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Project Management Project Management

Workflow for Land Workflow for Land

DevelopmentDevelopmentPresented by: Presented by:

Brian T. Yorkiewicz, PLSBrian T. Yorkiewicz, PLS

PSLS ConferencePSLS Conference

January 25, 2016January 25, 2016

What is Project Management?What is Project Management?

�� Project management is a methodical approach to Project management is a methodical approach to

planning and guiding a specific task, event or duty from planning and guiding a specific task, event or duty from

start to finish.start to finish.

�� Project management typically involves a oneProject management typically involves a one--time project.time project.

�� Project management typically consists of 5 stages: Project management typically consists of 5 stages:

initiation, planning, executing, controlling, and closing.initiation, planning, executing, controlling, and closing.

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The 5 stages of Project The 5 stages of Project

ManagementManagement

Stage 1: InitiationStage 1: Initiation

The concept for a project will be The concept for a project will be

carefully examined to determine if carefully examined to determine if

pursuing this project benefits the pursuing this project benefits the

company. During this stage, a decision company. During this stage, a decision

making team will identify if the project making team will identify if the project

can realistically be completed and can realistically be completed and

determine the risk/reward for the determine the risk/reward for the

company.company.

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Stage 2: PlanningStage 2: Planning

A project plan and/or project scope A project plan and/or project scope

may be put in writing, outlining the work may be put in writing, outlining the work

to be preformed. During this stage, a to be preformed. During this stage, a

team should prioritize the project, team should prioritize the project,

calculate a budget and schedule and calculate a budget and schedule and

determine what resources are needed. determine what resources are needed.

This stage is completed by submitting a This stage is completed by submitting a

proposal for the project.proposal for the project.

Stage 3: ExecutingStage 3: Executing

The project deliverable is developed The project deliverable is developed

and completed, adhering to the plan as and completed, adhering to the plan as

developed in stage 2. Resource tasks developed in stage 2. Resource tasks

are distributed and teams are informed are distributed and teams are informed

of responsibilities. Tasks such as of responsibilities. Tasks such as

status meeting, project development status meeting, project development

updates and status reports will provide updates and status reports will provide

helpful information for stage 4.helpful information for stage 4.

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Stage 4: ControllingStage 4: Controlling

This Stage mostly deals with measuring This Stage mostly deals with measuring

the project performance and the project performance and

progression with respect to the project progression with respect to the project

management plan. During this Stage, management plan. During this Stage,

project managers may need to adjust project managers may need to adjust

schedules or do what is necessary to schedules or do what is necessary to

keep the project on track.keep the project on track.

Stage 5: ClosingStage 5: Closing

A project is formerly closed in this A project is formerly closed in this

stage. After project tasks are stage. After project tasks are

completed and the client has completed and the client has

approved the outcome, an evaluation approved the outcome, an evaluation

is necessary to highlight project is necessary to highlight project

success and/or learn from project success and/or learn from project

history.history.

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What is Workflow?What is Workflow?

�� Workflow is a series of tasks to produce a desired Workflow is a series of tasks to produce a desired

outcome, usually involving multiple participants.outcome, usually involving multiple participants.

�� Workflow describes the sequential steps that comprise a Workflow describes the sequential steps that comprise a

work process in Project Management.work process in Project Management.

�� Workflow includes the procedures, people and tools Workflow includes the procedures, people and tools

involved in each step of the Project Management process.involved in each step of the Project Management process.

�� Workflow can be sequential (each step contingent upon Workflow can be sequential (each step contingent upon

completion of the previous one) or parallel (multiple steps completion of the previous one) or parallel (multiple steps

occurring simultaneously).occurring simultaneously).

What do I get from WorkflowWhat do I get from Workflow

�� A repeatable process that brings similar results each time.A repeatable process that brings similar results each time.

�� A clear division of responsibility between different people / A clear division of responsibility between different people /

departments.departments.

�� A better basis to estimate task length.A better basis to estimate task length.

�� A simple method to communicate processes to all A simple method to communicate processes to all

employees.employees.

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How does this apply to Land How does this apply to Land

Development? Development?

Initiation

Define project scope and objectives

Define project benefits and risks

Prepare preliminary timeline

and cost

Decide if you want to go

after the project

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Planning

Review goals and objectives

Identify the specific activities

Estimate activity duration

Prepare project proposal

Land Surveying Engineering Administrative

Executing

Land Surveying

Administrative

Deed ResearchTitle Report

Boundary &

Topographic Survey (Field Work)

Engineering

Boundary &

TopographicSurvey (Office)

Concept PlanPreliminary Design

& ApprovalFinal Design

& Approval

Bid Documents

& Specifications

CorrespondentsLetters/Transmittals

Coping, Printing& Scanning

Billing & Collections

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Controlling

Control changes to the project

Monitor project results

Disseminate performance information

Scope Schedule Budget

Closing

Closeout the contract

Document lessons

learned

Document best

practices

Final documents Final billing

What workedWhat didn’t work or

needs improvement

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GanntGannt ChartChart

�� Developed by Henry Gantt in 1910, as a way to visualize Developed by Henry Gantt in 1910, as a way to visualize

a projecta project’’s start and end date along each task that needs s start and end date along each task that needs

to be completed.to be completed.

Gantt Chart Gantt Chart –– ProsPros

�� Allows for efficient organizationAllows for efficient organization –– In order for a Gantt In order for a Gantt chart to be successful, you first need to identify project chart to be successful, you first need to identify project tasks. If you are using this type of chart you are tasks. If you are using this type of chart you are essentially forced to focus on what truly needs to be essentially forced to focus on what truly needs to be done, thus making you somewhat more organized and done, thus making you somewhat more organized and encouraging a potentially higher chance of success.encouraging a potentially higher chance of success.

�� Helps establish timeframesHelps establish timeframes –– Because many project Because many project elements often depend on other tasks, it can be tough to elements often depend on other tasks, it can be tough to deduce how long one task should take and when to start deduce how long one task should take and when to start and finish it by. Gantt charts use bars to indicate how long and finish it by. Gantt charts use bars to indicate how long a task should take and give you a better perspective of a task should take and give you a better perspective of the total project, and timeframe as a whole. the total project, and timeframe as a whole.

�� Highly visualHighly visual –– Gantt charts are visual, and give you an Gantt charts are visual, and give you an excellent way to instantly see and comprehend all of the excellent way to instantly see and comprehend all of the different elements in one place, thus bringing thoughts different elements in one place, thus bringing thoughts and ideas together. Beyond that, the visuals provide and ideas together. Beyond that, the visuals provide users with an easy to see chart of what needs to be done users with an easy to see chart of what needs to be done next.next.

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Gantt Chart Gantt Chart -- ConsCons

�� Potentially overly complexPotentially overly complex –– If youIf you’’ve ever worked on a ve ever worked on a complex project, and looked at the Gantt chart, you know complex project, and looked at the Gantt chart, you know that these charts can be large and hard to read. that these charts can be large and hard to read.

�� Need to be updatedNeed to be updated –– Gantt charts are developed early in Gantt charts are developed early in the planning stages of a project, there is a good chance the planning stages of a project, there is a good chance that the project will change, thus the chart will need to be that the project will change, thus the chart will need to be updated. Also, as tasks are completed or reviewed the updated. Also, as tasks are completed or reviewed the chart will need to be updated to reflect these changes too. chart will need to be updated to reflect these changes too. Any amendments take time, especially if there are Any amendments take time, especially if there are dependent tasks that need to also be revised. dependent tasks that need to also be revised.

�� DonDon’’t show the whole picturet show the whole picture –– Gantt charts show what Gantt charts show what tasks need to be done and the time they should take. tasks need to be done and the time they should take. They donThey don’’t show how much work each task will involve or t show how much work each task will involve or how many people/resources each task will require. This how many people/resources each task will require. This can give some people an incomplete picture or the wrong can give some people an incomplete picture or the wrong idea about an individual task, which can cause issues as idea about an individual task, which can cause issues as the project gets underway.the project gets underway.

P.E.R.T. ChartP.E.R.T. Chart

�� Program Evaluation Review Technique Program Evaluation Review Technique –– Developed by Developed by

the U.S Navy in the 1950s to manage the Polaris the U.S Navy in the 1950s to manage the Polaris

submarine missile program.submarine missile program.

�� Presents a graphic illustration of a project as a network Presents a graphic illustration of a project as a network

diagram consisting of numbered diagram consisting of numbered nodesnodes representing representing

milestones in a project linked by labeled milestones in a project linked by labeled vectorsvectors

representing tasks.representing tasks.

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P.E.R.T. Chart P.E.R.T. Chart -- ProsPros

�� Activity AnalysesActivity Analyses -- A project manager views information A project manager views information about the likely completion of a project on time and on about the likely completion of a project on time and on budget by viewing PERT activities and events budget by viewing PERT activities and events independently and in combination. independently and in combination.

�� Department CoordinationDepartment Coordination -- PERT analysis improves PERT analysis improves planning and decisionplanning and decision--making by integrating and making by integrating and presenting data from multiple departments. Gathering presenting data from multiple departments. Gathering qualitative and quantitative data from multiple sources qualitative and quantitative data from multiple sources also helps coordinate project activities and improves also helps coordinate project activities and improves communication among departments. communication among departments.

�� WhatWhat--if Analysisif Analysis -- PERT requires that project activities be PERT requires that project activities be sequenced in a network under a set of rules specifying sequenced in a network under a set of rules specifying critical and subcritical and sub--critical paths. The critical path is the critical paths. The critical path is the longest sequence of activities and events longest sequence of activities and events ---- milestones milestones ----in the project, and determines the number of days in the project, and determines the number of days required to completion. A whatrequired to completion. A what--if analysis identifies if analysis identifies possibilities and uncertainties related to project activities. possibilities and uncertainties related to project activities.

P.E.R.T. Chart P.E.R.T. Chart -- ConsCons

�� Subjective AnalysisSubjective Analysis -- The PERT method requires the The PERT method requires the identification of the activities of a new project and the identification of the activities of a new project and the arrangement of the activities in time sequence. As a arrangement of the activities in time sequence. As a result, the data collection and analysis process is result, the data collection and analysis process is subjective in nature, which can result in a PERT chart that subjective in nature, which can result in a PERT chart that does not accurately estimate time or cost. does not accurately estimate time or cost.

�� Time FocusTime Focus -- The PERT method is a time network The PERT method is a time network analysis that determines labor, material and capital analysis that determines labor, material and capital equipment requirements for individual project activities. equipment requirements for individual project activities. Cost estimates are developed for each activity in the Cost estimates are developed for each activity in the network. PERT is primarily a timenetwork. PERT is primarily a time--focused method. focused method. However the charts specify the time required to complete However the charts specify the time required to complete each project activity and the activities that must be each project activity and the activities that must be completed to meet the project completion date.completed to meet the project completion date.

�� Resource IntensiveResource Intensive -- A PERT analysis requires a detailed A PERT analysis requires a detailed study of project activities and comments from many study of project activities and comments from many people from different organizations. In addition, PERT is a people from different organizations. In addition, PERT is a complicated method thatcomplicated method that’’s performed over an extended s performed over an extended time. The labortime. The labor--intensive nature of the PERT method intensive nature of the PERT method makes PERT charts expensive to support.makes PERT charts expensive to support.

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Complicated P.E.R.T Chart Complicated P.E.R.T Chart

Sample Gantt ChartSample Gantt Chart

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Project Management Software Project Management Software

�� SmartsheetSmartsheet

�� LiquidPlannerLiquidPlanner

�� ClarizenClarizen

�� At TaskAt Task

�� Project ManagerProject Manager

�� BasecampBasecamp

�� EPM LiveEPM Live

�� RedboothRedbooth

�� HuddleHuddle

Keys to Success Keys to Success

�� Plan your project.Plan your project.

�� Know your costs.Know your costs.

�� Review and adjust.Review and adjust.

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Beware of Scope CreepBeware of Scope Creep