Time Management

Part 3 Scheduling Fundamentals

Activity Definition and Sequencing

Richard Boser
Time Management
This knowledge area includes the project
management processes required to ensure
timely completion of all work activities
included in the project.

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Time Management:
Knowledge Process Areas
6.1 - Activity Definition Specific schedule activities
required to produce project deliverables.
6.2 - Activity Sequencing Documenting dependencies
among schedule activities.
6.3 Activity Resource Estimating Type & quantity of
resources required to perform each schedule activity.
6.4 Activity Duration Estimating Number of work
periods needed to perform schedule activities
6.5 - Schedule Development Analyzing the activity
sequences, durations, resource requirements and
constraints to create the project schedule
6.6 - Schedule Control Evaluating and controlling any
changes to the project schedule
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PMI-isms Related to Time Mgmt
Assume you have historical info (Organizational
process assets)
PM has authority and power.
PMs fault if project doesnt meet time and cost
goals.
Always follow Plan-Do-Check-Act cycle.
Scope change must be evaluated for impact to
time, cost, quality, risk & customer satisfaction.
(See Rita Mulcahy (2005) PMP Exam Prep p. 16)

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6.1 Activity Definition
Inputs Tools & Outputs
Techniques
Enterprise Decomposition Activity list
environmental Templates Activity
factors (PMO) Rolling Wave Attributes
Organizational Planning Milestone list
process assets Expert Judgment Requested
Scope Statement Planning changes
WBS component
WBS Dictionary (high-level schedule)
PM Plan

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Activity Definition Tool: Decomposition

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Activity List (Activity Definition Outcome)
Vendor Selection (Work Package)
Agenda for visits
Visit schedule
Evaluation criteria
Team prep and training
Report on visits
Finalists list

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Activity Attribute Matrix (PMBOK p. 130)
Activity: Report on visits
ID and/or Code:
Description:
Predecessor:
Successor:
Logic Relationships:
Lead or Lag:
Resource Requirements:
Assumptions/Constraints:
Imposed Dates:
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Milestones (Activity Definition Outcome)
Zero duration events that mark major progress in work.
Start Milestones
Finish Milestones (deliverables)
Many small milestones improve project control.
Use for high level schedule
Use for summary level reporting to senior management.

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6.2 Activity Sequencing (PMBOK)
Inputs Tools & Outputs
Techniques
Scope Statement Precedence (PDM) Project Schedule
Activity List Diagram Method Network Diagrams
Activity Attributes Arrow Diagram Activity List UP
Milestone List Method (ASM) Activity Attributes
Approved Change Schedule Network UP
Requests Templates Requested Changes
Dependency
Determination
Apply Lead & Lag
(GERT) Conditional

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Precedence Diagramming Method (PDM)
or
Activity-On-Node (AON)
Task A Task B Task D Task E Task G
1d 3d 2d 1d 2d
ES EF ES EF ES EF ES EF ES EF

Task C Task F
4d 4d
ES EF ES EF

Look carefully as you will create a PD very soon!

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Planning by Post-It
# ____

Verb Noun

Estimated Time: _____

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Activity: Sequencing with Sticky Notes
Develop a Precedent Diagram for a
surprise birthday party (or alternate).
At a minimum, include at least dozen
activities.
Use only Finish-Start relationships. Use
parallel activities when appropriate.
You have 15 minutes.

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 Activity: Debrief Questions
How did you decompose the project activities?
Bottom-up? Or top-down?
How many parallel activities were used ?
Were there any bottlenecks in your operation? If
so, how resolved?
How would you shorten the project time?
Which activities were not in your control?
Challenge activity: Enter in MS Project

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 Sequencing Tool
Precedence Diagramming Method (PDM)
Or Activity-On-Node (AON)

Task A Task B Task D Task E Task G

1d 3d 2d 1d 2d
ES EF ES EF ES EF ES EF ES EF

Task C Task F
4d 4d
ES EF ES EF

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 Sequencing Tool

Activity on Node (AON)

Design
Formwork

Mobilize Install Forms & Erect

Foundation Concrete Steel

Procure
Steel

Four types of dependencies possible.

Where are the mandatory dependencies?
Are there any discretionary dependencies?

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 Sequencing Tool
Activity on Arrow (AOA)
Design Formwork

Forms & Erect

Install
Concrete Steel
Mobilize Foundation
Excavate
Procure Steel

Only ONE activity can occur between the same pair of nodes.
All finish-start relationships.
Dummy activities take no time or effort AND maintain logic.
Nodes can serve as milestones.

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 Sequencing Tool
Dependency Logic

Dependents Logical Relationships

Consecutive / Linear (Finish Start)
Concurrent / Parallel
D
3
A B C F
2 4 7 2

E
5

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 Sequencing Tool

Types of Dependencies
Mandatory Dependencies
Hard logic cannot change
Discretionary Dependencies
Soft logic- discretion of project manager
External Dependencies
Supply Chain related outside YOUR
control (typically)

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 Sequencing Tool
Dependency Relationships

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 Sequencing Tool
Dependency Relationships
Examples:
FS Lots of examples.
FF (rare) B cant finish before A
e.g. Data entry (B) cant finish
until Data collection (A) is finished
SS Data entry (B) can start once
Data collection (A) starts (w/ lag).
SF (rare) B cant finish before A
e.g. Terminate legacy server
Old system discontinued (B) when
new system (A) operable.

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 Test Yourself
A dependency requiring that design be
completed before manufacturing can begin is
an example of a _____________ dependency.
a. Discretionary
b. External
c. Mandatory
d. Scope

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 Test Yourself
A dependency requiring that design be
completed before manufacturing can begin is
an example of a _____________ dependency.
a. Discretionary
b. External
c. Mandatory
d. Scope

C: Required or mandatory dependency

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 Sequencing Tool

Lead (Accelerate) SS
A
10

5 B
7

Start Start with 5 days head start for A

When might lead be used?

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 Sequencing Tool

Lead (Accelerate) FS
A
10

5 B
7

Finish Start with 5 days overlap from finish

When might lead be used?

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 Sequencing Tool

Lag (Wait)
A
10
5
B
7
Finish Start with 5 days lag
When might lag be used?

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Lead & Lag in MS Project

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Technical Constraints that
Affect Sequencing
FS least risk-prone
Use FS if it fits project time frame
Discretionary constraints
Judgment calls by PM (e.g. SS vs. FS)
Unique Attributes
Resource availability, location, staffing,
etc

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Types of Constraints - MS Project
Imposed Dates Software Default
Start no earlier than As soon as possible
Start no later than
Finish no later than
Finish no earlier than
Other Types
Must start on
Must finish on
As late as possible

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 Sequencing Tool

Activity: Dependencies in MS Project

Create in MS Project

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Network Diagram Applications
Show activity dependencies
Display workflow and activity sequence
Tool for planning, organizing & controlling
Determine progress for control & reporting
Justify time estimates
Plan schedule compression

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Quiz #3: Sequencing Activities
1. What is the difference between AOA & AON?
2. Provide examples of mandatory, discretionary,
and external dependencies.
3. Name the 4 types of dependency relationships?
4. How does lead differ from lag?
5. What is the default setting for software time
constraints?
6. When is a milestone used?

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End Activity Definition and Sequencing
Questions/Notes

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