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Project Time Management
The Project Management
Knowledge Areas
Project Time Management
Session Objectives
Understand definitions and terminologies
Understand the basic sequence of work necessary
to produce a Precedence Diagram
Appreciate the basic mechanics of scheduling using
the Critical Path Method (CPM)
Draw Network Diagrams
Project Time Management
What is Time Management?
Project Time Management includes the processes required to ensure timely completion of the project
PMBOK Guide
Project Time Management
Project Time Management Processes are: Activity Definition Activity Sequencing Activity Resource Estimation Activity Duration Estimation Schedule Development Schedule Control
Project Time Management
Processes
Activity Definition
Identifying ALL and ONLY the activities that must be done to ensure that the deliverables are achieved
Identifying and documenting all the activities and sub-level activities as per WBS
Identifying and documenting the work to be done
Identifying activities to the lowest level WBS
Ensure that the project objectives are met
PMBOK Guide
Project Time Management
Processes
Activity Sequencing Identifying and documenting the dependencies of
activities
Identifying and documenting the activities
Taking the WBS work packages and showing the sequence of activities, in the most logical order
Identifies dependencies, parallel and sequential activities
Exposed to resource limitation
PMBOK Guide
Project Time Management
Processes
Activity Resource Estimating
Estimating the type and quantity of resources required to perform each schedule activity
PMBOK Guide
Project Time Management
Processes
Activity Duration Estimating
Estimating the number of units of time to accomplished a
particular activity
Modular approach - use WBS to breakdown into smaller units
Benchmark job technique - based on recorded times for similar works
Modelling technique use data from past experiences adjust based variables
Computerised Data Base Estimating System
(CDES) technique- specialist software package
Project Time Management
Processes
Schedule Development Analysing the activity sequences, durations and
resource requirements to develop a project schedule
Set the start and end dates for the activities. It is an iteration process where the schedule is refined until it is acceptable.
The parameters modified in each iteration include the resource assignments, duration estimates, activity sequencing, working time, productivity
PMBOK Guide
Project Time Management
Processes
Schedule Development
o Network Diagrams with dates shown
o Gantt Charts
o Milestone charts
Project Time Management
Processes
Schedule Control
o Controlling changes to project schedule
o Status with the project schedule
o Influencing the factors causing schedule changes and ensuring that changes are agreed upon
o Determining that the schedule has changed
o Managing the actual schedule changes
PMBOK Guide
Project Time Management
What are the Tools and Techniques for activity sequencing? Precedence Diagram
o Precedence Diagramming Method (PDM) is also known as Activity-on-Node (AON)
o Nodes/Boxes are used to represent tasks
o Arrows are used to show the task dependencies
o Dummy activities are not used
Project Time Management
What are the Tools and Techniques for activity sequencing? Precedence Diagram Relationships
o Finish-to-Start a task must finish before the next can start
o Finish-to-Finish a task must finish before the next can finish
o Start-to-Start a task must start before the next can start
o Start-to-Finish a task must start when the next can finish
Precedence Relationships
Precedence Relationships
Project Time Management
What are the Tools and Techniques for Activity Sequencing?
Arrow Diagram o Activity-on-Arrow (AOA) or Arrow Diagramming Method (ADM)
uses arrows to represent task
o Circles represents "events. An event marks the beginning or end of a task. Thus, events are nodes that separate tasks.
o Only Finish to Start relationships are used
o Uses Dummy Activities where necessary
o Dummies are shown by a dotted line and show dependencies between tasks only.
Project Time Management
Project Time Management
Schedule Development: Tools and Techniques
Critical Path Method (CPM) The critical path is the longest path through any
network.
The duration of the critical path defines the expected duration of the project
It is used to produce the draft master schedule
It uses deterministic calculations i.e. time can be calculated or known with reasonable accuracy
Project Time Management
Schedule Development: Tools and Techniques
Critical Path Method (CPM) Assign durations to each activity
Identify the start and finish window for each activity
Earliest Start (ES) - forward pass, latest option is taken
Latest Finish (LF) - backward pass, earliest option is taken
Project Time Management
Schedule Development: Tools and Techniques
Critical Path Method (CPM)
Identify those activities with no window (critical path) Difference between ES and LF is the float
The path through the network with zero float is the critical path
Critical path is the longest time overall time to complete the project
Critical path is considered in terms of trade-offs
or crashing or pre-planning
Project Time Management
Schedule Development: Tools and Techniques
Critical Path Method (CPM) Re-plan as necessary if client does not approve of
schedule
Rationalize resources in terms of Leveling resources to optimize availability
Form Draft Master Schedule (DMS)
Redefine the draft to form a Project Master Schedule (PMS)
Project Time Management
Compression shortening of the project schedule without changing the project scope. This technique includes:
o Crashing cost and schedule tradeoffs are analyzed to determine how to obtain the greatest amount of compression for the least incremental cost.
o Fast-tracking phases or activities that normally would be done in sequence are performed in parallel.
Project Time Management
What-if Analysis a schedule network analysis is performed using the schedule model to compute different scenarios.
Resources Leveling - used to address a situation where shared or critical resources are only available at certain times or are only available in limited quantities, or to keep selected resource usage at a constant level
Project Time Management
Project Management Software widely used to assist with schedule development. It automates the calculation of the mathematical forward pass and backward pass critical path analysis and resource leveling.
Adjusting Leads and Lags
o Lead allows an acceleration of the successor activity, e.g. a technical team can begin writing the second draft of a large document 5 days before they finish writing the entire first draft.
o Lag a delay in the successor activity, e.g. to account for a 10-day curing period for concrete.
Project Time Management
Construction of Network Diagrams
Conventions Activity on Arrow (AOA)
Activity on Node (AON)
Project Time Management
Construction of Network Diagrams
Definitions ES - Earliest Start
o Calculated from the beginning of the network
LF - Latest Finish
o Calculated from the end of the network
EF - Earliest Finish
o Calculated from the ES plus the duration
LS - Latest Start
o Calculated from LF minus the duration
Project Time Management
Construction of Network Diagrams
Definitions FLOAT
o Difference between the time available for the activity and the time required
Time available o LF ES
Time required o D = duration
Float o LF ES - d (AON) o Same as LS-ES or LF-EF
Project Time Management
Forward Pass calculate early dates; move from left to right adding the task durations.
Backward Pass calculate late dates; move from right to left subtracting the task durations.
Slack (Float)
o Total Float the amount of time an activity may be delayed from its ES without delaying the project finish date.
o Free Float - the amount of time an activity may be delayed without delaying the ES of any activity that immediately follow.
Project Time Management
Construction of Network Diagrams
Definitions
Critical Path
o Critical Path is the longest path through a network and is therefore the path with the minimum float time
Project Time Management
Construction of Network Diagrams
Project Time Management
Project Time Management
Project Time Management
Project Time Management
Project Time Management
Activity on Node
Activity on Node
Activity on Node
Activity on Node
Activity on Node
Activity on Node (AON)
Network
Activity on Node Example-
Black Box
Example- Drilling a Well
Project Time Management
Schedule Management Plan
o Part of the Project Management Plan Schedule Baseline
o Develop a baseline position
o Measure and report schedule performance against the baseline
Performance Reports
o used to determine if scheduled dates are being met.
o what corrective action are required if schedule are not being met
PMBOK Guide
Project Time Management
Change Requests o Change requests come from various stakeholders in
many forms
o The impact on the schedule will have to be determined, shortening or lengthening
o Update the schedule baseline
Project Time Management
Schedule Change Control System
o Detail the procedures and authorizations needed for schedule changes.
o Tracking system
o Integrated with the Change Control System
Project Time Management
Performance Measurement
o Measured performance against baselines
o To assess variances
o To identify if corrective action is required.
Project Time Management
PM Software (e.g. MS Project, Primavera etc.)
o Tracks scheduled dates and actual dates
o Allows comparison
o Allows the forecast on schedule changes
Project Time Management
Variance Analysis
o Analysis of scheduled dates and actual dates
o Allows for determination of corrective actions
Project Time Management
Schedule Control Schedule Baseline ( Updates )
o Changes are tracked and compared with baseline position
o Stakeholders must be apprised
o Revisions to start and finish in response to scope changes
o Re-baselining is possible, but must be done only if significant changes are being made
o It is important to maintain older copies of such schedules
Project Time Management
Exercise#10 Using the components in the WBS
Identify the activities for the project
Determine the sequence of these activities.
Identify the resources required
Determine the duration for each activity
Draw a Network Diagram (Using AON) and
identify the critical path
Example
Example
End of Presentation