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60-499: Project Management: Techniques & Tools
An Introduction
Planning & Scheduling
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What is a plan?
A project plan is a network of dependent andindependent tasks} A plan may also contain descriptions of persona
A persona is a fictitious representation of a real person
} The plan may also include assignments of tasks to variouspersona
An important part of the project plan is the networkdiagram, which shows task flow and task dependencies
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What is a schedule?
A schedule is a description of start and end times for all
the WBS tasks
} The schedule accommodates the plan
} The schedule specifies all dates in terms of offsets from the start
date} Ideally, the start date is a parameter which can be changed if the
project start is delayed
This way, real dates can be seen
However, dates are not hardcoded so they can be easily changed
An important part of the schedule is the Gantt chart
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60-499: Project Management: Techniques & Tools
Planning
Planning & Scheduling
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60-499Project Management
Network Diagram
A network diagram shows task/activity flow
Flow from one task to another may indicate:
} Dependencies between the tasks
} Chronological ordering between the tasks
Parallel task flows indicate task independence
} It is not necessarily the case that tasks may be done in parallel,
but it is possible
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Task/Activity Dependencies
Finish to start: One task/activity must finish before the othertask/activity can start} e.g. Order PCs must finish before Install IDE begins
Start to start: One task/activity must have started before the othertask/activity can start} e.g. Design AI module must start before Implement AI module begins
Start to finish: One task/activity must start before anothertask/activity can finish} e.g. Ensure successful handoff to Team B cannot finish until Team B
begins work
Finish to finish: One task/activity must finish before anothertask/activity can finish} e.g. User documentation screenshots must finish after User interface
implementation
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Network Diagram
Many notations exist, but a UML behaviour diagram is common
Here is an example network diagram showing start to finish
dependencies
Collaborate with project
managers to find availabletimes for employees
Make deal with
Susan Carlson
Submit budget approval
form to accounts payable
Finalize trip timewith employees
Have employeessign waivers
Register for seminars
on the finalized dates
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A persona is a fictitious representation of a real person
} e.g. Java DeveloperA
} This could match either George Smith orArin Kumal
} The plan will not mention people by name, however
A persona has certain skills} e.g. Familiar with OOP, Java, modular programming, coding
standards, documentation, etc.
A persona can be assigned responsibilities, such as
tasks from theWB
S
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Why not use real names?
People might not be available when the project begins
} A project may go over schedule
} Our project start may be delayed
Replacement people will resent not being the first choice
if they see the other names
The fact is, many project managers create a plan with
real people in mind
} They may write out somewhere else who Java Developer I is,and who Network Admin is, etc.
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Task Assignment
Another part of the project plan is the task assignment
} This includes a description of all team members
These are normally personas
The persona description will include a reasonable set of expected
skills that the real person should have
} For each task, a team member is assigned
This is done after the network diagram, so that work can
be distributed evenly
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Task Assignment
User interface expert:} Is an experienced Java developer
} Is familiar with user interaction patterns
} Has experience in developing user interfaces in large projects
Java developer I:} Has had at least 1 year in Java programming experience
} Possibly, is Java Certified
} Understands the object-oriented paradigm, such as inheritance
} Understands the companys coding and documentation standards
Java developer II:} etc.
Database developer:} etc.
Database admin:} etc.
Server admin:} etc.
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Task Assignment
User interface expert
Java developer I
Java developer II
Database developer
Database admin Server admin
Task Team Member
Create visual prototypes of the UI User interface expert
Write code to persist registration data Database developer
Write code to generate MD5 of password Java developer I
etc
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60-499: Project Management: Techniques & Tools
Schedules
Planning & Scheduling
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A schedule is an implementation of the project plan} However, in industry lingo, a projectplan documentnormally
includes the schedule
A common schedule representation is a Gantt chart} A Gantt chart is a graphical depiction of the task flow, with dates
} Dates are shown as the x-axis, so questions about start/endtimes can be answered
e.g. Relative start times of parallel tasks
e.g. Completion of all of an activitys tasks
e.g. Chronological dependencies between tasks
However, other formats are possible:} A calendar, showing tasks started, active, and completing
} A list of task descriptions, including start and expected end dates
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Visual representation can help when a project manager
needs an overview:
September October November December
User Interface
Prototype
RegistrationPersistence
Code to Gen.Password MD5
etc
RegistrationDialog
etc
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60-499: Project Management: Techniques & Tools
A Practical Guide
Planning & Scheduling
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60-499Project Management Creating a Schedule
In practice, a PM will use a project management tool to
do much of their work:
} Microsoft Project
} Gantt Project
} Open Workbench} OmniPlan
All of these applications let you easily create:
} Gantt charts
} Task descriptions
} Calendar views
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60-499Project Management Using Microsoft Project
UsingMicrosoft Project to create a schedule is easy:
Step 1: Enter the tasks:
} Enter the task name
} Enter the start time
} Enter either the duration or expected end time
} Enter dependencies, if any
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MS Project generates the Gantt chart for you automatically, on the
right:
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MS Project allows you to change dates whenever you want
Thus, you can push back the start date if the project is delayed
The entire schedule is shifted over in response
You can add/change dependencies as you wish as well
Next to tasks is a space for resources} Here is one place where you could put in persona names
e.g. Java developer I
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Problems with estimates or deadlines:} Customer or upper management set deadline without team consultation
} Schedule is based on best case estimates
} Target date moved up without re-adjustment to scope, resources, or schedule
Problems with requirements:} Schedule omits necessary tasks
} Project size is impossible within allotted time
} Project is larger than estimated
} Effort is greater than estimated
Problems with schedule management:} Schedule was based on specific team members that will not be available
} Schedule slips are ignored when schedule is re-evaluated (velocity)
} Delays in tasks result in delays in dependent tasks
} Unfamiliar territory causes unexpected delays Problems with productivity:
} Demotivated personnel (e.g. schedule pressure)
} Weak personnel
} Friction between team members