project planning & time building blocks 1 prof.dr. ahmet r. Özdural – class notes_01 - kmu417...

Project Planning & Time Building Blocks

1Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall 2015-2016 Semester

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A project has a single objective that must be accomplished through the completion of tasks that are unique and interrelatedProjects are completed through the deployment of resourcesProjects have scopes, schedules, and costs and are accomplished within specific deadlines, budgets, and according to specification

What is a Project?

Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall 2015-2016 Semester

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● In this highly interactive KMU417 Project Planning and Organization course, you’ll walk through the key steps of successful project management - including how to initiate, plan, control, monitor, execute and closeout projects. ● You’ll learn how to create a project plan to ensure all tasks are finished on time, within budget. ● You will practice creating work breakdown structures to accurately estimate resources, time, cost and risk. ● You’ll also gain strategies for identifying risks and developing plans to minimize, eliminate or handle them. ● Bring your Prof.Dr. Abdurrahman Tanyolaç IV. Young Innovative Entrepreneurs Project with you and be ready to fully participate in this course. You will immediately incorporate the techniques and templates you learn.



Identifying a group project for:

Prof.Dr. Abdurrahman Tanyolaç IV. Young Innovative Entrepreneurs Project Competition

∆∆∆As we move through this KMU 417 Project Planning and Organization course, project themes should be in adherence to the theme of sustainable innovative technologies.

What is your project name?

What is the main goal of your team’s project?


Project themes may comprise,

· Genetics Technology,

· Intelligent Structures,

· Fail-safe Nuclear Power Plants,

· Biotechnology For the 21st Century,

· Revolutionary Materials,

· Gas Hydrates,

· Next Generation Batteries

· Photovoltaics.

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In the beginning, we know we can manage our projects, but before long….


Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall 2015-2016 Semester 7

● Equipping yourself and your project group members with high-tech tools and software is important, but in order to improve performance,

● You need to know the game plan and fully understand:

The Big Picture The business context Their players, assets, and their role in the whole thing How to develop situation strategies and plans Assembling all of the elements in a results driven system!

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· Engineering projects are multifaceted

· They consist of complex interdependent tasks

Learn how to use several basic tools

Work breakdown structures

Resource allocation

Gantt charts


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Phases of Project Management• Define the project’s scope• Develop the project’s plan• Implement the plan & control the process• Close out the project


And never forget:plan a project from the estimate to the operation for maximum return!

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Develop the Project’s Plan

Break Down ProjectTasks (WBS)

Time Estimation & Dependencies

Determine Resource Needs

Develop Gantt Chart

Review & adjust



Work Breakdown Structure (WBS)A hierarchical representation of activitiesIt starts with the major project areas to be accomplishedIt breaks the project areas into actionable pieces of work, segmenting elements into appropriate sublevels

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WBS* – Activity Levels*Work Breakdown Structure

Level 1 – Identify major objective areas or categories Level 2 – Begin to divide the areas into sub-tasksLevel 3 – Continue to break down the sub-tasks into actionable items The lowest level associated with a branch in the hierarchy is referred to as a “work package” # of levels depends on

project complexityProf.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall 2015-2016 Semester

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How much detail do you need?

Does the WBS contain enough detail to evaluate progress?Do you have clear accountability for each

work package?Are there start & end events?Can you easily estimate time & cost? Is there a clearly defined deliverable?


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● A project work breakdown structure (WBS) is a deliverable or product-oriented grouping of project work elements shown in graphical display to organize and subdivide the total work scope of a project.

● The WBS is a particularly important project tool. Considerable thought and planning should be given to its development and implementation so that subsequent changes are minimized.

● Major revisions to a WBS require both substantial effort and resources, due to its application to a wide array of project activities.


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WBS DEVELOPMENT

● A WBS is the cornerstone of effective project planning, execution, controlling, statusing, and reporting. ● All the work contained within the WBS is to be identified, estimated, scheduled, and budgeted. The WBS is the structure and code that integrates and relates all project work (scope, schedule, and cost). Therefore, the WBS contains the project’s scope baseline necessary to achieve the technical objectives of the work described. ● The WBS is used as a management tool throughout the life cycle of a project to identify, assign, and track its total work scope.


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● When initial project funding is received, the Project Director (PD) develops a WBS that identifies necessary funds according to the schedule and needs of the tasks in the WBS elements.

● The WBS is generally a multi-level framework that organizes and graphically displays elements representing work to be accomplished in logical relationships.


Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall 2015-2016 Semester17

The Project Director (PD) is to structure the project work into WBS elements (work packages) that are:

Definable - can be described and easily understood by project participants.Manageable - a meaningful unit of work where specific responsibility and authority can be assigned to a responsible individual.Estimateable - duration can be estimated in time required to complete, and cost can be estimated in resources required to complete.Independent - minimum interface with or dependence on other ongoing elements (i.e., assignable to a single control account, and clearly distinguishable from other work packages).Integratable - integrates with other project work elements and with higher level cost estimates and schedules to include the entire project.Measurable - can be used to measure progress; has start and completion dates and measurable interim milestones.Adaptable - sufficiently flexible so the addition/elimination of work scope can be readily accommodated in the WBS framework.

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Project Planning Activity

Create a work breakdown structure for your project


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Time Duration

Managing a project requires awareness of two time frames

1. The amount of effort a task will take (in time), e.g., 3 hours to write a report

2. The calendar span over which the activity will occur, e.g., the report will be done within a week


Time Estimation

If feasible, have person responsible make the estimate

Should take into account the resources needed for the activity

Do not overestimate to account for everything that can go wrong

Keep in mind the concept of self-fulfilling prophecy (A self-fulfilling prophecy is a prediction that directly or indirectly causes

itself to become true, by the very terms of the prophecy itself, due to positive feedback between belief and behavior


Uncertainty in Time Estimates

Some activities will take longer and others will go faster than expectedSources of uncertainty:

Varying knowledge and skills Individual difference in approaching workMistakes or misunderstandingsUnexpected events (!!)



For each work package, estimate the time duration in days

Determine then determine the time duration of each higher level activity


Identifying Resources

To accomplish each activity identified in the work breakdown structure (WBS) requires the use of resources: Personnel (who, how many, their skills) Space (meeting location, lab facilities) Equipment (rent, own, purchase, how

long needed) Money (budget limitations)


Assigning Resources

Assign resources to the appropriate tasks (personnel, space, equipment, money)

Be realistic– no one can be in two places at one time


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What are the resources needed for each task in the work breakdown structure (WBS)?


Dependencies

Dependencies are the relationships between activities

“Finish to Start” example

Predecessor Task: A

Successor Task: B

Arrow head indicates dependency relationship: Task B cannot begin until Task A is complete

A B

Examples of other dependency types:-start to finish-start to start-finish to finish



Number all tasks in work breakdown structure (WBS)

Identify the dependencies between each task

Notice at what level you are identifying the dependency. How does the dependency affect higher or lower level activities?


The Gantt Chart: A Visual Scheduling Tool

Graphically represents work breakdown structure (WBS) information

Shows dependencies between tasks, time duration, personnel, and other resource allocations

Tracks progress towards project completion


Building a Gantt Chart - AxesList all tasks and milestones from the work breakdown structure (WBS) along the vertical axis

List time frame along the horizontal axis

Tasks:

Design support columns

Select final material

Design…

Time Frame: day 1 day 2 day 3Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall 2015-2016 Semester 31

Building a Gantt Chart—Dependencies

For example: Design for a chemical reactor cannot begin until materials are chosen



Based on the WBS (tasks, durations, and dependencies), create a Gantt Chart


Next Step: Implement the Plan

After the plan is complete, everyone should know who is responsible for each activity and when each task must be complete to ensure project success


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Responsibility Matrix

Creates accountability by assigning each task to a person

Task Yağmur Oğuz Zeynep

Activity 1 x

Activity 2 x

Activity 3 x


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Project Planning Summary

Create WBS to identify activitiesEstimate time durationsIdentify resource needsNote dependencies between tasksSchedule activities using a Gantt chartReview plan until you reach agreement

Put plan into action!


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Managing Your Project: Planning & Time

References

1. Van Aken, S. (2001) University Leadership Development, Virginia Tech, Blacksburg, VA

2. Gido, J., & Clements, J.P. (1999). Successful project management. South-Western College Publishing.

3. 3. Weiss, J.W., and Wysocki, R.K. (1992) 5-Phase Project Management: A Practical Planning and Implementation Guide. Reading, MA: Addison Wesley.


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Managing Your Projects: Time

What does it take to create something bigger than yourself?


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Learning Objectives

Understand the need for tracking personal time management

Conceptualize the difference between managing commitments and managing time


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What characterizes a project?

Comprised of orchestrated activities performed by people to bring something into existence that would not occur naturally

Possesses creation and causation

Calls people to action


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How We Think Projects Evolve…

Time

Action Goal

Start


Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall 2015-2016

Semester

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Methods to Track Time

Time management books or schedulersPersonal Digital Assistants (PDAs)A piece of paper to write things downMemory

What problems do you have in the area of time management?

What do you want to get out of this conversation on time management?

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History of TimeHow was time measured?Began with light and darkEvolved to Solar and Lunar calendarsHumans developed mechanical clocks


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Nature of Time

Q: Is time like a sail boat or a motor boat?

A: It’s more like a sail boat in a shifting wind

Class-room example

Vacation Example


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What Do You Manage?

You do not manage time

You manage your commitments


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Managing Commitments

1. Determine time

2. Specify place

3. Identify the appropriate resources


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Structures for Time Management

Where is the last place you should put your commitments? In your memory

Why? How many things can you keep in your memory? What do you remember when you are upset? How long does it take to get upset in your normal

day?Need some structure outside of your memory in which commitments can exist


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Commitment Management Exercise

List ALL of the commitments you have for the next week. (Look in all areas of your life)What to track?

to-dos/meetings/callsProjects/themes

Now put everything into a schedule with time/place/resources


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Open Item List

Date What Who Resources Date Due


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Weekly Schedule

Sun Mon Tue Wed Th Fr Sat07:00

09:00

11:00

13:00

15:00

17:00

19:00


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Planning

Time Windows short-term medium-term long-term

Each Window has a different level of clarity and detailMissing any one of these alters how you actWorking within these windows will influence engineering project teams


project planning & time building blocks 1 prof.dr. ahmet r. Özdural – class notes_01 - kmu417...

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