2' Phase: PLAN THE PROJECT

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2. Phase PLAN THE PROJECT

• What? ? How?
• Work Breakdown Structure
• Estimation of resources
• Definition of dependencies between project
  activities
• Development of PERT diagram
• Assignment of responsibilities

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Work Breakdown Structure (WBS)

• Project - Hierarchical system (tree)
• Goal
• Objectives
• Workpackages
• ...
• Tasks
• Decomposition upside- down

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Task

• S.M.A.R.T. Criterion
• Specific
• Measurable (costs, work, time)
• Assignable (responsibility)
• Realistic
• Time-related

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TASK DESCRIPTION

• Task ID, title, description
• Input (outcomes of other tasks)
• Title, type, description of a deliverable
• Start and end time
• Effort (e.g. in person-months)
• Costs
• Responsibility

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Example Conference planning
1. Conference programme 1.1 Define programme of
conference 1.2 Obtain speakers 1.3 Prepare
conference materials 1.3.1 Obtain presentations
from speakers 1.3.2 Prepare and print conference
materials
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Example Conference planning (2)
2. Set the conference site date 2.1 Set the
conference date 2.2 Select commit conference
site 2.3 Confirm arrangements
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Example Conference planning (3)
3. Develop marketing plan 3.1 Develop and print
conference brochure 3.2 Obtain Label Sets for
Direct mailing 3.3 Mail brochures 3.4 Receive
acknowledge registrations
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Duration of a Task

• Task duration Effort / No of persons
• Random character
• Average time of activity duration
• TA (O 4.M P) / 6
• O - optimistic completion time
• P - pesimistic
• M most likely completion time

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COSTS CATEGORIES

• Personnel costs
• Equipment
• Travel and subsistence
• Consumables
• Other direct costs
• Subcontracting
• Indirect Costs (overheads)

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SEQUENCING THE PROJECT ACTIVITIES

• Logical / time dependencies
• Types of dependencies
• Finish ? Start (Immediate predecessor)
• Finish ? Finish
• Start ? Start
• Start ? Finish

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Example Conference planning
Activity
Title
Imm. Pred.
A (2.1)
Date
-
B (1.1)
Programme
-
C (2.2)
Site
A
D (1.2)
Speakers
B
E (3.1)
Conf.broch.
C, D
C, D
F (3.2)
Database
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Example Conference planning (2)
Activity
Place
Imm.Pred.
G (3.3)
Mailing
E, F
H (1.3.1)
Obtain
D
I (3.4)
Process
G
J (2.3)
Finish
H, I
K (1.3.2)
Print
J
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PERT DIAGRAM(Project Evaluation Review
Technique)

• NODE
• ID - activity identifier
• ES - earliest possible start
• EF - earliest possible finish
• LS - latest possible start
• LF - latest possible finish
• AD - activity duration
• TS - time slack

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NODE PERT
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Example Conference Planning
A
E
C
I
G
start
end
K
J
F
B
D
H
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USE OF PERT

• Locating the Critical Path (CP)
• Earliest possible time of finishing the project
• Determination of paralelly executable tasks
• View from bird perspective

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CRITICAL PATH
Critical path The longest path in PERT Delay of
activity delay on critical path ? prolongation of
the project duration
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CALCULATION OF THE CRITICAL PATH
ESk max EFi , i ? all imm. predecessors of the
node k EFk ESk ADk LFk min LSi , i ?
all nodes for which the node k is a
predecessor LSk LFk - ADk Activities on CP
have zero Time slack
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Example Conference Planning
4
4
0
2
2
7
11
20
A
2
C
5
E
9
4
6
6
11
11
20
20
22
22
28
G
I
2
6
4
20
22
22
28
11
16
29
31
28
29
end
F
K
J
5
2
1
start
15
20
29
31
28
29
13
11
15
5
11
0
5
H
D
B
4
6
5
24
28
5
11
0
5
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APPLICATION OF PERT

• Planning activity scheduling, assigment team
  members to tasks
• Implementation realocation of resources
• Control Comparision of plan and current status
  quo

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Project Proposal

• Problem definition, Aim of the project, approach
  taken, expected benefits
• Detailed description of project activities
  (Workplan) - dates, resources, deliverables, ...
• Budget, management structure, ...
• ? Depends on the type of the project

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PURPOSE OF THE PROJECT PROPOSAL

• Detailed project description (Request for Grant)
• Dynamic tool for project manager for decision
  making
• Reference document for project control
• Becoming familiar with the project

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TEAM ASSIGNMENT 2

• Develop a Project Proposal for the ACRU
  Continuind Education Project addressing the
  following items
• WBS with brief description of each activity
• PERT diagram
• Budget

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2nd Phase PROJECT PLAN Summary

• Work break down structure (Tasks - S.M.A.R.T.)
• Estimation of time and costs (duration, effort,
  costs)
• Sequencing of activities
• PERT diagram
• Determination of the critical path
• Project Proposal