1. Project Planning & Time
Building Blocks
An introduction to the basic project management concepts
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester
Van Aken (2001) University Leadership Development, Virginia Tech, Blacksburg VA

2. What is a Project?
A project has a single objective that must be accomplished through the completion of tasks that are unique and interrelated
Projects are completed through the deployment of resources
Projects have scopes, schedules, and costs and are accomplished within specific deadlines, budgets, and according to specification
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

3. ● In this highly interactive KMU417 Project Planning and Organization course, you’ll walk through the key steps of successful project management - including how to initiate, plan, control, monitor, execute and closeout projects.
● You’ll learn how to create a project plan to ensure all tasks are finished on time, within budget. 
● You will practice creating work breakdown structures to accurately estimate resources, time, cost and risk.
● You’ll also gain strategies for identifying risks and developing plans to minimize, eliminate or handle them.
● Bring your Prof.Dr. Abdurrahman Tanyolaç IV. Young Innovative Entrepreneurs Project with you and be ready to fully participate in this course.  You will immediately incorporate the techniques and templates you learn.
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

4. Identifying a group project for:
 Prof.Dr. Abdurrahman Tanyolaç IV. Young Innovative Entrepreneurs Project Competition
∆∆∆
As we move through this KMU 417 Project Planning and Organization course, project themes should be in adherence to the theme of sustainable innovative technologies.
 What is your project name?
 What is the main goal of your
team’s project?
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

5. Project themes may comprise,
Genetics Technology,
Intelligent Structures,
Fail-safe Nuclear Power Plants,
Biotechnology For the 21st Century,
Revolutionary Materials,
Gas Hydrates,
Next Generation Batteries
Photovoltaics.
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

6. In the beginning, we know we can manage our projects, but before long….
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

7. ● You need to know the game plan and fully understand:
● Equipping yourself and your project group members with high-tech tools and software is important, but in order to improve performance,
● You need to know the game plan and fully understand:
 The Big Picture
 The business context
 Their players, assets, and their role in the whole thing
 How to develop situation strategies and plans
 Assembling all of the elements in a results driven system!
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

8. Engineering projects are multifaceted
They consist of complex interdependent tasks
 Learn how to use several basic tools
 Work breakdown structures
 Resource allocation
 Gantt charts
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

9. Phases of Project Management
Define the project’s scope
Develop the project’s plan
Implement the plan & control the process
Close out the project
And never forget:
plan a project from the
estimate to the operation
for maximum return!
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

10. Develop the Project’s Plan
Break Down Project
Tasks (WBS)
Time Estimation &
Dependencies
Review & adjust
Determine Resource
Needs
Planning is an iterative process. Some projects won’t require a proposal
Develop Gantt Chart
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

11. Work Breakdown Structure (WBS)
A hierarchical representation of activities
It starts with the major project areas to be accomplished
It breaks the project areas into actionable pieces of work, segmenting elements into appropriate sublevels
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

12. WBS* – Activity Levels *Work Breakdown Structure
Level 1 – Identify major objective areas or categories
Level 2 – Begin to divide the areas into sub-tasks
Level 3 – Continue to break down the sub-tasks into actionable items
The lowest level associated with a branch in the hierarchy is referred to as a “work package”
# of levels depends on project complexity
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

13. How much detail do you need?
Does the WBS contain enough detail to evaluate progress?
Do you have clear accountability for each work package?
Are there start & end events?
Can you easily estimate time & cost?
Is there a clearly defined deliverable?
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

14. ● A project work breakdown structure (WBS) is a deliverable or product-oriented grouping of project work elements shown in graphical display to organize and subdivide the total work scope of a project.
● The WBS is a particularly important project tool. Considerable thought and planning should be given to its development and implementation so that subsequent changes are minimized.
● Major revisions to a WBS require both substantial effort and resources, due to its application to a wide array of project activities.
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

15. WBS DEVELOPMENT
● A WBS is the cornerstone of effective project planning, execution, controlling, statusing, and reporting. ● All the work contained within the WBS is to be identified, estimated, scheduled, and budgeted. The WBS is the structure and code that integrates and relates all project work (scope, schedule, and cost). Therefore, the WBS contains the project’s scope baseline necessary to achieve the technical objectives of the work described.
● The WBS is used as a management tool throughout the life cycle of a project to identify, assign, and track its total work scope.
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

16. ● When initial project funding is received, the Project Director (PD) develops a WBS that identifies necessary funds according to the schedule and needs of the tasks in the WBS elements.
● The WBS is generally a multi-level framework that organizes and graphically displays elements representing work to be accomplished in logical relationships.
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

17. The Project Director (PD) is to structure the project work into WBS elements (work packages) that are:
Definable - can be described and easily understood by project participants.
Manageable - a meaningful unit of work where specific responsibility and authority can be assigned to a responsible individual.
Estimateable - duration can be estimated in time required to complete, and cost can be estimated in resources required to complete.
Independent - minimum interface with or dependence on other ongoing elements (i.e., assignable to a single control account, and clearly distinguishable from other work packages).
Integratable - integrates with other project work elements and with higher level cost estimates and schedules to include the entire project.
Measurable - can be used to measure progress; has start and completion dates and measurable interim milestones.
Adaptable - sufficiently flexible so the addition/elimination of work scope can be readily accommodated in the WBS framework.
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

18. Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

19. Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

20. Project Planning Activity
Create a work breakdown structure for your project
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

21. Time Duration Managing a project requires awareness of two time frames
The amount of effort a task will take (in time), e.g., 3 hours to write a report
The calendar span over which the activity will occur, e.g., the report will be done within a week
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

22. Time Estimation If feasible, have person responsible make the estimate
Should take into account the resources needed for the activity
Do not overestimate to account for everything that can go wrong
Keep in mind the concept of self-fulfilling prophecy (A self-fulfilling prophecy is a prediction that directly or indirectly causes itself to become true, by the very terms of the prophecy itself, due to positive feedback between belief and behavior
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

23. Uncertainty in Time Estimates
Some activities will take longer and others will go faster than expected
Sources of uncertainty:
Varying knowledge and skills
Individual difference in approaching work
Mistakes or misunderstandings
Unexpected events (!!)
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

24. Project Planning Activity
For each work package, estimate the time duration in days
Determine then determine the time duration of each higher level activity
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

25. Identifying Resources
To accomplish each activity identified in the work breakdown structure (WBS) requires the use of resources:
Personnel (who, how many, their skills)
Space (meeting location, lab facilities)
Equipment (rent, own, purchase, how long needed)
Money (budget limitations)
You can interchange Resources (slides 20-22) and Durations (23-25). However, the time estimation may depend on the number of people assigned to each activity
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

26. Assigning Resources
Assign resources to the appropriate tasks (personnel, space, equipment, money)
Be realistic– no one can be in two places at one time
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

27. Project Planning Activity
What are the resources needed for each task in the work breakdown structure (WBS)?
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

28. Dependencies A B Examples of other dependency types: -start to finish
Dependencies are the relationships between activities
“Finish to Start” example
Predecessor Task: A
Successor Task: B
Arrow head indicates dependency relationship:
Task B cannot begin until Task A is complete
Examples of other dependency types:
-start to finish
-start to start
-finish to finish A B
The most common type of linkage is Finish to Start
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

29. Project Planning Activity
Number all tasks in work breakdown structure (WBS)
Identify the dependencies between each task
Notice at what level you are identifying the dependency. How does the dependency affect higher or lower level activities?
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

30. The Gantt Chart: A Visual Scheduling Tool
Graphically represents work breakdown structure (WBS) information
Shows dependencies between tasks, time duration, personnel, and other resource allocations
Tracks progress towards project completion
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

31. Building a Gantt Chart - Axes
List all tasks and milestones from the work breakdown structure (WBS) along the vertical axis
List time frame along the horizontal axis
Tasks:
Design support columns
Select final material
Design…
You can combine the next few slides into one. This is truly step by step detail that might be to much.
Time Frame: day 1 day 2 day 3
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

32. Building a Gantt Chart—Dependencies
For example: Design for a chemical reactor cannot begin until materials are chosen
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

33. Project Planning Activity
Based on the WBS (tasks, durations, and dependencies), create a Gantt Chart
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

34. Next Step: Implement the Plan
After the plan is complete, everyone should know who is responsible for each activity and when each task must be complete to ensure project success
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

35. Responsibility Matrix
Creates accountability by assigning each task to a person
Task
Yağmur
Oğuz
Zeynep
Activity 1 x
Activity 2
Activity 3
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

36. Project Planning Summary
Create WBS to identify activities
Estimate time durations
Identify resource needs
Note dependencies between tasks
Schedule activities using a Gantt chart
Review plan until you reach agreement
Put plan into action!
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

37. Managing Your Project: Planning & Time
References
Van Aken, S. (2001) University Leadership Development, Virginia Tech, Blacksburg, VA
Gido, J., & Clements, J.P. (1999). Successful project management. South-Western College Publishing.
3. Weiss, J.W., and Wysocki, R.K. (1992) 5-Phase Project Management: A Practical Planning and Implementation Guide. Reading, MA: Addison Wesley.
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

38. Managing Your Projects: Time
What does it take to create something bigger than yourself?
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

39. Learning Objectives
Understand the need for tracking personal time management
Conceptualize the difference between managing commitments and managing time
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

40. What characterizes a project?
Comprised of orchestrated activities performed by people to bring something into existence that would not occur naturally
Possesses creation and causation
Calls people to action
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

41. How We Think Projects Evolve…
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

42. Methods to Track Time Time management books or schedulers
Personal Digital Assistants (PDAs)
A piece of paper to write things down
Memory
What problems do you have in the area of time management?
What do you want to get out of this conversation on time management?
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

43. History of Time How was time measured? Began with light and dark
Evolved to Solar and Lunar calendars
Humans developed mechanical clocks
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

44. Nature of Time Q: Is time like a sail boat or a motor boat?
A: It’s more like a sail boat in a shifting wind
Class-room example
Vacation Example
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

45. What Do You Manage? You do not manage time You manage your commitments
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

46. Managing Commitments Determine time Specify place
Identify the appropriate resources
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

47. Structures for Time Management
Where is the last place you should put your commitments?
In your memory
Why?
How many things can you keep in your memory?
What do you remember when you are upset?
How long does it take to get upset in your normal day?
Need some structure outside of your memory in which commitments can exist
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

48. Commitment Management Exercise
List ALL of the commitments you have for the next week. (Look in all areas of your life)
What to track?
to-dos/meetings/calls
Projects/themes
Now put everything into a schedule with time/place/resources
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

49. Open Item List Date What Who Resources Date Due
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

50. Weekly Schedule Sun Mon Tue Wed Th Fr Sat 07:00 09:00 11:00 13:00
15:00
17:00
19:00
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester

51. Planning
Time Windows
short-term
medium-term
long-term
Each Window has a different level of clarity and detail
Missing any one of these alters how you act
Working within these windows will influence engineering project teams
Prof.Dr. Ahmet R. Özdural – Class Notes_01 - KMU417 Project Planning and Organization – Fall Semester