.
You can also enter budget work and budget cost amounts for a
specific time period by using the timephased (timephased:
Task, resource, or assignment information that is distributed over
time. You can review timephased information in any available time
period in the fields on the right side of the Task Usage and
Resource Usage views.) portion of the Resource Usage view. This
method is useful when you want to specify that, for example, you
want to allocate a certain amount of money per month throughout the
duration of a project.
On the Format menu, click Detail Styles.
In the Available fields box, click Budget Cost, and then click
Show. Repeat these two steps to insert a column for the Budget Work
field.
Click OK. The Budget Work and Budget Cost fields appear as rows.
Enter budget values per time period. Keep in mind that you can
enter values only for the project summary task.
Academic Computing Services 2009
Add: 15,000 for Budget-Travel and 30,000 for Budget-Labor (Budget
Work column)
Academic Computing Services 2009
Step 4: Categorize resource costs according to their budget
type
Create custom filed (column)
Open Resource Sheet view
Choose Resource text filed and rename: Budget Type
In this step, you categorize all resources, including budget
resources, according to the type of budget that each belongs to.
You do this by creating a custom text field that contains
identifying words or phrases for each budget type. After each
resource is categorized in this way, in the next and final step,
you group the budget types to see how they compare to the overall
budget.
On the View menu, click Resource Sheet.
Create a custom text field that will contain an identifying word or
phrase for the type of budget that the resources belong to:
On the Tools menu, point to Customize, and then click Fields.
In the Custom Fields dialog box, click Resource, and then, in the
Type list, click Text1 (or any other Text field from Text1 to
Text30).
Click Rename to rename the field to reflect the budget category
that you want to group, such as Budget Type.
Select the Roll down unless manually entered option, and then click
OK.
Add the custom resource text field to the Resource Sheet
view.
In the Resource Sheet view, for each resource (including budget
resources), type an identifying word or phrase in the custom field
that identifies that resource's budget type. For example, for each
person in your project who is actively working on tasks, you might
use the word Labor to denote the budget type. For each material
resource, you might use the word Materials. For each cost resource
that involves travel, you might use the word Travel.
Note Be sure to use these same categorizing
words or phrases for the budget resources that are assigned to the
project summary task, as well as for the individual work, material,
and cost resources.
A custom field named Budget Type has been added to the
Resource sheet.
All travel resources, including the budget resource named
Budget-Travel, are categorized as belonging to the same type of
budget.
The categorizing words and phrases that you have typed in the
custom field will be used for grouping in the next step.
Academic Computing Services 2009
Select Option Button: Roll down unless manually entered
Add field to the resource sheet view: Insert – column – choose
Budget Type column ( you can now identify your resources as labor
or travel
Academic Computing Services 2009
Academic Computing Services 2009
Step 5: Group resources to view how they compare against the
budget
Resource Usage view
Project – Group by: No Group – Customize Group By… - Select the
Budget Type field
On the View menu, click Resource Usage.
On the Project menu, point to Group by, and then click Custom Group
By.
In the Custom Group By dialog box, in the Field Name column, click
the name of the custom resource text field that you created in Step
4, and then click OK.
Resources are grouped by their budget type. You can now view how
the cost of resources compares to the overall budget that you set
up for the project in Step 3.
The total budget for work throughout the project.
The total amount of work for all resources on the project.
The work assigned exceeds the budget by 24 hours.
The amount of work assigned to Peter.
Tip You can also view a graphical report of
your budget. On the Report menu, click Visual Reports. In the
Visual Reports dialog box, click the Assignment Usage tab, and then
click Budget Work Report or Budget Cost Report. Click View to see
the report.
Academic Computing Services 2009
Academic Computing Services 2009
Viewing Project Cost Information
Or
Edit – Column list
Academic Computing Services 2009