1. Applied Software Project Management (Andrew Stellman & Jennifer Greene) Chapter 4 - Part 1 Project Schedules Presented by: Marek Hajek 02/16/2012 [Majority of slides created by Marek Hajek for CS 709B classroom use at UNR, Spring 2012] 4-1

2. Outline 1.Project Schedule (PS)[+] 2.PS Prerequisites[+] 3.Steps in Building a PS[+] 4.Gantt Chart[+] 5.How to Reconcile a PS[+] 6.Meetings[+] 7.Critical Path[+] 8.Don’t Abuse Buffers 9.Summary[+] 4-2

3. Project Schedule What is a project schedule? A calendar that links tasks with resources. 4-3

4. Building Project Schedule Project Schedule Prerequisites 1.WBS – Work Breakdown Structure. 2.Estimate of effort for each task. 3.Resource list and their availability. 4-4 http://www.microsoft.com/global/project/en-us/RichMedia/demos/shifting/player.html?course=shifting Managing Tasks In Project [0:00 – 0:40] [5:07] Managing Time in Project [4:30] Managing Resources In Project [0:00 - 1:45]

5. Building Project Schedule Steps in Building a Project Schedule 1.Allocate resources to tasks. 2.Identify dependencies between tasks. 3.Create the schedule document. 4.Revise/reconcile schedule with organization needs. 4-5

6. Building Project Schedule 1. Allocate Resources to Tasks 1.Most difficult and time consuming part of effective project management. 2.Assign 1 or more resources to each task. 3.Must account for overhead when more than 1 person assigned to task.* 4-6 http://www.microsoft.com/global/project/en-us/RichMedia/demos/shifting/player.html?course=shifting Managing Resources In Project [1:45 – 2:00]

7. Building Project Schedule Keep in mind… 1.Parkinson (1958): “Work expands so as to fill the time available for its completion.” 2.Brooks: “Nine women cannot have a baby in one month.” 3.Effort <> Duration. a.Effort: amount of work spent on a task measured in person hours. b.Duration: time from task start to completion. 4-7

8. Building Project Schedule 2. Identify Dependencies Dependency: a.One task requires a deliverable from another task. b.Tasks share the same resource. 4-8

9. Building Project Schedule 3. Create the Schedule Document 1.Typically created using project management software such as Microsoft Project. 2.Graphically represented as a Gantt chart. 4-9

10. Building Project Schedule Gantt Chart and its Elements 1.Task and its duration = bar 2.Milestone = black diamond 3.Summary task = black bar that spans over tasks 4. Dependency = line with arrow 4-10 http://www.microsoft.com/global/project/en-us/RichMedia/demos/shifting/player.html?course=shifting Managing Time In Project [4:39]

11. Building Project Schedule 4. Reconcile Schedule 1.Must reconcile when project End date > Needed date 2.Reorganize/reallocate tasks and resources more efficiently. 3.Add resources. 4.Release project in phases. 4-11

12. Project Schedule Maintenance Meetings 1.Review meetings. a.Should be part of project schedule. b.Review whether schedule is accurate. c.Take action if schedule drifted off track: rearrange schedule, overtime, revise vision and scope document. 2.Milestone review meetings. a.Typically scheduled after last task of project phase. 4-12

13. Project Schedule Maintenance Important! Report serious problems to your project manager immediately so that he can promptly address issue and potentially rearrange schedule! 4-13

14. Project Schedule Maintenance Critical Path 1.Critical path consists of a sequence of tasks that represent the minimum time required to complete the project. 2.There is never slack in critical path. 4-14 http://office.microsoft.com/en-us/project-help/video-show-the-critical-path-VA101808853.aspx http://www.microsoft.com/global/project/en-us/RichMedia/demos/shifting/player.html?course=shifting Tracking With Project [0:00]

15. Project Schedule Maintenance Don’t abuse buffers A buffer is a task added to the schedule with no specific purpose except to account for unexpected delays. – This practice involves either adding extra tasks or padding existing tasks at strategic points in the schedule where overruns are “expected”. – Buffers can be useful: On a year-long project, every programmer will take two weeks of vacation Buffers can be used to account for this known delay – Buffers are often abused The idea that overruns are expected means that there is an implicit assumption that the estimate is incorrect. Buffers should not be used to add time to compensate for an inaccurate estimate. 4-15 *Stellman and Greene’s Chapter 4 slide content.

16. Part I Summary Project Schedule Prerequisites – WBS, Estimate of effort per task, resource list/schedule. Building Project Steps – Allocate resources to tasks, identify dependencies, create the schedule document, reconcile schedule. Meetings. – Review & Milestone meetings. Critical Path – A sequence of tasks = minimum time required to complete project. Don’t abuse buffers – Don’t pad extra space into project schedule for just-in- case scenarios. 4-16

17. Chapter 4 Project Schedules Thank you for you attention. Questions? Presented by Marek Hajek 4-17