Scheduling and Planning

8/8/2019 Scheduling and Planning

1/21

60-499: Project Management: Techniques & Tools

An Introduction

Planning & Scheduling


2/21

60-499Project Management

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


3/21


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


4/21


Planning



5/21


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


6/21


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


7/21


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


8/21

60-499Project Management Personas

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


9/21


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.


10/21


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


11/21


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.


12/21


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


13/21


Schedules



14/21

60-499Project Management Schedules

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


15/21

60-499Project Management Gantt Charts

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


16/21


A Practical Guide



17/21

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


18/21

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


19/21


MS Project generates the Gantt chart for you automatically, on the

right:


20/21


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


21/21

60-499Project Management Common Schedule Problems

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

Documents

Scheduling and Planning