1. HKU Faculty of Education1 Project planning Seminar 4 BSIM0011 Project Management

2. HKU Faculty of Education2 Content Project master plan Project planning process Project planning levels Work breakdown structure Planning charts –Action plan form –Linear responsibility chart –Design structure matrix

3. HKU Faculty of Education3 Introduction : Importance of planning Research indicates that there is a high correlation between careful planning & project success Plans act as a roadmap of the project for the PM

4. HKU Faculty of Education4 Project master plan 9 elements of a project master plan : 1.Overview  Brief description of the project & its deliverables  List of major milestones  Expected profitability & other benefits 2.Objectives  More detailed description of the project’s deliverables  Purpose or mission statement of the projects

5. HKU Faculty of Education5 Project master plan 3.General approach  Description of technical & managerial approaches – ie overall nature/type of the project  Details of unconventional organisational practices employed 4.Contractual aspects  Description of all agreements with client & outside parties  Details of reporting requirements, technical specifications, delivery dates, incentives, penalties, procedures for making changes etc

6. HKU Faculty of Education6 Project master plan 5.Schedules  Outline of all schedules  Action plan for each task  Date of completion for each task 6.Resource requirements  Estimates of project expenses  Breakup of direct costs & overheads for each task  Cost monitoring & control procedures described

7. HKU Faculty of Education7 Project master plan 7.Personnel  Special skill requirements  Necessary training  Legal requirements, eg visas, security clearance etc 8.Evaluation methods  Description of evaluation procedures  Procedures for collecting, monitoring & storing data on project performance

8. HKU Faculty of Education8 Project master plan 9.Potential problems  List predictable disasters  Develop contingency plans to apply if disasters occur For large projects, all of these elements should be included. For smaller projects, some may not be necessary & others may not require great detail

9. HKU Faculty of Education9 Project planning process Launch meeting PM Project ‘champion’ (senior management) Functional managers Other specialists Purposes: Communicate project scope & develop an understanding of what functional inputs are required

10. HKU Faculty of Education10 Project planning levels General DescriptionResponsibility Level 1Major activitiesPM Level 2 Set of activities required to complete each Level 1 activity Functional manager/team Level 3 Set of activities required to complete each Level 2 activity Specialist/ team Specific These are collected together & collated with supporting data to form the project action plan

11. HKU Faculty of Education11 Action Plan Deliverables Start date:Due date:Duration: Key constraints & assumptions: Tasks Immediate predecessor tasks Estimated time duration Estimated resources Assigned to Action plan form

12. HKU Faculty of Education12 Work breakdown structure (WBS) A work breakdown structure (WBS) is a hierarchical chart based on brainstorming activities that need to be completed for a project WBS is a tool to develop estimates, assign staff, track progress & indicate the scope of the project work. It breaks the work up into small, manageable & measurable tasks

13. HKU Faculty of Education13 Education Society dinner 4.0.0 Event hosts 4.1.0 Honorees 4.2.0 MC 5.0.0 Invitations 5.1.0 Mailing lists 5.2.0 design 6.0.0 Food & drink 6.1.0 Menu 6.1.1 Options 6.1.2 Trial 6.2.0 Wine Work breakdown structure (WBS) A set of all tasks in a project arranged by task levels

14. HKU Faculty of Education14 Work breakdown structure (WBS) Steps Identify what will have to be done to complete the project Identify each of the major deliverables For each deliverable, list the activities that must take place in order to complete the deliverable Brainstorm the components of each activity to a level sufficiently detailed to estimate the duration to complete each activity

15. HKU Faculty of Education15 Work breakdown structure (WBS) Break the work down into activities & sub- activities until a level is reached that makes sense to the Project Manager Stop when you reach the point at which the work will take an amount of time equal to the smallest unit of time you want to schedule WBS usually consist of 3 to 6 levels of subdivided activities Anderson, 2006

16. HKU Faculty of Education16 Linear responsibility chart WBS Responsibility Project OfficeField Operator SubprojectTask Project Manager Contract Administrator Project Engineer Industrial Engineer Field Manager Determine need A1  A2  Solicit quotations B1  Write appropriate request C1  C2  Legend:  – responsible - notification – support - approval

17. HKU Faculty of Education17 Design structure m a trix abcdef a b XX c XX d XXX e X f XXX X - information flow Rows – information needed to complete task Column – tasks that depend on it for information

18. HKU Faculty of Education18 Design structure matrix abcdef a b X c X d XXX e X f XXX X - information flow The X’s above the diagonal indicate situations where information obtained from a subsequent task may require reworking of a completed task

19. HKU Faculty of Education19 Discussion 1.Why is the hierarchical planning process useful for project planning? 2.Why is participatory management beneficial to project planning? 3.Construct an action plan for the Education Society inauguration dinner 4.What is the purpose of using the variety of charts & tables in project management?

20. HKU Faculty of Education20 References Anderson, T. (Ed.) 2006. Step by step guide to project management. UTS, Sydney. Mantel, S., et al., 2005, Core concepts of project management, 2nd ed. John Wiley, Hoboken, N.J.