ASSIGNMENT 3

AQS 4292 Project Management for Built Environment

GROUP MEMBERS:
i)
ii)
iii)
iv)

Kamarul Hazlam Bin Saipol Bahri, 1310551

Khairil Anwar Bin Aman, 1218877
Ahmad Syahien Bin Mat Saat, 1212953
Mohd Nasrun Bin Muhd Nor, 50910783

SEMESTER/ SESSION

: ONE, 2015/2016

LECTURER

: Prof Dato Sri Ar Dr Asiah Abdul Rahim

QUESTION 1(Marks 50%)

You are requested to study an existing project scheduling using computer for example
housing scheme, an office or a mixed development or any project of your choice.
Please explain the followings from your case study:
i)
ii)
iii)
iv)
v)

Benefit of application of Microsoft project software

Importance application of primavera project planner
Working with project
Schedule task and allocate time
Establish links between tasks

i)

Benefit of application of Microsoft project software

Microsoft project is a project management software program. It is designed to assist project

managers in all aspects. These are some of the advantage of using Microsoft project:
1.

Easy integration with other Microsoft products

By using the Microsoft project, it can integrate with others Microsoft office such as, Microsoft
Office, Microsoft Words and Microsoft Excel. The project management team can easily
transfer the data between the Microsoft software. This can ease them to do their word
without converting and editing to transfer between documents in Microsoft project. It can
easily copy project information to Office applications such as PowerPoint or email and save
important plans and details. Improved task list synchronization between Microsoft project
and Microsoft office helps you quickly deliver project information to your team and easily
receive their changes from virtually anywhere.

2.

Organize

The Microsoft project can helps keep the project organize by providing quick access to
recent files and locations from the Backstage. With Task Path highlighting in the Gantt Chart,
you always know how your tasks come together and can identify which tasks are the most
critical to your project's success. Besides, help quickly and easily measure progress and
resource allocation. We can create the project site with a few simple clicks to quickly share
project details with your team, keeping everyone connected and organized.

3.

Deliver project successfully

Microsoft project will give the effective presentations by using their interface. The Timeline in
Microsoft project view helps you visualize your project to deliver stellar presentations to your
team, executives, and stakeholders. It will let you design and print your reports, you can
easily share insights that help you better communicate progress and achieve results.
Enhanced tools like Team Planner help you see and amend potential problems before they
can impact your schedule. Then, can set tasks to "Inactive" and quickly analyze "what if"
scenarios without recreating your entire project plan.

4.

Improve everyday collaboration

Besides that, Microsoft office extends the functionality to solve unique problems to meet your
needs and the needs of your business. Microsoft project enables you to send instant
messages and kick off real-time conversations right from your project with Lync Online.

5.

Allows for interchangeability (flexible)

One of the major benefits of Microsoft project is that once all the project information,
including deadlines and project phases, are keyed in into the software, the program
manages the notifications and organizes the tasks. Another benefit is that the project
management tool will remind you about small details and items that can be easily overlooked
or forgotten.

6.

Provides tracking

When you have several employees working on one project using a collaboration tool, you
will actually be able to see who is doing what and when they are doing it. This allows you to
see if someone is constantly missing deadlines, as well as can help you identify your top
performers. While you want to promote a team atmosphere, project management tools can
help you figure out your weak links.

7.

Cost

Microsoft project is available in two main ways which are web-based and desktop software.
Web-based do not require an upfront investment, such as purchasing a software license.
You can simply pay a monthly subscription fee based on the number of users. Desktop
software is installed on your network server or on a single user's hard drive. It requires a
licensing fee and may cost up to hundreds of thousands of dollars depending on the
necessary features and scope of the software.

8.

Project timeline view

The timeline view offers a whole new way of looking at project phases. It gives the bird's eye
view picture of the project which can be use in presentations to the executive management
and the stakeholders. You can change the colours for different phases and select a few
formatting options. You can easily display milestones, change the date format and align the
tasks. It is very easy to add a task to the timeline. Microsoft Project has a "Copy Timeline"
option which allows you to copy different sizes - for email, for presentation and full size for
the same project timeline.

9.

Ability to manage multiple projects

The program allows you to combine more different project plans into a single master project
plan. It is very useful concept when there is a need to track multiple or a portfolio of projects.

It allows to generate reports across multiple projects and portfolio dashboards which can be
presented to executive level in your organisations.
10.

Implement a resource pool

Resource Pooling allows different project managers to share a common set of resources.
Other than that, it allows project managers to identify resourcing conflicts early in the
planning phase. It also allows resource information like vacation plans, availability and costs
to be defined at a central location.

ii)

1.

Importance application of primavera project planner

Reduces Risk

When your schedule has inconsistencies, errors, or overrun issues, project expenses will
grow. This could mean cutting more vital aspects of the project to compensate for the excess
costs. By using Primavera helps identify and mitigate risks in the course of planning,
managing, and completing a project.

2.

Easy to Use Software

Primavera will offers many complex analyses and processes but accessing and managing
the schedule remains simple. Simply key in the information, and wait for the software to
determine if any problems exist. For example, worker shifts may be uncovered, have too
many employees, or additional raw materials may be needed. It can be used throughout an
entire project, even large, multi-tier projects.

3.

Optimized Resources

The program allows all involved in a project to carefully monitor resource availability and
adjust such resources to meet project demands. Furthermore, the software can help identify
areas where resource costs may be reduced by analyzing resource trends and costs.

4.

Enhanced Visibility

Visibility and compliance with political and environmental regulations are among the top
priorities for project managers and business executives. Since Primavera allows all data to
be entered, tracked, and analyzed in one location, you can ensure your project does not
pose any possible violations.

5.

Forecasting of Project Activities

As a project evolves, the project may require additional resources, activities, and tasks to
meet stakeholder demands. With Primavera, project managers can create forecasts for
resources, activities, and other project needs.

6.

Tracking Features

The tracking features of Primavera allow users to rapidly generate reports, ensure all
projects are completed as requested, and maintain baseline adherence.

7.

Enhanced Communication

Some project may span large geographic areas, require hundreds of workers, and involve
many different parties. Primavera enables executive-level staff to communicate with other
workers, project managers, and planners easily. Furthermore, notes can be made to the
schedule in the software to ensure all users see the message.

8.

Improved Collaboration

Since communication is enhanced throughout a project, its easy to see how improved
communication translates into improved collaboration. This is especially important when
projects span large areas. For example, projects in the energy production industries may
require collaboration between many different parties.

9.

Gives Employees Responsibility in Schedule Creation

Primavera makes the scheduling and planning process easier by allowing users access to
the schedule. Additionally, you may allow workers to create their schedules within the
software from their location. Workers may also make schedule requests within the software,
turn in timesheets, and perform other scheduling functions.

10.

Breakdown Complex Projects

The size of a project can be overwhelming. Primavera allows project managers to break
large projects into smaller, achievable projects, tasks, and activities.

11.

Multiple User Access

Microsoft Project doesnt allow multiple users to work on a single project at the same time,
Primavera does. In Primavera you can specify what features of Primavera a particular user
is permitted to use. Microsoft Project supports many projects at the same time, but a user
locks a project when its in use.

12.

Steps

The Steps feature in Primavera allows you to create sub-activities (steps) of an activity;
effectively a to-do list for discrete progressing. Each step has a weighting that can be used
to drive % complete for an activity as the steps are marked off as completed. The additional
Primavera Step Template allow this feature to be used for common processes that appear
often among projects. This capability is not available in Microsoft Project.
13.

Multiple Activity Relationships

In Primavera, more than one type of relationship can be established between activities.. In
Microsoft Project only one relationship can be made between two activities.

iii)

Working with project

Project managers coordinate and supervise a wide variety of projects, including the building
of all types of residential, commercial, and industrial structures, roads, bridges, power plants,
schools, and hospitals. They oversee specialized contractors and other personnel. They
schedule and coordinate all design and construction processes to ensure a productive and
safe work environment. They also make sure jobs are completed on time and on budget with
the right amount of tools, equipment, and materials. Many managers also are responsible for
obtaining necessary permits and licenses. They are often responsible for multiple projects at
a time.

Project managers work closely with other building specialists, such as architects, engineers,
and a variety of trade workers, such as stonemasons, electricians, and carpenters. Projects
may require specialists in everything from structural metalworking and painting, to
landscaping, building roads, installing carpets, and excavating sites. Depending on the
project, project managers may interact with lawyers and local government officials. For
example, when working on city-owned property or municipal buildings, managers sometimes
confer with city council members to ensure that all regulations are met. For projects too large
to be managed by one person, such as office buildings and industrial complexes, a project
manager would only be in charge of one part of the project. Each project manager would
oversee a specific construction phase and choose subcontractors to complete it.

To maximize efficiency and productivity, project managers often use specialized costestimating and planning software to effectively budget the time and money required to
complete specific projects. Many managers also use software to determine the best way to
get materials to the building site. Most managers plan a project strategy and must identify
and solve unexpected issues and delays. They choose personnel and subcontractors for
specific tasks. Often, these decisions must be made quickly to meet deadlines. Selfemployed construction managers generate their own business opportunities and must be
proactive to find new clients. They often market their services, bid on jobs, and learn how to
work on a wide variety of projects.

Project managers address budget matters and coordinate and supervise workers. Choosing
competent staff and employees, as well as establishing good working relationships with
them, is critical. Managers also must delegate tasks to workers, subcontractors, and other
lower level managers effectively. Managers must give clear orders, explain complex
information to workers and clients, and discuss technical details with other building
specialists. Self-employed construction managers must get their own projects, so the need
to sell their services to potential clients is critical.

Managers must know construction methods and technologies, and be able to interpret
contracts and technical drawings. Construction managers must meet deadlines. They ensure
that construction phases are completed on time so that the next phase can begin. For
instance, constructing a building foundation cannot begin until the land excavation is
completed. They must write proposals, plans, and budgets clearly for clients and others
involved in the building process.

iv)

Schedule task and allocate time

The first step in building the project schedule is to identify the resources required to perform
each of the tasks. A resource is any person, item, tool, or service that is needed by the
project that is either scarce or has limited availability.

Many project managers use the terms "resource" and "person" interchangeably, but people
are only one kind of resource. The project could include computer resources (like shared
computer room, mainframe, or server time), locations (training rooms, temporary office
space), services (like time from contractors, trainers, or a support team), and special
equipment that will be temporarily acquired for the project. Most project schedules only plan
for human resourcesthe other kinds of resources are listed in the resource list, which is
part of the project plan.

One or more resources must be allocated to each task. To do this, the project manager must
first assign the task to people who will perform it. For each task, the project manager must
identify one or more people on the resource list capable of doing that task and assign it to
them. Once a task is assigned, the team member who is performing it is not available for
other tasks until the assigned task is completed. While some tasks can be assigned to any
team member, most can be performed only by certain people. If those people are not
available, the task must wait.

Some tasks may require more than one person to be assigned to themfor example, a
programming task may require three programmers. In this case, the effort for the task should
be divided among those resources. The project manager must keep in mind the difference
between effort and duration . Duration is the amount of time that elapses between the time
the task is started and the time it is completed, measured in hours (or days, weeks, etc.). It
does not take into account the number of people performing the task. Effort is measured in

person-hours (or person-days, person-weeks, etc.), and represents the total number of
hours that each person spent working on the task. For example, if 3 people worked on a task
together for a total of 2 working days, the duration required to complete the task was 16
hours (at 8 hours per day, with only 5 or 6 of those hours actually devoted to work).
However, since each of the 3 people spent 16 hours on the task, the total effort required was
48 person-hours (keep in mind that some tasks are not divided evenly between resources;
the total effort should reflect the actual time worked per resource).

It's possible to allocate one resource to two tasks simultaneously by assigning a percentage
of the resource's time to each task. When the task stretches over several days, but the
resource is needed only for part of each day or a few days of the task, that resource can be
assigned part-time to the task. For example, a resource can be 50% allocated to two tasks,
or 30% allocated to one task and 70% to another, etc.

In cases where more than one person is allocated to a task, the project manager must take
overhead into account. Overhead is any effort that does not go to the core activities of the
task but is still required in order for the people to perform ita sort of "real world" cost of
actually doing the work. For example, 2 people performing a task will require more effort
than 1 person doing the same task, if the duration of a task is 12 days, it may require 7 days
for 2 people to finish it, because they need an additional day to compare and integrate their
work. The trade-off is that, while assigning two people to the task requires more effort, the
task has a shorter duration.

One useful way to compensate for the extra overhead is to use the range that was
generated by the Wideband Delphi estimate (which was for effort, not duration). The project
manager can choose an effort estimate from the low end of the range if fewer resources are
allocated to the task, whereas an estimate from the higher end can be used for a larger
number of resources. The estimation team may have also made assumptions about the
number of resources required to perform the task.

It is important to remember that resources are individual people, and no two people will take
exactly the same amount of time to perform a task. The project manager should be familiar
with the relative expertise of each team member. A senior surveyor can often do a job in a
fraction of the time that it would take a junior surveyor to do the same work. However, the
project manager should also pay attention to professional development. Senior team
members are scarce. They can't be assigned every task, and some tasks are too difficult to
assign to junior people at all. Assigning a junior surveyor to work with a senior one will
potentially make that junior surveyor more valuable on the next project, but can cost more
time from both people for training and overhead.

Resource allocation is often the most difficult and time-consuming part of effective project
management, because it requires the project manager to know the team. There is no hardand-fast rule for deciding who is allocated to which task. This is a decision that requires a
great deal of attention to the skill sets of the people on the team and to their personal

motivation. Some people prefer working on certain kinds of tasks, and are most productive
when they are doing those.

v) Establish links between tasks

When linking tasks in Project, the default link type is finish-to-start. However, a finish-to-start
link does not work in every situation. Project provides additional types of task links so we can
model our project realistically.

As an example we can link our project in such order:

1)

Finish-to-start (FS)

The dependent task (B) cannot begin until the task that it depends (A) on is
complete.
For example, if you have two tasks, "Dig foundation" and "Pour concrete," the "Pour
concrete" task cannot begin until the "Dig foundation" task is complete.
2)

Start-to-start (SS)

The dependent task (B) cannot begin until the task that it depends (A) on begins. The
dependent task can begin anytime after the task that it depends on begins. The SS link type
does not require that both tasks begin simultaneously. For example, if you have two tasks,
"Pour concrete" and "Level concrete," the "Level concrete" task cannot begin until the "Pour
concrete" task begins
3)

Finish-to-finish (FF)

The dependent task (B) cannot be completed until the task that it depends on (A) is
completed. The dependent task can be completed anytime after the task that it depends on
is completed. The FF link type does not require that both tasks be completed
simultaneously. For example, if you have two tasks, "Add wiring" and "Inspect electrical," the
"Inspect electrical" task cannot be completed until the "Add wiring" task is completed.
4)

Start-to-finish (SF)

The dependent task (B) cannot be completed until the task that it depends on (A)
begins. The dependent task can be completed anytime after the task that it depends on
begins. The SF link type does not require that the dependent task be completed concurrent
with the beginning of the task on which it depends. For example, the roof trusses for your
construction project are built offsite. Two of the tasks in your project are "Truss delivery" and
"Assemble roof." The "Assemble roof" task cannot be completed until the "Truss delivery"
task
begins.

QUESTION 2 (Marks 18%)

Explain how project control using computer can assist in terms of:
i) Monitoring of project
ii) Adjusting of schedule and resources to meet target
iii) Producing reports
I.

Monitoring of project

Project monitoring and controlling are done either manually by hand and using paper, with
charts and lists, or using computer-based software applications, such as Microsoft Project,
which can be used throughout the life of a project. There are some industries, like
construction, where the manual process is still used, although computer-based technology is
also employed. As we can imagine, the manual process can be quite time consuming and
tedious, but nevertheless it is still favored by some. I strongly believe that computer-based
systems are much more efficient and effective because of accessibility, ease of use, viable
portability, and ability to perform analyses. Computers also make it easy to maintain, update,
process, and provide alerts for and report on various aspects of the projects within an
exceptionally reasonable time frame and providing fairly accurate information.

In order to effectively monitor and control a project, it needs to have been planned and
realistically estimated so that controlling, particularly cost and scheduling, are achievable
goals that will lead to successful project completion.

II.

Adjusting schedule and recourses

Project scheduling tools, also known as project management software, are designed to help
project manager to organize and manage projects more efficiently. There are many different
types of project management tools, some are basic organizers, while others help to plan and
track all aspects of a project.

Project management software lets project managers add a start and expected completion
date to projects and tasks they include in the system. This information alerts employees to
upcoming deadlines, allowing them to manage their time appropriately to complete tasks
before or on the listed due date.

Other than that, the software help project manager to keep track of the progress of projects
with project management software. The software will let project managers know what's been
completed, as well as by whom, and what still needs to be done. Employees can provide
updates as to what they're working on and share their updates with the project manager and
team members. The software eliminates the need for status update meetings and emails

III.

Producing reports

Computers have the potential to transform the construction industry. This is because
computer has some amazing options for reporting. Some of the reports in the default range
includes - burndown, project overview, upcoming tasks, resource overview, resource over
allocation, costs overview, key milestones etc. This can use in the presentations and status
reports.

Other than that, project management software gives employees a way to collaborate on
projects by sharing documents, timelines and status updates. By using project management
software, the producing of reports are faster than manual approach because all the project
information, including deadlines and project phases, are inputted into the software. This is
can be a great advantage if your main project manager leaves the company, as his
replacement
can
be
brought
up
to
speed
very
quickly.

QUESTION 3 (Marks 32%)

Explain the usage of project management software on the followings:
i) Comparison with manual process.
ii) The project network
iii) Start finish relationship
iv) Activity slack (float)
i) Comparison with manual process.
Project management software has become a reliable tools in managing projects that
involves complex process of works which interrelated with each other. The tight schedule of
each process which has been stacked require detail monitoring to avoid delay and fail to
meet the deadline. Using the project management software there are several advantages
compare to manual process:
1. A central database
With project management software, the project team can have a central database for all the
project information, rather than spreadsheets scattered over different employees local hard
drives. The database accessibility is also more widespread as any member of the project
team can access the same data through internet. This promotes a more efficient working
experience with a better communication between staff.
2. Greater document control
With a central database comes greater control over all the project documents. They are
easily retrievable in the event of a dispute or claim and are never lost or misplaced. There is
also greater staff accountability as each user has a login and can then easily track who
created, modified or approved certain documents.

3. Standardised processes
All the processes become standardised across the organisation. Everyone enters the same
required information when creating new documents, and all the reports for each document
look and feel the same and give the same information. This gives the organisation and
project team greater consistency and unity if they are all working from the same information
presented in the same way.

4. Less time for new staff to get up to speed

If there is a new staff member come onto a project half way through, they can easily get up
to speed by simply checking the documents and reports that is already entered into the
project management software program. Instead of having to collect information from local
hard drives of employees all over the organisation, all the required information to get new
employees comfortable and familiar with the project is collated and ready and waiting for
them.

5. Integration
Project management software allow for the integration of all the project data with the
accounting system. This means no wasted time duplicating data from the project team to the
accounting department. There is also only ever one version of the truth when it comes to
accounting data, rather than what the project documents shows, and what the accounting
numbers say and this gives a far more accurate view of the project costs and spending.

ii) The project network

Network diagrams are schematic displays of project schedule activities and the
interdependencies between these activities.
When developed properly, this graphical view of a projects activities conveys critical
schedule characteristics required to effectively analyze and adjust schedules thus resulting
in accurate and feasible schedules.
The project management software addresses what should be considered in the
development of a network diagram, how network diagrams are created, and how they may
be analyzed to identify necessary corrective actions and ensure optimal schedule definition.
The project network also important to diagram Critical path method (CPM) where the most
critical project float time can be determined through the longest link for the minimum project
period of time.

iii) Start finish relationship

The type of activity divided into several relationships. One of them is the start-finishrelationship where the completion of the successor schedule activity is dependent upon the
initiation of the predecessor schedule activity. The project management software has already
Start-to-Finish Examples:
Implementation of a new procedure and training for the employees on the new procedure
are two tasks which can be related with a Start-to-Finish type. Although the new procedure
may be ready for implementation after it has been designed, the procedure cannot be
started until the employee training is completed.
Similarly, you can finish scheduling production crews only when you start receiving
materials.

iv) Activity slack (float)

Activity slack Project float, also known as Project float, is the amount of time by which
a given task within a project can be delayed before it impacts the deadline for the project.
Project managers and developers use project float time using project management software
to schedule the specific timing of tasks as well as the time frames for making decisions to
best ensure that projects come in on time. Total float is the span of time between the target
end date of the last task on the critical path and the target date for project completion. Free
float is the time an individual task can be delayed before impacting the task that follows it,
defined as the difference between the tasks earliest and latest possible finish dates.
Float can allow more time for working on a task when necessary. Otherwise, resources can
be repurposed for another task. Employees working with multiple teams can put more time
into other tasks that are lagging.
Total float is often represented as a positive or negative number representing the number of
days. Negative float, also known as negative slack, is the amount of time beyond a projects
scheduled completion that a task requires.