ITFT - Project Management

darla/smbs/vit 2
What exactly is a project?
PM 1 – I’m in charge of the construction of a retail development in the centre of a
large town. There are 26 retail units and a super market in the complex. My main
responsibilities are to co-ordinate the work of the various contractors to ensure
that the project is completed to specification, within budget and on time.
PM 2 – I am directing a team of research scientists. We are running trials on a new
analgesic drug on behalf of a pharmaceutical company. It is my responsibility to
design the experiments and make sure that proper scientific and legal procedures
are followed, so that our results can be subjected to independent statistical
analysis.
PM 3- The international aid agency which employs me is sending me to New Delhi
to organize the introduction of multimedia resources at a teachers’ training college.
My role is quite complex. I have to make sure that appropriate resources are
purchased- and in some cases developed within the college. I also have to
encourage the acceptance of these resources by lecturers and students within the
college.

darla/smbs/vit 3
PM 2 – I am directing a team of research scientists. We are running trials on a
new analgesic drug on behalf of a pharmaceutical company. It is my
responsibility to design the experiments and make sure that proper scientific
and legal procedures are followed, so that our results can be subjected to
independent statistical analysis.
PM 3- The international aid agency which employs me is sending me to New
Delhi to organize the introduction of multimedia resources at a teachers’ training
college. My role is quite complex. I have to make sure that appropriate resources
are purchased- and in some cases developed within the college. I also have to
encourage the acceptance of these resources by lecturers and students within
the college.
PM 1 – I’m in charge of the construction of a retail development in the centre of
a large town. There are 26 retail units and a super market in the complex. My
main responsibilities are to co-ordinate the work of the various contractors to
ensure that the project is completed to specification, within budget and on time.
Project is not defined by the type of outcome it is set up to achieve

4
Characteristic of a project
A project is a temporary endeavour involving a connected
sequence of activities and a range of resources, which is
designed to achieve a specific and unique outcome and which
operates within time, cost and quality constraints and which is
often used to introduce change.
A unique, one-time operational activity or effort
Requires the completion of a large number of
interrelated activities
Established to achieve specific objective
Resources, such as time and/or money, are limited
Typically has its own management structure
Need leadership
Project

5
Examples
• constructing houses, factories, shopping malls,
athletic stadiums or arenas
• developing military weapons systems, aircrafts,
new ships
• launching satellite systems
• constructing oil pipelines
• developing and implementing new computer
systems
• planning concert, football games, or basketball
tournaments
• introducing new products into market

6
What is project management
• The application of a collection of tools and
techniques to direct the use of diverse resources
towards the accomplishment of a unique, complex,
one time task within time, cost and quality
constraints.
• Its origins lie in World War II, when the military
authorities used the techniques of operational
research to plan the optimum use of resources.
• One of these techniques was the use of networks to
represent a system of related activities

7
Project Management Process
• Project planning
• Project scheduling
• Project control
• Project team
• made up of individuals from various areas and departments within
a company
• Matrix organization
• a team structure with members from functional areas, depending
on skills required
• Project Manager
• most important member of project team
• Scope statement
• a document that provides an understanding, justification, and
expected result of a project
• Statement of work
• written description of objectives of a project
• Organizational Breakdown Structure
• a chart that shows which organizational units are responsible for
work items
• Responsibility Assignment Matrix
• shows who is responsible for work in a project

8
Work breakdown structure
• A method of breaking down a project into individual
elements ( components, subcomponents, activities
and tasks) in a hierarchical structure which can be
scheduled and cost
• It defines tasks that can be completed independently
of other tasks, facilitating resource allocation,
assignment of responsibilities and measurement and
control of the project
• It is foundation of project planning
• It is developed before identification of dependencies
and estimation of activity durations
• It can be used to identity the tasks in the CPM and
PERT

9
Work Breakdown Structure for Computer
Order Processing System Project

10
Project Planning
• Resource Availability and/or Limits
• Due date, late penalties, early completion
incentives
• Budget
• Activity Information
• Identify all required activities
• Estimate the resources required (time) to complete
each activity
• Immediate predecessor(s) to each activity needed
to create interrelationships

11
Project Scheduling and Control Techniques
Gantt Chart
Critical Path Method (CPM)
Program Evaluation and Review Technique (PERT)

12
Graph or bar chart with a bar for each project activity that shows passage of
time
Provides visual display of project schedule
Gantt Chart

13
History of CPM/PERT
• Critical Path Method (CPM)
• E I Du Pont de Nemours & Co. (1957) for
construction of new chemical plant and
maintenance shut-down
• Deterministic task times
• Activity-on-node network construction
• Repetitive nature of jobs
• Project Evaluation and Review Technique (PERT)
• U S Navy (1958) for the POLARIS missile program
• Multiple task time estimates (probabilistic nature)
• Activity-on-arrow network construction
• Non-repetitive jobs (R & D work)

darla/smbs/vit 14
Project Network
• Network analysis is the general name given to certain specific techniques
which can be used for the planning, management and control of projects
• Use of nodes and arrows
Arrows  An arrow leads from tail to head directionally
• Indicate ACTIVITY, a time consuming effort that is required to
perform a part of the work.
Nodes  A node is represented by a circle
- Indicate EVENT, a point in time where one or more activities
start and/or finish.
• Activity
– A task or a certain amount of work required in the project
– Requires time to complete
– Represented by an arrow
• Dummy Activity
– Indicates only precedence relationships
– Does not require any time of effort

15
• Event
• Signals the beginning or ending of an activity
• Designates a point in time
• Represented by a circle (node)
• Network
• Shows the sequential relationships among activities
using nodes and arrows
Activity-on-node (AON)
nodes represent activities, and arrows show precedence
relationships
Activity-on-arrow (AOA)
arrows represent activities and nodes are events for points
in time
Project Network

darla/smbs/vit 16
AOA Project Network for House
3
2 0
1
3
1 1
1
1 2 4 6 7
3
5
Lay
foundation
Design house
and obtain
financing
Order and
receive
materials
Dummy
Finish
work
Select
carpet
Select
paint
Build
house
AON Project Network for House
1
3
2
2
4
3
3
1 5
1
6
1
7
1Start
Design house
and obtain
financing
Order and receive
materials
Select paint
Select carpet
Lay foundations Build house
Finish work

17
Situations in network diagram
A
B
C
A must finish before either B or C can start
A
B
C both A and B must finish before C can start
D
C
B
A
both A and C must finish before either of B or D
can start
A
C
B
D
Dummy
A must finish before B can start
both A and C must finish before D can start

18
Concurrent Activities
2 3
Lay foundation
Order material
(a) Incorrect precedence
relationship
(b) Correct precedence
relationship
3
42
Dummy
Lay
foundation
Order material
1
2 0

19
Network example
Illustration of network analysis of a minor redesign of a product and its
associated packaging.
The key question is: How long will it take to complete this project ?

20
For clarity, this list is kept to a minimum by specifying only immediate
relationships, that is relationships involving activities that "occur near to
each other in time".

darla/smbs/vit 21
Questions to prepare activity network
• Is this a Start Activity?
• Is this a Finish Activity?
• What Activity Precedes this?
• What Activity Follows this?
• What Activity is Concurrent with this?

22
CPM calculation
• Path
• A connected sequence of activities leading from the
starting event to the ending event
• Critical Path
• The longest path (time); determines the project
duration
• Critical Activities
• All of the activities that make up the critical path

23
Forward Pass
• Earliest Start Time (ES)
• earliest time an activity can start
• ES = maximum EF of immediate predecessors
• Earliest finish time (EF)
• earliest time an activity can finish
• earliest start time plus activity time
EF= ES + t
Latest Start Time (LS)
Latest time an activity can start without delaying critical path time
LS= LF - t
Latest finish time (LF)
latest time an activity can be completed without delaying critical
path time
LS = minimum LS of immediate predecessors
Backward Pass

24
CPM analysis
• Draw the CPM network
• Analyze the paths through the network
• Determine the float for each activity
• Compute the activity’s float
float = LS - ES = LF - EF
• Float is the maximum amount of time that this activity
can be delay in its completion before it becomes a
critical activity, i.e., delays completion of the project
• Find the critical path is that the sequence of activities and
events where there is no “slack” i.e.. Zero slack
• Longest path through a network
• Find the project duration is minimum project completion
time

25
CPM Example:
• CPM Network
a, 6
f, 15
b, 8
c, 5
e, 9
d, 13
g, 17 h, 9
i, 6
j, 12

26
CPM Example
• ES and EF Times
a, 6
f, 15
b, 8
c, 5
e, 9
d, 13
g, 17 h, 9
i, 6
j, 12
0 6
0 8
0 5

27
CPM Example
• ES and EF Times
a, 6
f, 15
b, 8
c, 5
e, 9
d, 13
g, 17 h, 9
i, 6
j, 12
0 6
0 8
0 5
5 14
8 21
6 23
6 21

28
CPM Example
• ES and EF Times
a, 6
f, 15
b, 8
c, 5
e, 9
d, 13
g, 17 h, 9
i, 6
j, 12
0 6
0 8
0 5
5 14
8 21 21 33
6 23
21 30
23 29
6 21
Project’s EF = 33

29
CPM Example
• LS and LF Times
a, 6
f, 15
b, 8
c, 5
e, 9
d, 13
g, 17
h, 9
i, 6
j, 12
0 6
0 8
0 5
5 14
8 21
21 33
6 23
21 30
23 29
6 21
21 33
27 33
24 33

30
CPM Example
• LS and LF Times
a, 6
f, 15
b, 8
c, 5
e, 9
d, 13
g, 17
h, 9
i, 6
j, 12
0 6
0 8
0 5
5 14
8 21
21 33
6 23
21 30
23 29
6 21
3 9
0 8
7 12
12 21
21 33
27 33
8 21
10 27
24 33
9 24

31
CPM Example
• Float
a, 6
f, 15
b, 8
c, 5
e, 9
d, 13
g, 17
h, 9
i, 6
j, 12
0 6
0 8
0 5
5 14
8 21 21 33
6 23
21 30
23 29
6 21
3 9
0 8
7 12
12 21
21 33
27 33
8 21
10 27
24 33
9 24
3 4
3
3
4
0
0
7
7
0

32
CPM Example
• Critical Path
a, 6
f, 15
b, 8
c, 5
e, 9
d, 13
g, 17 h, 9
i, 6
j, 12

darla/smbs/vit 33
PERT
• PERT is based on the assumption that an activity’s
duration follows a probability distribution instead of
being a single value
• Three time estimates are required to compute the
parameters of an activity’s duration distribution:
• pessimistic time (tp ) - the time the activity would
take if things did not go well
• most likely time (tm ) - the consensus best estimate
of the activity’s duration
• optimistic time (to ) - the time the activity would
take if things did go well
Mean (expected time): te =
tp + 4 tm + to
6
Variance: Vt =2 =
tp - to
6
2

34
PERT analysis
• Draw the network.
• Analyze the paths through the network and find the
critical path.
• The length of the critical path is the mean of the project
duration probability distribution which is assumed to be
normal
• The standard deviation of the project duration
probability distribution is computed by adding the
variances of the critical activities (all of the activities that
make up the critical path) and taking the square root of
that sum
• Probability computations can now be made using the
normal distribution table.

35
Probability computation
Determine probability that project is completed within specified time
Z =
x - 

where  = tp = project mean time
 = project standard mean time
x = (proposed ) specified time

36
Normal Distribution of Project Time
 = tp Timex
Z
Probability

37
PERT Example
Immed. Optimistic Most Likely Pessimistic
Activity Predec. Time (Hr.) Time (Hr.) Time (Hr.)
A -- 4 6 8
B -- 1 4.5 5
C A 3 3 3
D A 4 5 6
E A 0.5 1 1.5
F B,C 3 4 5
G B,C 1 1.5 5
H E,F 5 6 7
I E,F 2 5 8
J D,H 2.5 2.75 4.5
K G,I 3 5 7

38
PERT Example
A
D
C
B
F
E
G
I
H
K
J
PERT Network

39
PERT Example
Activity Expected Time Variance
A 6 4/9
B 4 4/9
C 3 0
D 5 1/9
E 1 1/36
F 4 1/9
G 2 4/9
H 6 1/9
I 5 1
J 3 1/9
K 5 4/9

40
PERT Example
Activity ES EF LS LF Slack
A 0 6 0 6 0 *critical
B 0 4 5 9 5
C 6 9 6 9 0 *
D 6 11 15 20 9
E 6 7 12 13 6
F 9 13 9 13 0 *
G 9 11 16 18 7
H 13 19 14 20 1
I 13 18 13 18 0 *
J 19 22 20 23 1
K 18 23 18 23 0 *

41
PERT Example
Vpath = VA + VC + VF + VI + VK
= 4/9 + 0 + 1/9 + 1 + 4/9
= 2
path = 1.414
z = (24 - 23)/(24-23)/1.414 = .71
From the Standard Normal Distribution table:
P(z < .71) = .5 + .2612 = .7612

43
Cost consideration in project
• Project managers may have the option or requirement to
crash the project, or accelerate the completion of the
project.
• This is accomplished by reducing the length of the critical
path(s).
• The length of the critical path is reduced by reducing the
duration of the activities on the critical path.
• If each activity requires the expenditure of an amount of
money to reduce its duration by one unit of time, then the
project manager selects the least cost critical activity,
reduces it by one time unit, and traces that change through
the remainder of the network.
• As a result of a reduction in an activity’s time, a new critical
path may be created.
• When there is more than one critical path, each of the
critical paths must be reduced.
• If the length of the project needs to be reduced further, the
process is repeated.

44
Project Crashing
• Crashing
• reducing project time by expending additional
resources
• Crash time
• an amount of time an activity is reduced
• Crash cost
• cost of reducing activity time
• Goal
• reduce project duration at minimum cost

45
Activity crashing
Activity time
Crashing activity
Crash
time
Crash cost
Normal Activity
Normal
time
Normal
cost
Slope = crash cost per unit time

46
Time-Cost Relationship
 Crashing costs increase as project duration decreases
 Indirect costs increase as project duration increases
 Reduce project length as long as crashing costs are less than indirect costs
Time-Cost Tradeoff
time
Direct cost
Indirect cost
Total project costMin total cost =
optimal project time

47
Project Crashing example
1
12
2
8
4
12
3
4 5
4
6
4
7
4

48
Time Cost data
Activit
y
Norm
al
time
Norm
al cost
Rs
Cras
h
time
Crash
cost
Rs
Allowabl
e crash
time
slope
1
2
3
4
5
6
7
12
8
4
12
4
4
4
3000
2000
4000
50000
500
500
1500
7
5
3
9
1
1
3
5000
3500
7000
71000
1100
1100
22000
5
3
1
3
3
3
1
400
500
3000
7000
200
200
7000
75000 11070
0

49
1
12
2
8
3
4 5
4
6
4
7
4
R400
R500
R3000
R7000
R200
R200
R70012
4
Project duration = 36
From…..
To…..
1
7
2
8
3
4 5
4
6
4
7
4
R40
0
R50
0
R3000
R7000
R20
0
R20
0
R70
0
12
4
Project
duration = 31
Additional cost =
R2000

50
Benefits of CPM/PERT
• Useful at many stages of project management
• Mathematically simple
• Give critical path and slack time
• Provide project documentation
• Useful in monitoring costs
•How long will the entire project take to be completed? What are the risks
involved?
•Which are the critical activities or tasks in the project which could delay the
entire project if they were not completed on time?
•Is the project on schedule, behind schedule or ahead of schedule?
•If the project has to be finished earlier than planned, what is the best way to
do this at the least cost?
CPM/PERT can answer the following
important questions:

51
Limitations to CPM/PERT
• Clearly defined, independent and stable activities
• Specified precedence relationships
• Over emphasis on critical paths
• Deterministic CPM model
• Activity time estimates are subjective and depend on
judgment
• PERT assumes a beta distribution for these time
estimates, but the actual distribution may be different
• PERT consistently underestimates the expected project
completion time due to alternate paths becoming critical

52
Computer Software
for Project Management
• Microsoft Project (Microsoft Corp.)
• MacProject (Claris Corp.)
• PowerProject (ASTA Development Inc.)
• Primavera Project Planner (Primavera)
• Project Scheduler (Scitor Corp.)
• Project Workbench (ABT Corp.)

53
Practice Example
A social project manager is faced with a project with the following activities:
Activity Description Duration
Social work team to live in village 5w
Social research team to do survey 12w
Analyse results of survey 5w
Establish mother & child health program 14w
Establish rural credit programme 15w
Carry out immunization of under fives 4w

54
Practice problem
Activit
y
Description Duratio
n
1-2 Social work team to live in village 5w
1-3 Social research team to do survey 12w
3-4 Analyse results of survey 5w
2-4 Establish mother & child health
program
14w
3-5 Establish rural credit programme 15w
4-5 Carry out immunization of under fives 4w
3
1
2
4
5

ITFT - Project Management

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