Project Scheduling &

Budgeting

CEE 402

Engineers Without FrontiersLecture 6

February 26, 2003

Basic Project Management Cycle

Initiation Phase• Team formation • Goals• Objectives

Planning Phase• Scheduling of tasks• Budgeting (resource management)

Control Phase• Periodic adjustment of the PLAN

Closeout Phase

Basic Project Management Process

Class Objectives

Discuss approaches for developing a project PLAN

Schedules

Budget

Illustrate the use of a project PLAN for

Project monitoring

Project controlling

Project Plan

Work Breakdown Structure (WBS) Hierarchy of tasks & work packages Estimated task durations

Responsibility Chart Allocation of tasks to individuals

Schedule Bar/Gantt chart Network diagram

Costs & Budgetsork Breakdown Structure (WBS)

Hierarchical WBS

Activity 1-1-2

Activity 1-1-1

Task 1-1

Activity 1-2-3

Activity 1-2-2

Activity 1-2-1

Task 1-2

Objective 1 Objective 2 Objective 3

Goal

Building Renovation (Example)

Design

Pre-Renovation

Renovation

Furnish

Post-Renovation

Activity or Task Responsible / Resources

Input Output Duration Predecessor

1.0 Design Mary

1.1 Determine best 5 potential architects Listings Short list 1 wk

1.2 Interview architects Mary / Richard 1.25 days

1.2.1 Architect 1 Mary / Richard 2 hrs 1.1

1.2.2 Architect 2 Mary / Richard 2 hrs 1.2.1

1.2.3 Architect 3 Mary / Richard 2 hrs 1.2.2

1.2.4 Architect 4 Mary / Richard 2 hrs 1.2.3

1.2.5 Architect 5 Mary / Richard 2 hrs 1.2.4

1.3 Select architect Mary Architect 1 day 1.2.5

1.4 Prepare 1st draft plan Architect 3 wks 1.3

1.5 Review draft Richard [12%] 1 wk 1.4

1.6 Revise draft Architect 2 wks 1.5

1.7 Receive final plan Architect, Richard

0 days 1.6

Example of a WBS with Details

Sample Responsibility Matrix

Project Manager Owner Architect

1 Design 5 5 1

2 Pre-Renovation 2 1 0

3 Renovation 2 3 4

4 Furnishing 2 3 4

5 Post-Renovation 2 5 0

Key to responsibilities0 None1 Accomplish2 Supervise3 Must be notified4 Final approval5 Consult for advice

Responsibility for Task

WBS Activity/Task Listing

Project Schedule

Bar or Gantt Chart

Network DiagramCritical Path Method (CPM)

Program Evaluation & Review Technique (PERT)

Activity or Task Responsible / Resources

Input Output Duration Predecessor

1.0 Design Mary

1.1 Determine best 5 potential architects Listings Short list 1 wk

1.2 Interview architects Mary / Richard 1.25 days

1.2.1 Architect 1 Mary / Richard 2 hrs 1.1

1.2.2 Architect 2 Mary / Richard 2 hrs 1.2.1

1.2.3 Architect 3 Mary / Richard 2 hrs 1.2.2

1.2.4 Architect 4 Mary / Richard 2 hrs 1.2.3

1.2.5 Architect 5 Mary / Richard 2 hrs 1.2.4

1.3 Select architect Mary Architect 1 day 1.2.5

1.4 Prepare 1st draft plan Architect 3 wks 1.3

1.5 Review draft Richard [12%] 1 wk 1.4

1.6 Revise draft Architect 2 wks 1.5

1.7 Receive final plan Architect, Richard

0 days 1.6

Example of a Gantt Chart

Gantt Chart

ID Task Name Duration

1 Design 42.25 days

2 Determ ine best 5 potential architects 1 wk

3 Interview architects 1.25 days

4 Architect 1 2 hrs

5 Architect 2 2 hrs

6 Architect 3 2 hrs

7 Architect 4 2 hrs

8 Architect 5 2 hrs

9 Select architect 1 day

10 Prepare 1s t draft plan 3 wks

11 Review draft 1 wk

12 Revise draft 2 wks

13 Receive final plan 0 days

14 Des ign telecomm unications plan 1 wk

15 Obtain construction permit 4 wks

16 Pre-Renovation 8.5 days

21 Renovation 26 days

62 Furnish 29.5 days

73 Post-Renovation 4 days

Mary

Mary / Richard

Mary / Richard

Mary / Richard

Mary / Richard

Mary / Richard

Mary

Architect

Richard[12%]

Architect

2/24

Telecom. Engineer[25%],Richa

Architect[5%]

12/28 1/4 1/11 1/18 1/25 2/1 2/8 2/15 2/22 3/1 3/8 3/15January February March

Project Schedule

Bar or Gantt Chart

Network DiagramCritical Path Method (CPM)

Program Evaluation & Review Technique (PERT)

Example of CPM

Critical Path Method (CPM) CalculationsEF LF

Activity Duration (t) ES LS (ES + t) (LS + t) Slack

a 4

b 6

c 7

d 2

e 6

f 8

g 4

Activity or Task Responsible / Resources

Input Output Duration Predecessor

1.0 Design Mary

1.1 Determine best 5 potential architects Listings Short list 1 wk

1.2 Interview architects Mary / Richard 1.25 days

1.2.1 Architect 1 Mary / Richard 2 hrs 1.1

1.2.2 Architect 2 Mary / Richard 2 hrs 1.2.1

1.2.3 Architect 3 Mary / Richard 2 hrs 1.2.2

1.2.4 Architect 4 Mary / Richard 2 hrs 1.2.3

1.2.5 Architect 5 Mary / Richard 2 hrs 1.2.4

1.3 Select architect Mary Architect 1 day 1.2.5

1.4 Prepare 1st draft plan Architect 3 wks 1.3

1.5 Review draft Richard [12%] 1 wk 1.4

1.6 Revise draft Architect 2 wks 1.5

1.7 Receive final plan Architect, Richard

0 days 1.6

Example of Gantt Chart showing critical path

Gantt chart showing critical activitiesID Task Nam e Duration

1 Design 42.25 days

2 Determ ine best 5 potential architects 1 wk

3 Interview architects 1.25 days

4 Architect 1 2 hrs

5 Architect 2 2 hrs

6 Architect 3 2 hrs

7 Architect 4 2 hrs

8 Architect 5 2 hrs

9 Select architect 1 day

10 Prepare 1s t draft plan 3 wks

11 Review draft 1 wk

12 Revise draft 2 wks

13 Receive final plan 0 days

14 Des ign telecomm unications plan 1 wk

15 Obtain construction permit 4 wks

16 Pre-Renovation 8.5 days

21 Renovation 26 days

62 Furnish 29.5 days

73 Post-Renovation 4 days

0%

0%

0%

0%

0%

0%

0%

0%

0%

0%

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Basic Project Management Cycle

Initiation Phase• Team formation • Goals• Objectives

Planning Phase• Scheduling of tasks• Budgeting (resource management)

Control Phase• Periodic adjustment of the PLAN

Closeout Phase

Costs & BudgetsMajor concerns of every project is to control

Time

Costs

Issues affecting costs

Amount of time charged by workers

Duration of time from start to finish

Time lost due to• Factors with control of management

• Factors beyond control of management

Resources required to perform project

Cost classification

Recurring vs. Nonrecurring

Fixed vs. Variable

Direct vs. Indirect

Budgets

A budget is a plan that describes authorized expenses for a specified period of time.

Budgets would often include:Start-up costs (fixed)Resources needed e.g., labor, materials (direct)Unit cost for resources (direct)Indirect costsTotal project costCost sharing

Basic Project Management Process