Objectives

• At the end of this module you should be able to– Use project management techniques and

tools– Effectively manage projects to a successful

completion

Project Management

Project

• What is a project– A unique “problem” with a beginning and an

end• Challenges

– Often ill defined and open ended• Benefits of project management

– Allocate resources (people, time, costs) to ensure the successful completion of the project

Project Management Phases(9-steps)

• Initiation and definition1. Define the project (i.e. the “problem”)

• Planning2. Generate Tasks3. Determine roles and responsibilities4. Determine task interdependencies5. Develop schedule6. Generate project budget7. Develop risk management approach

• Execution and Control8. Track and manage project

• Close-out9. Perform a Post-project review

Define the project (i.e. the problem)

1. Define problem (recall from Term I of APSC 230)a. Establish preliminary requirementsb. Clarify the requirements (i.e. determine the ‘real’ needs)c. Define objectives and constraintsd. Set prioritiese. Establish deliverables (what is the project “end product”)

2. Identify the project teama. Initial estimate of how many people are needed

• Can always bring in more if needed• Or reduce numbers

b. What expertise are needed• Make sure people with the necessary expertise are brought in

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Continued…

3. Identify project team leader (i.e. project manager)– It will be the responsibility of the project leader to make

sure that the project will be brought to a successful completion.

– Must be someone that can take charge, but is also aware of other peoples aptitudes

– There can only be one project leader4. Identify stakeholders & develop communication

– All participants (client, engineers, contractors, manufacturers, inspectors, etc…)

– All those that stand to be impacted or involved in the process

– Begin to think about who will communicate with different stakeholders

5. Prepare the project definition document– Comprehensive problem definition– Project team and stakeholders involved/impacted

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Example

1. Client’s problem statement– The Faculty of Applied Science wants to

arrange a two day workshop for UBC students on the benefits of project based learning

– Complete the problem statement• As you did in Term I

– Clarify statement…– Identify objectives and constraints…– Set priorities…

Example

Example (cont)2. Project team

– Bob, Jennifer, Cathleen3. Project team leader (i.e. project manager)

– Cathleen 4. Stakeholders & develop communication

– Project team– Attendees (UBC students)– Speakers (TBD)– Representative form faculty of applied science– Others (e.g. UBC Classroom services, UBC Catering)

5. Project definition document– Summary of above information– Submit as a memo

Example

Generate tasks• Develop a list that represents all the tasks

which must be completed in order to finish the project

• The process involves 4 steps:– Gather input from the project team (brainstorm

with project team to ensure all possible actions/tasks are identified)

1. Break the project into phases2. Decompose the phase into tasks3. Identify a task owner for each task

• I.e. who is responsible to ensure that this task will be completed

• Essentially a sub-manager

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• Keep in mind that you must include all of the steps that were covered as part of Term I– E.g.

• Acquiring necessary knowledge • Generating conceptual designs• Evaluating and comparing designs• Preliminary designing and prototyping• Engineering analysis and optimization• Etc.

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• Extra time/effort spent here will save time later on

• Unforeseen tasks creates problems– Who will do these additional tasks?– Is there enough budget to do these additional

tasks?– When must these tasks be done?

• Your list of tasks can also be viewed as an evaluation of your ability to complete the project successfully and on time

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Example (continued)List of Tasks

• Workshop Program1. Design workshop content/program2. Identify speakers3. Invite/confirm speakers4. Notify attendees5. Prepare exit evaluations

• Select workshop venue6. Arrange for site

• Arrange workshop services7. Arrange catering8. Finalize attendee numbers and coordinate with catering and site set-up

• Hold event (i.e. workshop)9. Registration10. Manage speakers11. Administer exit evaluation

• Post project12. Review and report

Example

Bob, Jennifer, Cathleen*

JenniferJenniferBobBobJenniferCathleenBobCathleenJenniferBobBob, Jennifer, Cathleen

1. Design program2. Identify speakers3. Invite/confirm speakers4. Notify attendees5. Prepare exit evaluations6. Arrange for site7. Arrange catering8. Finalize attendee numbers9. Registration10. Manage speakers11. Administer evaluations12. Review and report

Task OwnerTask

Example (continued)Task Owners

*: Team Leader/Project manager

Example

Determine roles & responsibilities

• Determining roles and responsibilities of all project participants (Responsibility Matrix)

– Project manager– Task owners (i.e. task managers)– Within each task, who will perform what

• Estimating the time required to complete a task ( take into account the effort required & the time that can be devoted)

• Process1. Clarify the task (scope)2. Estimate the effort (best case/Worst case)

– Easier to do if the scope of the task is well defined3. Convert effort into duration

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Example (continued)Clarify scope of tasks

• E.g. Task: Identify speakers– Confirm discussion topics related to PBL– Identify potential speakers

• Look in relevant publications for people with PBL expertise• Establish those that are local• Consult with department of Education• Consult with different departments/programs at UBC (are any

using PBL?)– Set-up list of potential speakers

• Indicate overlaps and repetition in expertise– Establish list of preferred speakers– Establish list of alternate speakers

Example

Example (continued)Task Duration

5 days2-4 days

10-14 days3-5 days2 days

2-4 days2 days

10-14 days

1 days2 days2 days

3-5 days

1. Design program2. Identify speakers3. Invite/confirm speakers4. Notify attendees5. Prepare exit evaluations6. Arrange for site7. Arrange catering8. Finalize attendee numbers

site and catering9. Registration10. Manage speakers11. Administer evaluations12. Review and report

Task DurationTask

Note: not complete days of work!!!

Example

Define task interdependencies• Determining the logical order in which the task

can/must be performed (Activity network)• Process:

1. Make a Post-it note for each task2. Identify the starting task(s) and place on the left side3. Identify each task immediate successor 4. Connect the tasks with dependency arrows5. Identify critical path6. Identify duration of critical path7. Calculate “float” days available8. Identify where contingency time (i.e. self imposed float)

could be introduced9. Verify resource (i.e. personnel) loading/workload

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Example (continued)Activity Network

• Use simplified PERT* boxes• E.g.

• Initially do with post-it notes• Can easily be done in Excel, Word …• Visio or Microsoft project can also be used

– However, PERT boxes are more complex– Also duplication of Gant Chart information

B

T5 2 35TaskNumber

TaskOwner

TaskDuration

Task Float

Example

*PERT: Program Evaluation Review Technique

Example (continued)Activity Network

B,J,C

T1 5 0

J

T2 4 0

J

T3 14 0

B

T4 5 0

B

T5 2 35

J

T6 4 14

C

T7 2 21

B

T8 14 0

B

T9 2 0

J

T10 2 0

B,J,C

T12 5 0

B

T11 2 0

Critical path for tasks: T1 - T2 - T3 - T4 - T8 - (T9, T10, T11) - T12Duration of critical path: 5+4+14+5+14+2+5 = 49days

AddcontingencyTime here

Example

Example (continued)Activity Network

B,J,C

T1 5 0

J

T2 4 0

J

T3 14 0

B

T4 5 0

B

T5 2 40

J

T6 4 14

C

T7 2 21

B

T8 14 5

B

T9 2 0

J

T10 2 0

B,J,C

T12 5 0

B

T11 2 0

Critical path for tasks: T1 - T2 - T3 - T4 - T8 - (T9, T10, T11) - T12Duration of critical path: 5+4+14+5+14+5+2+5 = 49daysAdd a 5 day contingency after Task 8So total project duration is 54 days

5 DayContingency

Example

Develop schedule• The schedule shows the project plan with calendar

dates (Gantt Chart)• Process (Can use Microsoft Project or Visio, both

software packages are available in the IGEN clubhouse)

1. Plot tasks onto Gantt chart path by path2. Indicate with details where tasks start and end

• Keep in mind total project duration and dates of critical milestones

3. Indicate interdependencies by connecting the end of the predecessor tasks to the start of the successor tasks

4. Indicate milestones5. Keep in mind other commitments

• Other projects, away, etc.

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Example (continued)Gant Chart

Legend Symbol Description

Arrows Bold arrows Dashed arrows

Task start Task end Milestone Dependencies Critical path Float

Example

Example (continued)Gant Chart

Example

Legend Symbol Description

Arrows Bold arrows Dashed arrows

Task start Task end Milestone Dependencies Critical path Float

E.g. What if you want to know the following for taks 51. Earliest start:2. Earliest end:3. Latest start:4. Latest end:

ID Task Name Start Finish DurationJan 2006

15 161311

1 5d11/01/2006

05/01/2006Task 1 - Design Program

2 4d17/01/2006

12/01/2006Task 2 - Identify Speakers

3 14d06/02/2006

18/01/2006Task 3 - Invite/confirm Speakers

4 5d13/02/2006

07/02/2006Task 4 - Notify Attendees

5 2d13/01/2006

12/01/2006Task 5 - Prepare exit evaluations

6 4d17/01/2006

12/01/2006Task 6 - Arrange site

7 2d13/01/2006

12/01/2006Task 7 - Arrange catering

8 14d03/03/2006

14/02/2006Task 8 - Finalize attendee numbers

11 2d14/03/2006

13/03/2006Task 9 - Registration

12 2d14/03/2006

13/03/2006Task 10 - Mamage speakers

13 2d14/03/2006

13/03/2006Task 11 - Administer evaluations

14 5d21/03/2006

15/03/2006Task 12 - Review and report

1776 109 19 2018124 8532 14

9 5d10/03/2006

06/03/20065 day contingency

10 0d13/03/2006

13/03/2006Day of Workshop

Legend Symbol Description

Arrows Bold arrows Dashed arrows

Task start Task end Milestone Dependencies Critical path Float

Table X: Gant Chart for Project XExample

Example

Generate project budget

• The budget allocates costs for labor, equipment, supplies, and other relevant expenses over the duration of the project

• Process:1. Determine expense categories relevant to your

project2. Estimate costs for each task and/or expense

category3. Document project cost and cost assumption

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People

Scope Time

• Keep in mind the resources available– For a given budget, you can vary the project

resources, but typically at a cost!– If needed, go back and modify your project!

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Develop risk management plan• Identifying high-impact & high-probability

risks and creating preventive & contingency plans (to reduce the impact of unplanned events which could threaten the success)

• Process:1. Review the project plan to identify risks 2. Select the risks that need some risk

management• i.e. those with

– high probability AND – high impact

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3. Discuss the possible causes of these risks

4. Develop preventive & contingency plans5. Revise the plans to reflect risk

management tasks

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Example (continued)Risks and contingencies

• Risks– Speaker cancels– Speaker shows up late (or even does not show up)– Equipment malfunction– Storm on day of event

• Contingencies– Reorganize the order that the speakers will present

• If critical that speaker be there on time, consider putting themin a hotel next to venue

– Back-up speaker– Back-up equipment (computers/projectors)– Anticipate the possibility of rescheduling the event

Example

Track & manage the project• Having completed the planning, it is now time to

work the plan• Tracking the work as it is accomplished enables us

to monitor progress and avoid surprises• Process

1. Regularly meet with project team2. The different task owners are to submit progress memos

to the project manager, outlining the progress w.r.t. the task(s)

3. The project manager is to prepare an overall project progress memo (for progress meetings)• Progress prior to last meeting• Progress since last meeting• Progress till next meeting• Deviations form project plan

4. The team leader/project manager has FINAL SAY in allocating the time of the different team members!!!

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• The team leader/project manager must constantly review the progress of all team members (including themselves) using the following process

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Post project review

• Final stage wraps-up the documentation and collects information on “lessons” learned– What worked, what did not

• Produce final report• Celebrate achievements!!!

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***Assignment ***

• Complete all project management steps up to and including Step 7.

• Submit as a memo (1 per team)• Due January 23, 2008