1. Project management A whistle-stop tour Toot!

2. Places to see Overview Project design in detail Task analysis example Design documentation examples Terminus

3. Project management Overview

4. What is a project?  A project is a planned undertaking that has: —a clearly defined goal —a fixed time limit —a finite budget.  To be considered a success a project must: —achieve its goal —be completed on time —be completed within budget.

5. What is project management?  Project management —involves planning, organising and monitoring a project —includes managing tasks, time and resources.  Tasks are the jobs that have to be done so as to complete the project successfully.  Resources include people and equipment; they cost money.

6. Some typical activities PlanningOrganisingMonitoring Tasks Determine what needs to be done. Develop specifications. Check to see whether any difficulties have arisen. Time Determine how long for each task how long overall. Negotiate/inform staff re times and dates. Watch out for tasks falling behind schedule. Resources Determine cost skills & people equipment. Talk to ––finance dept. ––personnel dept. Hire/purchase equipment. Check budget balance whether other skills are needed.

7. Define the project  title  goal  deadline  resources Stages of a project Design the project  perform task analysis  allocate resources  allocate times  set standards  document Execute the project  do the work  monitor progress  review and report Terminate the project  overall review  note what worked well  learn from mistakes!

8. Project management Project design in detail (and a little about monitoring)

9. Task analysis  Task analysis involves identifying: —all the separate tasks that must be carried out —all the dependencies between those tasks —the critical path.  Following a methodology helps to identify tasks.  The analysis can be refined as the project proceeds.

10. Allocating resources and time For each task:  Determine skills required —match people’s skills to tasks —may need to hire people with the necessary skills. Too many IT projects run out of time!  Estimate how long it will take —estimate best and worst case times —talk to others who have the experience —have team members submit independent estimates.  Determine the equipment required.

11. Setting standards  Should cover —methodology to be followed —reports: type, content and format —testing and quality control —meeting schedules —conventions to be followed.  Should be agreed to before execution commences.  All members of the project team should be expected to follow them.

12. Documenting  All aspects of the project design should be documented.  Tasks, times and dependencies can all be documented in one place by the use of —Gantt charts  Standards should be distributed to all project team members. —network diagrams (e.g. PERT charts, precedence diagrams).

13. Execution: monitoring  Involves checking the project’s progress.  Regular meetings are held: —individuals report back to team —team members share ideas —identify areas of concern.  Progress can be recorded by the use of: —project logs, and/or —Gantt charts or network charts.  May need to revise project plan.

14. Project management Task analysis example

15. Identify tasks A top-down approach is useful Computer system upgrade Prepare room Prepare computers Install computers Order furniture Install wiring & network points Empty room Order computers Create image Load image & test Place in room Connect to network Test Work breakdown structure

16. Identify dependencies A dependency exists where a task cannot commence until one or more other tasks are complete. Order furniture Install wiring & network points Empty room Order computers Create image Load image & test Place in room Connect to network Test Order furniture Install wiring & network points Empty room Order computers Create image Load image & test Place in room Connect to network Test Dependency

17. Identify the critical path Install furniture 2 days Order computers 0.5 days Create master image of hard disk 2 days Load hard disk image on to other computers 1 day Test computers 1 day Place ready computers on desks 0.5 days Set network name on each computer and test login 0.5 days 5 67891011 Design room layout 0.5 days Order furniture 0.5 days Empty room 0.5 days Install electrical wiring and network points 3 days 3 1 4 2 7 days The critical path A float-time is the difference in time between two parallel paths that have the same start and end points. It is allocated to the ‘shortest’ path. The critical path is that sequence of dependent tasks where, if one task is delayed, the whole project is delayed. Float 1-2-4 = 2.5 days Float 1-5-6-7-8- 9-10-11 = zero

18. Project management Design documentation examples

19. Gantt charts TaskDay:12345678910111213 Prepare room design room layout order furniture empty room install electrical … install furniture Prepare computers order computers create master image load image … test computers Install computers place computers … set network name … Tasks grouped as parts of a major task ‘Non-obvious’ dependencies shown with arrows … … others implied by the ‘staircase’ Overlapping bars indicate tasks running at the same time Bars show task start and end times A project milestone Time scale Tasks

20. PERT charts Install furniture 2 days Order computers 0.5 days Create master image of hard disk 2 days Load hard disk image onto other computers 1 day Test computers 1 day Place ready computers on desks 0.5 days Set network name on each computer and test login 0.5 days 5 67891011 Design room layout 0.5 days Order furniture 0.5 days Empty room 0.5 days Install electrical wiring and network points 3 days 3 1 4 2 7 days A lag––it represents a waiting time A node indicates an event such as ‘the furniture has been ordered and the wiring is complete’ A line indicates a task and the time it is estimated to take A dummy –– it indicates a dependency but no task Multiple paths indicate tasks that can occur simultaneously A task leaving a node cannot begin until all the tasks entering it are complete

21. 1. Design room layout 0.5 days 2. Order furniture 0.5 days 3. Empty room 0.5 days 4. Install electrical wiring and network points 3 days 5. Install furniture 2 days 6. Order computers 0.5 days 7. Create master image of hard disk 2 days 8. Load hard disk image onto other computers 1 day 9. Test computers 1 day 10. Place ready computers on desks 0.5 days 11. Set network name on each computer and test login 0.5 days Precedence diagrams A line indicates a dependency Nodes show tasks and an estimate of how long they will take Multiple paths show tasks that can run simultaneously A task leaving a node cannot begin until all the tasks entering it are complete

22. Ease of construction Ease of reading Showing sequence Showing dependencies Showing critical path Documenting progress Relative merits  Gantt and network charts all allow tasks, times and dependencies to be documented in the one place.  They can also be used to document the progress of a project.  Each documentation technique has its strong and weak points. GanttNetwork straightforwardcan be difficult straightforwardrequires thought excellentpoor can be untidyexcellent poorexcellent very goodless detailed