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Project and Construction Management Lecture #4-P1 Project Planning (Scope) Department of Civil Engineering, Sharif University of Technology By: Dr. Amin Alvanchi and Dr. Hamed Kashani Construction Engineering and Management

Project Planning (Scope)sharif.edu/~alvanchi/lecture/PCM-L04-P1.pdf · Project Planning Definition Project planning is a discipline for stating how to complete a project, with defined

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  • Project and Construction Management

    Lecture #4-P1

    Project Planning

    (Scope)

    Department of Civil Engineering, Sharif University of Technology

    By: Dr. Amin Alvanchi and Dr. Hamed Kashani

    Construction Engineering and Management

  • Outline

    Concept: Project Planning

    Project Scope Planning

    Organizational Breakdown Structure (OBS)

    2

  • 3

    Concept: Project Planning

  • 4

    Introduction

    Initiation

    Organization and planning

    Design

    Construction

    Operation

    Maintenance

    Demolition

    Construction

    Project

    Lifecycle

  • 5

    Introduction

    Project Organization

    and Contracting

    Project planning

    Project control

    1. Scope

    2. Time

    3. Cost

    Initiation

    Organization and planning

    Design

    Construction

    Operation

    Maintenance

    Demolition

    Construction

    Project

    Lifecycle

  • Planning Definition

    Planning

    Planning is the process of thinking and deciding

    beforehand about the different aspects of the work to be

    done to achieve desired goals.

    Different aspects include the specifications, methods, time,

    and resources of the work!

    6

  • Planning in Construction

    In construction, plans may exist at several levels:

    Corporate strategic plans

    Example: New market sectors to enter, new partnerships to form, New product to

    produce

    Corporate operational plans

    Example: Selecting proper methods and tools, Hiring and firing, Training personnels.

    Construction project plans

    Example: Project implementation steps and timeline, Project equipment, Project

    budget.

    7

  • Project Planning Definition

    Project planning is a discipline for stating how to complete

    a project, with defined specifications, requirement and

    stages (or Goals) to complete, within a certain timeframe

    and with designated resources and cost.

    Minimum project planning areas:

    Project specifications -> Project scope planning

    Project timeframe -> Project scheduling or time planning

    Project cost -> Project estimation and budgeting or cost

    planning

    8

  • Project Planning Definition

    Generally, project planning answers three

    main questions:

    What is to be done?

    How to do it?

    Who does it?

    9

  • Planning Components

    What: Project Specifications

    How: Work Breakdown Structure (WBS)

    Who: Organization Breakdown Structure (OBS)

    What time: Schedule

    How much $: Budget (via Cost Breakdown

    Structure (CBS), and estimate)

    10

  • Project Planning Formality

    In small project, both engineering and project management can be done

    informally (i.e., with informal plans)

    Large projects require high formality (i.e., formal plans)

    Formality means that there are

    Well defined and documented processes used in order to perform each task

    Appropriate guidelines to coordinate and manage these tasks

    Established measurements used to control

    Successful project management relies on thorough planning to define

    the project objectives in sufficient detail to support effective management

    of the project

    11

  • 12

    Project Planning Formality

  • Inputs and Outputs of Planning Process

    Contract information

    Drawings

    Specifications

    Available resources

    Bills of quantities

    Site reports

    Organizational data

    Means and Methods

    Planning

    Activities

    Activities’ Interrelationships

    Method statement

    Responsibility

    Reporting levels

    Project network diagram

    Activities duration

    Activities cost

    Inputs Outputs

    13

  • 14

    Project Scope Planning

  • Project Scope

    Scope of a project includes all tasks needed to be done and all

    deliverables needed to be delivered to complete final project’s

    product(s)

    Project deliverables: are outputs or results of the project that are

    intended to be delivered to the project customer(s) and required for

    the project completion. Examples: reports, plans, drawings, a

    building’s foundation, a building’s structure and other building

    blocks of a project.

    Project specifications and drawings form a main basis for

    determination of a project scope

    Are all the scope presented on project specification and drawings?

    15

  • Project versus Product Scope

    Project specifications and drawings mainly determine scope of final

    product(s) or product scope rather than the entire project’s scope

    To complete a project’s final product(s) there might be many efforts

    required (management, supervision, supporting activities, etc.) and

    many sub-deliverables (e.g., project schedule, quality plan, safety

    plan, project control, etc.)

    Although a product scope forms a major part of a project scope, but

    a project scope consists of more parts including many managerial

    and supporting activities with variety of outputs (deliverables) which

    are parts of a project scope and are required to be done to properly

    complete a project

    16

  • Project Scope Plan

    A project scope plan:

    Clearly states a project’s objectives and deliverables

    Defines characteristics and boundaries of the work

    Sets the foundation for controlling and approving the

    work performed

    Work Breakdown Structure (WBS) is the main

    medium (or tool) used in scope planning

    17

  • Make a Project Manageable

    Project managers need a tool to help them delivering

    all project deliverables while avoiding redundant and

    extra work!

    Note: Project deliverables are the project outputs intended to

    be delivered to the project customer!

    This leads to the development of a Work Breakdown

    Structure (WBS)

    18

  • Work Breakdown Structure (WBS)

    Work Breakdown Structure (WBS) is a

    “Deliverable-oriented hierarchical decomposition of the

    work to be executed by the project team to accomplish the

    project objectives and create the required deliverables,

    with each descending level of the WBS representing an

    increasingly detailed definition of the project work.”

    At the scope planning stage, WBS is broken down up to the

    work package level, later at the scheduling stage it might

    be decomposed to lower levels.

    A work package is a work which can be assigned to a

    specific working group to be done!

    19

  • Work Packages

    Examples of work packages:

    Structural design of a building

    Foundation construction

    Piping and plumbing of a building

    Can you name more work packages?

    Most important features of Work Packages

    Distinguishable from others

    Single responsible group

    Work package is a level at which the project scope is

    managed

    We can break down a work package to sub-work packages

    and activities when method of the work is decided! (we

    usually decide it at the scheduling stage!)

  • Preparing a WBS

    In preparing a WBS there are a number of steps that need to be taken

    to make sure the WBS developed will help project managers

    1) Identify final project products necessary for achieving project success

    The WBS should assist the project manager in developing a clear

    vision of the end product

    The following question must be answered:

    What must be delivered to achieve project success?

    2) Identify the major deliverables necessary for project success

    These are items that not necessarily required by client but

    combined with other deliverable make up a successful project

    Examples: a design completion, or acceptance test completion

    21

  • Preparing a WBS

    3) Incorporate additional levels of detail until management requirements for

    managing and controlling the project are met

    Note that each project is different, thus each WBS will be different

    WBS’s from previous projects can be used as templates, but remember

    that the management philosophy and the level of details may be different

    from project to project

    The controlling and reporting requirements must also be considered

    Projects have different requirements; managers must make sure they

    take these into consideration when developing low level details

    4) Review and refine the WBS until the stakeholders agree with the level of

    project planning and reporting.

    Remember that no matter how detailed a WBS is, there are planning and

    reporting restrictions a WBS creates

    22

  • WBS Decomposition

    The WBS structure can be created (or decomposed) in a number of forms,

    such as:

    Breaking down (or decomposing) a project based on the main phases of

    the project

    Example: Imam Khomeini int. airport project: Airport phase1 sections (access roads,

    local terminals, flat parking lots, etc.), airport phase 2 (Int. terminals, multi-level

    parking lots, etc.), airport phase 3 (5-star hotel, shopping mall, train station, etc.)

    Using major deliverables as a measure for breaking down the project to

    the smaller elements

    Example: A commercial building project can be decomposed to: Feasibility studies

    (main deliverable: FS report), detail design (mainn deliverable: drawings), Bidding

    (main deliverable: a signed construction contract), construction (main deliverable:

    constructed building), and supervision (main deliverable: operability test documents)

    23

  • WBS Decomposition

    The WBS structure can be created (or decomposed) in a number of forms,

    such as (cont’d):

    Breaking down a project based on sub-projects or sub-contracted works

    outside the organization

    Example: Imam Khomeini metro construction project: Contractor A (main line

    constructor), Contractor B (Stations 1 to 3 construction), contractor C (stations 4 to

    6 constructor)

    Using different disciplines or functions as levels of decomposition

    Example: Detail design project for a high-rise building: Architectural design,

    Structure design, Mechanical Design, Electrical Design, Fire system design

    Using geographical or physical divisions as levels of decomposition

    Example: Floor finishing of a 4 story building project: Floor finishing of 1st floor, floor

    finishing of 2nd floor, floor finishing of 3rd floor, floor finishing of 4th floor,

    24

  • WBS Decomposition

    The WBS structure can be created (or decomposed) in a number of forms,

    such as (cont’d):

    Using implementation method steps as levels of decomposition

    Example: Steel construction project: Receiving steel elements, erecting steel

    elements, bolting steel elements, painting steel elements, isolating steel elements

    Decomposition might proceed differently (in terms of type of decomposition

    and number of levels) at different branches of WBS

    Regardless of the number of decomposition level, final level should be a

    work package; assignable to a working group

    25

  • WBS Decomposition

    Make sure that you are consistent with your type of decomposition,

    at every decomposition level just follow one form of decomposition!

    26

    Project

    Phase1 Phase 2 Phase 3

    Section 1

    Deliverable 1

    Deliverable 2

    Section 2 Section 3

    Discipline 1

    Discipline 2

    Discipline 3

    Project

    Phase1 Phase 2 Section 3

    Section 31

    Deliverable 1

    Step 1

    Section 32

    Function

    33

    Discipline 1

    Location 2

    Location 3

    Project level

    Level 1

    Level 2

    Level 3

  • WBS Considerations

    The two most important item to remember are

    WBS must contain all approved scope

    WBS must reflect the way the project manager

    intends to manage the project

    Other items to consider when developing a WBS are:

    Reporting requirements

    Size of project

    Resource executing the work (contractors vs. in-house)

    Complexity of the project

    27

  • A Building Project Decomposition Example 1

    Project

    Main building

    1st floor

    Structures

    Plumbing

    Electrical

    HVAC

    2nd floor

    Structures

    Plumbing

    Electrical

    HVAC

    Service buildingStructures

    Plumbing

    Electrical

    HVAC

    28

    level 0 or Project level -> Level 1 (geographical) ->

    Level 2 (geographical) ->

    Level 3 (deliverable) ->

    Level 3 (deliverable) ->

    Level 3 (deliverable) ->

    Level 3 (deliverable) ->

    Level 2 (geographical) ->

    Level 3 (deliverable) ->

    Level 3 (deliverable) ->

    Level 3 (deliverable) ->

    Level 3 (deliverable) ->

    Level 1 (geographical) ->

    Level 2 (deliverable) ->

    Level 2 (deliverable) ->

    Level 2 (deliverable) ->

    Level 2 (deliverable) ->

  • A building project

    Feasibility

    Design

    Basic

    Detail

    Bid documents

    Shop drawings

    Bid

    Construction

    Land preparation

    Main building

    Service building

    Structure construction

    Finishing

    Commissioning

    29

    A Building Project Decomposition Example 2

    level 0 or Project level ->

    Level 1 (deliverable) ->

    Level 1 (deliverable) ->

    Level 2 (deliverable) ->

    Level 2 (deliverable) ->

    Level 2 (deliverable) ->

    Level 2 (deliverable) ->

    Level 1 (deliverable) ->

    Level 1 (deliverable) ->

    Level 2 (deliverable) ->

    Level 3 (geographical) ->

    Level 3 (geographical) ->

    Level 2 (deliverable) ->

    Level 2 (deliverable) ->

    Level 1 (deliverable) ->

  • 30

    Organizational chart – format

    Work Breakdown Structure (WBS) Presentation

  • 1 Sharif Housing Corporation

    1.1 New Home Construction

    1.1.1 Concrete

    1.1.1.1 Pour Foundation

    1.1.1.2 Install Patio

    1.1.1.3 Pour Stairway

    1.1.2 Framing

    1.1.2.1 Frame Exterior Walls

    1.1.2.2 Frame Interior Walls

    1.1.2.3 Install Roofing Trusses

    1.1.3 Plumbing

    1.1.3.1 Install Water Lines

    1.1.3.2 Install Gas Lines

    1.1.3.3 Install B/K Fixtures

    1.1.4 Electrical

    1.1.4.1 Install Wiring

    1.1.4.2 Install Outlets/Switches

    1.1.4.3 Install Fixtures

    1.1.5 Interior

    1.1.5.1 Install Drywall

    1.1.5.2 Install Carpets

    1.1.5.3 Install Painting

    1.1.6 Roofing

    1.1.6.1 Install Felt

    1.1.6.2 Install Shingles

    1.1.6.3 Install Vents

    31

    1. Sharif Housing Corporation

    1.1 New Home Construction

    1.1.1 Concrete

    1.1.1.1 Pour Foundation

    1.1.1.2 Install Patio

    1.1.1.3 Pour Stairway

    1.1.2 Framing

    1.1.2.1 Frame Exterior Walls

    1.1.2.2 Frame Interior Walls

    1.1.2.3 Install Roofing Trusses

    1.1.3 Plumbing

    1.1.3.1 Install Water Lines

    1.1.3.2 Install Gas Lines

    1.1.3.3 Install B/K Fixtures

    1.1.4 Electrical

    1.1.4.1 Install Wiring

    1.1.4.2 Install Outlets/Switches

    1.1.4.3 Install Fixtures

    1.1.5 Interior

    1.1.5.1 Install Drywall

    1.1.5.2 Install Carpets

    1.1.5.3 Install Painting

    1.1.6 Roofing

    1.1.6.1 Install Felt

    1.1.6.2 Install Shingles

    1.1.6.3 Install Vents

    Indented text-format Non-indented text format

    Work Breakdown Structure (WBS) Presentation

  • 32

    Organizational Breakdown Structure (OBS)

  • Organization Breakdown Structure (OBS)

    Once WBS is developed, resources and responsibilities need to be

    assigned

    We need to develop an Organizational Breakdown Structure (OBS)

    for the project and determine which parts of WBS are done by whom

    The OBS indicates the organizational relationships and is used as

    the framework for assigning work responsibilities

    Similar to WBS, OBS follows a hierarchical approach, i.e., at the first

    level starts with the organization level, then it is followed by main

    departments and then by sub departments and working units.

    Each department/ sub-department/ unit has its head.

    33

  • Organization Breakdown Structure (OBS)

    Hierarchically a sub-department’s head works under supervision

    of a department’s head and a working unit’s head works under

    sub-department’s head supervision

    Higher levels in an OBS are management levels and lower levels

    are operating (or performing) levels

    Main portion of working staff work under last organizational level

    (i.e., sub-departments or working units)

    34

  • OBS/WBS Linkages35

  • OBS Planning

    OBS planning is defined under project human resource planning

    and management

    Properly human resource planning and management requires an

    extensive expertise in projects,

    Here, we only wanted to point out the main idea of OBS in

    projects,

    36

  • Home Assignment 5

    P1) Suppose you are arranging a one day site visit for civil

    engineering students to visit different parts and progress

    of Tehran-Shomal highway construction project. To make

    sure that you are not going to miss any work package

    items when doing this arrangement, develop a proper

    WBS which outlines all work packages you need for

    holding this site visit. (40 marks)

    37

  • Home Assignment 5

    P2) Assume that you are a project planning manager for a

    construction company in charge of the construction of Niayesh

    Tunnel project in north Tehran. a) Do your own research to

    determine main deliverables of the project (20 marks) b) Develop a

    maximum 4-level WBS for the project (40 marks)

    Due: In one week

    38

  • Thank you!