WEEK 4Introduction to Project Management

AgendaPhase 2 Con’t: Planning

◦Communication Plan

◦Scheduling Preparation Build an AON Diagram Determine Critical Path

◦Resource Planning Build a RACI Chart

PROJECT PLANNING REVIEW

Planning Projects“Planning is laying out the project groundwork to ensure your goals are met“

Initiating Plannin

gExecuti

ngControlli

ng Closing

Project Planning ProcessesScope Planning

Preparing a Work breakdown structure (WBS)

Project Schedule Development

Project Planning Processes Cont.Communication Planning

Resource Planning

Risk Planning

SCHEDULING

Purpose of SchedulingEncourages the setting of

realistic time and cost estimates for each activity

Helps make better use of people, money, and material (aka resources) by identifying critical bottlenecks in the project

Purpose of SchedulingShows relationships of each

activity to others in the whole project

Identifies the precedence relations among activities

Determining PrecedenceWhat activities must be finished

before the current one can start?

What activities may be constructed concurrently with the current one?

What activities must follow the current one?

Scheduling TechniquesCommon tools

Gantt charts Project calendars Milestones charts Critical Path Method (CPM) Program Evaluation and Review

Technique (PERT)

Sample Gantt ChartTime

J F M A M J J A S

DesignPrototypeTestReviseProduction

MS Project Example of Gantt Chart

G

E

F

H

CA

Start

DB

Arrows Show Precedence Relationships

Activity on Node Example Diagram

Activity on Node (AON) Explained

AON (Activity on Node)Example: of a Precedence Table forABC Paper Manufacturing Activities &

predecessors

G

E

F

H

CA

Start

DB

Arrows Show Precedence Relationships

AON (Finished Product)

Workshop 1

Workshop 2

Workshop 3

Workshop 4Activity ID Activity Immediate Predecessor

Duration (Days)

1 Book Search none 122 Journal Search Book Search 63 Internet Search none 154 Produce Outline Journal Search, Internet Search 105 Prepare Handouts Produce Outline 76 Print Handouts Prepare Handouts 27 Produce Visual Aids Produce Outline 128 Write Speech Notes Produce Outline 49 Rehearse Speech Write Speech Notes 1010 Give Presentation Print Handouts, Produce Visual Aids,

Rehearse Speech1

BB 4d

MyAlgonuin3d

Posters

5d

Finish

Write script

1d

Write electronic script

2d

Posters on wall1d

Workshop 5

Perform a Critical Path Analysis The critical path is the longest path

through the network

The critical path is the shortest time in which the project can be completed

Any delay in critical path activities delays the project

Determining the Project Schedule

RESOURCE PLANNING

Resource PlanningQuestions to be answered when

planning resources:◦What needs to be done?◦Who or what can do the work?

◦Is this resource available?

◦How will this resource affect schedules and costs?

RACI ChartResponsibleAccountable or

ApproveConsultedInformed

Roles along the top

Tasks down the side

PM Director

Service

Mgr.

Legal Dept.

A1 R AA2 R C IA3 RA I CA4 A R C

RACI Analysis May be Overdue ....If you hear these types of comments in your organization:“my boss always overrules my

decisions whenever she wants”

“It seems everyone is putting together a spreadsheet on the same data”

“The approval process for even the simplest thing takes forever now”

RACI ModelSteps in a RACI process

◦Identify all the activities Avoid terms such as attending meetings instead use

action verbs like, evaluate, record, monitor, collect◦Identify the roles

◦Complete the cells accordingly (R,A,C,I)

◦Resolve overlaps & gaps Every process must contain at least one

R

COMMUNICATION PLANNING

Communication Plan ObjectivesObjective is to determine:

Who? What? When? Where?

Communication Plan Example

EFFECTIVE COMMUNICATIONS

Communication RulesEstablish communication rules

(at the beginning of the project)

◦For emails

◦For meetings

MeetingsPrepare agendas

Send out agendas to allow for preparation time

Minutes/action items

Emails Create standardized email distribution lists◦Cc’s to team members (especially on

client emails)

Use “Out of Office” option

Instant MessagingGood for client calls

Good for out of office team members

Individual ExerciseSearch the web to find more information on

effective meetings

Create a list with◦ 5 things you can do to organize effective

meetings◦ 5 things to lead effective meetings

Pick one item from your list and explain why you feel it is so important

Submit your lists to the Wk5 Effective Meetings Journaling

WORKSHOP

Group Work ActivityEach group is to create the

following for the fundraising day project◦Communication Plan◦AON (for advertising)◦RACI (for advertising)

Use the templates provided

Hybrid / HomeworkChapter/Lesson 2 of e-Text

Establish the various types of resourcing

Quiz Time