PMGT 5871 Project Process

Planning and Control

Topic 4 – Scheduling

Kestrel Stone

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 Lecture Topics

1. PM in today’s workplace 9. [BREAK]

2. Simulation Preview, Initiating 10. Implementation Phase

Projects, Business Case & Charter
11. Earned Value Management
3. Scoping Projects, Stakeholders &
12. Closure & Simulation – Part 1
Planning Communication
(Initiation & Planning)
4. Scheduling
13. Simulation – Part 2
5. Planning Cost & Quality (Implementation Phase)

6. Planning HR & Governance 14. Simulation – Part 3

(Closure Phase)
7. Planning Risk & Procurement

8. Soft Skills for Project Managers

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Planning Time
 Scheduling

– Time Management involves the processes required to manage timely

completion of the project
– This starts with the development of the project schedule

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 Schedules

– Schedules come in several

different formats
– Schedule Table
– Milestone Chart
– Network Diagram /
Precedence Diagram
– Gantt Chart / Bar Chart

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 Scheduling terminology

– Dependencies = things that must happen before an activity can begin

– Milestones = checkpoints along the way
– Float = the amount of time an activity can be delayed without delaying the end date of the
project (‘spare’ time)
– Critical Activities = activities with no float. If delayed, they will delay the project completion date
– Critical Path = the chain of critical activities

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 Example Gantt chart - Excel

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 Developing the schedule

– 5-steps to develop a Gantt chart:

Estimate Estimate Develop

Define Sequence
activity activity the
activities activities
resources durations schedule

Widely available project management software will create Gantt charts automatically
based on data such as durations, resources, etc.. But to truly understand how these
tools work (and common pitfalls with using them), it is useful to examine these
processes from first principles.

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 1: define activities
activities activities resources schedule
durations

– Start with the WBS – it is the High-level = less clarity

foundation of your schedule and accuracy but planning
(remember, it contains everything Mid-level = is quick and cheap
compromise
you are planning to do or buy)
– Select the levels at which you will
plan the schedule according to how
much clarity and control you want
– To ensure your schedule captures all
the work in the project (i.e.
everything in the WBS), select
either a category item or
everything in the level below it Low-level = more clarity and control but
– Assign unique IDs to each WBS item requires more effort
(i.e. planning at this level takes longer &
costs more ; but plans are more
accurate)

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 2: sequence activities
activities activities schedule
resources durations

– For each WBS item selected for scheduling, create a node

– Record the Activity ID and Description in the cells indicated below

Early Start Late Start

Activity ID
(ES) (LS)
Node
Float Activity description

Early Late Finish

Duration
Finish (EF) (LF)

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 2: sequence activities
activities activities schedule
resources durations

2.13
Id. WBS 1.01
Move in
1 Phase 1: Planning
Client meeting
1.01 Meet with client to discuss requirements 2.08
2.02
1.02 Develop plans and submit to Council Plumbing
1.03 Pour foundation
DA approval
1.04 Engage builder 1.02
2 Phase 2: Construction Plans
2.06
2.01 Site preparation
Plumbing work
2.02 Pour foundations 2.09

2.03 Build frame 2.01 Painting

2.04 Install roof 1.03 Site prep

2.05 Put up interior walls, floors and ceilings DA approval
2.06 Subcontract plumbing work 2.07
2.03
2.07 Subcontract electrical work Electrical work
Build frame
2.08 Install kitchen and bathroom fittings
2.04
2.09 Subcontract painting work
2.10 Install roof
Subcontract landscaping work 2.12
1.04
2.11 2.10
Conduct quality inspection Decorate
Eng. builder
2.12 Interior decorating and furnishing Landscaping
2.05
2.13 Move in
Walls/floors/ceil
3 Phase 3: Closure 3 2.11
3.01 Close contracts Closure Inspection

3.02 Conduct Post Implementation Review

3.03 Archive paperwork
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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 2: sequence activities
activities activities schedule
resources durations

1.02 – Place the nodes in sequence according to

dependencies to develop a Network
Plans
Diagram
– Where one activity can not happen
1.03 before another activity, place the
DA approval
dependent activity to the right of its
predecessor and draw an arrow
connecting the two nodes
– Repeat for all nodes
– Remember that an activity may have
several dependencies (several arrows
leading into it) or no dependencies
– All nodes must have at least one
arrow leading out from it (no dead-
ends), except for the last node in the
network

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 2: sequence activities
activities activities schedule
resources durations

– Key terms:
– Predecessors
– Successors
– Merge Activities
– Burst Activities 2.08
Kit/bath
fittings
2.09
2.06
Painting
Plumbing

2.07 2.12
2.05 3
1.01 Decorate
2.03 Closure
Client meeting Walls/floors/ Electrical
Build frame
1.03 ceilings

DA approval
2.11
2.04 Inspection
2.10 2.13
1.02 Install roof Move in
Landscape
Plans to 2.01 2.02
council Pour
Site prep
foundations
1.04
Engage
builder

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 Estimate Estimate
Define Sequence Develop the
activity activity
activities activities schedule
resources durations

Activity
• For each segment of the WBS, select the level at which you will develop
the schedule (high/mid/low-level). Remember: select either a category
item OR everything within it, to ensure that you capture all the work in
the WBS. For the purposes of this activity, you should select between 15
and 20 items in total.

• Create a node for each WBS item selected →

• Develop the Network Diagram by placing the nodes in sequence, then

connect the nodes with arrows representing dependencies
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 Developing a schedule

Estimate Estimate Develop

Define Sequence
activity activity the
activities activities
resources durations schedule

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© Elemental Projects 2016
 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 3: estimate resources
activities activities resources schedule
durations

– Allocate resources to each activity

– Plan how many people, and with what skill sets, will work on each activity

Id. Activity Description Resources

2.03 Build frame Builder, 3 Carpenters, materials
2.04 Install roof Builder, 4 Labourers, crane, materials
2.05 Put up interior walls, floors and ceilings Builder, 3 Carpenters, materials
2.06 Subcontract plumbing work Plumber, PM
2.07 Subcontract electrical work Electrician, PM
2.08 Install kitchen and bathroom fittings Builder, 2 Labourers, Plumber, fittings

– Requires balancing time, cost and quality

– More people with more specialised skill sets and experience will:
o Finish quicker
o Cost more
o Produce a better quality product

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 Managing Time

– Time Management using the PMBOK® Guide

6.4 Estimate Activity Resources
– The process of identifying the resources needed to complete the project
– Produces the resource requirements for each activity and the Resource
Breakdown Structure
– This process is concerned with determining the types of resources
needed to complete the project (both human and material)
– With respect to human resources the skills, knowledge and experience
needed to complete each specific activity need to be determined
– Availability of both human and material resources also needs to be
considered

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 Managing Time

– Example of a Resource Breakdown Structure

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 Managing Time

– Example of a Resource Breakdown Structure

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 4: estimate durations
activities activities schedule
resources durations

– Estimate how long each activity will take to complete

– Record Effort and Duration separately
– Effort is how long the resources will be working (determines cost)
– Duration is the total amount of time taken to complete the activity, including:
o Lead time (e.g. waiting for goods to arrive)
o Lag times (e.g. waiting for approvals/decisions internally)

 Tips for estimating activity durations:

 Estimates should reflect schedule risk (realistic)
 Estimates should NOT include contingency time
 Don’t be overly optimistic
 Estimates should be revised regularly throughout
the project (progressive elaboration)

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 Estimating

The process of estimation

– Estimation is the process of developing predictions
– All predictions are associated with a certain probability
– Estimates can be given as a range or a single number with a
confidence interval

Example
– A task will take between 5 and 10 days
– 5 days is the mean (50% likelihood that the task will take 5 days or less)

– 10 days is the upper bound of the 3 sigma confidence interval (99.73%

likelihood that the task will take 10 days or less)

– There is an 85% likelihood that the task will take 7 days or

less

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 Confidence intervals

– Confidence intervals are expressed in terms of the standard deviation

– For a normal (Gaussian) distribution the confidence intervals are given as:
– 1σ = 68.26%
– 2σ = 95.46%
– 3σ = 99.73%
– 6σ = 99.99% Small σ =
low variability

Large σ =
high variability

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 4: estimate durations
activities activities schedule
resources durations

Id. WBS Resources Duration

Phase 1: Planning
1.01 Meet with client to discuss requirements PM, architect 10 days
1.02 Develop plans and submit to Council Architect, PM 20 days
1.03 DA approval 60 days
1.04 Engage builder PM 15 days
Phase 2: Construction
2.01 Site preparation Builder, 4 Labourers, diggers and other equipment 3 days
2.02 Pour foundations Builder, 2 Labourers, concrete 2 days
2.03 Build frame Builder, 3 Carpenters, materials 2 days
2.04 Install roof Builder, 4 Labourers, crane, materials 1 days
2.05 Put up interior walls, floors and ceilings Builder, 3 Carpenters, materials 4 days
2.06 Subcontract plumbing work Plumber, PM 3 days
2.07 Subcontract electrical work Electrician, PM 4 days
2.08 Install kitchen and bathroom fittings Builder, 2 Labourers, Plumber, fittings 2 days
2.09 Sub-contract painting work Painter, 4 Labourers, PM, paint and equipment 20 days
2.10 Subcontract landscaping work Gardener, 2 Labourers, PM, plants and equipment 10 days
2.11 Conduct quality inspection Builder, PM 1 days
2.12 Interior decorating and furnishing Interior Decorator, furniture 3 days
2.13 Move in 4 Labourers, truck hire 2 days
Phase 3: Closure PM 3 days
3.01 Close contracts
3.02 Conduct Post Implementation Review
3.03 Archive paperwork
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 Estimate Estimate
Define Sequence Develop the
activity activity
activities activities schedule
resources durations

Activity
• Estimate the duration of each activity (including effort, lead and lag)

• Make sure that your duration estimates reflect:

Activity Resources Effort Duration

Tip: use the same unit of time – e.g. days/weeks
 Developing a schedule

Estimate Estimate Develop

Define Sequence
activity activity the
activities activities
resources durations schedule

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© Elemental Projects 2016
 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 5: develop the schedule
activities activities schedule
resources durations

1. Transfer activity durations into the Network Diagram

2. Conduct Forward Pass
3. Conduct Backward Pass
4. Calculate the amount of Float on each activity
5. Determine the Critical Path
6. Convert this information into a Gantt Chart

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 5: develop the schedule
activities activities schedule
resources durations

– Transfer activity durations into the Network Diagram

2.08
Kit/bath
fittings
2.09
2.06 2
Painting
Plumbing
20
3

2.07 2.12
2.05 3
1.01 Decorate
2.03 Closure
Client meeting Electrical
Build frame
Walls/floors/ 3
1.03 ceilings 3
10 4
DA approval 2 4
2.11
60 2.04 Inspection
2.10 2.13
1.02 Install roof 1 Move in
Landscape
Plans to 2.01 2.02 1
council 2
Site prep
Pour 10
20 foundations
1.04 3 2
Engage
builder
15

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© Elemental Projects 2016
 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 5: develop the schedule
activities activities schedule
resources durations

– Conduct Forward Pass

– ES + Duration = EF ES Activity Id LS
– Carry EF forward, becomes the ES of successors Float Activity description

– For merge activities, choose the highest EF of predecessors EF Dur LF

100 2.08
Kit/bath
Start with the first 97 2.06
fittings
105 2.09
102 2
node, where ES = 0 Plumbing
Painting

125 20
100 3

101 2.07 126 2.12

97 2.05 131 3
0 1.01 Decorate
95 2.03 Closure
Client meeting Electrical
Build frame
Walls/floors/ 129 3
30 1.03 ceilings 134 3
10 10 105 4
DA approval 97 2 101 4
125 2.11
90 60 97 2.04 Inspection
101 2.10 129 2.13
10 1.02 Install roof 126 1 Move in
Landscape
Plans to 90 2.01 93 2.02 98 1
council 131 2
Site prep
Pour 111 10
30 20 foundations
30 1.04 93 3 95 2
Engage
builder
45 15

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 5: develop the schedule
activities activities schedule
resources durations

– Conduct Backward Pass ES Activity Id LS

– LF - Duration = LS Float Activity description

– Carry LS backward, becomes the LF of predecessors EF Dur LF

– For burst activities, choose the lowest LS of successor activities
100 2.08 103
Kit/bath
fittings
105 2.09 105
97 2.06 100 102 2 105
Painting
Plumbing
125 20 125
100 3 103

101 2.07 101 126 2.12 126

97 2.05 97 131 3 131
0 1.01 0 Decorate
95 2.03 95 Closure
Client meeting Electrical
Build frame
Walls/floors/ 129 3 129
30 1.03 30 ceilings 134 3 134
10 10 10 105 4 105
DA approval 97 2 97 101 4 101
125 2.11 125
90 60 90 97 2.04 100 Inspection
101 2.10 115 129 2.13 129
10 1.02 10 Install roof 126 1 126 Move in
Landscape
Plans to 90 2.01 90 93 2.02 93 98 1 101
council 131 2 131
Site prep
Pour 111 10 125
30 20 30 foundations
30 1.04 75 93 3 93 95 2 95
Engage
builder Start with the last
45 15 90
node, where LF =
EF
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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 5: develop the schedule
activities activities schedule
resources durations

– Calculate the amount of Float on each activity

– Float = LS – ES ES Activity Id LS
Float Activity description

EF Dur LF

100 2.08 103

Kit/bath
3 fittings
105 2.09 105
97 2.06 100 102 2 105
0 Painting
5 Plumbing
125 20 125
100 3 103

101 2.07 101 126 2.12 126

97 2.05 97 131 3 131
0 1.01 0 0 Decorate
95 2.03 95 0 Closure
0 Client meeting Walls/floors/ 0 Electrical
129 3 129
30 1.03 30 0 Build frame 0 ceilings 134 3 134
10 10 10 105 4 105
0 DA approval 97 2 97 101 4 101
125 2.11 125
90 60 90 97 2.04 100 0 Inspection
101 2.10 115 129 2.13 129
10 1.02 10 3 Install roof 126 1 126
14 Landscape 0 Move in
Plans to 90 2.01 90 93 2.02 93
0 council 98 1 101 131 2 131
0 Site prep 0
Pour 111 10 125
30 20 30 foundations
30 1.04 75 93 3 93 95 2 95
Engage
45 builder
45 15 90

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 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 5: develop the schedule
activities activities schedule
resources durations

– Determine the Critical Path

– Chain of activities with no float

100 2.08 103

Kit/bath
3 fittings 105 2.09 105
97 2.06 100
102 2 105 0 Painting
5 Plumbing
125 20 125
100 3 103

101 2.07 101 126 2.12 126

97 2.05 97 131 3 131
0 1.01 0 0 Decorate
95 2.03 95 0 Closure
0 Client meeting Walls/floors/ 0 Electrical
129 3 129
30 1.03 30 0 Build frame 0 ceilings 134 3 134
10 10 10 105 4 105
0 DA approval 97 2 97 101 4 101
125 2.11 125
90 60 90 97 2.04 100 0 Inspection
101 2.10 115 129 2.13 129
10 1.02 10 3 Install roof 126 1 126
14 Landscape 0 Move in
Plans to 90 2.01 90 93 2.02 93 98 1 101
0 council 131 2 131
0 Site prep 0
Pour 111 10 125
30 20 30 foundations
30 1.04 75 93 3 93 95 2 95
Engage
45 builder
45 15 90

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 Estimate Estimate
Define Sequence Develop the
activity activity
activities activities schedule
resources durations

Activity

• Identify the Critical Path

 Define Sequence
Estimate
activity
Estimate
activity
Develop the
Step 5: develop the schedule
activities activities schedule
resources durations

30 1.04 75
– Convert this information into a Gantt Chart 45
Engage
builder
45 15 90

Late
Early Finish
Early
Start Float
Finish

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 Estimate Estimate
Define Sequence Develop the
activity activity
activities activities schedule
resources durations

Activity

• Convert the Network Diagram into a Gantt chart

• Transpose project time into calendar dates
 Using scheduling software

– Project scheduling tools (Microsoft Project, Primavera, Zoho, etc) use user-entered data to
automatically produce the Network Diagram and Gantt chart
– The software only automates the calculations in forward pass, backward pass and critical
path analysis
– But remember: “rubbish in; rubbish out”
– Make sure that you have included all items of scope
o Especially if adapting the schedule from a previous project (each project is
unique)
– Ensure that you have identified all dependencies
– Resource allocations must be accurate and reflect likely availability of staff
– Duration estimates must be as accurate as possible, reflecting schedule risk

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 Example Gantt chart – MS Project

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Questions

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