Project Management

PROJECT MANAGEMENT
CONCEPTS

Academic Computing Services 2009

P r o je c t , D e f in e d
• A project is an endeavor to accomplish a specific objective through
a unique set of interrelated tasks and the effective utilization of
resources.
• It has a well-defined objective stated in terms of scope, schedule, and
costs.
• Project s are “born” when a need is identified by the customer – the
people or organization willing to provide funds to have the need
satisfied.
• It is the people (project manager and project team), not the procedures
and techniques, that are critical to accomplishing the project objective.
• Procedures and techniques are merely tools to help the people do their
jobs.

E x a m p le s o f P r o je c t s

• Planning a wedding
• Designing and implementing a computer system
• Hosting a holiday party
• Designing and producing a brochure
• Executing an environmental clean-up of a contaminated site
• Holding a high school reunion
• Performing a series of surgeries on an accident victim


There is a “need”

Project is “born”

Project life
cycle
(4 phases)


P h a s e s o f t h e P r o je c t
L if e C y c le 1
• The first phase involves the identification of a need,
problem, or opportunity.
– The need and requirements are usually written by the customer
into a document called a request for proposal (RFP).


L if e C y c le 2
• The second phase is the development of a
proposed solution to the need or problem.
– This phase results in the submission of a proposal.
– The customer and the winning contractor negotiate and sign a
contract (agreement).


L if e C y c le 3
• The third phase is performing the project.
– Different types of resources are utilized

– Results in the accomplishment of the project objective


L if e C y c le 4
• The final phase is terminating the project.
– Perform close-out activities

– Evaluate performance

– Invite customer feedback


T h e P r o je c t
M •aThe project management n t P r o c e the work and
n a g e m e process means planning s s
then working the plan.
– 7 steps of planning
1. Clearly define the project objective.
2. Divide and subdivide the project scope into major “pieces”
3. Define the specific activities for each piece (work package)
4. Graphically portray the activities that need to be performed fro each work
package in order to accomplish the project objective – in the form of
network diagram.
5. Make a time estimate for how long it will take to complete each activity –
resources needed.
6. Make a cost estimate for each activity.
7. Calculate a project schedule and budget to determine whether the project
can be completed within the required time, with the allotted founds, and
with the available resources.


Project Control Process


Wo rk B re a kd o w n
S truc ture ( WB S )
• The second step is to determine what activities
need to be performed.
• A list of all the activities must be developed.
• The WBS is a hierarchical tree of end items to be
accomplished.
• A w o rk ite m is one small piece of the project.
• A w o rk pac kag e is the lowest-level item.


M ic r o s o f t P r o je c t W B S


1. S t a r t n e w p r o j e c t
• Turn on the Project Guide
– On the Tools menu, click Options, and then click the Interface tab.
– In the Project Guide settings section, select the Display Project
Guide check box.
• Manually set up a new project


Project – Project Information…
or View – Turn on project guide…

http://office.microsoft.com/en-us/project/HA102639631033.aspx


Tools - Options


2 . Ta s k s
• There are four major types of tasks:
1. S ummary tas ks - c o ntain s ubtas ks and the ir re late d
pro pe rtie s
2. S ubtas ks - are s malle r tas ks that are a part o f a
s ummary tas k
3. Recurring tas ks - are tas ks that o c c ur at re g ular
inte rv als
4. Miles tones - are tas ks that are s e t to ze ro duratio n
and are like inte rim g o als in the pro je c t


A d d ta s k s


In s e r t n e w t a s k


O u t lin in g t a s k s


Tools – Options… - check “Show project summary task”


P re de c e s s or


T a s k s c a n b e lin k e d in
fo u r w a ys
• Finish-Start FS Predecessor finishes and the other starts
• Start-Finish S-F Task begins at the same time as its
predecessor
• Finish-Finish F-F Both tasks finish at the same time
• Start-Start S-S Start of the predecessor determines when
the other starts


C o n s t r a in t s
• Certain tasks need to be completed within a
certain date.
• Intermediate deadlines may need to be
specified.
• By assigning constraints to a task you can
account for scheduling problems.
• There are about 8 types of constraints and
they come under the flexible or inflexible
category.

3 . M a n a g in g t a s k


D e f in in g a T im e lin e
• Find an optimistic value, D(o),
• a pessimistic value, D(p) and
• a realistic value, D(r) .

• Then: Duration = ( D(o) + D(p) + 4 x D(r) ) / 6


T h e im p o r t a n c e o f
t r a c k in g p r o g r e s s
• Techniques to manage projects effectively:
– Critical Path Management (CPM) and
– Program Evaluation and Review Techniques (PERT).
– They are similar and you will now often find the technique referred to as: C PM/PERT.
– The technique involves using network models to trace the links between tasks and
to identify the tasks which are critical to meeting the deadlines.
Once you've identified the critical path, any delay on any part of the critical path will
cause a delay in the whole project.
It is where managers must concentrate their efforts.
– In MS Project, you use the Tracking Gantt diagram to show the critical path in red
and you can see the PERT diagram by looking at the Network view.


G a n t t C h a r t V ie w –
c r it ic a l p a t h
• A Gantt chart is a type of bar chart that illustrates a
project schedule.
• C ritical path: View – More views… - Detail Gant


P E R T d ia g r a m -
N e t w o r k v ie w


V ie w s
• Views allow you to examine your project from different
angles based on what information you want displayed at
any given time.
• You can use a combination of views in the same window
at the same time.
• P ro je c t V ie w s are c ate g o rize d into tw o ty pe s :
• Task Views (5 types)
• Resource Views (3 types)


S a v in g a b a s e lin e
• Baseline plan: The original project plans used to track
progress on a project.
• The baseline plan is a snapshot of your schedule at the
time that you save the baseline and includes information
about tasks, resources, and assignments.
• You can set a baseline for your project, enabling you to
compare your progress with the original plan and any
additional baselines you set at milestones throughout your
project.


S a v in g a B a s e lin e
• Tools – Tracking – Save Baseline…

http://office.microsoft.com/home/video.aspx?assetid=ES102776241033&width=1024&height=768&startindex=0&CTT=11&O


RESOURCES


M a n a g e t h e p r o je c t
re s ourc e s : • people
• equipment
• Resources are of three types: • supplies
– work resources, material resources and cost resources.
• Work resources complete tasks by expending time on them. They are usually people and equipment that
have been assigned to work on the project (you track their participation by the amount of time they
spend).
• Material resources are supplies and stocks that are needed to complete a project. You assign material
resources by the quantity that you need: two tons of gravel or 300 gallons of diesel fuel, for instance.
Because materials aren't measured by time, quantities usually affect only the cost of your project. Materials
affect dates or duration only when you have to wait for those materials to become available.
• C ost. C ost resources are the new kid on the Project 2007 block, and they're strictly cost; no time, no
quantities—just dollars. Expenses, such as travel or fees, increase the project price tag, but they aren't
associated with work or material resources.

• You must start by identifying the resources available along with their costs.
• Resource costs will be multiplied by duration to calculate project costs.
• You have to open the Resource sheet to specify the project resources and
costs.


Fields in the Resource Sheet may be blank or contain different types of information
depending on the type of resource. For example, a work resource doesn't have a Material
label, and costs are calculated initially as dollars per hour. Material resources have a cost
per unit—per pound, gallon, or piece—and the Material label field defines the units. Cost
resources receive a value only when you assign them to tasks.


U s e t h e D e t a il G a n t t
v ie w t o f in d s la c k
( f lo a t )
• On the View menu, click More Views.
• In the Views list, click Detail Gantt, and then click
Apply.
• On the View menu, point to Table, and then click
Schedule. In the chart portion of the view, slack
appears as thin bars to the right of tasks, with slack
values adjoining the regular Gantt bars.


T o s h o r t e n a p r o je c t
s c h e d u le
• Reduce duration of activities on critical path
– More resources
– C hange their scope


Technically Constrained Activity Sequence


Resource-Constrained Planning


Painting Project Showing Needed Resources


C r e a te a b u d g e t fo r
y o u r p r o je c t
• Step 1: C reate budget resources for your project
• Step 2: Assign the budget resources to the project sum
• Step 3: Enter values for the budget resources
• Step 4: C ategorize resource costs according to their bu
• Step 5: Group resources to view how they compare ag


S t e p 1: C r e a t e b u d g e t
r e s o u r c e s fo r yo u r
p r o je c t
• C reate Budget-Travel and Budget-Labor on your resource sheet

View – Resource Sheet


Check
the check
box for
Budget


S t e p 2 : A s s ig n t h e b u d g e t
r e s o u r c e s t o t h e p r o je c t
s u m m a view – Tools – Options – View Tab – Show project
• Gent chart
ry ta s k
summary task (check box)
• Task is added to the top of the project list. Select this task.
• C lick on Button “ Assign Resources”
• Select the two budget resources you created earlier and click
“ Assign”


S t e p 3 : E n t e r v a lu e s f o r
the b u d g e t re s o u rc e s
• View – Resource Usage view
• Add Budget C ost and Budget Work fields (columns):
– Insert – Column – Budget C ost and Budget Work
– Add values for travel and Labor cost


Add: 15,000 for Budget-Travel and 30,000
for Budget-Labor (Budget Work column)

S t e p 4 : C a t e g o r iz e
re s o u rc e c o s ts
a c c o r d in g t o t h e ir
C reate custom filed (column)
b u d g e t Sheetp e
• Open Resource t y view
• Tools – Customize – Fields
• C hoose Resource text filed and rename: Budget Type


Select Option Button: Roll down unless
manually entered
Add field to the resource sheet view: Insert – column – choose
Budget Type column ( you can now identify your resources as labor
or travel


S te p 5 : G ro u p re s o u rc e s
t o v ie w h o w t h e y c o m p a r e
a g a in s t t h e b u d g e t
• Resource Usage view
• Project – Group by: No Group – C ustomize Group By… - Select
the Budget Type field


V ie w in g P r o je c t C o s t
In f o r m a t io n
• Right click the Select All button and click Cost
• Or
• View – Table: Entry – Cost


R e p o rts

• C ost Report: Reports - Reports – Costs – Cash Flow:
– Edit – Column list
• Project Summary report: Reports – Overview – Project
Summary


Resource Usage Report


Current Activity Reports


Project Management

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