MNGT202 201314 Week 4 WBS and Network Diagrams

7/27/2019 MNGT202 201314 Week 4 WBS and Network Diagrams

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WORK BREAKDOWN STRUCTURE,

SCHEDULING & NETWORKDIAGRAMS

MNGT202/502: PROJECT MANAGEMENT

Dr Matt Murphy

[email protected]


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PROJECT PROGRESS

You been given a project concept (Open a

restaurant)

You have formed a project team to deliver the

project

You have communicated to stakeholders the

nature of the project and its advantages /disadvantages

SMART objectives

SWOT analysis


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MOST OFYOU DIDVERY

WELL

SHOWEDUNDERSTANDINGAND THOUGHT

EVIDENCEOFEFFECTIVE

TEAMMEETINGS

SUBMITTEDPROPERLYAND ON

TIME

TASK1

FEEDBACK


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SOME OFYOU DIDLESS

WELL

SUBMITTEDLATE

SCOREDZERO

OR NOTAT ALL

(87)

TASK1

FEEDBACK

THESE ARE

EASY MARKS

CAN YOU

AFFORD TO

LOSE THEM?


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VERYFEW

OF YOU

HAVE NOTPARTICIPATED

AT ALL

AND AREWATCHING

YOU

WE KNOWWHO YOU

ARE

TASK1

FEEDBACK

1 WEEK TO

TURN IT

AROUND

OR YOULL BE

EXILED TO A

SLACKERS

GROUP


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Feedback on Task 1

SMART Objectives Not everyone addressed each of S, M & T

Some wrote a number of objectives when 1 was

needed

Some provided far too much detail (relevant to the

project but irrelevant to the objective)

Write concisely and precisely: approximately 3 years and 347 days.!!!!


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Feedback on Task 1

SWOT ANALYSIS Most made enough (10-15) points in each area

(although some duplication)

Some provided insufficient explanation

Some confusion between S/O and W/T

Discussion should balance S/O against W/T to

Identify strategic priorities

conclude whether project should proceed


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Feedback on Task 1

MINUTES Must name Chair & Secretary

Must state:

Apologies those who notified the Chair in advance they

couldnt attend Absencethose who just didnt turn up (we need to know)

Should reflect the meeting agenda

Should emphasise decisions made and actions

If more than 1 meeting for a task combine separatesets of minutes into a single document for submission

*.zip or *.rar files will score zero from Task 2 onwards


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YOUR WORK ON TASK ONEWAS EXCELLENT

SENIOR MANAGEMENT HAVE

APPROVED YOUR PROJECT

FUNDING AND RESOURCESHAVE BEEN ALLOCATED

BUT WHAT NEXT?


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PROJECT PLANNING

Now need to fully define and organise the workrequired to complete the project

Catalogue the individual elements of work required to

complete the project

Define how those elements relate to, and depend on,each other

Estimate the time required to complete each element

of work, and the entire project

And need to represent the project schedule in a

clear, concise form

Communication, monitoring, control


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We need a ...

ACTIVITY

SEQUENCING

TIME

ESTIMATION

WORK

BREAKDOWN

STRUCTURE

NETWORK DIAGRAM

PROJECT PLAN

represented graphically as a

that communicates


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PROJECT MANAGEMENTSOME IMPORTANT TERMINOLOGY

Dr Matt Murphy

[email protected]


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Key PM Terms: PROGRAMME

APOLLO

LUNAR

LANDER

ORBITER

MISSIONCONTROL

Example: the Apollo Programme to put a man on the moon

PROGRAMME: an extremely large activity designed to meet long-

term strategic objectives

can be sub-divided into a number of projects


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Key PM Terms: PROJECT

PROGRAMME

PROJECT

PROJECT

Task

Task

Task

Task

PROJECT

PROJECT: an activity with a specified start / finish date, designed

to meet a detailed objective

can be sub-divided into a number of tasks


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Key PM Terms: TASK

A task can refer to just about any project activity that

has a clearly defined outcome (deliverable),timescale and resource allocation.

Tasks are most often the smallest units of work any

activity can be divided into

The deliverables of many small tasks can combine to

form the deliverable of a larger task

Project team members normally associate the term

task with a piece of work they are individually

responsible for


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Key PM Terms: TASK

LIVERPOOLDEVELOPMENT

LIVERPOOLONE

ECHO ARENA

Many

Hundreds or

Thousands of

Activities

PIER HEADMUSEUM

Echo Arena project would have many thousands of tasks,carried out by many hundreds of people

Extremely difficult to plan and control a project without more

clear organisational structure


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Key PM Terms: WORK PACKAGE

PROGRAMME

PROJECT

PROJECT

Work Package

Task

Task

Task

Work Package

Task

Task

Task

PROJECT

WORK PACKAGE: a sub-project that is a group of related

tasks that can be assigned to a specific team

allows project tasks to be organised in a

clear and logical way


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Compiling a WBS

Develops an objective, rational view of the amount of workrequired

Helps team grasp the skills required and amount of resourcesrequired for the project

Provides a clear framework for assigning to individuals a cleartask definition and delegate the responsibility for completion

Lays a foundation for analyzing the task dependencies andfor isolating and managing risks

Lays a foundation for developing a bottom-up estimate for theproject schedule


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Organisational hierarchy

PROGRAMME

PROJECT

PROJECT

Work Package

Task

Task

Task

Work Package

Task

Task

Task

PROJECT


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WBS Example Level (X.X)

4. UTILITIES4.1 Electrical services installed

4.2 Plumbing services installed

4.3 Gas services installed


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Defining WBS Level (X.X.X) Elements

Each WORK PACKAGE is composed of a number ofTASKS that will lead to achieving one or more

DELIVERABLES.

Tasks can be further divided into sub-tasks until thelowest level of detail that can comfortably be managedis reached

Team members who will be performing the tasks shouldbe involved in the activity/task planning process.

Tasks


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WBS - Level of Detail

The level to which you break down elements of your

WBS will differ from task to task. Work must be brokendown to a level that ensures:

Clear measurable deliverable with measurementspecified:The tasks must be defined such that the task

owner can be given completion criteria that are clearand measurable.

Cash registers installed and operation certified

I have posted a video tutorial on VITAL that explains how to

develop a WBS with the appropriate level of detail


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WBS - Level of Detail

The level to which you break down elements of your

WBS will differ from task to task. Work must be brokendown to a level that ensures:

Tasks are small enough to enable accuratemonitoring of project progress:

Task duration at lowest level should be less than 5% of total projecttime

to ensure visibility of task progress

at a small enough resolution to recognize quickly if the project isoff track

1 year project duration

largest task 2 weeks

2 month project duration largest task 2 days

I have posted a video tutorial on VITAL that explains how to

develop a WBS with the appropriate level of detail


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In Task 2 ...

You will be compiling a WBS for your project

On paper at first

Meet to define Work Packages

Allocate these to individuals for division into

Deliverables & Milestones, then Tasks

Meet again to compile

Then you will input into MS Project 2010

Powerful, industry-standard project management

software


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Available on Windows

Managed Network and

AppsAnywhere

Video tutorials on

VITAL

Compile WBS

Schedule your project

Prepare Gantt & network

diagrams

Perform critical path

analysis

And much more


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REMEMBER

DURING THIS MODULE YOU

ARE NOT A STUDENT

YOU MUST THINK AND ACTLIKEA PROFESSIONAL

RESTAURANTEUR
http://www.youtube.com/watch?v=M-l0Wx32vfc&feature=relatedhttp://www.youtube.com/watch?v=M-l0Wx32vfc&feature=relatedhttp://www.youtube.com/watch?v=M-l0Wx32vfc&feature=relatedhttp://www.youtube.com/watch?v=M-l0Wx32vfc&feature=relatedhttp://www.youtube.com/watch?v=M-l0Wx32vfc&feature=related


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PROJECT SCHEDULING

Dr Matt Murphy

[email protected]


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SCHEDULING

The WBS defines all the elements of work to be carried

out as a hierarchy of tasks, sub-tasks, sub-sub-tasks, etc

We now have to consider the order in which tasks

should be carried out (sequencing):

Which tasks can be concurrent

Which tasks must be sequential

And we must estimate the time required to complete

each task (time estimation)


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SEQUENCING

1. SITE PREPARATION

2. FOUNDATION

3. FRAMING

4. UTILITIES5. WALLS

6. ROOFING

7. FINISH WORK8. LANDSCAPING

To build a house:

Some tasks cannot

begin until other are

complete

SEQUENTIAL

Some tasks can be

carried out at the same

time as others for at

least part of their

duration -

CONCURRENT


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SEQUENCING

SITEPREP

FOUNDA-TION

FRAMING WALLS ROOF

UTILITIES

FINISH WORK

LANDSCAPING

We must define such inter-dependencies and input into

MS Project

Video tutorials on VITAL & YouTube


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Time Estimation

We must now estimate the time required to

complete every task in our WBS

To schedule the work for most efficient

completion

And to determine the overall project duration


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Time Estimation

the minimum possible time required to accomplish a task,assuming everything proceeds better than is normallyexpected

OPTIMISTICTIME (a)

the maximum possible time required to accomplish a task,assuming everything goes wrong (but excluding majorcatastrophes)

PESSIMISTICTIME (b)

the best estimate of the time required to accomplish atask, assuming everything proceeds as normal

MOST LIKELY

TIME (m)

EXPECTED

TIME (TE)

Time required for

completion of any task

(used in project planning)

6

4 bmaTE

For every task in a WBS three time estimates are made:


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Gantt Chart or Network Diagram

Business executives prefer the

simplicity of Gantt Charts

Project managers require the detailand function of Network Diagrams


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A network diagram for the same project


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Network Diagram example

a

1 20 days01/07/04 28/07/04

b

2 20 days

01/07/04 28/07/04

c

3 10 days

d

4 15 days29/07/04 18/08/04

e

5 10 days

29/07/04 11/08/04

f

6 14 days

29/07/04 17/08/04

g

7 4 days

29/07/04 03/08/04

h

8 11 days

j

10 8 days19/08/04 30/08/04

i

9 18 day s

04/08/04 27/08/04

Activity description

Task # Duration

Start date End date


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Network Diagram Techniques

explicitly defines and makes visible dependencies (precedencerelationships) between the WBS elements

facilitates identification of the critical path and makes this visible

facilitates identification of early start, late start, and slack foreach activity,

potentially reduces project duration due to better understandingof dependencies leading to improved overlapping of activitiesand tasks where feasible

A NETWORK DIAGRAM

Two common approaches:

The Program Evaluation and Review Technique (PERT)

U.S. Navy

The Critical Path Method (CPM) construction projects

N t k Di T i l


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Network Diagram Terminology

Based on estimations of task durations (TE- Expected Time), start times,

and finish times :

EST / EET / EOT / EFT= EarliestStarting/Event/Occurrence/Finish Time

The earliest any task can possibly start/finish based ontimings of predecessor activities

LST / LET / LOT / LFT= Latest

Starting/Event/Occurrence/Finish TimeThe latest a task can possibly start / finish without delaying

project completion


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TIMING & SCHEDULING


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TIMING & SCHEDULING

Once you have established the tasks which need

completing you must define the time scale to which they

will be completed.

You will need to make sensible estimates of the time

taken to complete each task; summing these will allow you

to establish the timings of each milestone/deliverable,work package, and the total project duration.

You will need to consider which tasks must be sequential,

and which can be concurrent.

Make sure plan is as branched as possible makes Task

3 easier!

You will enter all this data into MS Project

TIMING & SCHEDULING


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TIMING & SCHEDULING

You are given some vital information to help you, including but

not only

Furnishing the restaurant takes 2 hours per seat, and the

restaurant is expected to seat its maximum capacity.

Fitting the kitchen takes 1 hour per 100 of kitchen equipment

requested by the head chef.

Materials have to be ordered 8 days before work commencesto allow for delivery.

Interviewing for the hiring of staff should take 3 days and staff

training 7 days

The rest is up to you use your imagination to consider all thetasks and sub-tasks that cou ld be required

YOU WILL NEED TO USE THE DATA IN THE INFORMATION

PACK


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Task 2: Preparation & Submission

For your project prepare, using Microsoft Project 2007/2010:

Work Breakdown Structure & Schedule Display this as a Gantt chart

And as a network diagram showing critical path

You will not need to understand network diagram theory to do this

MS Project does it automatically

Video tutorials on VITAL and YouTube

Cover theory in detail next lecture

Submit by 17.00 Tuesday 29TH

OCTOBER 2013: Task answer document

MS Project file

Meeting paperwork


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Project 2007 or Project 2010

MNGT202 201314 Week 4 WBS and Network Diagrams

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