Project managementA whistle-stop tour

Toot!Toot!

Places to see

Overview

Project design in detail

Task analysis example

Design documentation examples

Terminus

Project managementOverview

What is a project?

A project is a planned undertaking that has:—a clearly defined goal—a fixed time limit—a finite budget.

To be considered a success a project must:—achieve its goal—be completed

on time—be completed

within budget.

What is project management? Project management

—involves planning, organising and monitoring a project

—includes managing tasks, time and resources.

Tasks are the jobs that have to be done so as to complete the project successfully.

Resources include people and equipment; they cost money.

Some typical activities

Planning Organising Monitoring

TasksDetermine what needs to be done.

Develop specifications.

Check to see whether any difficulties have arisen.

Time

Determine• how long for each

task• how long overall.

Negotiate/inform staff re times and dates.

Watch out for tasks falling behind schedule.

Resources

Determine• cost• skills & people• equipment.

• Talk to

––finance dept.

––personnel dept.• Hire/purchase

equipment.

Check• budget balance• whether other

skills are needed.

Define the project title goal deadline resources

Stages of a project

Design the project perform task analysis allocate resources allocate times set standards document

Execute the project do the work monitor progress review and reportTerminate the project

overall review note what worked well learn from mistakes!

Project managementProject design in detail(and a little about monitoring)

Task analysis

Task analysis involves identifying:—all the separate tasks that must be

carried out—all the dependencies between those

tasks—the critical path.

Following a methodology helps to identify tasks.

The analysis can be refined as the project proceeds.

Allocating resources and timeFor each task: Determine skills required

—match people’s skills to tasks—may need to hire people with the

necessary skills.

Too many IT projects run out of time!

Estimate how long it will take—estimate best and worst case times—talk to others who have the experience—have team members submit independent

estimates.

Determine the equipment required.

Setting standards

Should cover—methodology to be followed—reports: type, content and format—testing and quality control—meeting schedules—conventions to be followed.

Should be agreed to before execution commences.

All members of the project team should be expected to follow them.

Documenting

All aspects of the project design should be documented.

Tasks, times and dependencies can all be documented in one place by the use of

—Gantt charts

Standards should be distributed to all project team members.

—network diagrams (e.g. PERT charts, precedence diagrams).

Execution: monitoring

Involves checking the project’s progress. Regular meetings are held:

—individuals report back to team—team members share ideas—identify areas of concern.

Progress can be recorded by the use of:—project logs, and/or—Gantt charts or network charts.

May need to revise project plan.

Project managementTask analysis example

Identify tasks

A top-down approach is useful

Computer system upgrade

Prepare room

Prepare computers

Install computers

Order furniture

Install wiring & network points

Empty room

Order computers

Create image

Load image & test

Place in room

Connect to network

Test

Work breakdown structure

Identify dependencies

A dependency exists where a task cannot commence until one or more other tasks are complete.

Order furniture

Install wiring & network points

Empty room

Order computers

Create image

Load image & test

Place in room Connect to

network

Test

Order furniture

Install wiring & network points

Empty room

Order computers

Create image

Load image & test

Place in room

Connect to network

Test

Dependency

Identify the critical path

Installfurniture2 days

Ordercomputers0.5 days

Createmaster imageof hard disk2 days

Load harddisk imageon to othercomputers1 day

Testcomputers1 day

Place readycomputerson desks0.5 days

Set networkname on eachcomputer andtest login0.5 days

5

6 7 8 9 10 11

Designroomlayout0.5 days

Orderfurniture0.5 days

Emptyroom0.5 days

Installelectricalwiring andnetwork points3 days

3

14

2

7 daysThe critical path

A float-time is the difference in time between two parallel paths that have

the same start and end points. It is allocated to the ‘shortest’ path.

The critical path is that sequence of dependent tasks where, if one task

is delayed, the whole project is delayed.

Float 1-2-4 = 2.5 days

Float 1-5-6-7-8-9-10-11 = zero

Project managementDesign documentation examples

Gantt charts

Task Day: 1 2 3 4 5 6 7 8 9 10 11 12 13

Prepare room

design room layout

order furniture

empty room

install electrical …

install furniture

Prepare computers

order computers

create master image

load image …

test computers

Install computers

place computers …

set network name …

Tasks grouped as parts

of a major task

‘Non-obvious’ dependencies shown with arrows …

… others implied by the ‘staircase’

Overlapping bars indicate tasks running at the same time

Bars show task start and end times

A project milestone

Time scale

Ta

sks

PERT charts

Installfurniture2 days

Ordercomputers0.5 days

Createmaster imageof hard disk2 days

Load harddisk imageonto othercomputers1 day

Testcomputers1 day

Place readycomputerson desks0.5 days

Set networkname on eachcomputer andtest login0.5 days

5

6 7 8 9 10 11

Designroomlayout0.5 days

Orderfurniture0.5 days

Emptyroom0.5 days

Installelectricalwiring andnetwork points3 days

3

14

2

7 daysA lag––it

represents awaiting time

A node indicates an eventsuch as ‘the furniture hasbeen ordered and thewiring is complete’

A line indicates a task and thetime it is estimated to take

A dummy –– it indicates a dependency but no task

Multiple paths indicate tasksthat can occur simultaneously

A task leaving a node cannot begin until all the tasks entering it are complete

1. Designroom layout0.5 days

2. Orderfurniture0.5 days

3. Emptyroom0.5 days

4. Installelectricalwiring andnetworkpoints3 days

5. Installfurniture2 days

6. Ordercomputers0.5 days

7. Createmasterimage ofhard disk2 days

8. Load harddisk imageonto othercomputers1 day

9. Testcomputers1 day

10. Placereadycomputers ondesks0.5 days

11. Setnetwork nameon eachcomputer andtest login0.5 days

Precedence diagrams

A line indicates a dependency

Nodes show tasks and an estimate of how long they will take

Multiple paths show tasks that can run simultaneously

A task leaving a node cannot begin until all the tasks entering it are complete

Ease of construction

Ease of reading

Showing sequence

Showing dependencies

Showing critical path

Documenting progress

Relative merits

Gantt and network charts all allow tasks, times and dependencies to be documented in the one place.

They can also be used to document the progress of a project.

Each documentation technique has its strong and weak points.

Gantt Network

straightforward can be difficult

straightforward requires thought

excellent poor

can be untidy excellent

poor excellent

very good less detailed