Project Management Tools - Planning & Scheduling Tools (P2). GANTT Charts презентация

Unit 17: IT Project Planning & Scheduling Tools (P2)

Learning Outcomes Know the difference between Planning and Scheduling Know the different project management tools available to aid planning & scheduling projects

Planning Planning is the process by which the elements required to perform a task are determined in advance of the project start

Planning Process Involves Determining the project Develop a project plan. This entails the sequence of the activities in the project and establishing the best methods and procedures to accomplish them Establish workforce size for the project/activities Check if special tools and equipment are needed and obtain them Assign workers with appropriate skills to tasks

Levels of Planning Long-range planning: it covers a period of 3 to 5 years and sets plans for future activities and long-range improvement Medium-range planning: it covers a period of 1 month to 1 year Short-range planning: it covers a period of 1 day to 1 week. It focuses on the determination of all the elements required to perform tasks in advance

Scheduling Is the process by which tasks are matched with resources and sequenced to be executed at a certain points in time

Scheduling Scheduling deals with the specific time and phasing of planned tasks together with the orders to perform the work, monitoring the work, controlling it, and reporting on task progress Successful planning needs a feedback from scheduling

Reliable Schedule Must Take Into Consideration A task priority ranking reflecting the criticality of each task The availability of all materials/resources needed to complete each task Realistic estimates and what is likely to happen Flexibility in the schedule

Scheduling The objective of scheduling is to construct a time chart showing: The start and finish for each task The interdependencies among tasks The critical tasks that require special attention and effective monitoring

Project Management Tools Techniques and tools used during the planning/scheduling process Enabling managers to control the development of projects by providing a framework against which projects can be measured Good planning is a prerequisite for sound scheduling Planning Tools include:- Gantt Charts PERT Charts CPA Diagrams Microsoft Project

Gantt Charts Gantt charts are used for sequencing Processes A GANTT chart is a type of bar chart that illustrates a project schedule Especially useful when covering activities that must take place before other activities begin If processes can take place at the same time (as they are not reliant on each others actions) then these can be shown as simultaneous In a sequence, for example, you need to boil the kettle before you attempt to make a cup of tea However, you could be simultaneously feeding the cat whilst the kettle is boiling

Characteristics of a Gantt Chart : The bar in each row identifies the corresponding task The horizontal position of the bar identifies start and end times of the task Bar length represents the duration of the task Task durations can be compared easily Good for allocating resources and re-scheduling Precedence relationships can be represented using arrows Critical activities are usually highlighted Slack times are represented using bars with doted lines The bar of each activity begins at the activity earliest start time (ES) The bar of each activity ends at the activity latest finish time (LF).

Gantt Charts

Gantt Charts What can you see when you look at this Gantt chart and what assumptions can you make? The investigations of both existing systems are being undertaken at the same time, therefore they cannot be done by the same individuals The team investigating the current invoicing system will have nothing to do for two days because the stock system investigation team need longer Everyone will be available for the planning meeting since all other processes will have been finished

Gantt Charts Example – From Microsoft Project

Gantt Chart

Constructing Gantt Chart The steps to construct a GANTT chart from the information obtained by PERT/CPM are: Schedule the critical tasks in the correct position. Place the time windows in which the non-critical tasks can be scheduled. Schedule the non-critical tasks according to their earliest starting times. Indicate precedence relationships between tasks.

Constructing Gantt Chart Example of an early GANTT chart construction:

Constructing Gantt Chart Step 1. Schedule critical tasks:

Constructing Gantt Chart Step 2. Place time windows for non-critical tasks:

Constructing Gantt Chart Step 3. Schedule non-critical tasks Step 4. Indicate precedence relationships:

Use Excel to create a Gantt chart to represent the following:

Gantt Chart Exercise 2 On your Gantt Chart show the progress of the project after 6 days work After the “Delivery to Operations” task add a further task to Add a further day to the “User Acceptance Testing” adjust the project plan accordingly