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Apply Project Time

Management Practices
BSBPMG410 Apply project time-management
techniques
1. Assist in developing 1.1. Contribute to developing the work breakdown structure with sufficient
project schedule detail to enable effective planning and control
1.2. Contribute to estimating the duration and effort, sequence and
dependencies of tasks to achieve project deliverables
1.3. Assist in using project scheduling tools and techniques to identify
schedule impact on project time management, resource requirements,
costs and risks
1.4. Contribute to achieving an agreed schedule baseline and
communicating the schedule to stakeholders
2. Maintain project schedule 2.1. Use techniques to measure, record and report progress of activities in
relation to agreed schedule
2.2. Record baseline variance between actual and planned progress
2.3. Contribute to forecasting the impact of change on the schedule and
analysing options
2.4. Update task status and agreed changes to maintain currency and
accuracy of schedule
3. Participate in assessing 3.1. Assist in the review of project performance to determine the
time-management outcomes effectiveness of time management
3.2. Document scheduling and time-management issues and responses to
assist in project evaluation
BSBPMG410A Apply project time-management
techniques
Required skills
numeracy and literacy skills to:
• schedule project activities
• work with project tools and techniques
• write reports on time-management issues
• planning and organising skills to:
• sequence tasks
• monitor progress against agreed deliverables
• technology skills to use software (if appropriate)
Required knowledge
• implications of time management for project resources, costs and risks
• methods for estimating task duration and resource effort
• project-management techniques and tools for creating and monitoring
schedules
• project time-management terminology and methodology
The first step - scoping your project

 Project Brief
 Quality Management Plans
 Risk Management Plans
 Product descriptions (PRINCE2)
Apply Time Management Techniques

 Time management

 Definition of Time in project Management (Labour Effort vs Elapsed)

 Time Management Tools

 Work breakdown structure - determine the detail and complexity

 Critical path - the logical relationship between project activities &

identification of critical activities

 Gantt charts – visual timeline of tasks

 Pert charts / network diagrams – determine the duration of tasks


Time management – the process

 Activity Definition - what has to be done (the product breakdown &


product descriptions can be used in PRINCE 2) produce a Work
Breakdown Chart and a Work Breakdown Structure

 Activity Sequencing (Critical Path and network diagrams)

 Activity Resource Estimation (Product breakdown)

 Activity Duration Estimation (PERT)


Work Breakdown Structure Chart

Creating a work breakdown structure chart (WBS)

 This can be developed via brainstorming and is useful when the


project team is unsure of everything that has to be done
 Use either a “top down” or “bottom up”
 Top Down – start with the milestone and determine the tasks to be
accomplished to meet the milestones
 The refine each task into its component or subordinate tasks
required
 Stop at the level where you could assign someone the task and they
could complete it without further explanation
WBS Chart Example (partial)

Level 0 Building a
Shed

Establish
Level 1 Design Shed Site Services
& amenities

Erect
Level 2 Floor Plan
Structural
Plan
perimeter
fence
Hire Toilet
Work Breakdown Structure

Creating a work breakdown structure (WBS)


The detail for each task can be documented

 Task ID
 Task description
 Predecessor relationship
 Time required
 Resource estimation
 Costs

Note this is an iterative process and may require review and updates
Sample WBS for Building a Shed
Task Task Description Predecessor Time in Resources (people and materials required to complete the task) Costs
Number/ID relationship days
(sequence )

1. Preparation phase

1.1 Design Shed N/A 3 days Designer $1000


1.2 Obtain council approvals 1.1 14 day Project manager to submit engineering, design specifications and $500
construction certificates

1.3 Sign Contract 1.1, 1.2 .2 day Project manager $0


2 Construction Phase
2.1 Check existing boundaries 1.1, 1.2 1 day Surveyor, $1500
2.2 Check underground cable locations 1.1, 1.2 1 day Project manager to contact utilities $100

2.3 Establish site services and 1.1, 1.2 2 days Fence construction team (2), electrician, plumber, require hired toilet, $6000
amenities fencing materials

2.4 Excavate site 2.1, 2.2 3 days Excavation team (3) $7,500
2.5 Pour Concrete and wait for it to set 2.4 2 days Construction team (4) $8,000

2.6 Install Shed 2.5 2 days Construction team (4) $15,000


3 Completion Phase
3.1 Connect utilities to shed 2.6 2 days Electrician, Plumber $2,500
3.2 Clean up site 2.5 3 days Construction team (2) $3,500
3.3 Hand over keys and warranties 3.2 1 day Project Manager $0
3.4 Final Payment 3.3 0 days $0
Critical Path – Activity sequencing
A tool used to depict the longest sequence of activities through a
network (the critical path) and therefore the minimum project duration

 If any activities on the critical path are delayed they will delay
the project

 We need to know the dependencies (relationship between tasks)


 Mandatory – eg cannot test system until it is installed
 Discretionary – represent good practice eg may not start detailed design
until users sign off on analysis
 External – rely on factor external to the project eg cannot install
hardware until it is delivered
 Show the sequencing of the tasks based on dependencies see
diagram
Critical Path using a network diagram
Gantt chart

A tool used to depict the graphical representation of the project’s work


activities
 Provide a visual display of tasks scheduled in a calendar format
 Show start & end dates and durations
 Show milestones – significant events with a zero duration
 Can show planned and actuals

• Usually derived from the PERT / Network Chart


Gantt Chart
PERT

A tool for determining the most likely duration


Prerequisite – understanding/knowledge of the task (experience)

 Determine the most optimistic duration


 Determine the most pessimistic duration
 Determine the most likely duration
 Formula Expected time = optimistic + 4 x most likely+ pessimistic
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