Project Time Management

TIME MANAGEMENT Mohamed Elashri http://melashri.wordpress.com

INTRODUCTION Time Management Project Time Management includes the processes required to accomplish timely completion of the project. The Project Time Management processes include the following: Activity Definition The Activity Definition process will identify the deliverables at the lowest level in the work breakdown structure (WBS), which is called the work package. Project work packages are planned (decomposed) into smaller components called schedule activities to provide a basis for estimating, scheduling, executing, and monitoring and controlling the project work. Implicit in this process is defining and planning the schedule activities such that the project objectives will be met. Activity Sequencing Activity sequencing involves identifying and documenting the logical relationships among schedule activities. Schedule activities can be logically sequenced with proper precedence relationships, as well as leads and lags to support later development of a realistic and achievable project schedule. Activity Resource Estimating Estimating schedule activity resources involves determining what resources (persons, equipment, or materiel) and what quantities of each resource will be used, and when each resource will be available to perform project activities. Activity Duration Estimating The Activity Duration Estimating process requires that the amount of work effort required to complete the schedule activity is estimated, the assumed amount of resources to be applied to complete the schedule activity is estimated, and the number of work periods needed to complete the schedule activity is determined. All data and assumptions that support duration estimating are documented for each activity duration estimate. Schedule Development Project schedule development, an iterative process, determines planned start and finish dates for project activities. Schedule development can require that duration estimates and resource estimates are reviewed and revised to create an approved project schedule that can serve as a baseline against which progress can be tracked. Schedule Control Schedule control is concerned with Determining the current status of the project schedule, Influencing the factors that create schedule changes, Determining that the project schedule has changed, Managing the actual changes as they occur.

ACTIVITY DEFINITION: TOOLS AND TECHNIQUES Decomposition The technique of decomposition, as it is applied to activity definition, involves subdividing the project work packages into smaller, more manageable components called schedule activities. The Activity Definition process defines the final outputs as schedule activities rather than as deliverables. Expert Judgment Project team members or other experts who are experienced and skilled in developing detailed project scope statements, WBSs, and project schedules can provide expertise in defining activities. Rolling Wave Planning The WBS and WBS dictionary reflect the project scope evolution as it becomes more detailed until the work package level is reached. Rolling wave planning is a form of progressive elaboration planning where the work to be accomplished in the near term is planned in detail at a low level of the WBS, while work far in the future is planned for WBS components that are at a relatively high level of the WBS. The work to be performed within another one or two reporting periods in the near future is planned in detail as work is being completed during the current period. Therefore, schedule activities can exist at various levels of detail in the project’s life cycle. During early strategic planning, when information is less defined, activities might be kept at the milestone level. Templates A standard activity list or a portion of an activity list from a previous project is often usable as a template for a new project. The related activity attributes information in the templates can also contain a list of resource skills and their required hours of effort, identification of risks, expected deliverables, and other descriptive information. Templates can also be used to identify typical schedule milestones. Planning Component When insufficient definition of the project scope is available to decompose a branch of the WBS down to the work package level, the last component in that branch of the WBS can be used to develop a high-level project schedule for that component. These planning components are selected and used by the project team to plan and schedule future work at various higher levels within the WBS. The schedule activities used for these planning components may be summary activities that are not enough to support detailed estimating, scheduling, executing, monitoring, or controlling of the project work.

ACTIVITY SEQUENCING: TOOLS AND TECHNIQUES Precedence Diagramming Method (PDM) PDM is a method of constructing a project schedule network diagram that uses boxes or rectangles, referred to as nodes, to represent activities and connects them with arrows that show the dependencies. This technique is also called activity on-node (AON), and is the method used by most project management software packages. PDM includes four types of dependencies or precedence relationships: Finish-to-Start. The initiation of the successor activity depends upon the completion of the predecessor activity. Finish-to-Finish. The completion of the successor activity depends upon the completion of the predecessor activity. Start-to-Start. The initiation of the successor activity depends upon the initiation of the predecessor activity. Start-to-Finish. The completion of the successor activity depends upon the initiation of the predecessor activity. Arrow Diagramming Method (ADM) ADM is a method of constructing a project schedule network diagram that uses arrows to represent activities and connects them at nodes to show their dependencies. This technique is also called activity-on-arrow (AOA) and, although less prevalent than PDM, it is still used in teaching schedule network theory and in some application areas. ADM uses only finish-to-start dependencies and can require the use of “dummy” relationships called dummy activities, which are shown as dashed lines, to define all logical relationships correctly. Since dummy activities are not actual schedule activities (they have no work content), they are given a zero value duration for schedule network analysis purposes.

ACTIVITY SEQUENCING: TOOLS AND TECHNIQUES Dependency Determination Three types of dependencies are used to define the sequence among the activities. Mandatory dependencies. The project management team determines which dependencies are mandatory during the process of establishing the sequence of activities. Mandatory dependencies are those that are inherent in the nature of the work being done. Mandatory dependencies often involve physical limitations, such as on a construction project, where it is impossible to erect the superstructure until after the foundation has been built, or on an electronics project, where a prototype must be built before it can be tested. Mandatory dependencies are also sometimes referred to as hard logic. Discretionary dependencies. The project management team determines which dependencies are discretionary during the process of establishing the sequence of activities. Discretionary dependencies are fully documented since they can create arbitrary total float values and can limit later scheduling options. Discretionary dependencies are sometimes referred to as preferred logic, preferential logic or soft logic. Discretionary dependencies are usually established based on knowledge of best practices within a particular application area or some unusual aspect of the project where a specific sequence is desired, even though there are other acceptable sequences. Some discretionary dependencies include preferred schedule activity sequences based upon previous experience on a successful project performing the same type of work. External dependencies. The project management team identifies external dependencies during the process of establishing the sequence of activities. External dependencies are those that involve a relationship between project activities and non-project activities. For example, the testing schedule activity in a software project can be dependent on delivery of hardware from an external source, or governmental environmental hearings may need to be held before site preparation can begin on a construction project. Schedule Network Templates Standardized project schedule network diagram templates can be used to expedite the preparation of networks of project schedule activities. They can include an entire project or only a portion of it. Portions of a project schedule network diagram are often referred to as a subnetwork or a fragment network. Subnetwork templates are especially useful when a project includes several identical or nearly identical deliverables. Applying Leads and Lags The project management team determines the dependencies that may require a lead or a lag to accurately define the logical relationship. The use of leads and lags and their related assumptions are documented. A lead allows an acceleration of the successor activity. For example, a technical writing team can begin writing the second draft of a large document (the successor activity) fifteen days before they finish writing the entire first draft (the predecessor activity). This could be accomplished by a finish-to-start relationship with a fifteen-day lead time. A lag directs a delay in the successor activity. For example, to account for a ten-day curing period for concrete, a ten-day lag on a finish-to-start relationship could be used, which means the successor activity cannot start until ten days after the predecessor is completed.

ACTIVITY RESOURCE ESTIMATING: TOOLS AND TECHNIQUES Project Management Software Project management software has the capability to help plan, organize, and manage resource pools and develop resource estimates. Depending upon the sophistication of the software, resource breakdown structures, resource availabilities, and resource rates can be defined, as well as various resource calendars. Expert Judgment Expert judgment is often required to assess the resource-related inputs to this process. Any group or person with specialized knowledge in resource planning and estimating can provide such expertise. Alternatives Analysis Many schedule activities have alternative methods of accomplishment. They include using various levels of resource capability or skills, different size or type of machines, different tools (hand versus automated), and make-or-buy decisions regarding the resource Published Estimating Data Several companies routinely publish updated production rates and unit costs of resources for an extensive array of labor trades, materiel, and equipment for different countries and geographical locations within countries. Bottom-up Estimating When a schedule activity cannot be estimated with a reasonable degree of confidence, the work within the schedule activity is decomposed into more detail. The resource needs of each lower, more detailed piece of work are estimated, and these estimates are then aggregated into a total quantity for each of the schedule activity’s resources. Schedule activities may or may not have dependencies between them that can affect the application and use of resources. If there are dependencies, this pattern of resource usage is reflected in the estimated requirements of the schedule activity and is documented.

ACTIVITY DURATION ESTIMATING: TOOLS AND TECHNIQUES Three-Point Estimates The accuracy of the activity duration estimate can be improved by considering the amount of risk in the original estimate. Three-point estimates are based on determining three types of estimates: Most likely: The duration of the schedule activity, given the resources likely to be assigned, their productivity, realistic expectations of availability for the schedule activity, dependencies on other participants, and interruptions. Optimistic: The activity duration is based on a best-case scenario of what is described in the most likely estimate. Pessimistic: The activity duration is based on a worst-case scenario of what is described in the most likely estimate. Task Duration = (O + 4M + P) / 6 Standard Deviation = (P - O) /6 Expert Judgment Activity durations are often difficult to estimate because of the number of factors that can influence them, such as resource levels or resource productivity. Expert judgment, guided by historical information, can be used whenever possible. The individual project team members may also provide duration estimate information or recommended maximum activity durations from prior similar projects. If such expertise is not available, the duration estimates are more uncertain and risky. Analogous Estimating Analogous duration estimating means using the actual duration of a previous, similar schedule activity as the basis for estimating the duration of a future schedule activity. It is frequently used to estimate project duration when there is a limited amount of detailed information about the project for example, in the early phases of a project. Analogous estimating uses historical information and expert judgment. Parametric Estimating Estimating the basis for activity durations can be quantitatively determined by multiplying the quantity of work to be performed by the productivity rate. The total resource quantities are multiplied by the labor hours per work period or the production capability per work period, and divided by the number of those resources being applied to determine activity duration in work periods. Reserve Analysis Project teams can choose to incorporate additional time referred to as contingency reserves, time reserves or buffers, into the overall project schedule as recognition of schedule risk. The contingency reserve can be a percentage of the estimated activity duration, a fixed number of work periods, or developed by quantitative schedule risk analysis. contingency reserve can be used completely or partially, or can later be reduced or eliminated, as more precise information about the project becomes available.

SCHEDULE DEVELOPMENT: TOOLS AND TECHNIQUES What-If Scenario Analysis This is an analysis of the question “What if the situation represented by scenario ‘X’ happens?” A schedule network analysis is performed using the schedule model to compute the different scenarios, such as delaying a major component delivery, extending specific engineering durations, or introducing external factors. Critical Path Method The critical path method calculates the theoretical early start and finish dates, and late start and finish dates, for all schedule activities without regard for any resource limitations, by performing a forward pass analysis and a backward pass analysis through the project schedule network paths. The resulting early and late start and finish dates are not necessarily the project schedule; rather, they indicate the time periods within which the schedule activity should be scheduled, given activity durations, logical relationships, leads, lags, and other known constraints. Free Float : The amount of time that a schedule activity can be delayed without delaying the early start of any immediately following schedule activities. Total Float : The total amount of time that a schedule activity may be delayed from its early start date without delaying the project finish date, calculated by LS-ES or LF - EF Critical paths have a zero or negative total float Schedule Compression Schedule compression shortens the project schedule without changing the project scope, to meet schedule constraints, imposed dates, or other schedule objectives. Schedule compression techniques include: Crashing. Schedule compression technique in which cost and schedule tradeoffs are analyzed to determine how to obtain the greatest amount of compression for the least incremental cost. Crashing does not always produce a viable alternative and can result in increased cost. Fast tracking. A schedule compression technique in which phases or activities that normally would be done in sequence are performed in parallel. Resource Leveling Resource leveling is a schedule network analysis technique applied to a schedule model that has already been analyzed by the critical path method. Resource leveling is used to address schedule activities that need to be performed to meet specified delivery dates, to address the situation where shared or critical required resources are only available at certain times or are only available in limited quantities, or to keep selected resource usage at a constant level during specific time periods of the project work. This resource usage leveling approach can cause the original critical path to change. Critical Chain Method Critical chain is another schedule network analysis technique that modifies the project schedule to account for limited resources. The critical chain method adds duration buffers that are non-work schedule activities to maintain focus on the planned activity durations. Once the buffer schedule activities are determined, the planned activities are scheduled to their latest possible planned start and finish dates. Other Tools Project Management Software Applying Calendars Adjusting Leads and Lags

SCHEDULE CONTROL: TOOLS AND TECHNIQUES Schedule Comparison Bar Charts To facilitate analysis of schedule progress, it is convenient to use a comparison bar chart, which displays two bars for each schedule activity. One bar shows the current actual status and the other shows the status of the approved project schedule baseline. This shows graphically where the schedule has progressed as planned or where slippage has occurred. Progress Reporting The progress reporting and current schedule status includes information such as actual start and finish dates, and the remaining durations for unfinished schedule activities. Schedule Change Control System The schedule change control system defines the procedures by which the project schedule can be changed. It includes the paperwork, tracking systems, and approval levels necessary for authorizing changes. Performance Measurement Performance measurement techniques produce the Schedule Variance (SV) and Schedule Performance Index (SPI) which are used to assess the magnitude of any project schedule variations that do occur. An important part of schedule control is to decide if the schedule variation requires corrective action. Project Management Software Project management software for scheduling provides the ability to track planned dates versus actual dates, and to forecast the effects of project schedule changes, real or potential.

SOFTWARE ESTIMATION TECHNIQUES

USE CASE ESTIMATION Use Case Estimation Use Case Points (UCP) is an estimation method that provides the ability to estimate an application’s size and effort from its use cases. UCP analyzes the use case actors, scenarios and various technical and environmental factors and abstracts them into an equation. The equation is composed of four variables: Technical Complexity Factor (TCF). Environment Complexity Factor (ECF). Unadjusted Use Case Points (UUCP). Productivity Factor (PF). UCP = TCF * ECF * UUCP * PF Technical Complexity Factors Thirteen standard technical factors exist to estimate the impact on productivity that various technical issues have on an application. Each factor is weighted according to its relative impact. A weight of 0 indicates the factor is irrelevant and the value 5 means that the factor has the most impact. For each project, the technical factors are evaluated by the development team and assigned a value from 0 to 5 according to their Assigned Value. A Assigned Value of 0 means the technical factor is irrelevant for this project; 3 is average; 5 means it has strong influence. Technical Complexity Factor (TCF) = 0.6 + (0.01 * Total Factor) Technical Factor Description Weight T1 Distributed system 2 T2 Performance 1 T3 End User Efficiency 1 T4 Complex internal Processing 1 T5 Reusability 1 T6 Easy to install 0.5 T7 Easy to use 0.5 T8 Portable 2 T9 Easy to change 1 T10 Concurrent 1 T11 Special security features 1 T12 Provides direct access for third parties 1 T13 Special user training facilities are required 1

USE CASE ESTIMATION Environmental Complexity Factors Environmental Complexity estimates the impact on productivity that various environmental factors have on an application. Each environmental factor is evaluated and weighted according to its perceived impact and assigned a value between 0 and 5. A rating of 0 means the environmental factor is irrelevant for this project; 3 is average; 5 means it has strong influence. Each factor’s weight is multiplied by its Assigned Value to produce its calculated factor. The calculated factors are summed to produce the Total Factor. Environmental Factor (EF) = 1.4 + (-0.03 * Environmental Factor) Unadjusted Use Case Points (UUCP) Unadjusted Use Case Points are computed based on two computations: The Unadjusted Use Case Weight (UUCW) based on the total number of activities (or steps) contained in all the use case Scenarios. The Unadjusted Actor Weight (UAW) based on the combined complexity of all the use cases Actors. UUCW Individual use cases are categorized as Simple, Average or Complex, and weighted depending on the number of steps they contain - including alternative flows. UAW In a similar manner, the Actors are classified as Simple, Average or Complex based on their interactions. Finally, the UUCP is computed by adding the UUCW and the UAW. Environmental Factor Description Weight E1 Familiarity with UML 1.5 E2 Application Experience 0.5 E3 Object Oriented Experience 1 E4 Lead analyst capability 0.5 E5 Motivation 1 E6 Stable Requirements 2 E7 Part-time workers -1 E8 Difficult Programming language 2

USE CASE ESTIMATION Productivity Factor The Productivity Factor (PF) is a ratio of the number of man hours per use case point based on past projects. If no historical data has been collected, a figure between 15 and 30 is suggested by industry experts. A typical value is 20. Use Case Type Description Weight Simple A simple user interface and touches only a single database entity; its success scenario has 3 steps or less; its implementation involves less than 5 classes. 5 Average More interface design and touches 2 or more database entities; between 4 to 7 steps; its implementation involves between 5 to 10 classes. 10 Complex Involves a complex user interface or processing and touches 3 or more database entities; over seven steps; its implementation involves more than 10 classes. 15 Actor Type Description Weight Simple The Actor represents another system with a defined API. 1 Average The Actor represents another system interacting through a protocol, like TCP/IP. 2 Complex The Actor is a person interacting via an interface. 3

Project Time Management

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Project Time Management