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Session Planning and Scheduling

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Session

Planning and Scheduling

Session Outline

Planning Process Forecasting Scheduling Charting Project Planning

Weekly Activity: Management ebooks It is important to have texts you can refer to

throughout the semester. Go to: Management ebook – Principles of Management http://www.saylor.org/site/textbooks/Principles%20of%20Management.

pdf Free Management ebooks http://www.free-management-ebooks.com/ Download those resources relevant to

management topics to be covered in class.

This Session

Establishes coordinated effortEstablishes coordinated effort

Anticipates changeAnticipates change

Reduces wasteful activityReduces wasteful activity

Facilitates controlFacilitates control

Improves performanceImproves performance

The purpose of planning

Activity: Planning

List those tasks you already undertake when planning. Start by thinking of those simple tasks, such as making a shopping list, post-it reminder notes, using a diary to plan your week, holiday or major purchase.

What similar ideas and skills do you see being used within your workplace?

Time: 10 - 15 minutes

Misconceptions about planning

Planning thatproves inaccurateis a waste of time

Planning can eliminate change

Planning reducesflexibility

OperationalGoals

OperationalPlans

TacticalGoals

TacticalPlans

StrategicGoals

StrategicPlans

GOALS v/s PLANS RELATIONSHIP

Top Management:Organisation-wide

perspective

Middle Management:Departmentperspective

First LevelManagement:

Unit/Individualperspective

Topic Example Video

The following video explains about the importance of SMART Goal setting in business.

Take note of the key points. http://www.youtube.com/watch?v=TcexQpA0Z

Mw

Six Steps to Planning

1. Establish a realistic goal and targets2. List all the things that need to

happen3. Sequence them4. Communicate your plan5. Implement your plan6. Check your progress

Types of Plans

Short term plans Long term plans Business plans Operational plans Specific plans Project plans Standing plans Protective plans

Topic Example Video

The following video explains about the different types of plans.

Take note of the key points. http://www.youtube.com/watch?v=wbdoSZcBk

zY

OperationalOperationalStrategicStrategic

Category: BreadthCategory: Breadth

Long-termLong-termShort-termShort-term

Category: Time frameCategory: Time frame

DirectionalDirectionalSpecificSpecific

Category: SpecificityCategory: Specificity

Types of plans

Plans According To Use

Single-Use PlansAim at achieving aspecific, non-recurringgoal

PROGRAM

PROJECT

Standing PlansProviding ongoingguidance for recurringactivities

POLICIESPROCEDURES

RULES

Plans According To Use

Topmanagers

Middle-levelmanagers

First-levelmanagers

Operational planning

Strategic planning

Environmental uncertaintyEnvironmental uncertainty

Organisation levelOrganisation level

Life cycleLife cycle

Future commitmentsFuture commitments

Contingency factors in planning

Activity: Planning Process

In the planning process, you need to set yourself objectives or goals. Objectives form part of an organization’s focus and ideals.

List down with examples, some of these objectives that applies to your workplace.

How does your workplace formulate it’s plans. Taking these objectives, what information does your

workplace gather in order to achieve these objectives?

Time: 10 - 15 minutes

Forecasts are predictions of likely or intended outcomesForecasts are predictions of likely or intended outcomes

RevenueRevenue

TechnologyTechnology

QuantitativeQuantitative

QualitativeQualitative

Forecasting

Use simple techniques

Compare with ‘no change’

Use multiple methods

Don’t assumetrends

Shorten lengthof forecasts

Forecasting Effectiveness

ForecastingForecasting

Quantitative

Qualitative

Quantitative

Qualitative

Revenue

Technology

Revenue

Technology

TypesTypes TechniquesTechniques

Quantitative Forecasting

Relies on numerical data and mathematical models to predict future events.·       time series (historical cycles) ·       explanatory (causal) models

(past conditions) ·       regression models (variable equations) ·       econometric models

(economy interrelationships) ·       leading indicators (phenomenon correlation)

Topic Example Video

The following video explains what is a time series forecast.

Take note of the key points. http://www.youtube.com/watch?v=EaqZP36ool

8

Qualitative Forecasting

Aims at predicting technological trends and other important environmental factors.

Delphi method expert’s judgments

La Prospective possible alternative futures

Scenarios outlining possible future conditions

Judgmental experienced opinions

Forecasting Method Criteria

Time horizons Time required Development costs Accuracy in identifying trends Accuracy in predicting turning

points Ease of understanding

Zero-base

Incremental

Fixed

Variable

Capital expenditure

Cash

Profit

Expense

Revenue

Budgets

Topic Example Video

The following video explains about sales budgets in organisations and what is involved in calculating one.

Take note of the key points. http://www.youtube.com/watch?

v=Z6ab39muxqE

Operational Planning

Tools

Operational Planning

Tools

Break-even analysisBreak-even analysis

Linear programmingLinear programming

Queuing TheoryQueuing Theory

Probability theoryProbability theory

Marginal analysisMarginal analysis

SimulationSimulation

SchedulingScheduling

Activity: Selling Bagels in Japan

Video Questions: How could global scanning been used by Jerry

Shapiro? What could scanning have shown him? What other specific planning tools might

Shapiro find necessary as he continues to do business globally?

What implications do you see for managers and how they plan from the advice Shapiro gives for going into international markets?

PERT chart stepsPERT chart steps

1. Identify1. Identify 2. Order2. Order 3. Diagram3. Diagram 4. Time4. Time 5. Schedule5. Schedule

Gantt chartsGantt charts

Common techniques include:Common techniques include:

Load chartsLoad charts

PERT chart componentsPERT chart components

EventsEvents ActivitiesActivities Critical pathCritical path

Charting

Topic Example Video

The following video explains what is a Gantt chart and it’s usefulness in business.

Take note of the key points. http://www.youtube.com/watch?

v=rm_iWKoOd0U

Gantt Charts

To prepare a Gantt chart: List all significant activities Place in a logical sequential order Add estimates of time Plot activities horizontally by

time Adjust activity timing to eliminate

or reduce “slack” time periods.

Activity Month

Edit Manuscript

Design Sample Pages

Draw Artwork

Print Galley Proofs

Print Page Proofs

Design Cover

1 42

Reporting DateActual ProgressGoals

A Sample Gantt Chart

33

Activity Activity: Gantt Chart Software Thinking about your project’s action plans (including timelines), it

is important to convert these into a schedule so that you can implement the operational components of your project.

To assist you in developing your Gantt Chart, you can download or request a 60 day trial copy of Gantt Chart software.

Suitable software for developing your Gantt chart is Microsoft Project. Go to:

www.microsoft.com/office/project/prodinfo/trial.mspx for details. Alternatively try:

http://office.microsoft.com/en-us/templates/results.aspx?qu=gantt+chart&ex=1&origin=TC030000350#ai:TC030009340

A Sample Load ChartEditors Month

Anne

Lisa

Kim

Maurice

Dave

Penny

11

Work scheduled

22 33 44 6655

SlackTimeSlackTime

ActivitiesActivities

CriticalPath

CriticalPath

EventsEvents

PERTNetworks

PERTNetworks

Critical Path Planning

Critical path planning is undertaken after Gantt charts or PERT exercise.

Critical activities need to be selected from list of all activities.

“Critical” relates to those activities that directly affects the project coming in: on time within budget to performance specifications.

Project dependency relationship refers to those activities which are dependent on the critical activity to finish before it can be commenced.

$90,000

80,000

70,000

60,000

50,000

40,000

30,000

20,000

10,000

100 200 300 400 500 600

Rev

enu

e/C

ost

($)

Output (in thousands)

Breakeven Point

Total Revenue

Total Costs

LossArea

ProfitArea

VariableCosts

FixedCosts

Breakeven Analysis

Topic Example Video

The following video explains how to undertake a break even analysis.

Take note of the key points. http://www.youtube.com/watch?v=Du07z79T-

Js

Project planning process

Define objectives Identify activities and resources Establish sequences Estimate time for activities Schedule project completion Compare to objectives Determine resource requirements

Control Steps

1. Planning techniques - charting and critical path planning

2. Budget and review - cost estimates and budgets

3. Review schedule, costs and quality - checking variances

4. Progress inspections - minimise deviations

Criticisms of planning

May create rigidity Can’t be developed for a dynamic environment Can’t replace intuition and creativity Focuses on today’s competition and

not on tomorrow’s survival Reinforces success, which may lead to failure

Task 1: Undertake Chapter Review: Saylor.org – Principles

of Management Ch. 6, pp. 233-276 http://www.saylor.org/site/textbooks/Principles%20of%20Management.pdf

Task 2: Undertake Chapter Multi-choice Question Quizz:

Robbins – Management Ch. 7 (Planning) http://wps.prenhall.com/au_be_robbins_mgt_3/8/2064/528541.cw/

index.html

Task 3: Undertake Case Study – TNT http://businesscasestudies.co.uk/tnt/delivering-a-business-strategy/introduction.html#axzz2twKvWaj1

How does TNT deliver it’s business strategy?

Next Session