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Advanced Project Management Tools and Techniques of Project Planning

Advanced Project Management Tools and Techniques of Project Planning. Ms. Ghazala Amin Slides Courtesy: Dr. A Z. Khan. Project Planning.

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Advanced Project Management Tools and Techniques of Project Planning

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  1. Advanced Project Management Tools and Techniques of Project Planning Ms. Ghazala Amin Slides Courtesy: Dr. A Z. Khan

  2. Project Planning Project Planning lays the foundation for organizing, implementing, closing as well as monitoring, evaluating and controlling a project with a view to realizing the project goal and objectives within the constraints of time, budget, given requirements and stakeholder expectations.

  3. Project Planning Project Planning reduces uncertainty and increases understanding of the project as well as boosting efficiency in the way it is being carried out. Many project failures are attributed to mistakes and shortcomings which occurred in the project’s planning phase.

  4. Project Planning: A Sentence to Remember

  5. Project Planning On simple projects, planning may be undertaken by a few individuals within a short period of time at little cost. On complex projects, project planning may require weeks and months of costly work input by the project team and involved stakeholders.

  6. Project Planning The quality of the project plan is determined primarily by the quality of the information used, the knowledge and experience of the stakeholders who are assigned the responsibility of developing the plan and the resources and time frame made available for it.

  7. Project Planning Project plans are not static entities. They must be periodically updated as and when new information which warrants a modification or revision of the project scope, requirements and specifications, cost, schedule, risks, stakeholder informational needs and so forth comes to light. Ideally, anything that may have an impact on the project should be considered in developing the project plan.

  8. Project Planning The Project Management Plan is the key deliverable output of the project planning phase. The Plan will include, inter alia, specific information on the individual project activities and tasks that need to be performed, why they need to be done, when they will be done and who will do them, what resources are needed and what criteria must be met in order for the project to be considered successful.

  9. Project Planning Project Integration Plan Project Scope Plan Project Communication Plan Project Cost Plan Project Time Plan Project Quality Plan Project Risk Plan Project Human Resource Plan PMI Standard Project Procurement Plan

  10. Selected Tools in Project Planning

  11. Work Breakdown Structure Visualization The WBS divides the whole project into work elements that represent singular work units, assigned either to the organization or to an out- side agency, such as, a contractor or project partner The underlying philosophy of the WBS is to divide the project into assignable “work packages” for which accountability can be expected Projects are planned, organized and controlled around the lowest level of the WBS, i.e., the work packages Project Goal Work Element Work Element Work Element Level 1 Work Element Work Element Work Element Level 2 Work Element Level N Work Packages 11

  12. Work Breakdown Structure: Example 1 12

  13. Work Breakdown Structure: Example 2 13

  14. Work Breakdown Structure: Example 3 14

  15. Work Breakdown Structure: Example 4 15

  16. Work Breakdown Structure: Example 5 16

  17. Work Breakdown Structure: Example 6 17

  18. Example of a Project Organization Chart

  19. Responsibility Assignment Matrix (RACI) RACI (R = Responsible; A = Accountable; C = Consult; I = Inform) 19

  20. Project Linear Responsibility Chart 1=Actual Responsibility; 2=General Supervision; 3=Must be Consulted; 4=May be Consulted; 5=Must be Notified; 6=Approval Authority 20

  21. Gantt Charts: Example 1

  22. Gantt Charts: Example 2

  23. Gantt Charts: Example 3

  24. Project Network Diagrams: The Node EARLY START: When can the activity start at the earliest? EARLY FINISH: When can the activity finish at the earliest? EF ES S L A C K LATE FINISH: When can the activity finish at the latest? LATE START: When can the activity start at the latest? LF LS SLACK: The time for which the project activity can be delayed (also called float) ACTIVITY IDENTIFIER ACTIVITY DESCRIPTION ACTIVITY DURATION The CRITICAL PATH of a project is the sequence of activities that determine the project completion date – any delay in an activity or activities comprising the critical path will delay the project by a corresponding amount of time

  25. Project Network Diagram Example(Network Components and Details) Koll Business Information Center ActivityDescriptionPreceding Activity Activity Duration A Approval of Application None 5 B Construction Plans A 15 C Traffic Study A 10 D Service Availability Check A 5 E Staff Report B, C 15 F Commission Approval B, C, D 10 G Wait for Construction F 170 H Occupancy E, G 35

  26. Project Network Diagram Example(Graphical Depiction of the Network Components) Burst Activities B Construction Plans E Staff Report H Occupancy Merge Activities A Approval of Application C Traffic Study F Commission Approval G Wait for Construction The Basic Network Structure D Service Avail- ability Check

  27. Project Network Diagram Example(Determining the Forward Pass) B 5 E 20 20 35 20 Construction Plans Staff Report 35 15 15 15 5 20 F 20 H 235 30 A 200 5 C 5 0 15 5 Traffic Study Commission Approval Application Approval 15 Occupancy 30 10 35 10 5 5 10 D G 200 5 30 10 200 Wait for Construction Service Check 170 5 Forward Pass ES + Duration = EF

  28. Project Network Diagram Example(Determining the Bckward Pass) 185 200 20 5 185 200 185 5 20 10 20 30 30 200 20 235 20 10 5 0 20 15 200 Backward Pass LS + Duration = LF 200 30 15 20 B 5 E 20 20 35 Construction Plans Staff Report 15 15 F 20 H 235 30 A 200 5 C 5 0 15 Traffic Study Commission Approval Application Approval Occupancy 10 35 10 5 D G 200 5 30 10 Wait for Construction Service Check 170 5

  29. Project Network Diagram Example (Determining Slack and the Critical Path) 0 165 5 0 0 0 0 10 Slack = LS – ES Slack = LF - EF B 5 E 20 20 35 Construction Plans Staff Report 15 20 5 15 200 185 F 20 H 235 30 A 200 5 C 5 0 15 Traffic Study Commission Approval Application Approval Occupancy 30 200 35 20 235 20 10 10 10 5 5 0 D G 200 5 30 10 Wait for Construction Service Check 170 200 30 15 5 20

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