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Week 4

Introduction to Project Management. Week 4. Communication Plan Objectives. Objective is to determine : Who needs to know what ? How will they be told? When will they be told and how often ?. Communication Plan Example. scheduling. Purpose of Scheduling.

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Week 4

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  1. Introduction to Project Management Week 4

  2. Communication Plan Objectives • Objective is to determine: • Who needs to know what? • How will they be told? • When will they be told and how often?

  3. Communication Plan Example

  4. scheduling

  5. Purpose of Scheduling Shows relationships of eachactivityto others in the whole project Identifies the precedencerelations among activities Encourages the setting of realistic time and cost estimates for each activity Helps make better use of people, money, and materialresources by identifying “critical bottlenecks” in the project

  6. BOTTLENECKS • In any project there will be 1or • more bottlenecks that can spoil the successful completion of the project. • i.e. getting the resource you need, failing to complete a “critical task” on time • One of the important responsibilities of a PM is to ID the bottlenecks of the project and to figure out how to eliminate them or minimize their impact. • When you eliminate a bottleneck, it often frees up time • When you build a project plan, schedule the tasks conservatively to help insure you can complete them on time. • i.e. If you think it will take 60 days for a contractor to complete a task, schedule90 days to ensure that the total project will come in on time

  7. Scheduling Techniques • Common tools • Gantt charts • Project calendars • Milestones charts • Critical Path Method (CPM) • the sequence of project activities which determines the shortest time possible to complete the project. • Program Evaluation and Review Technique (PERT) • a method to estimate TASK DURATION, using optimistic, pessimistic, and most likely time frames

  8. Time J F M A M J J A S Design Prototype Test Revise Production Sample Gantt Chart

  9. CRITICAL PATH • ALL the tasks that determine the end date in your project schedule. • The critical path is the longestPATH, through the “AON” NETWORK (Activity On Node-explanation on 2nd slide from this one—slide # 13) • Longest path of planned activities to the end of the project • Longest time in (days/weeks/months) • To be startedand completedexactly as scheduled to ensure the project is completedby a certain date • ONE activity can NOT be done before the previous activity is completed

  10. CRITICAL PATH cont. • The critical path is the shortestpossibleTIME in which the ENTIRE project can be completed • BECAUSE all activities are CONTINGENT upon a PREDECESSOR (a PREVIOUS “ACTIVITY” getting completed) • Any DELAYin ANYof the “CRITICAL PATH” ACTIVITIESDELAYSthe project • All “Critical Path” activities have to be in sequence” • “Critical” does NOT refer to how important the task is, but rather the IMPACTthe SCHEDULING of these tasks has on the FINISH date of the project

  11. CRITICAL PATH SUMMARY DIFFERENCE BETWEEN: • The entire PROJECT completion date versus • the "AON" network: • The critical path is the SHORTESTpossible TIME in which the ENTIREprojectcan be completed. Every “CRITICAL”activity must be completed. • The critical path is the LONGESTPATH through the "AON" network. • You need to add up all the activity times (days/weeks/ months). Whichever path is the longest (takes the most time) is the “Critical Path”.

  12. Activity on Node (AON) Explained FOUNDATION WALLS ROOF PIPES IN HOUSE SHOWER HEAD SHOWER STALL DRY WALLERS FRAME OF HOUSE FLOORING

  13. Resource planning

  14. RESOURCE Planning • Questions to be answered when planning resources: • What needs to be done? • Whoor what can do the work? • Is this resourceavailable? • How will this resourceaffectschedules and costs? • RACI(Responsible, Accountable, Consulted, Informed) Chart • Estimating would be completed here but we are not going to get into this in this course

  15. RACI Chart • R = Responsible • A = Accountable(or Approve) • C = Consulted • I = Informed • Project Manager does not necessarily have a role ineveryactivity • Activities 1-4

  16. RACI Model • Steps in a RACI process • Identify all the activities • Identify the roles • Complete the cells accordingly (R,A,C,I) • Resolve overlaps & gaps • Every process should contain only one “R”

  17. INDIVIDUAL ASSIGNMENT • Do PRECEDENCE TABLE: BLACKBOARD > WEEKLY LESSONS > Week #4-Planning Phase Part 2 > PRECEDENCE TABLE "DIGITAL ACTIVITY"

  18. GROUP Work Activity COMMUNICATION PLAN RACI • Each group is to create the following for the “OTTAWA CHARITY-RECRUITING VOLUNTEERS/SPONSORS & MARKETING Fundraiser”: (1) Communication Plan, (2) Precedence Table ( (3) AON: Activity On Node (3)RACI Chart • R= Responsible • A = Accountable (or Approve) • C = Consulted • I = Informed

  19. Quiz Time

  20. Hybrid / Homework Read Chapter 3 Complete all activities required while reading chapter 3 Complete the Fill in the Blank exercise for Chapter 3 Complete the Multiple Choice for Chapter 3

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