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4E1 Project Management

4E1 Project Management. Planning 1 From Work Breakdown to Quality Plan. Key Concepts. S tandard task lists Work breakdown structure Work package Coding system Responsibility matrix Quality management. Standard Tasks: Example. From Microsoft Project template:.

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4E1 Project Management

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  1. 4E1 Project Management Planning 1 From Work Breakdown to Quality Plan

  2. Key Concepts • Standard task lists • Work breakdown structure • Work package • Coding system • Responsibility matrix • Quality management

  3. Standard Tasks: Example • From Microsoft Project template:

  4. Standard Tasks: Example 2 • Tasks for software development projects Feasibility assessment Requirements analysis System design Programming Unit testing System testing Acceptance testing Implementation (Maintenance) • Tasks often formalised in development methodologies (e.g. SSADM, DSDM, RUP)

  5. Work Breakdown Structure (WBS) • Divide the work into coherent steps • Decompose each task into 7±2 subtasks (roughly) • Creates a hierarchical (inverted tree) structure • Aids understanding • Too few: deep hierarchy • Too many: shallow hierarchy • Stop when it is detailed enough • Typically 2-4 sub-levels • Depends on purpose, audience, etc.

  6. WBS Terminology • Four levels commonly found Large Small

  7. First level of breakdown Hospital Rail Housing Shops Airstrip School Extract from Second level Water & sewage Roads Church Power generation Workshop & stores Mining complex Adminis- tration Messing & wash houses Winder house Mine offices Semi finished products Mineshaft complex Smelter Refinery Concentra- tor Extract from third level Ore crushers Piping & pumps Ore bins Main building Conveyors Flotation cells Tailings disposal Cranes Sulphuric acid tanks WBS Example 1: Mining Project Mining Project

  8. Acquire and Install New Personnel System 2. Seek Information from Package Suppliers 1. Specify Requirements 3. Draw Up Shortlist 4. Prepare Invitation to Tender 2.1 Prepare request for information 2.2 Identify list of potential suppliers 2.3 Initial contact to ascertain interest 2.4 Send out request for information 2.5 Deal with queries 2.6 Evaluate responses WBS Example 2: Software Procurement

  9. Software Procurement (cont.) 2. Seek Information from Package Suppliers 2.1 Prepare request for information 2.1.1 Prepare preliminary view of information to be supplied 2.1.2 Design/agree format for responses 2.1.3 Review with relevant parties 2.1.4 Draw up formal document 2.2 Identify list of potential suppliers 2.2.1 Check trade directories 2.2.2 Check what competitors are using 2.2.4 Seek advice from the Auditors 2.3 Initial contact to ascertain interest

  10. WBS Quality Criteria • Verb-object task naming (e.g. “Fit windows”) • Completeness – correct overall scope, no gaps • Lack of overlap between tasks • Tasks in the right order (not always possible) • Lack of ambiguity • Task numbering: 1, 1.1, 1.1.1 etc. • Advice: “breadth-first decomposition” • Cover whole project first (7 phases) • Then decompose each in same manner (etc.)

  11. Railway Project Legal and Finance Civil Engineering Buildings Electrical Power Track and Signalling Rolling Stock Office accommodation Bridges Legal and general contracts Route negotiation Land acquisition Finance and secretarial Drainage Tunnelling Workshops and loco sheds Lineside buildings Stations and passenger facilities Electrical power generation Electrical power distribution Permanent way Safety and emergency equipment Signalling Station indicators and clocks Locomotives Engineering vehicles and cranes Passenger coaches Earthmoving WBS Example: Railway Project

  12. Exercise • Imagine that TCD has decided to convert the front square of College into a “Gulliver Experience” theme park featuring the following attractions: • “Dean Swift” Water Slide • 17th Century Dublin Pub • Lilliput Miniature World • Molly Malone 3-D Virtual Reality Space Ride • Following a feasibility study, your team has been selected to plan this project • Step 1: prepare the WBS (phases & stages only)

  13. Work Packages • Definition: “…related products and functions brought together… parcels of work which can be individually planned, resourced and costed … the smallest entities to carry costs at a project level.” (BS 6046) • Signed off by PM and person responsible

  14. Work Package Description • Must state: • Definition of work • Deliverable • Who is responsible for its delivery • Key dates • Resources committed • Cost, if applicable • Milestones, if applicable

  15. Work Package Form Trinity College DublinVersion2.1 Student Database ProjectDate: 3/11/06 Work Package Definition Title: Physical Database DesignActivity No: 3.2.2 Description Conversion of logical data model to physical including if necessary de-normalisation and modification for Oracle’s performance characteristics. Manager: FEBTel: 896-2186Fax:661-5046E-MailFrank.Bannister@tcd.ie Start Date6/2/2007Finish Date15/4/2007Duration (Days)25 Resource Assigned: Frank Bannister, Donal Lyons, Lydia Carroll Deliverables: Physical data model. Access path analysis. Sizing. Access pattern analysis. Attribute definitions and properties. Planned redundancy. Keys. Milestones:First draft: 26/2/07 Walkthrough 14/3/07 Approved ______________ Accepted _____________________ Date____________ Project Manager Work Package Manager

  16. Activity Coding • Keep track of thousands of tasks/items • Example from radio transmitter construction project: • Bobbin type 110-2211 1 1 0 – 2 2 1 1 used on • Transformer 1 1 0 – 2 2 1 0 used on • Modulator type 110-220 1 1 0 – 2 2 0 0 used on • Transmitter type 110-200 1 1 0 – 2 0 0 0 used on • Radio project 110-0000 1 1 0 – 0 0 0 0 • Codes can represent many things • e.g. department or person responsible, start date, location, parts, manufacturer, …

  17. Activity Coding Example 2003-AF-01-001-01-001 Year of project authorisation Serial number of drawing or cost item Serial number of machine Main assembly or task identifier Client Code Project type • 01 Machine layout • 02 Conceptual design • 05 Machine base and slides • 10 Transfer mechanism • 15 Turnover mechanism • Jig or fixture • ..... • 01 Customised design • 02 Standard installation • 03 Overhaul • 11 Sales proposal • 11 Demonstration prototype • Research prototype • .....

  18. Accounting Cost Coding 04-07-A2-44-03-322-123-533 Company Sub cost heading Division Main cost heading Department Cost Centre Task Jaguar Fred Smith Project Engineering salaries Engine Design Modification of AJ-V6 engine Preliminary drawings Drawings

  19. Code Design • Good code design important • Should be logical, minimal, flexible, … • Don’t create future problems • e.g. allowing only 1 digit in code for > 10 items • Some important coding systems: • International Standard Book Number (ISBN) • Internet Protocol address • European article numbering system (EAN)

  20. Assigning Responsibilities • Clarity important • Signing up/taking ownership • Delivery vs Approval • Use roles, not names • Project manager • Team leader • Engineer • Administrator • Manager etc.

  21. Responsibility Matrix Responsibility WBS Project Office Field Office Project Contract Project Industrial Field Manager Subproject Task Manager Admin Engineer Engineer A1 Determine need A2 A3 Seek B1 quotations Write C1 appropriation C2 request C3 etc. etc. Responsible Approval Notification Support

  22. A More Detailed Matrix 1 = Actual responsibility 3 = Must be consulted 5 = Must be notified 2 = General supervision 4 = May be consulted 6 = Final approval

  23. Exercise • List the roles needed for the “Gulliver Experience” project • Draw up a responsibility matrix linking roles to tasks, showing only: • Responsible • Approval

  24. Quality Management • Integral to projects & methodologies • e.g. PRINCE 2 • Build quality in, don’t try to add it later • Each deliverable has a quality standard • Defined checking process • Responsibility of Quality Manager

  25. Quality Principles • Japanese/Total Quality Management: • Check quality at each stage • Don’t rely on re-work • Use tools like statistical process control • “Head off problems at the pass”

  26. Quality Plans • State quality criteria • Specific: conformance to specification • General: compliance with standards/regulations (e.g. reliability, safety, performance) • Plan quality reviews • Schedule reviews in project plan • Assign responsibilities clearly • Identify which deliverables to review • Follow review checklists • Choose appropriate tests/methods

  27. Quality Plan Task: Logical Data Model Task No: 26 Quality Requirements Contains all required entities and attributes. Correct specification for all attributes. Full referential and entity integrity. Fully normalised to Boyce-Codd normal form. Contains business rules for all attributes. All degrees and optionalities checked. Steps to Ensure Quality Structured walkthrough with users Run through consistency checks in CASE tool. Responsibility for Task: Frank Bannister Responsibility for quality check: Eamonn Mullins. Plan Approved Date: Project Manager_____________________ Chief User___________________ Quality Planning Form

  28. Summary • Detailed planning • Use a standard task list if possible • Work breakdown (WBS) • Work packages (WPs) • Defining responsibilities • Coding system • Quality management is integral to each project • Addressed by many low-level activities (e.g. reviews)

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