PMP/CAPM Prep Workshop Time

1. PMP/CAPM Prep WorkshopTime PMP/CAPM Prep Workshop

2. Course Objectives • The class will • Prepare you to take the PMP Exam • Cover the required classroom training hours • The class will not • Make you an expert on Project Management • Make you an expert Project Manager • Serve as your only reference for the exam PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

3. Tonight’s TopicProject Time Management • Reference Material • Chapter 6 PMBOK 5th Edition • Chapter 6 PMP Exam Prep 8th Edition PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

4. Scope Baseline • The approved project scope statement and its associated WBS and WBS dictionary form the scope baseline. • Performance in meeting project scope goals is based on the scope baseline. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

5. WBS in Chart and Tabular Form PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

6. Work Packages A work package is a task at the lowest level of the WBS. It represents the level of work that the project manager monitors and controls. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

7. Work Packages • You can think of work packages in terms of accountability and reporting. • If a project has a relatively short time frame and requires weekly progress reports, a work package might represent work completed in one week or less. • If a project has a very long time frame and requires quarterly progress reports, a work package might represent work completed in one month or more. • A work package might also be the procurement of a specific product or products, such as an item purchased from an outside source. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

8. Time Management Definition Time Management includes the processes required to accomplish timely completion of the project. The Project Time Management process includes the following • Define Activities • Sequence Activities • Estimate Activity Resources • Estimate Activity Duration • Develop Schedule • Control Schedule PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

9. Table 3-1. Project Management Process Groups and Knowledge Area Mapping PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

10. General Information • Mostly Used in the Planning Effort • The main documents produced • activity list and attributes • a milestone list • a network diagram • the activity resource requirements • the activity duration estimates • a project schedule • Don’t Think About Software PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

11. Schedule Management Plan • Schedule management baseline to measure against • Identification of performance measure • Decide how schedule variance will be managed. • Identification of schedule change control procedures. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

12. Activity Definition Ensure that project team members have a complete understanding of all the work they must do as part of the project scope so that they can start scheduling the work. . PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

13. Goal • Take the Work Packages developed in the WBS and break them down further (decompose) in order to reach the activity level. • Activity: A level small enough to estimate, schedule, monitor, and manage. • Get the activities ready to be sequenced. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

14. Activity Def Summary and Tips • Don’t take Activity Definition Lightly • Remember the main outputs: Activity List, Activity Attributes, Milestone List, and Requested Changes • Rolling wave planning • Remember that activity definition comes after the WBS is developed PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

15. Activity Sequencing PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

16. Activity Sequencing Definition Identifying and documenting dependencies among schedule activities. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

17. Goal • Take the activities and sequence them into how the work will be performed • Develop a Network Diagram which shows just dependencies PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

18. Activity Sequencing • Keys to activity sequencing • What is the sequence? • Identify all dependencies • Sequencing can be performed with software • For the test forget about software PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

19. Types of Dependencies • Mandatory Dependencies (hard logic) • Inherent in the nature of the work being done • Discretionary Dependency (preferred or soft logic) • Based on experience, desire, or preferences • External Dependency • Based on the needs and desires of parties outside of the project PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

20. Network Diagrams • Network Diagrams in the pure form show just dependencies • Sometimes referred to as Network Logic Diagrams • Shows how tasks will flow from the Start to the End of a Project PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

21. How to Construct Network Diagrams • In the Activity On Arrow(AOA) approach, or the arrow diagramming method (ADM), activities are represented by arrows and connected at points called nodes to illustrate the sequence of activities • only show finish-to-start dependencies (most common type of dependency). PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

22. How to Construct Network Diagrams • Activity On Node(AON) or the precedence diagramming method (PDM) is a network diagramming technique in which boxes represent activities. • These are more widely used as they can show all dependency types. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

23. Activity on Node – Precedence Diagramming Method • Boxes represent tasks and arrows show dependencies • Task C can’t start before task B and D finish • Dummies not allowed Task B Task C Task A End Start Start Task F Task E Task D PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

24. Types of Relationships in PDM PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

25. Activity Sequencing – Key Terms • Milestones – significant events in a project schedule • Leads – start an activity before the predecessor activity is completed (code before design complete) • Lag – inserted waiting time between activities (waiting for paint to dry) • Requested Changes - network diagrams sometimes expose requested changes • Graphical Evaluation and Review Technique (GERT) – a network diagram drawing method that allows loops – (design and test) PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

26. Estimate Activity Resources PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

27. Activity Resource Estimation Definition GOAL: Estimating the type and quantities of resource required to perform each schedule activity PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

28. Activity Resource Estimating • Resources are people, equipment, materials • Resources must be planned and coordinated to avoid resources being assigned to other work • Consider developing a Resource Breakdown Structure (RBS) – hierarchical structure of the identified resources by resource category • Crashing and fast-tracking which we will cover later PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

29. Estimate Activity Durations PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

30. Activity Duration Estimation Definition Estimating the number of work periods that will be needed to complete individual schedule activities PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

31. Goal Once the type and quantity of resources needs are determined, the amount of work effort to complete the schedule activity needs to be estimated. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

32. Activity Duration Estimating • One-Time Estimate • Analogous Estimate • Parametric Estimation • Regression Estimation • Learning Curve • Heuristics • Three-Point Estimates • Reserve Analysis • Always have the people doing the work provide the estimates. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

33. Activity Duration Guidelines • Evaluate one activity at a time • Assume “Normal” level of labor and equipment • Assume “Normal” work week • Disregard contract completion date on first cut PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

34. Develop Schedule PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

35. Schedule Development Analyzing activity sequences, durations, resource requirements, and schedule constraints to create the project schedule. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

36. Goal Project schedule development is an iterative process that determines planned start and finish dates for project activities. PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

37. What do you need to develop a Schedule ? • An understanding of the work required on the project (Project Scope Statement) • Defined Activities (WBS, WBS Dictionary, and Activity List • The Order of How the Work will be done (Sequence Activities) • An Estimate of the Resources Needed (Estimate Activity Resources) • An Estimate of the Duration of Each Activity (Estimate Activity Duration) PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

38. Other important facts • Things to Remember • Work with Stakeholders Priorities • Look for Alternative ways to Complete the Work • Look for Impacts on Other Projects • Meet with Managers to Negotiate Resources • Give the Team a Chance to Approve the Final Schedule • Compress the Schedule (Crashing and Fast Tracking) PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

39. Schedule Network Analysis • PERT • Critical Path Method • Schedule Compression • What-If Scenario Analysis • Resource Leveling PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

40. PERT Memorize the Formulas PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

41. Critical Path Method (CPM) • Determines the longest pathin the Network Diagram • Determines the earliest and latest an activity can start and the latest it can be completed • Method requires an understanding of • Critical Path • Near Critical Path • Float or Slack PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

42. Critical Path • Helps prove how long the project will take • Helps the Project Manager determine where best to focustheir Project Management efforts • Helps determine if an issueneeds immediate attention • Provides a vehicle to compress the scheduleduring project planning and whenever there are changes • Provides a vehicle to determine which activitieshave float and can therefore be delayed without delaying the project PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

43. Near Critical Path • The path close in duration to the critical path • Something that shortens the Critical Path could Lengthen the Near Critical Path and actually change the Near Critical Path to the Critical Path • Manage to both the Critical Path and the Near Critical Path to ensure the project isn’t delayed PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

44. Float or Slack • Must be able to calculate it manually • Total Float – amount of time an activity can be Delayed without delaying the project • Free Float – amount of time an activity can be Delayed without delaying the early start date of a successor • Project Float – amount of time a project can be delayed without delaying the externally imposed deadline committed to by the Project Sponsor PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

45. Float is an asset • Extremely Useful • Allows you to focus your management on the project • Helps team members juggle multiple projects and priorities PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

46. Using CPM • You Must Determine the Earliest and Latest an activity can start and the latest each activity can be finished • Remember the formula for Float or Slack: • LS – ES • LF – EF • Early figures found by calculating from the Beginning to End – Forward Pass • Late figures found by calculating from the End to the Beginning - Backward Pass PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

47. Drawing a Network using CPM • Draw the node and insert boxes in each corner as shown below: Duration ES EF Float LS LF PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

48. Forward Pass • First Node in a Network Diagram has an Early start of 0 • Work through the Network Diagram and the Critical Path from Start Until End PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

49. More on Critical Path • There can be more than one critical path • Multiple critical paths increase risk • Critical Path can change • Should have Zero Float PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.

50. Schedule Compression • Done during planning or Integrated Change Control • Is desired completion date attainable? • Helps define impacts to Time, Cost, Scope, and Risk • Compress the schedule without changing Scope • Techniques • Fast Tracking • Crashing PMP/CAPM Prep Workshop Contains Confidential information which may not be disclosed with out express written authorization from PMI-CIC.