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Scheduling Processes

Scheduling Processes. Scheduling. Is the planning of the time you have available In this case, the duration of the project or proposed project Schedules allow us to: Understand the constraints on time Plan to make the most of time Allow for contingency time Minimise ‘rush-jobs’ and stress.

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Scheduling Processes

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  1. Scheduling Processes

  2. Scheduling • Is the planning of the time you have available • In this case, the duration of the project or proposed project • Schedules allow us to: • Understand the constraints on time • Plan to make the most of time • Allow for contingency time • Minimise ‘rush-jobs’ and stress

  3. Constraints on Time • Contractual requirements: European Commission gives us 12, 24 or 36 months to carry out activities • All ‘payable’ activities must be carried out within this time, or we lose the remainder of the budget • Activity dependencies

  4. Allow for contingency time • Better to ‘overestimate’ than ‘underestimate’ time needed • Contingency time needed for when a problem arises • Example: if we have a delay from the side of the Commission (common!) • Ensures timely completion of project

  5. The Workplan • Done in the proposal drafting stage • Basic activity plan by month and by number of days for each activity • Activities are set out in chronological order, not priority order • Subject to change once the project begins

  6. Workplan

  7. Project Calendar • Apart from activities, we also have to establish a full calendar of events • Including: • Reports • Audits • Evaluations • Relations to activities

  8. Project Calendar • Microsoft Project is a useful software tool • Allows us to visually plot activities on a timeline, and then make relationships between them • Useful for establishing priorities within the project activities • Example: SAFIRO Calendar

  9. Critical Path Analysis • Tool for establishing the ‘path’ we need to have developed on time for completing the project on time • Also aids resource planning • Helps to identify those activities which may be delayed and the project still will be completed on time • Essential concept: some activities cannot start until others have been completed • Use workplan and Gantt Chart as a basis

  10. Critical Path Example: Software Project

  11. Adjusting the Critical Path • If an activity is on the critical path, then it is essential for keeping the project on track • Those off the critical path, can be changed, modified, and delayed to some extent • Decide to what extent this can be done

  12. Other Sheduling Tools • Diary keeping • Contact with the consortium • Online project diary – website forum • Reminder emails

  13. Graphical Representations • The use of graphs makes our project proposals stronger: • Easier for evaluator to understand • Useful for us to make us more efficient • PERT; GANT; PROJECT; etc

  14. PERT Chart: IPR Helpdesk

  15. GANT Chart: IPR Helpdesk

  16. Inputs and Outputs for Scheduling

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