2. Phase: 2. Phase: PLAN THE PROJECT What?  How?  Work Breakdown Structure  Estimation of resources  Definition of dependencies between project activities  Development of PERT diagram  Assignment of responsibilities

Work Breakdown Structure (WBS) Project - Hierarchical system (tree): Goal Objectives Workpackages... Tasks Decomposition „upside- down“

Task S.M.A.R.T. Criterion:  Specific  Measurable (costs, work, time)  Assignable (responsibility)  Realistic  Time-related

TASK DESCRIPTION  Task ID, title, description  Input (outcomes of other tasks)  Title, type, description of a deliverable  Start and end time  Effort (e.g. in person-months)  Costs  Responsibility

Example: Conference planning 1.Conference programme 1.1 Define programme of conference 1.2 Obtain speakers 1.3 Prepare conference materials Obtain presentations from speakers Prepare and print conference materials

Example: Conference planning (2) 2.Set the conference site & date 2.1 Set the conference date 2.2 Select & commit conference site 2.3 Confirm arrangements

Example: Conference planning (3) 3. Develop marketing plan 3.1 Develop and print conference brochure 3.2 Obtain Label Sets for Direct mailing 3.3 Mail brochures 3.4 Receive & acknowledge registrations

Duration of a Task Task duration = Effort / No of persons Random character Average time of activity duration: TA = (O + 4.M + P) / 6  O - optimistic completion time  P - pesimistic  M – most likely completion time

COSTS CATEGORIES Personnel costs Equipment Travel and subsistence Consumables Other direct costs Subcontracting Indirect Costs (overheads)

SEQUENCING THE PROJECT ACTIVITIES Logical / time dependencies Types of dependencies: Finish  Start („Immediate predecessor“) Finish  Finish Start  Start Start  Finish

ActivityTitleImm. Pred. A (2.1)Date- B (1.1)Programme- C (2.2)SiteA D (1.2)SpeakersB E (3.1)Conf.broch.C, D F (3.2)Database C, D Example: Conference planning

ActivityPlaceImm.Pred. G (3.3)MailingE, F H (1.3.1)ObtainD I (3.4)ProcessG J (2.3)FinishH, I K (1.3.2)PrintJ Example: Conference planning(2) Example: Conference planning (2)

PERT DIAGRAM (Project Evaluation & Review Technique) PERT DIAGRAM (Project Evaluation & Review Technique) NODE:  ID - activity identifier  ES - earliest possible start  EF - earliest possible finish  LS -latest possible start  LF -latest possible finish  AD - activity duration  TS - time slack

NODE PERT

Example: Conference Planning A BD end KJ H IG F EC start

USE OF PERT  Locating the Critical Path (CP)  Earliest possible time of finishing the project  Determination of paralelly executable tasks  View from „bird perspective”

CRITICAL PATH Critical path: The longest path in PERT Delay of activity delay on critical path  prolongation of the project duration

CALCULATION OF THE CRITICAL PATH ES k = max {EF i, i  all imm. predecessors of the node k} EF k = ES k + AD k LF k = min {LS i, i  all nodes for which the node k is a predecessor} LS k = LF k - AD k Activities on CP have zero Time slack

Example: Conference Planning 02 A C E F G I H D B K J start end

APPLICATION OF PERT APPLICATION OF PERT Planning – activity scheduling, assigment team members to tasks Implementation – realocation of resources Control – Comparision of plan and current status quo

Project Proposal  Problem definition, Aim of the project, approach taken, expected benefits  Detailed description of project activities (Workplan) - dates, resources, deliverables,...  Budget, management structure,...  Depends on the type of the project

PURPOSE OF THE PROJECT PROPOSAL Detailed project description (Request for Grant) Dynamic tool for project manager for decision making Reference document for project control Becoming familiar with the project

TEAM ASSIGNMENT 2 Develop a Project Proposal for the „ACRU Continuind Education“ Project addressing the following items: WBS with brief description of each activity PERT diagram Budget

2nd Phase: 2nd Phase: PROJECT PLAN Summary Work break down structure (Tasks - S.M.A.R.T.) Estimation of time and costs (duration, effort, costs) Sequencing of activities PERT diagram Determination of the critical path Project Proposal