Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani1 Project Planning “ If you don’t plan for the project, you are planning for failure” “ Plans act as a road map of complicated process to manage project”

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani2 6 Stages of Project Planning 1.Preliminary coordination with various parties(client,developer,govt. agency…) 2.Provide detail description of various tasks involved. 3.Deriving project budget. 4.Work on schedule. 5.Project status report. 6.Project termination.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani3 Focus of this chapter  Discuss the first two stages of project planning.  Develop tools and techniques for the planning process.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani4 Why initial project coordination with various parties crucial? Define objectives & scopes of the project. Technical objectives are established. Basic areas of performance responsibilities delegated. Tentative schedules and budgets are worked out.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani5 What is project’s deliverables? Involving client in early part of planning process. Determine client’s needs and expectations Some project starts with front ends – bidding all the way to commisioning and delivery Others may be construction on product development

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani6 9 Keys Elements For Any Successful Project Plan 1.Overview –Short summary of the objectives and scope of the project. 2.Objectives –Detailed statement of the goals (profit, etc ….) 3.General Approach –Describes both the managerial and the technical approaches. 4.Contractual Aspects –A complete list and description of all reporting requirement.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani7 Keys For Successful/Project Plan 5.Schedules –Various schedule and lists of all milestone. 6.Resources a)Budget. b)Cost monitoring and control. 7.Personnel –Personnel requirements (subcontracting) 8.Evaluation Methods –Be evaluated against the standard. 9.Potential Problems –Anticipate potential difficulties.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani8 Role of System Integration in Project Management Integrating the technical disciplines (science or art) of the project to achieve the customer’s objectives. Who is the customer?

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani9 3 Major Objectives of System Integration 1.Performance –System design, reliability, quality, maintainability, etc. 2.Effectiveness –Design system to achieve performance in an optimal manner. 3.Cost –Value engineering examines all cost trade off.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani10 Hierarchical Planning System 1.Goals must be specified. 2.Identifying the set of required activities to achieve the goals. 3.Each activities and events can be decomposed into sub-activities and sub- events.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani11 Planning Process Tools Gozinto Chart. Work Breakdown Structure (WBS). Linear Responsibility Chart. TREND Plan to include design, fabrication/construction(prototype), mass production R & D is also a project - > uncertainties

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani12 Gozinto Chart Named after famous Italian mathematician, Prof. Zepartzat Gozinto. Similar set-up with Bill of Materials. A Tree-Diagram.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani13 Work Breakdown Structure (WBS) Project sub-divided into hierarchical units of tasks, work packages, and work units. Each part of unit tasks, work packages and work units is budget able, in terms of money, labor hours, and other requisite resources.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani14 Work Breakdown Structure (WBS) Project is breakdown into a group of activities. Each activity is breakdown into a task list. This task list is put into a calendar. Then, assign people, time, money and other resources.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani15 Work Breakdown Structure (WBS) Schedule Task list into calendar. Assigning people, time, money to each activity. Make themselves competent. Managing “intelligent” people. ActivityCalendar

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani16 Activities: Work Breakdown Structure Breakdown task into activities Top-down refinement possible List activities which form a single operation or function which you know is achievable Work breakdown structure (Product breakdown structure)

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani17 Example of WBS: “Holiday” holiday travel documents passporttickets insurance booking choose resort confirm brochures household cat!

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani18 List of activities Booking: get brochures choose resort make booking confirm booking Travel documents: check passport book tickets get insurance Household: feeding the cat! This is a simple example: inoculations visas travel money etc.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani19 Time Management When activities happen: –Start and finish How long they take: –Estimates vs. actual? Relationship between activities: –Dependencies –Parallel activities

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani20 Gantt chart

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani21 People Task assignment Responsibility for task completion: –Task management Liaison with other tasks Meetings

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani22 Linear Responsibility Matrix Show the relationship of personnel (who is responsible for what) and to identify where special coordination is necessary.

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani23 Linear Responsibility Matrix

Chapter 5 Sem I, 2003/2004Prepared by: Jafri Mohd Rohani24 TREND An analytical approach developed to illustrate important relationship between work groups, to alert the project manager to potential problems associate with interfaces, and to aid in the design of effective ways to avoid or deal with the potential interface problem.