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Chapter 6 Time Management

Chapter 6 Time Management. Contents. Time Management overview Time Management Processes Plan Schedule Management, Sequence Activities, Estimate Activity Resources. Estimate Activity Durations, Develop Schedule, Control Schedule Precedence Diagramming Method Dependencies Leads and Lags

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Chapter 6 Time Management

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  1. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-1 Chapter 6Time Management

  2. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-2 Contents • Time Management overview • Time Management Processes • Plan Schedule Management, Sequence Activities, Estimate Activity Resources. Estimate Activity Durations, Develop Schedule, Control Schedule • Precedence Diagramming Method • Dependencies • Leads and Lags • Network Diagrams • Critical Path Method • Schedule Compression

  3. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-3 Time ManagementLearning Objectives • By the end of this chapter, you should be able to: • Explain the importance of Time Management on a project • Name the Time Management processes • Explain the purpose of and activities performed in each process • Explain the purpose of the Precedence Diagramming Method • Understand and interpret network diagrams • Identify the critical path and calculate its duration • Explain the purpose and use of schedule compression techniques

  4. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-4 Project Time Management • Who is responsible for project delays? • What Tools and techniques do you use • To estimate activity durations? • To Manage Time? • How to handle changes?

  5. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-5 Time Management Processes • Which Process Group do each of these activities belong in? • 1. Plan Schedule Management • 2. Define Activities • See WBS section under Scope Management • 3. Sequence Activities • 4. Estimate Activity Resources • 5. Estimate Activity Durations • 6. Develop Schedule • 7. Control Schedule

  6. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-6 Plan Schedule Management • How schedule will be managed, executed, and controlled. • Component of the Project Management Plan

  7. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 4-7 Plan Schedule Management Include in the development Make the list in the input box appear fist and then Output list No Audio • Class Group Activity – 30 Minutes • Divide Class into 3 groups (3 to 4 students in each group) • Discuss and brainstorm the inputs/outputs • Present your inputs/outputs to the rest of the teams • Check and compare your inputs/outputs with PMBOK® Guide 5th edition

  8. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-8 Sequence Activities • Process of identifying and documenting relationships among project activities. • Sequenced using logical relationships • Connected to a predecessor and successor • Except the first and last activities • May be necessary to include lead or lag times • To support a realistic/achievable schedule

  9. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 4-9 Sequence Activities Include in the development Make the list in the input box appear fist and then Output list No Audio • Class Group Activity – 30 Minutes • Divide Class into 3 groups (3 to 4 students in each group) • Discuss and brainstorm the inputs/outputs • Present your inputs/outputs to the rest of the teams • Check and compare your inputs/outputs with PMBOK® Guide 5th edition

  10. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-10 A C Begin D End SS+5 B E Precedence Diagram Method Make the diagram appear as is No need for any animation Make is look nice but no animation required • PDM method used in Critical Path Methodology (CPM) for constructing a project schedule network diagram. • Also called Activity-On-Node

  11. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-11 P S P S P S P S PDM Dependencies Make the diagram appear as is No need for any animation Make is look nice but no animation required • PDM includes four types of dependencies or logical relationships • Finish-to-start (FS) • Initiation of the successor (S) depends upon the completion of predecessor (P) • Finish-to-finish (FF) • Completion of S depends upon completion of P • Start-to-start (SS) • Initiation of S depends upon initiation of P • Start-to-finish (SF) • Completion of S depends upon initiation of P (rarely used)

  12. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-12 Dependency Determination • Mandatory dependencies • Contractually required or inherent in the nature of work (Hard Logic) • Discretionary dependencies • Preferred logic or soft logic based on best practices • External dependencies • Usually outside the team’s control

  13. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-13 Review Quiz • Which one of the following is not a type of dependency? • Mandatory Dependency • Hard logic • External Dependency • Extraneous Dependency

  14. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-14 P S FS+5 P SS+5 S Applying Leads and Lags Make the diagram appear as is No need for any animation Make is look nice but no animation required • A lead allows an acceleration of the successor activity. Shown as a finish-to-start dependency • A lag directs a delay in the successor activity. Shown as a start-to-start relationship.

  15. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-15 Review Quiz • “Define Activities” and “Sequence Activities” belong to which process group? • Initiation • Planning • Monitoring and Controlling • Closing

  16. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-16 Review Quiz • The reason we build a network diagram during the Time Management Process is to • Identify activities • Help estimate time and resource • Identify relationships between activities • Verify WBS

  17. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-17 Estimate Activity Resources • Process of estimating type and quantities of resources • Material • Equipment • People • Closely linked to Estimate Cost Process • Needs experience and industry knowledge for accurate estimates. • Historic documents a key asset in this process

  18. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 4-18 Estimate Activity Resources Include in the development Make the list in the input box appear fist and then Output list No Audio • Class Group Activity – 30 Minutes • Divide Class into 3 groups (3 to 4 students in each group) • Discuss and brainstorm the inputs/outputs • Present your inputs/outputs to the rest of the teams • Check and compare your inputs/outputs with PMBOK® Guide 5th edition

  19. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-19 Estimating Activity Durations Kamran Note: split slide into three additional slides or have examples popup Depending on space split or keep on one page Highlight bullets based on narration • One-Point Estimate • Estimator submits one estimate per activity • Requires specialized knowledge and experience • Analogous Estimating (Top-down) • Expert judgment and historical information • Less costly and time consuming but less accurate • Parametric Estimating • Regression analysis (scatter diagram) • Learning curve

  20. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-20 Estimate Activity Durations (Cont…) • Heuristics - Rule of thumb • Design work is always 15% of total project length • Three-Point Estimates • Pert Analysis uses three estimates to define an approximate range for an activity duration • Most likely tm, Optimistic to, Pessimistic tp • tE = (to+4tm+tp) \ 6 • Standard Deviation = (tp-t0) \ 6 • Activity Variance = [(tp-t0) \ 6]2

  21. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-21 Review Quiz • The 3 types of estimates used in PERT analysis are: • Optimistic, Pessimistic, and Actual • High, Low, and Balanced • Optimistic, Realistic, and Most Likely • Optimistic, Pessimistic, and Most Likely

  22. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 4-22 Estimate Activity Durations Include in the development Make the list in the input box appear fist and then Output list No Audio • Class Group Activity – 30 Minutes • Divide Class into 3 groups (3 to 4 students in each group) • Discuss and brainstorm the inputs/outputs • Present your inputs/outputs to the rest of the teams • Check and compare your inputs/outputs with PMBOK® Guide 5th edition

  23. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-23 Reserve Analysis • Discussed in Risk management chapter • Contingency reserves • After risk planning • Also called time reserve or buffers • Management reserves • Unforeseen risk

  24. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-24 Develop Schedule Make a nice animation Show funnel and then drop each of the Circles in it, show the output as the Schedule

  25. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 4-25 Develop Schedule Include in the development Make the list in the input box appear fist and then Output list No Audio • Class Group Activity – 30 Minutes • Divide Class into 3 groups (3 to 4 students in each group) • Discuss and brainstorm the inputs/outputs • Present your inputs/outputs to the rest of the teams • Check and compare your inputs/outputs with PMBOK® Guide 5th edition

  26. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-26 Drawing Network Diagrams Duration = 5 days No animation needed Show as is Make nice layout Dig Foundations Float = 3 Days ES = Day 3 EF = Day 8 LS = Day 6 LF = Day 11 Source: Rita Example Exercises Page 200

  27. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-27 Critical Path Example Animate based on the narration So show the diagram piece that is Narrated. Not all at once. 3 6 0 3 3 9 A D 0 3 3 9 Start End 4 4 4 0 4 8 B E 1 5 5 9 Kamran Note: Please animate this slide as the narrator works through the example 5 0 5 C 4 9 Calculate paths and their durations. F = LS – ES or LF - EF How much float does a critical path have?

  28. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-28 Review Quiz What’s the critical path and its duration in the following diagram? 4 3 No animation needed Show as is Make nice layout Show formula in the notes section In the answer If user gets correct answer, show the Fornula If user gets wrong answer, show the Formula as feedback A B Start End 6 4 C D 7 5 E F AB, 13 CD, 10 ACEF, 22 EF, 12

  29. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-29 Exam Tip • Network diagrams are repeated between questions in the exam

  30. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-30 Trick Question No animation needed Show as is Make nice layout 6 A ES = ? C 20 B

  31. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-31 Trick Question 2 No animation needed Show as is Make nice layout F 10 D LF = ? G 2

  32. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-32 Critical Path Method • Critical Path – the longest path in the network diagram and the shortest time to complete the project, using the logical network • Outcome : • Forward pass calculations identify the early start (ES) and early finish (EF) dates • Backward pass calculations identify the late start (LS) and late finish (LF) dates • Can a critical path change? • Can there be more than one critical paths? • What is the impact of more than one critical paths?

  33. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-33 Critical Path Method Benefits • As the critical path is identified, additional risks may be identified, based on their position in the network • Shows explicit relationship • Co-ordinates “big picture” • Lays out flow of work • Encourages careful task analysis • Facilitates fact based problem solving

  34. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-34 Critical Path Considerations • Near Critical Path • Has duration very close to Critical Path • Needs to be closely monitored • Can become Critical Path in certain circumstances • Why watch near critical paths? • Float (Slack) • Total float – delay does not impact project/milestone • Free float – delay does not impact successor • Project float – delay does not impact external date

  35. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-35 Schedule Compression • Fast Tracking • Activities running in series are split to run parallel • Impacts? • Crashing • Taking resources from non-critical path or from outside

  36. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-36 Control Schedule • “Process of monitoring the status of the project to update project progress and manage changes to the schedule baseline” • Performance reviews • Variance Analysis • Project management software • Resource leveling • What-if scenario analysis • Adjust leads and lags • Schedule compression

  37. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 4-37 Control Schedule Include in the development Make the list in the input box appear fist and then Output list No Audio • Class Group Activity – 30 Minutes • Divide Class into 3 groups (3 to 4 students in each group) • Discuss and brainstorm the inputs/outputs • Present your inputs/outputs to the rest of the teams • Check and compare your inputs/outputs with PMBOK® Guide 5th edition

  38. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-38 Chapter Summary • Time Management Processes • Plan Schedule Management • Sequence Activities • Estimate Activity Resources • Estimate Activity Durations • Develop Schedule • Control Schedule • Precedence Diagramming Method • Critical Path Method • Schedule Compression

  39. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-39 End of Chapter Quiz Show the image as part of the answer feedback Make the image in Visio or nicely drawn Kamran Note: please add the final network diagram when narrator is talking about the correct answer Picture included; It is the answer, show along the answer as part of the slide or pop up. When the user submits the answer then this will popup. Show when user selects correct answer and also as a feedback when user select wrong answer to show what is correct and diagram. • Question 1: Activity A can start right away and takes 1 day • B can start after A finishes and takes 2 days • C can start after A finishes and takes 4 days • D can start after B & C and takes 5 days • E can start after D and takes 6 days • F can start after C and takes 3 days • G can start after E & F and takes 4 days • Project finishes after G is completed • What is the duration of the Critical Path? • 12 • 30 • 20 • 18

  40. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-40 End of Chapter Quiz • Question 2: It takes the least amount of time to use which estimation technique? • One-Point • Three-Point • Parametric • Peer review

  41. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-41 End of Chapter Quiz • Question 3: During execution phase an unforeseen risk is encountered, what should the project manager do? • Fast Track • Crash resources from a non critical path activity • Use Management Reserve • Use Contingency Reserve

  42. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-42 End of Chapter Quiz • Question 4: Activity A can start right away and takes 1 day • B can start after A finishes and takes 2 days • C can start after A finishes and takes 4 days • D can start after B & C and takes 5 days • E can start after D and takes 6 days • F can start after C and takes 3 days • G can start after E & F and takes 4 days • Project finishes after G is completed • What is the duration of the Float of Activity E? • 8 • 0 • 1 • 2

  43. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-43 End of Chapter Quiz • Question 5: During estimating an activity three estimates were given • Optimistic = 2 days • Most likely = 5 days • Pessimistic = 8 days • The calculated estimate for this activity is • 4 days • 6 days • 5 days • 9 days Kamran note: please show pert formula at time of answer See notes below as formula In feedback for right or wrong.

  44. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-44 End of Chapter Quiz • Question 6: All of the following are Time Management processes except: • Estimate Activity Resources • Develop Project Charter • Estimate Activity Durations • Sequence Activities

  45. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-45 End of Chapter Quiz • Question 7: The 2 schedule compression techniques are: • Shortening and restricting • Alternating and bypassing • Crashing and fast tracking • Adjusting and excluding

  46. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 6-46 End of Chapter Quiz • Question 8: In a network diagram, activity B cannot begin until activity A has begun. This is an example of: • Precedence diagramming • Critical Path Method • A Start to Start dependency • A Finish to Start dependency

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