PLANNINGPLANNING09.24.1109.24.11

Alvin G. NiereAlvin G. NiereMBA-1MBA-1Misamis UniversityMisamis University

Learning ObjectivesLearning Objectives

Clearly defining the project objectiveDeveloping a work breakdown

structureDeveloping a network diagramUtilizing a project management

methodology for information systems development project

Familiarize with Microsoft project software

PLANNINGPLANNINGThe systematic arrangement of

tasks to accomplish an objective

Lays out what needs to be accomplished and how it is to be accomplished

Involves people who will be involved in performing the work

STEPS IN PLANNINGSTEPS IN PLANNING

Step 1. Define the Project Objective

The objective must be clearly defined and agreed upon by the customer and the organization or contractor that will perform the project.

Objectives are usually defined in terms of scope, schedule and cost.

SMART ObjectiveSMART Objective

S - specificM - measurableA - attainableR - realisticT - time-bounded

Steps in Planning Steps in Planning ( continuation) ( continuation) Step 2. Determine what work

elements, or activities, need to be performed to accomplish it.

This requires developing a list of all the activities.

Two Approaches in Making Two Approaches in Making the Liststhe ListsProject team brainstorm

only suitable for small projects

Work breakdown structuresuitable for larger and

complex projects

Work Breakdown Work Breakdown StructureStructureBreaks a project down into

manageable pieces, or items, to help ensure that all of the work elements needed to complete the project work scope are identified

It’s a hierarchical tree of end items that will be accomplished or produced by the project team during the project

WBS ConceptsWBS Concepts

Work items graphic structure that subdivides the project into smaller pieces.

Work Package the lowest-level work item for any given branch of the WBS

The WBS usually indicates the organization or individual responsible for each work item.

WBS ExampleWBS Example

Responsibility MatrixResponsibility MatrixA method used to display, in tabular

format, the individuals responsible for accomplishing the work items in the WBS.

Emphasizes who is responsible for each work items and shows each individual’s role in supporting the over-all project

P = primary responsibility S = support

Responsibility Matrix for Festival Responsibility Matrix for Festival ProjectProject

Point to RememberPoint to Remember

It is a good idea to show only one individual as the lead, or primary, person responsible for each work item. Designating two individuals as co-chairpersons increases the risk that certain work will “fall through the cracks” because each person assumes that the other person is going to do it.

Defining ActivitiesDefining Activities

ACTIVITY defined piece of work that consumes time

can also be defined by the person or team responsible for each work

Defining ActivitiesDefining Activities

Possible activities under Possible activities under Game BoothGame Booth

Point to RememberPoint to Remember

When all detailed activities have been identified for each of the work packages, the NEXT STEP is….

to graphically portray them in a network diagram that shows the appropriate sequence and interrelationships needed to accomplish the over-all project scope.

Developing the Network Developing the Network PlanPlanNetwork Planning

A technique that is helpful in planning, scheduling, and controlling projects that consist of many interrelated activities

Network Planning Network Planning TechniquesTechniques1. Program Evaluation & Review

Technique (PERT)2. Critical Path Method (CPM)3. Precedence Diagramming

Method (PDM)4. Graphical Evaluation and Review

Technique (PERT)COMMON DENOMINATOR : ALL

MAKES USE OF A NETWORK DIAGRAM

The most familiar tool for used in the network planning technique is the so called “Gantt Chart”

Gant chart was developed in the early 1900’s however remains very popular today mainly because of its simplicity.

Gantt Chart combines to functions of planning and scheduling. Activities are listed down the left-hand side, and a time scale is shown along the bottom.

The estimated duration for each activity is indicated by a line or bar spanning the period during which the activity which is excepted to be accomplished.

With Gantt Chart, the scheduling of activities occurs simultaneously with planning

Example Gantt Chart for Example Gantt Chart for Market Study ReportMarket Study Report

Person

Activity Responsible 0 10 20 30 40 50 60 70 80 90 100110 120 130 140

                                                               

Identify target consumers Susan                              

Develop draft questionnaire Susan                                    

Pilot-test Questionnaire Susan                                  

Finalize Questionnaire Susan                                                            

Print questionnaire Steve                                                            

Prepare mailing labels Steve                                                            

Mal questionnaire and get                                                              

response Steve                                                            

Develop data analysis                                                              

software Andy                                                            

Develop software test data Susan                                                            

Test software Andy                                  

Input response data Jim                              

Analyze result Jim                                

Prepare report Jim                                                            

0 10 20 30 40 50 60 70 80 90 100### 120 130 140

Different Formats in Drawing Different Formats in Drawing DiagramDiagram

1. Activity in the box method(AIB) a.k.a activity on the node(AON)

2. Activity on the arrow

ACTIVITY IN THE BOX ACTIVITY IN THE BOX METHODMETHODEach activity is represented by a

box in the network diagram and the description of activity is within the box

Activities consume time and starts with a verb

Each activity is represented by one box

Each box is assigned a unique activity number

ACTIVITY IN THE BOX ACTIVITY IN THE BOX METHODMETHOD

Get Volunteers

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ACTIVITY IN THE BOX ACTIVITY IN THE BOX METHODMETHODPrecedential Relationshipactivities are linked in a precedential order to show which activities must be finished before others can start arrows linking the activity boxes show direction of the precedence

An activity cannot start until all of the preceding activities that are linked by arrows have been finished

Wash Car Dry Car

3 4

When activities can be done When activities can be done concurrently for AIBconcurrently for AIB

Get Volunte

ers

Buy Material

s

Dismantle Booth

Clean-up

Construct Booth

Paint Booth

7

8

9 10

11

12

Activity on the Arrow Activity on the Arrow (AOA)(AOA)An activity is represented by an arrow

in the network diagram and the activity description is shown above the arrow

Each activity is one and only one arrowThe tail of the arrow designates the

start of the activity, and the head of the arrow represents the completion of the activity.

COLLECT DATA

In the AOA format, activities are linked by circles called EVENTS. An event represents the finish of activities entering into it and the start of activities going out of it.

Each event (not each activity) is assigned a unique number.

Predecessor event event at the tail of the arrow

Successor event event the end of the tail of the arrow

1 2 3WASH CAR DRY CAR

When activities can be done When activities can be done concurrently for AOAconcurrently for AOA

6

7

11

12

8 9 10

Get Volunteers

Buy Materials

Construct BoothPaint Booth

Dismantle Booth

Clean-up

Dummy ActivitiesDummy ActivitiesIn the AOA format, a dummy

activity can be created represented by a dash which consume zero-time. They are needed for 2 reasons:

To help in the unique identification of activities

To show certain precedential relationships that otherwise could not be shown

Is the following example Is the following example allowed in AOA network allowed in AOA network diagram?diagram?

1 2

A

B

Both A and B have predecessor-successor but not allowed in AOA because if someone referred to activity 1-2, we will be confused whether if it refers to A or B.

The insertion of dummy activity allows activities A and B to have a unique predecessor-successor event number combinations.

1

2

3A

B

Activity A = 1-3

Activity B = 1-2

Example for the usage of a Example for the usage of a dummy activitydummy activity

Situation:Activities A & B

can be done concurrently

When activity A is finished, activity C can Start

When both A & B are finished, D can start.

1 3 5

2 4 6

A

B

C

D

LadderingLaddering

a technique used when a project has a set of activities that are repeated several times.

Allows the project to be finished in a short period of time

Consider the following Consider the following example:example:Painting of 3 rooms

1. preparing the room to be painted2. painting the ceiling and walls3. painting the trim

Assume that there are 3 experts in each area.

Activities performed Activities performed seriallyserially

AIBPrepare

R1Paint R1 Trim R1 So on…

1 2 3 4

AOA

1 2 3 4

Prepare R1 Paint R1 Trim R1So

on…

Activities done Activities done concurrentlyconcurrently

Start Project

Prepare R1

Prepare R3

Paint R 1

Paint R 3

Finish ProjectPrepare

R2Paint R 2

Trim R 1

Trim 3

Trim R 2

1

4So

on..

Preparing a network Preparing a network DiagramDiagramThere should be a list of activities

and knowledge of network principle

Select the format to be used: AIB or AOA

Start drawing the activities in their logical precedential order

Things to be asked when Things to be asked when deciding on the sequence of deciding on the sequence of the activitiesthe activities

1.Which activities must be finished immediately before this activity can be started?

2.Which activities can be done concurrently with this activity?

3.Which activities cannot be started until this activity is finished?

Planning for Information Planning for Information Systems DevelopmentSystems Development

Information System a computer-based system that accepts data as input, processes the data, and produces useful information for users.

include computerized order entry systems, e-commerce systems, ATM, and billing, payroll, and inventory systems.

Systems Development Systems Development Life CycleLife CycleAlso called project management

tool or methodology Often used to help plan, execute,

and control IS development projects.

Consists of a set of phases or steps that need to be completed over the course of a development project.

STEPS in Systems STEPS in Systems Development Life CycleDevelopment Life Cycle

1. Problem Definition. Data are gathered and analyzed, and problems and opportunities are clearly defined.

2. System analysis. The development team defines the scope of the system to be developed, interviews potential users, studies the existing system and defines user requirements.

STEPS in SDLC STEPS in SDLC ((continuation)continuation)

3. System design. Several alternative conceptual designs are produced that describe input, processing, output, hardware, software, and the database at a high level.

4. System development. The actual system is brought into existence. Hardware is purchased, and software is either purchased, customized, or developed. Databases, input screens, systems reports, telecommunication networks, security controls and other features are also developed.

STEPS in SDLC STEPS in SDLC ((continuation)continuation)

5. System Testing. After individual modules within the system have been developed, testing can begin. Testing involves looking for logical errors, database errors, errors of omission, security errors, and other problems that might prevent the system from being successful. Once the users and developers are convinced that the system is error-free, the system can be implemented.

STEPS in SDLC STEPS in SDLC ((continuation)continuation)

6. System implementation. Users are trained and the existing system is replaced with the new improved system.

Project Management Project Management SoftwareSoftwareA software that allow the project

manager and the project team to plan and control projects in a completely interactive mode.

Common Features of a Common Features of a Project Management Project Management

SoftwareSoftwareCreate lists of tasks with their estimated durations

Establish interdependencies among tasks

Work with a variety of time scales, including hours, days, weeks, months, and years

Handle certain constraintsTrack team members including their

pay rates

Common Features of a Common Features of a Project Management Project Management

Software (Software (continuation)continuation)Incorporate company holidays, weekends, and team member vacation days into calendaring systems

Handle shifts of workersMonitor and forecast budgetsLook for conflictsGenerate a wide variety of reportsInterface with other software packagesSort information in a variety of ways

( by team, member, work package)

Project Management Project Management SoftwareSoftware

Microsoft Project is an example of a project management software.

Critical Success FactorsCritical Success FactorsIt is important to develop a plan before the start

of the projectParticipation builds commitmentThe project objective must be clear, attainable,

specific, measurable, and agreed upon by the customer and the organization that will perform the project.

Handle multiple projectsWork online and respond quickly to changes in

schedule, budget, or personnelCompare actual costs with budgeted costsDisplay data in a variety of ways, including both

Gantt charts and network diagram

Familiarization with a Familiarization with a Microsoft Office ProjectMicrosoft Office Project

Watch and learn………