Project Management Basics A Foundation for Time Management; Defining Project Activities

Project Management Project Management BasicsBasics

A Foundation for Time Management; A Foundation for Time Management; Defining Project ActivitiesDefining Project Activities

Project Management ContextProject Management ContextConverting the Work Breakdown Structure into ActivitiesConverting the Work Breakdown Structure into Activities

• By defining the scope of work in terms of the actual activities, you By defining the scope of work in terms of the actual activities, you progress from scope planning to time management planning. progress from scope planning to time management planning.

Next

Applying the triple constraintApplying the triple constraint

ScopeScope—work is identified in the work breakdown structure —work is identified in the work breakdown structure (WBS) and is then dissected into specific activities(WBS) and is then dissected into specific activities

TimeTime—time to complete each activity is estimated and —time to complete each activity is estimated and incorporated into the scheduleincorporated into the schedule

BudgetBudget—required resources for each activity are —required resources for each activity are accounted foraccounted for

Activity Definition is an essential Activity Definition is an essential component of staying in scope,component of staying in scope,on time and on budget.on time and on budget.

Previous Next

Identifying and Defining ActivitiesIdentifying and Defining Activities

Before you rush into the actual work of the project—slow down and take a look around. Develop your plan first.

No blueprint? No plan?

No recipe?

Previous Next

Learning objectiveLearning objective Learning objectiveLearning objective: as a result of this : as a result of this

module you should be able to produce an module you should be able to produce an accurate outline of the work that needs accurate outline of the work that needs to be done including specific activities, to be done including specific activities, the time and resources needed, and the the time and resources needed, and the milestones for progress, such that this milestones for progress, such that this information can be compiled into the information can be compiled into the project schedule.project schedule.

TopicsTopics• Activity Definition and AttributesActivity Definition and Attributes• MilestonesMilestones• Activity Sequencing, Dependencies and Relationships Activity Sequencing, Dependencies and Relationships • Activity Resource AllocationsActivity Resource Allocations• Activity DurationActivity Duration

Previous Next

SurveySurveyWhat do you think?What do you think? T/F: The best way to decide what activities should be done first is to start with the T/F: The best way to decide what activities should be done first is to start with the

most important ones. most important ones. T/F: Defining the specific details necessary to accomplish the project is important so T/F: Defining the specific details necessary to accomplish the project is important so

you can make the project better and more thorough. you can make the project better and more thorough. T/F: Any activity that can make the project better should be pursued.T/F: Any activity that can make the project better should be pursued. T/F: You should check in with project sponsors as you define activities, so they can T/F: You should check in with project sponsors as you define activities, so they can

decide whether to approve the activities listed. decide whether to approve the activities listed. T/F: The activity list should be created as you progress through the project so you T/F: The activity list should be created as you progress through the project so you

can adapt it on the fly.can adapt it on the fly. T/F: You shouldn’t spend time or energy including external dependencies or T/F: You shouldn’t spend time or energy including external dependencies or

overdrawn resources in your plan because you are not accountable for these issues, overdrawn resources in your plan because you are not accountable for these issues, and they are items beyond your control. and they are items beyond your control.

TF: When you estimate how long it will take to complete a certain task, it is best to TF: When you estimate how long it will take to complete a certain task, it is best to be very conservative. be very conservative.

TF: It’s impossible to calculate how long it will take to complete a task/activity that TF: It’s impossible to calculate how long it will take to complete a task/activity that has never been done before.has never been done before.

Activities can be completed within the amount of time it would take you to do it. Activities can be completed within the amount of time it would take you to do it. TF: Specific details about the project can’t be figured out ahead of time for projects TF: Specific details about the project can’t be figured out ahead of time for projects

that haven’t been done before. that haven’t been done before. What do you do?What do you do? Tasks that need to be done on my projects are written down with enough detail that Tasks that need to be done on my projects are written down with enough detail that

they could be done by someone else if that was necessary. they could be done by someone else if that was necessary. When assigning resources that are necessary to complete a certain task, I only When assigning resources that are necessary to complete a certain task, I only

consider time and money. consider time and money. I create interim goals or milestones to measure how close I am coming to finishing I create interim goals or milestones to measure how close I am coming to finishing

the project. the project. I think about other projects I’m responsible for, when I’m estimating how long it will I think about other projects I’m responsible for, when I’m estimating how long it will

take to finish certain activities. take to finish certain activities.

Defining ActivitiesDefining Activities Dissect major categories of work Dissect major categories of work

into their tasks and subtasks into their tasks and subtasks

Add AttributesAdd Attributes• Details that will quantify, qualifyDetails that will quantify, qualify

and specifyand specify • May require further breakdown of WBS May require further breakdown of WBS

Example: “produce study report” Example: “produce study report” ““Summarize available info into 1 pg report” Summarize available info into 1 pg report” vs. “Research and develop 20 pg report”vs. “Research and develop 20 pg report”

Previous NextMain menu

Example activity listExample activity list

Project: Project: “Conduct Staff Retreat”“Conduct Staff Retreat”

Categories of Work:Categories of Work:Reserve SiteReserve Site

Coordinate ParticipantsCoordinate Participants

Recognize Staff AccomplishmentsRecognize Staff Accomplishments

and others…and others…


Activity List, with AttributesActivity List, with Attributes


Measure progress with MilestonesMeasure progress with MilestonesA A milestone milestone is a significant accomplishment is a significant accomplishment in the project which is achieved as a result in the project which is achieved as a result of one or more critical activities. of one or more critical activities.

Milestones are binary—complete or not complete.Milestones are binary—complete or not complete.

Milestones are a SMART moveMilestones are a SMART moveSpecificSpecificMeasurableMeasurableAssignableAssignableRealisticRealisticTime-framedTime-framed

Use Milestones for:Use Milestones for:• Measuring progressMeasuring progress• Keeping sponsors informedKeeping sponsors informed• As accomplishments the team can celebrate!As accomplishments the team can celebrate!


Photo credit: Flickr Amy AK

Activity List, with MilestonesActivity List, with Milestones


Your TurnYour Turn

Enter Category of Work:__________Enter Category of Work:__________

Enter Activities:__________Enter Activities:__________

Enter Attributes: _____________Enter Attributes: _____________

Define a milestone: ______________Define a milestone: ______________


Your Activity ListYour Activity List

Do all of your activities have Do all of your activities have appropriate parameters to qualify, appropriate parameters to qualify, quantify, and specify the details?quantify, and specify the details?

Make special notes if certain things Make special notes if certain things need to occur before the activity. need to occur before the activity.


Activity SequencingActivity Sequencing

Relationships & DependenciesRelationships & Dependencies Mandatory dependencies:Mandatory dependencies: inherent in the nature inherent in the nature

of the work. Ie. proofreading a document of the work. Ie. proofreading a document

Discretionary dependencies:Discretionary dependencies: good practice good practice suggests a logical sequence. Ie. Product testing.suggests a logical sequence. Ie. Product testing.

External dependencies:External dependencies: activities that impact the activities that impact the

project, but are derived outside of the project’s project, but are derived outside of the project’s work. Ie. inventory arrival or news coveragework. Ie. inventory arrival or news coverage

Add these details to your activity list Add these details to your activity list with other activity attributes with other activity attributes


Resource EstimatingResource Estimating Who’s doing the work?Who’s doing the work?

• Who else will be involved in Who else will be involved in this project?this project?

• Options:Options: TeamworkTeamwork DelegatingDelegating OutsourcingOutsourcing

Previous NextMain menuPhoto credits: FamilyBusiness, Flickr

Photo credits: Me_on_Flickr, Flickr

Resource Qualifications & CriteriaResource Qualifications & Criteria

SkillsSkills ExperienceExperience AvailabilityAvailability Policies Policies ProcurementProcurement

Questions to ask yourself:Questions to ask yourself: Is there a specific skills set needed? Is there a specific skills set needed? Does the organization have experience with this activity, or is it new?Does the organization have experience with this activity, or is it new? Are there organizational policies that govern how resources can be used?Are there organizational policies that govern how resources can be used? If external resources are needed, what are the procurement guidelines?If external resources are needed, what are the procurement guidelines? When using personnel from other departments, find out to what extent When using personnel from other departments, find out to what extent

they are available to work on the project. they are available to work on the project.

Add these resource requirements to the activities list.Add these resource requirements to the activities list.


Resource Qualifications & CriteriaResource Qualifications & CriteriaExamples:Examples:

1.1. Order CateringOrder Catering• Approved provider list? Special menu?Approved provider list? Special menu?

2.2. Recognize staff accomplishmentsRecognize staff accomplishments• Announcer, plaque, Announcer, plaque,

3.3. Other possible resource needs:Other possible resource needs:• Keynote speakerKeynote speaker• FacilitatorsFacilitators• HandoutsHandouts


Other resource needsOther resource needs

Resources are more than peopleResources are more than people

• equipmentequipment• software software • supplies supplies • raw materialraw material

Don’t forget about the financial Don’t forget about the financial costscosts


Your turnYour turn

Define resources that will be needed Define resources that will be needed for your projectfor your project• Recall work category and activitiesRecall work category and activities• Enter resources for eachEnter resources for each

• Also take this time to place your activities in Also take this time to place your activities in consecutive order. (Note: some activities may consecutive order. (Note: some activities may happen concurrently.)happen concurrently.)


Activity durationActivity durationDuration consists of:Duration consists of: Actual Actual work hourswork hours necessary to complete the activity necessary to complete the activity Possible Possible time in queuetime in queue before the assigned person is able before the assigned person is able

to work on it to work on it Required Required wait-timewait-time in between steps in between steps

Ways to estimate duration:Ways to estimate duration: Past records, duration of similar Past records, duration of similar

activities, approximating, asking SMEsactivities, approximating, asking SMEs

Three-point estimate:Three-point estimate:• OptimisticOptimistic• Pessimistic Pessimistic • Most likely **Most likely **


Other considerations for timeOther considerations for time

Factors affecting duration estimatingFactors affecting duration estimating• Environmental factors/workplace paceEnvironmental factors/workplace pace• Operational processesOperational processes• Concurrent activitiesConcurrent activities• Overdrawn resourcesOverdrawn resources

If estimates are off—make mid-stream If estimates are off—make mid-stream adjustments.adjustments.


Your turnYour turn

Fill in the estimated time for your Fill in the estimated time for your activitiesactivities

Activity Activity Duration in DaysDuration in Days


SummarySummary

Activity Definition Activity Definition Activity AttributesActivity Attributes MilestonesMilestones Activity SequencingActivity Sequencing Dependencies and Relationships Dependencies and Relationships Activity Resource AllocationsActivity Resource Allocations Activity DurationActivity Duration


Quiz Quiz

Quiz questionsQuiz questions What planning document are activities derived from?What planning document are activities derived from? Why are milestones important?Why are milestones important? What types of activity characteristics should be captured?What types of activity characteristics should be captured? Identify three types of dependencies:Identify three types of dependencies: Identify three types of resources:Identify three types of resources: What is the appropriate rule of thumb for estimating What is the appropriate rule of thumb for estimating

duration?duration? Identify 3 factors you should consider when estimating Identify 3 factors you should consider when estimating

duration?duration?

What’s next??What’s next??

After you’ve successfully defined activities—After you’ve successfully defined activities—including their attributes, sequence, resources including their attributes, sequence, resources and duration—you’re ready to assemble this into and duration—you’re ready to assemble this into your project schedule. your project schedule.

Congratulations, you’re ready to move on to Congratulations, you’re ready to move on to Project Scheduling in the next module! Project Scheduling in the next module!

Previous Main menu

Documents

Project Management Basics A Foundation for Time Management; Defining Project Activities