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Apply Project Time Management Practices

BSBPMG410 Apply project time-management techniques

1.

Assist in developing

1.1.

Contribute to developing the work breakdown structure with sufficient

project schedule

detail to enable effective planning and control

1.2.

Contribute to estimating the duration and effort, sequence and

dependencies of tasks to achieve project deliverables

1.3.

Assist in using project scheduling tools and techniques to identify

schedule impact on project time management, resource requirements, costs and risks

1.4.

Contribute to achieving an agreed schedule baseline and

communicating the schedule to stakeholders

2. Maintain project schedule

2.1.

Use techniques to measure, record and report progress of activities in

relation to agreed schedule

2.2. Record baseline variance between actual and planned progress

2.3. Contribute to forecasting the impact of change on the schedule and

analysing options

2.4.

Update task status and agreed changes to maintain currency and

accuracy of schedule

3. Participate in assessing

3.1.

Assist in the review of project performance to determine the

time-management outcomes

effectiveness of time management

3.2.

Document scheduling and time-management issues and responses to

assist in project evaluation

BSBPMG410A Apply project time-management techniques

Required skills

numeracy and literacy skills to:

schedule project activities

work with project tools and techniques

write reports on time-management issues

planning and organising skills to:

sequence tasks

monitor progress against agreed deliverables

technology skills to use software (if appropriate)

Required knowledge

implications of time management for project resources, costs and risks

methods for estimating task duration and resource effort

project-management techniques and tools for creating and monitoring schedules

project time-management terminology and methodology

The first step - scoping your project

Project Brief

Quality Management Plans

Risk Management Plans

Product descriptions (PRINCE2)

Apply Time Management Techniques

Time management

Definition of Time in project Management (Labour Effort vs Elapsed)

Time Management Tools

Work breakdown structure - determine the detail and complexity

Critical path - the logical relationship between project activities &

identification of critical activities

Gantt charts – visual timeline of tasks

Pert charts / network diagrams – determine the duration of tasks

Time management – the process

Activity Definition - what has to be done (the product breakdown & product descriptions can be used in PRINCE 2) produce a Work Breakdown Chart and a Work Breakdown Structure

Activity Sequencing (Critical Path and network diagrams)

Activity Resource Estimation (Product breakdown)

Activity Duration Estimation (PERT)

Work Breakdown Structure Chart

Creating a work breakdown structure chart (WBS)

This can be developed via brainstorming and is useful when the project team is unsure of everything that has to be done

Use either a “top down” or “bottom up”

Top Down – start with the milestone and determine the tasks to be accomplished to meet the milestones

The refine each task into its component or subordinate tasks required

Stop at the level where you could assign someone the task and they could complete it without further explanation

WBS Chart Example (partial)

Level 0 Building a Shed
Level 0
Building a
Shed
Establish Level 1 Design Shed Site Services & amenities
Establish
Level 1
Design Shed
Site Services
& amenities
Erect Level 2 Structural Floor Plan perimeter Hire Toilet Plan fence
Erect
Level 2
Structural
Floor Plan
perimeter
Hire Toilet
Plan
fence

Work Breakdown Structure

Creating a work breakdown structure (WBS) The detail for each task can be documented

Task ID

Task description

Predecessor relationship

Time required

Resource estimation

Costs

Note this is an iterative process and may require review and updates

Sample WBS for Building a Shed

Task

Task Description

Predecessor

Time in

Resources (people and materials required to complete the task)

Costs

Number/ID

relationship

days

(sequence )

1.

Preparation phase

 

1.1

Design Shed

N/A

3

days

Designer

$1000

1.2

Obtain council approvals

1.1

14 day

Project manager to submit engineering, design specifications and construction certificates

$500

1.3

Sign Contract

1.1, 1.2

.2 day

Project manager

$0

2

Construction Phase

 

2.1

Check existing boundaries

1.1, 1.2

1

day

Surveyor,

$1500

2.2

Check underground cable locations

1.1, 1.2

1

day

Project manager to contact utilities

$100

2.3

Establish site services and amenities

1.1, 1.2

2

days

Fence construction team (2), electrician, plumber, require hired toilet, fencing materials

$6000

2.4

Excavate site

2.1, 2.2

3

days

Excavation team (3)

$7,500

2.5

Pour Concrete and wait for it to set

2.4

2

days

Construction team (4)

$8,000

2.6

Install Shed

2.5

2

days

Construction team (4)

$15,000

3

Completion Phase

 

3.1

Connect utilities to shed

2.6

2

days

Electrician, Plumber

$2,500

3.2

Clean up site

2.5

3

days

Construction team (2)

$3,500

3.3

Hand over keys and warranties

3.2

1

day

Project Manager

$0

3.4

Final Payment

3.3

0

days

 

$0

Critical Path – Activity sequencing

A tool used to depict the longest sequence of activities through a network (the critical path) and therefore the minimum project duration

If any activities on the critical path are delayed they will delay the project

We need to know the dependencies (relationship between tasks)

Mandatory – eg cannot test system until it is installed

Discretionary – represent good practice eg may not start detailed design until users sign off on analysis

External – rely on factor external to the project eg cannot install hardware until it is delivered

Show the sequencing of the tasks based on dependencies see diagram

Critical Path using a network diagram

Critical Path using a network diagram

Gantt chart

A tool used to depict the graphical representation of the project’s work activities

Provide a visual display of tasks scheduled in a calendar format

Show start & end dates and durations

Show milestones – significant events with a zero duration

Can show planned and actuals

• Usually derived from the PERT / Network Chart

Gantt Chart

Gantt Chart

PERT

A tool for determining the most likely duration Prerequisite – understanding/knowledge of the task (experience)

Determine the most optimistic duration

Determine the most pessimistic duration

Determine the most likely duration

Formula Expected time = optimistic + 4 x most likely+ pessimistic

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