practical project management - rlicorp.com · project management 344 500 389 400 architectural 933...
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Time and Resources
DPLE 157
Project Management
RLI Design Professionals is a Registered Provider with The American Institute of Architects Continuing Education Systems. Credit earned on completion of this program will be reported to CES Records for AIA members. Certificates of Completion for non-AIA members are available on request.
This program is registered with the AIA/CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation.
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© RLI Design Professionals
Course Description
Plan for success!
When working on a project, the most important goal
is to make sure that the project is
successfully completed on time and
within the allotted budget.
Poor planning in early stages is often the reason why
many projects are delayed and cost overruns occur.
This presentation is going to outline
the process of carefully planning your project
for maximum efficiency.
Learning Objectives
Participants will learn how to:
Break down the project into its individual activities
Estimate the resources each activity will need, and how long each activity will last
Sequence the activities using the various activity relationships
Develop a project schedule memorializing the results
The 80/20 Rule
Vilfredo Pareto
Roadmap
Define Activities
Sequence Activities
Develop Schedule
Estimate Activity
Resources
Estimate Activity
Durations
Defining Activities
Learning Objective# 1
Defining Activities
Review Work Breakdown Structure
For each deliverable, create a list of action items that need to be completed
Turn nouns into verbs
Use sufficient detail to be able to estimate the amount of time and resources needed
for completion
Rolling Wave Planning
• Involves progressive elaboration
• Tasks in the near future are planned for at a low level of WBS
• Tasks that are more unclear are planned for at a high level
• Rolling wave planning is not a default planning method
Templates
• Taken from previous
projects that are
substantially similar
• Templates help fast
track the defining
activities process
Expert Judgment
Can come from sources
such as:
key members,
operational or functional
managers,
consultants, or
subject matter experts
Estimate Resources &
Durations
Learning Objective# 2
Maximizing Resources
Items for Negotiation:
• Number of design alternatives to be studied
• Number of submittals
• Number of meetings
• Scope of work
Estimate Activity Durations
Three-Point Estimate:
• Estimate uncertainty and risk through a standard average based on:
• Optimistic (O) – activity duration estimation based on best case scenario
• Pessimistic (P) – activity duration estimation based on worst case scenario
• Most likely (M) – activity duration estimation based on normal case scenario
Formulas:Beta
Distribution Formula: (O +
4M + P) / 6
Triangular Distribution
Formula: (O + M + P) / 3
Estimate Activity Durations
Optimistic(hours)
Pessimistic(hours)
Most Likely(hours)
Estimate(hours)
Project Management
344 500 389 400
Architectural 933 1,087 995 1,000
Civil 344 500 389 400
Structural 933 1,087 995 1,000
Mechanical 445 543 503 500
Electrical 445 543 503 500
Total 3,564 4,260 3,774 3,800
Estimate Activity Resources
• Work broken down into more detail
• Estimate prepared from detailed pieces by project team
• Estimates may be aggregated
• Most accurate & takes most time and money
Bottom-Up Estimating:
Estimate Activity Resources
30% 75% 100% Total (hrs)
Project Management
120 150 130 400
Architectural 350 350 300 1,000
Civil 100 150 150 400
Structural 180 440 380 1,000
Mechanical 110 260 130 500
Electrical 80 190 230 500
Totals 940 1,540 1,320 3,800
* Calculated using in-house rate of $100/hr
Dollars
$380,000
$38,000
$60,000
$22,000
$50,000
$550,000
Contingency
Consultants
Direct Costs
Profit
Total Design Fee
Define Activity Resources
Project Management 10.5%
Architectural 26.3%
Civil 10.5%
Structural 26.3%
Mechanical 13.2%
Electrical 13.2%
Total 100%
Budget as Percentage of Fee
30% 75% 100% Totals
Totals by Phase (Hours)
940 1,540 1,320 3,800
Totals by Phase(Percent
25 40 35 100%
Budget Breakdown per Phase
Estimate Activity Durations
• Using actual cost of previous, similar activity as the basis for estimating the cost of a future activity
• A type of expert judgment
• Used for ROM estimation
• Less accurate, takes less time and money
Top-Down Estimating:
Estimate Activity Resources
Previous Cost Estimated Cost
Project Management $40,000 $42,800
Architectural $100,000 $107,000
Civil $40,000 $42,800
Structural $100,000 $107,000
Mechanical $50,000 $53,500
Electrical $50,000 $53,500
Sequence Activities &
Develop Schedule
Learning Objectives# 3 & 4
Develop Schedule
Objectives:
• Monitor and control project activities
• Determine how to best allocate resources to achieve the project goal
• Assess how time delays will impact the project
• Figure out where excess resources are available to relocate to other projects
• Provide a basis to help track project progress
Milestone List
A list of due dates for critical
or contract-defined
significant activities
Prepared chronologically,
with earlier dates and
milestones listed first
Commonly used by clients in
RFQs
Great for small projects
Starts January 15, 2015
Ends March 30, 2015
Phase 1:
Phase 2: Starts April 15, 2015
Ends September 30, 2015
Phase 3: Starts October 15, 2015
Ends December 30, 2015
Milestone List
Contract Milestone
Contract Milestone
Contract Milestone
Contract Milestone
Contract Milestone
Contract Milestone
Contract Milestone
SchematicDesign
DesignDevelopment
Construction Documents
< Time >
< Time >
SD D
ue
DD
Du
e
CD
Du
e
15%Design
50%Design
90%Design
100%Design
15
% D
ue
50
% D
ue
90
% D
ue
10
0%
Du
e
Milestone List
< Time >
ProgramValidation
Survey GeotechnicalReport
MinorMilestone
MinorMilestone
MinorMilestone Contract
Milestone
Sch
em
atic
De
sign
Du
e
Gantt Chart
Also known as a bar chart
Used in small to medium-sized projects
Easy to set up
Intuitive to read and understand by clients and team members
Gantt Chart
< Time >
ProgramValidation
Survey GeotechnicalReport
MinorMilestone
MinorMilestone
MinorMilestone
ContractMilestone
Sch
em
atic
De
sign
Du
e
SchematicDesign
Gantt Chart
< Time >
ProgramValidation
MinorMilestone
MinorMilestone
MinorMilestone
ContractMilestone
Sch
em
atic
De
sign
Du
e
Survey
Geotechnical Report
Schematic Design
Critical Path
A process flow diagram
superimposed on a timeline
Shows the flow of work for which there is no float
Shows interdependencies
among tasks
Used for more complicated
projects
Activity Relationships
FS: Finish to Start
SS: Start to Start
FF: Finish to Finish
SF: Start to Finish
A
B
A
B
A
B
A
B
Critical Path
TaskNo.
1
2
3
4
5
6
Task Name Predecessors
Start
Program Validation
Survey
Geotechnical Report
Schematic Design
End
1
1FS + 2 WKs
3SS + 3 WKs
2
3, 4, 5
Time in Weeks
1 2 3 4 5 6 7 8 9 10 11 12
Critical Path
Calculating Total Float
• Critical Path = Yellow Path;
Project duration = 10 Weeks
• Float on Critical Path activities: 0
• Float on Survey and Geotechnical
Report: Duration of Critical Path
– Duration of Longest Path
Containing Activities
= 10 weeks – 8 weeks = 2 weeks
Formula: (F(task) = CP-L(task))
(Critical Path duration – length of
longest path with the activity on it)
Fast Tracking & Crashing
Fast Tracking – activities are re-planned to be performed in
parallel
Crashing – adding additional resources to the activities to
finish them early
Manage Time Wisely!
This concludes The American Institute of Architects Continuing Education Systems Program
Laurel Tenuto, Client Risk Management Coordinator
Uche Okoroha, PMP, Senior Risk Management Consultant