WEEK 4 Introduction to Project Management

Agenda Phase 2: Planning ◦ Communication Plan ◦ Scheduling Preparation  Build an AON Diagram  Determine Critical Path ◦ Resource Planning  Build a RACI Chart

PROJECT PLANNING REVIEW

Planning Projects “Planning is laying out the project groundwork to ensure your goals are met“ Initiating Planning ExecutingControllingClosing

Project Planning Processes Scope Planning  Specifies the in-scope requirements for the project and facilitates the creation of the WBS Preparing a Work breakdown structure (WBS)  Specifies the breakdown of the project into tasks and sub tasks Communication Planning  Communication strategy with all project stakeholders

Project Planning Processes Cont. Project Schedule Development  Specifies the entire schedule of the activities detailing the sequence of execution Resource Planning  Specifies who will do the work  Any special equipment or skills required Risk Planning  Charts the risks, contingency plan and mitigation strategies

COMMUNICATION PLANNING

Communication Plan Objectives Objective is to determine: ◦ Who needs to know what? ◦ How will they be told? ◦ When will they be told and how often?

Communication Plan Example

SCHEDULING

Purpose of Scheduling Shows relationships of each activity to others in the whole project Identifies the precedence relations among activities Encourages the setting of realistic time and cost estimates for each activity Helps make better use of people, money, and material resources by identifying critical bottlenecks in the project

Scheduling Techniques Common tools  Gantt charts  Project calendars  Milestones charts  Critical Path Method (CPM)  Program Evaluation and Review Technique (PERT)

Sample Gantt Chart Time J F M A M J J A S Design Prototype Test Revise Production

MS Project Example of Gantt Chart

Activity on Node (AON) Explained

AON (Activity on Node) Example: ABC Paper Manufacturing Activities & predecessors

A Start B Start Activity Activity A (Build Internal Components) Activity B (Modify Roof and Floor) AON – Step 1

C D A Start B Activity A Precedes Activity C Activities A and B Precede Activity D AON

G E F H C A Start DB Arrows Show Precedence Relationships AON (Finished Product)

Perform a Critical Path Analysis Determining the Project Schedule ActivityDescriptionTime (weeks) ABuild internal components2 BModify roof and floor3 CConstruct collection stack2 DPour concrete and install frame4 EBuild high-temperature burner4 FInstall pollution control system 3 GInstall air pollution device5 HInspect and test2 Total Time (weeks)25

Perform a Critical Path Analysis  The critical path is the longest path through the network  The critical path is the shortest time in which the project can be completed  Any delay in critical path activities delays the project Determining the Project Schedule

Exercise: Calculate the Critical Path

RESOURCE PLANNING

Resource Planning Questions to be answered when planning resources: ◦ What needs to be done? ◦ Who or what can do the work? ◦ Is this resource available? ◦ How will this resource affect schedules and costs? ◦ RACI (responsible, accountable, consulted, informed) Chart ◦ Estimating would be completed here but we are not going to get into this in this course

RACI Chart Responsible Accountable or Approve Consulted Informed Activities 1 -5 PM Director Service Mgr Legal Dept A1RA A2ACI A3RAIC A4ARC

RACI Model Steps in a RACI process ◦ Identify all the activities ◦ Identify the roles ◦ Complete the cells accordingly (R,A,C,I) ◦ Resolve overlaps & gaps  Every process should contain only one R  Every process must contain at least one R

WORKSHOP

Group Work Activity Each group is to create the following for the fundraising day project ◦ Communication Plan ◦ AON (for advertising) ◦ RACI (for advertising)  Use the templates provided

Hybrid / Homework Read Chapter 2 Complete all activities required while reading chapter 2 Complete the Matching exercise for Chapter 2 Complete the Multiple Choice for Chapter 2

Quiz Time

BB Start MyAlgonuin Posters Finish Write script Write electronic script Posters on wall

BB Start MyAlgonuin Posters Finish Write script Write electronic script Posters on wall

BB 1h Start 0 MyAlgonuin 1h Build Posters 72h Finish Write script 1h Write electronic script 3h Posters on wall 6h