2. 2. PhasePhase: : PLAN THE PROJECT

What? How?

Work Breakdown Structure Estimation of resources Definition of dependencies between

project activities Development of PERT diagram Assignment of responsibilities

Work Breakdown Structure (WBS)Work Breakdown Structure (WBS)

Project - Hierarchical system (tree): Goal

• Objectives• Workpackages

• ...• Tasks

Decomposition „upside- down“

W BS

T ask1.1.1

T ask1.1.2

T ask1.1.3

W P1.1

T ask1.2.1

T ask1.2.2

W P1.2

T ask1.3.1

T ask1.3.2

T ask1.3.3

W P1.3

O bjec tive 1

TaskTask

S.M.A.R.T. Criterion: Specific Measurable (costs, work, time) Assignable (responsibility) Realistic Time-related

TASK DESCRIPTIONTASK DESCRIPTION

Task ID, title, description Input (outcomes of other tasks) Title, type, description of a

deliverable Start and end time Effort (e.g. in person-months) Costs Responsibility

ExampleExample: : CConferenceonference planning planning

1. Conference programme1.1 Define programme of conference 1.2 Obtain speakers1.3 Prepare conference materials

1.3.1 Obtain presentations from speakers

1.3.2 Prepare and print conference materials

ExampleExample: : CConferenceonference planning planning (2)(2)

2. Set the conference site & date2.1 Set the conference date2.2 Select & commit conference site 2.3 Confirm arrangements

ExampleExample: : CConferenceonference planning planning (3) (3)

3. Develop marketing plan3.1 Develop and print conference

brochure3.2 Obtain Label Sets for Direct

mailing3.3 Mail brochures3.4 Receive & acknowledge

registrations

Duration of a Task Duration of a Task

Task duration = Effort / No of persons

• Random characterAverage time of activity duration:

TA = (O + 4.M + P) / 6 O - optimistic completion time P - pesimistic M – most likely completion time

COSTS CATEGORIESCOSTS CATEGORIES

• Personnel costs• Equipment• Travel and subsistence• Consumables• Other direct costs• Subcontracting • Indirect Costs (overheads)

SEQUENCING THE PROJECT SEQUENCING THE PROJECT ACTIVITIESACTIVITIES

• Logical / time dependencies• Types of dependencies:

• Finish Start („Immediate predecessor“)

• Finish Finish• Start Start • Start Finish

Activity Title Imm. Pred.

A (2.1) Date -

B (1.1) Programme -

C (2.2) Site A

D (1.2) Speakers B

E (3.1) Conf.broch. C, D

F (3.2) Database C, D

Example: Conference planning

Activity Place Imm.Pred.

G (3.3) Mailing E, F

H (1.3.1) Obtain D

I (3.4) Process G

J (2.3) Finish H, I

K (1.3.2) Print J

ExampleExample: Conference planning: Conference planning (2)(2)

PERT DIAGRAMPERT DIAGRAM(Project Evaluation & Review Technique)(Project Evaluation & Review Technique)

NODE: ID - activity identifier ES - earliest possible start EF - earliest possible finish LS - latest possible start LF - latest possible finish AD - activity duration TS - time slack

NODENODE PERT PERT

ES AD EF

ID

LS TS LF

Example: Conference Planning

A

B D

endKJ

H

IG

F

EC

start

USE OF PERTUSE OF PERT

Locating the Critical Path (CP) Earliest possible time of finishing

the project Determination of paralelly

executable tasks View from „bird perspective”

CRITICAL PATHCRITICAL PATH

Critical path: The longest path in PERT

Delay of activity delay on critical path prolongation of the project duration

CALCULATION OF THE CALCULATION OF THE CRITICAL PATHCRITICAL PATH

ESk = max {EFi , i all imm. predecessors of the node k}

EFk = ESk + ADk LFk = min {LSi , i all nodes for which the

node k is a predecessor}LSk = LFk - ADk

Activities on CP have zero Time slack

ExampleExample: Conference Planning: Conference Planning

0 2A 24 6

2 7C 56 11

11 20E 911 20

11 16F 515 20

20 22G 220 22

22 28I 622 28

11 15H 424 28

5 11D 65 11

0 5B 50 5

29 31K 229 31

28 29J 128 29

startend

4 4

4

13

APPLICATION OF PERTAPPLICATION OF PERT

• Planning – activity scheduling, assigment team members to tasks

• Implementation – realocation of resources

• Control – Comparision of plan and current status quo

Project ProposalProject Proposal

Problem definition, Aim of the project, approach taken, expected benefits

Detailed description of project activities (Workplan) - dates, resources, deliverables, ...

Budget, management structure, ... Depends on the type of the project

PURPOSE OF THE PROJECT PURPOSE OF THE PROJECT PROPOSALPROPOSAL

• Detailed project description (Request for Grant)

• Dynamic tool for project manager for decision making

• Reference document for project control

• Becoming familiar with the project

TEAM ASSIGNMENT 2TEAM ASSIGNMENT 2

Develop a Project Proposal for the „ACRU Continuind Education“ Project addressing the following items:

• WBS with brief description of each activity

• PERT diagram• Budget

2nd 2nd PhasePhase:: PROJECT PLAN Summary

• Work break down structure (Tasks - S.M.A.R.T.)

• Estimation of time and costs (duration, effort, costs)

• Sequencing of activities • PERT diagram• Determination of the critical path• Project Proposal