Project Management Basics Module 5: Defining Project Activities Project Management Context Work Breakdown Structure (WBS) Activity List Project Schedule Activities are defined by the triple constraint Scope Scope Time Time Budget Budget Well defined activities are a must for projects to be successful. Plan First! Then Act. Too busy to plan? A Detailed Activity List is like a blueprint, an itinerary, or a recipe. It is reliable and stable when times are hectic. Learning objective Learning objective: create a well defined activity list, which can be compiled into the project schedule. Learning objective: create a well defined activity list, which can be compiled into the project schedule. Topics Topics Activity AttributesActivity AttributesActivity AttributesActivity Attributes MilestonesMilestonesMilestones Activity Sequencing, Dependencies and RelationshipsActivity Sequencing, Dependencies and RelationshipsActivity Sequencing, Dependencies and RelationshipsActivity Sequencing, Dependencies and Relationships Activity Resource AllocationsActivity Resource AllocationsActivity Resource AllocationsActivity Resource Allocations Activity DurationActivity DurationActivity DurationActivity Duration Survey Take the survey! After you finish the survey, use your browsers back buttons to return to this video. Activities & Attributes Identify the work activities Identify the work activities Add specific parameters and criteria Add specific parameters and criteria Create shared expectations Create shared expectations Attributes include: Attributes include: Quantity or QualityQuantity or Quality Before/after dependenciesBefore/after dependencies Fixed deadlines or other constraintsFixed deadlines or other constraints Special resource considerationsSpecial resource considerations Attributes = Clarification Example activity list Project: Project: Conduct Staff Retreat Categories of Work: Categories of Work: Reserve Site Coordinate Participants Recognize Staff and others Missing information Quantity Quantity Quality Quality Criteria Criteria Order Order Activity List, with Attributes Attributes Are not always obvious, and often subjective. Are not always obvious, and often subjective. Make delegating activities possible Make delegating activities possible Make time and resource estimation possible Make time and resource estimation possible Defined Attributes = Clear Expectations Measure progress with Milestones Significant accomplishment achieved a result of one or more critical activities. Milestones are a SMART move SpecificMeasurableAssignableRealisticTime-framed Once accomplished, milestones provide reasons for your team to celebrate! Photo credit: Flickr Amy AK Activity List, with Milestones Application Your Activity List Do all of your activities have appropriate parameters to qualify, quantify, and specify the details? Do all of your activities have appropriate parameters to qualify, quantify, and specify the details? Make special notes if certain things need to occur before the activity. Make special notes if certain things need to occur before the activity. Activity Sequencing Relationships & Dependencies Mandatory dependencies: Proofreading a document Discretionary dependencies: Product testing External dependencies: Inventory arrival; news coverage Resource Estimating Whos doing the work? Whos doing the work? Options: Options: TeamworkTeamwork DelegatingDelegating OutsourcingOutsourcing Photo credits: FamilyBusiness, Flickr Photo credits: Me_on_Flickr, Flickr Resource Qualifications & Criteria Required skills Past experience PoliciesProcurementAvailability Add these resource requirements to the activities list. Resource Qualifications & Criteria Examples: Order Catering Approved provider list? Special menu?Approved provider list? Special menu? Recognize staff accomplishments Announcer, plaque,Announcer, plaque, Other resource needs Non-personnel resources Non-personnel resources equipmentequipment softwaresoftware suppliessupplies facilitiesfacilities raw materialraw material Identify the financial costs to put into the budget Identify the financial costs to put into the budget Application Define resources needed for each activity Define resources needed for each activity Activity duration Duration consists of: Actual work hours Actual work hours Possible time in queue Possible time in queue Required wait-time Required wait-time Ways to estimate duration: Past records, similar activities, approximating, asking SMEs Past records, similar activities, approximating, asking SMEs Three-point estimate: Three-point estimate: OptimisticOptimistic PessimisticPessimistic Most likely **Most likely ** Other considerations for time Factors affecting duration estimating Environmental factors/workplace paceEnvironmental factors/workplace pace Operational processesOperational processes Concurrent activitiesConcurrent activities Overdrawn resourcesOverdrawn resources If calculations are wrong make a course correction to get your project back on track. If calculations are wrong make a course correction to get your project back on track. Application Fill in the estimated time for your activities Fill in the estimated time for your activities Summary Definition Definition Attributes Attributes Milestones Milestones Sequencing Sequencing Resource Allocations Resource Allocations Duration Duration Quiz Take the quiz for this module. Return to the video once, you finish the quiz. Whats next?? Add your Activity List to the course wiki at Add your Activity List to the course wiki atReview the Activity Lists posted by others and offer comments on the work of 2-3 colleagues. Review the Activity Lists posted by others and offer comments on the work of 2-3 colleagues. Attend the working session scheduled for your group. Attend the working session scheduled for your group. At the conclusion of the working session, youll be ready to pursue the next module Project Scheduling. At the conclusion of the working session, youll be ready to pursue the next module Project Scheduling. Designed and developed by Jennifer Reiner, Based on text: IT Project Management by Kathy Schwalbe, Fifth Edition, 2007