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BUS 4017 HR. Welcome to:

Project ManagementWeek 4 .

Professor Fred Pentney

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Review of previous week (3)

• Terms-review to date; keep adding to your lists. • Did you start locate some templates or samples

of forms e.g. R.F.P.’s., S.O.W., Proposals, Charter, Responsibility Matrix’s ready for Wk. 5 ?

• Case P. 39 Could you evaluate the Proposals provided by Jennifer’s managers based on the Decision Matrix method shown last week.

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Week four agenda:• Stakeholder meeting – issues. Data base• Finish Gido P. 39 Decision Matrix.• Planning phase. Hi level and detailed planning • Risk management intro. • The WBS • Group activity: create a WBS to work package.• Responsibility Matrix for the Work packages

Estimating the Work Packages • MS Project software demonstration

Finalize Groups for the Final Group Project

• Home assignments review

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Planning stage – WBS

• Planning is essential for success of project• Without planning risk of failure increases• Planning requires an objective which is

developed during Definition stage• Plan is - what is to be done and how it is going

to be done (road map)• We can measure variances from plan and get

back to benchmarks/baselines

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Risk management

Must develop risk management strategy and implementation “early” in project.

Method-assess the following:

• Risk items or areas

• Probability of occurrence

• Impact (severity or damage)

• How to manage the risk

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Hi level WBS (at Definition stage)• Hi level Plans at Definition stage vs.

detailed planning using WBS .• Finalize the objective from Definition stage • Create the hierarchal WBS chart based on levels• Start with objective: the “deliverable”- product or service• First level-Summary tasks- (headings indicating

completion of the work packages)• Further levels down to work packages-the jobs

that are actually done by the workers using the planned resources.

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WBS processChoose one of two methods

1. Make a list of all the items that need to be done and then ‘chunk’ them into categories.

2. Start with the Objective and then decompose it (break it down) into major task categories and then sub tasks down to the level that team members understand what they are doing.

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WBS – the process, method 1 A dinner party

• Make a list of tasks to achieve objective – see• Random order is O.K. • Then find relationships between tasks• Specify (the objective). This is your top “box”• 1st level: specify the hi level tasks (Summary

tasks)• 2nd level: group related work items under

appropriate Summary headings

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WBS – the process, method 2

• Specify objective

• Create headings, i.e. Summary tasks

• Breakdown Summary tasks into sub headings or tasks.

• The sub tasks are assigned to team members as Work Packages on a Responsibility Matrix

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WBS finalized

• Work packages are estimated for

time/cost/resources needed

• Work packages are then scheduled

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Task (activity) list1. Random order if necessary

2. Next find relationships

Hi level

Dinner

Summary

Buy Cook Serve Plan

Work

packages

Meat

Veg

Meat

Veg

Wine

DinnerMake lists

Eat

Drink

Socialize

Tasks list:

Dinner party

Buy veg

Pour wine

Eat/drink

Make my list

Cook

Buy meat

Plan

Serve

Cook meat

Serve food

Cook veggies

Buy meat

Socialize

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From Definition to work packages.

B uy m ea t B uy vege tab les

S hopp ingType t it le he re

C ook vegg ies C ook m ea t

C ook ingType t it le he re

E a t

S erve m ea l

D r ink

P our w ine

S ervingType t it le he re

M ake lis ts

P lan

D inner P a rtyType t it le he re

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Estimating the work packages

Activity Time Cost / hr. Labour

Costs $Materials $

TotaL

$

Shop

Veg

1.0 $10 $10 $13 $23

Shop

Meat

1.5 $10 $15 $27 $42

Cook

time

3.0 $15 $45 - $45

Serve 2.0 $15 $30 - $30

Plan 0.5 $10 $5 - $5

Total

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Estimating Work PackagesActivity Time Cost / hr. Labour

Costs $Materials $

TotaL

$

Shop

Veg

1.0 $10 $10 $13 $23

Shop

Meat

1.5 $10 $15 $27 $42

Cook

time

3.0 $15 $45 - $45

Serve 2.0 $15 $30 - $30

Plan 0.5 $10 $5 - $5

Total

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Scheduling the work

• Look at our WBS.

• Choose a task that has to be done

• What come before that

• What come after

• What can be done at the same time

(don’t’ worry about # of people

at this point but logic of sequence).

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Schedule• We can use a Network diagram

• We can use a GANTT chart

• We can use a bar chart (MS XL)

• We can list Predecessors to various tasks

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Network diagram - • Note: don’t show Summary items

Plan

Cook

Cook• Serve wine

Serve food

Eat/drink FinishStart

Note: Boxescan have Task #Duration time,ES.,LS., EF.. LF.& Float/Slack

Buy Socialize

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Calculating Critical path

0.5

1.5 1.0

FinishStart

2.0

3.0

2.50.5

• This is a key learning next week

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GANTT or Bar chart

On this chart show Summary items and tasks. Activity 5pm 6 pm 7 pm 8 pm 9 pm 10pm

Dinner p

Plan

Buy Groc

Buy meat

Buy veg

Cook

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Apply WBS learning

• Review the I.T. project in Gido and Clements P. 122-126 and note same processes used whether the project is basic as in our dinner party or a complex IT project.

• Create a WBS from the Market Survey Tasks on P. 110

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Apply learning, part 2

• Use the handout provided on building a house to practice developing a WBS

• Choose a project. State the objective in Project Management terms and then create a WBS. E.g. A current news item in involving a Human Resources department

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MS Project Software

• The more complex the greater the need for software. P. 125

Note benefits of using software:• Identifies constraints/conflicts/• Displays data in a variety of ways

MS Project Demonstration in class:• Use handout provided to start your learning• MS Project on Library and 3 rd Floor Labs.

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MS Project Software learning

• The Gido text shows the Market Study Case(p. 117-119) applied to MS project s/ware in Ch. 5 (p. 135-140) and subsequent chapters finishing with Ch. 9 (p. 280-287).

• We will demonstrate each Ch. in class and have asked for Labs. so we can also practice together.

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Q & A 1. Where does the info. for the WBS come from?2. What other documents or procedures does the WBS

impact or effect?3. What is a major purpose of the WBS?4. Another common word for Task?5. Are Summary tasks actually completed as jobs?6. Do we start at the top or bottom to create a WBS?7. What is the relationship of the WBS to Responsibility

Matrix?8. To what degree of detail do we break down the task?

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Today - review • Key learning's.

• Liked

• Do different?

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WK. 4 Home Assignment

• Bring templates of forms we have discussed to Class next week-to be used in Group activity.