1. Project Management COURSE 6 Resources Planning

2. Project Management2 Resources Estimation What resources? Quantities of resources? When needed ! Everything estimated according with WBS

3. Project Management3 Activity Duration Estimating Amount of work focused on the Team Actual effort (not the duration) 40 hours work 1 person → 1 week 2 persons → 2.5 days 0.5 person → 2 weeks Assign team members to WBS activities

4. Project Management4 Resources availability 40 hours ≠ 40 hours Full-time assignment (40 hours/week), including: sick overhead activities (read e-mails etc) vacation attend department meeting company responsibilities 40 hours = ? hours

5. Project Management5 Resource Leveling Optimal team size Full utilization 5 0 Effort Time 1234 8 / 7.6 hours 40 / 35 days 22 / 18.5 weeks days weeks months

6. Project Management6 Resources Scheduling 1. Time-limited scheduling resources- unlimited, time - fixed; deadlines are very important, activities can be delayed only until their late start date 2. Resource-limited scheduling resources - limited, time - flexible; not allowed: hiring new resources, overtime, engage external teams etc. ! in practice we meet both constraint types (but in general there are not absolute limits) Obs : resources scheduling algorithms assume that all needed resources are available

7. Project Management7 Premises during activity resources assignment is constant to execute one activity all needed resources should be available used only one resource type one person could be used to execute any activity type

8. Project Management8 1. Time-limited scheduling Objectives: 1. To compute needed resources to be available to execute activities; 2. Execute each activity so to preserve a constant usage of resources (when possible). = Uniform resources consumption technique : Resources are not limited, but we will try to optimize resources usage 6 steps

9. Project Management9 Sample Office Installation : (A) Prepare desks (2 pers., 12 weeks) (B) Obtain equipment (2 pers., 8 weeks) (C) Design tests (1 pers., 5 weeks) (D) Install equipment (4 pers., 10 weeks) (E) System test(3 pers., 10 weeks) (F) User training (1 pers., 5 weeks) - D and F should be executed after A and B - E must be executed after C and D are finished

10. Project Management10 0 Step one 1: Draw activity network Time unit: week Act.PersTimeCond A212- B28- C15- D410A, B E310C, D F15A, B 0 0 1 0 4 2 0 0 3 0 17 4 12 5 22 6 32 A 12 C 5 B 8 D 10 E 5 F

11. Project Management11 Step 2: Create activities/resources table EMS – Earliest Moment to Start LMF – Latest Moment to Finish sorted by Float / CMTMF Cod activitate DescrierePersDuratăCMDMS Marja de timp CMTMF Apregătire birouri21200 B procurare echipamente 280412 Cproiectare teste1501722 D instalare echipamente 41012022 Etestare sistem31022032 Finstruire utilizatori15121532 Activity Code DescriptionPersDurationEMSFloatLMF APrepare desks21200 DInstall equipment4101202 ESystem test3102203232 B Acquire equipment 28041212 FUser training15121532 CDesign tests150172

12. Project Management12 Step 3: Compute needed resources (2  12) + (2  8) + (1  5) + (4  10) + (3  10) + (1  5) = 120 man-weeks 120 / 32 = 3.75 → average 4 persons we will compute the number of resources needed for entire project, supposing that each activity starts at the Earliest Moment of Start

13. Project Management13 Step 4: Create resource diagram 0 1 2 3 4 5 10 20 30 A D E B Persons Number Weeks Number CF

14. Project Management14 Serial programming identify activities sort activities based on float represent graphically each activity we obtain an initial diagram (‘automatized’) next step: balance resource consumption (‘manually’)

15. Project Management15 Step 5: ‘Re-arrange’ activities in diagram 0 1 2 3 4 5 10 20 30 A D E B Persons Number Weeks Number CFCC

16. Project Management16 ‘Optimal’ schedule analysis practically, there is no deterministic algorithm to detect the optimal schedule for big projects (complex diagrams) it is not possible to ‘see’ the solution Burgess leveling procedure: - activities sorted based on precedence - S – uniformization function: S =  x t 2 where x t is th resource in time t. - cyclic algorithm of activities movements

17. Project Management17 Step 6: Change the ‘ rules ’ 0 1 2 3 4 5 10 20 30 A Persons Number Weeks Number D E F B CCCC C

18. Project Management18 Time-limited resources scheduling- summary 1 Draw activity network 2 Create table with activities, needed resources, duration, earliest moment to start, float, latest moment to finish. Activities are ascending sorted based on float (for equal float activities are sorted based on their latest moment to finish). 3 Compute needed resources (average). 4 Draw initial resource diagram, where each activity is planned at earliest moment to start, sequentially, in order obtained at previous step. In this way, critical activities are positioned at the bottom and thos having biggest float will be positioned on top. 5 Re-arrange activities in diagram based on their float, so to obtain a uniform profile as possible (with the respect of the rules ). 6 Change the rules to improve the profile.

19. Project Management19 2. Resource-limited scheduling Eligible activities = activities which could start if there are resources available, preserving the dependencies between activities Parallel programming: starting with the beginning of the project all eligible activities are handled in parallel Rules: Rule no. 1 From all eligible activities we should select as the first activity that with the earliest Latest Moment of Start, than that with the shortest duration or, finally, that with the highest number of resources needed. Rule no. 2 An already started activity should continue without interruption till it is finished. Rule no. 3 If there is an eligible activity which could start, it will start. Rule no. 4 An activity is not started if the needed resources are not completely ready.

20. Project Management20 Sample restriction: 4 persons available CodeDependeciesResources Durati on LMSFloatLMF A-21200 B-2844 C-1517 22 DA, B41012022 EC, D31022032 FA, B15271532

21. Project Management21 0 1 2 3 4 5 10 20 30 A D F B Moment Available persons Eligible activities sorted by LMS OBSOBS ActivityPersonsLMS 04 A20 B24 C117    82C1  C 12 3 D4 F127   133D412  174D412  274E322  E

22. Project Management22 30 0 1 2 3 4 5 10 20 A D F B C E Manual optimizations

23. Project Management23 30 0 1 2 3 4 5 10 20 A F B C E Changing the ‘rules’ D CCC C

24. Project Management24 Resource-limited scheduling - summary 1 Draw activity network diagram and compute all moments of events occurrence. 2 Build a table with activities, needed resources, durations and LMSs, used as selection criteria. 3 When project starts and every time some resources are freed: · eligible activities are identified; · activities are selected to be executed, step by step, based on some decision rules. We obtain a program very close to an optimal schedule