Assessment 2 BSBPMG410 Apply project time management

techniques

Apply project time

management
techniques
NAME: THAIS RODRIGUES MEDEIROS

Q&A
Answer the following questions and complete the projects below:
1. List three pieces of software that are available to assist in developing
a Work Breakdown Structure (WBS). Give three examples of facets of
business that a well-organised WBS can help with.
Three softwares

LiquidPlanner, Zoho Projects and Monday.com

Give three examples of facets of business that a well-organised WBS

can help with.
Lean The LEAN method, identify value; map value stream; create
flow; establish pull; seek perfection — which aims to eliminate the
eight identified forms of waste — i.e., overproduction, wait times,
rework, transportation, inventory, motion, over processing,
employee engagement squandered.

Six Sigma can also be defined as a planned management

strategy, focusing on quality and financial results, with the goal of
promoting significant changes in organizations, always seeking
improvements in the processes, products and services offered to
customers. We can say that the main focus of Six Sigma is
customer satisfaction, through the reduction of defects in
processes and the optimum performance of the company.

Total Quality - We can say that the total quality is a management

strategy oriented to general awareness about quality in all
organizational processes

2. In relation to project time management explain dependencies in no

more than 50 words. What are the four types of dependency
relationships? Briefly, explain what a Gantt chart is in no more than
100 words. Draw what simple Gantt chart should look like for a
project of your choice.

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In relation to project time management explain dependencies in

no more 50 words.
Project time management includes the processes required to complete the
project on time.
Dependencies are the relationships among tasks which determine the
order in which activities need to be performed.
Types of dependency

- Finish to Start
- Start to Start
- Finish to Finish
- Start to Finish
Explain what a Gantt chart
A Gantt chart, commonly used in project management, is one of the most
popular and useful ways of showing activities (tasks or events) displayed
against time. On the left of the chart is a list of the activities and along the
top is a suitable time scale. Each activity is represented by a bar; the
position and length of the bar reflects the start date, duration and end
date of the activity.
The Gantt chart is an excellent tool to graphically show the evolution of the
project, as well as being a great means of communication among the
participants of the project.
Thus, it is possible to analyze the commitment of each member in the
group, as long as they are associated with the task, as a resource
necessary to the performance of the group

3. According to https://www.pmi.org/about/learn-about-pmi/what-is-
project-management: “A project is temporary in that it has a defined
beginning and end in time, and therefore defined scope and

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Assessment 2 BSBPMG410 Apply project time management
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resources”. Choose a project of your choice. Create a simple project

schedule for your example project.
Project name: Developing a new bulding

4. List four ways you can communicate the schedule to stakeholders.

What is a communication plan? Provide a sample of a communication
plan. Give one benefit of having a communication plan in place.
Meeting, Mind Mapping Software, On Line Gantt Charts and Project Reports

What is a communication plan?

Communication plan is a policy-driven approach to providing stakeholders
with information. The plan formally defines who should be given specific
information, when that information should be delivered and what
communication channels will be used to deliver the information.
These requirements need to be documented and worked properly with
your employees. When communication is done properly, the right
information comes to the right professional.

Provide a sample of a communication plan.

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Give one benefit of having a communication plan in place.

To clarify your agency’s goals and objectives:

5. In relation to measure, record and report progress of activities based

on agreed schedule give six examples of methods of the
measurements of progress. List at least six things that should be
included in a progress report.

Give six examples of methods of the measurements of

progress

- Units Completed
- Start / Finish
- Cost Ratio
- Incremental Milestones
- Weighted or Equivalent Units
- Experience/Opinion
List at least six things that should be included in a progress
report.
Escolham 6 não na ordem para não ficar igual.

- Benefits
- Items Missed
- Budget

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- Achievements
- Rag Status

- Dependencies

6. What is project baseline variance? What five pieces of information

does a baseline include? List one way you can assess the progress of
a project.
Baseline variances are basically the differences between what was
expected to happen on a project (as planned and documented in the
Project Plan) — be it costs incurred or time taken — and what did actually
happen.

Five pieces of information are:

 Functional Baseline: initial specifications established; contract, etc.

 Allocated Baseline: state of work products after requirements are
approved
 Developmental Baseline: state of work products amid development
 Product Baseline: contains the releasable contents of the project
 others, based upon proprietary business practices

One way to assess the progress of a project is using deadlines. Deadlines

are what keeps any project taut. Without a due date there is going to be
slack. It’s unavoidable. If your team has an open-ended schedule, they’re
going to use that time. There’ll be no sense of real urgency.

But deadlines aren’t just a way to keep the project on track. They can also
act as a metric to measure the progress of that project. By setting a
number of deadlines to meet, you have given yourself markers across the
project schedule, which can be used measure whether or not you’re
meeting your planned progress.

7. When forecasting the impact of change, what questions should you

consider? Give at least two examples. In the process of identifying the
impact of change on the schedule, when would you need to update
task status? Give two examples.

1. Why do you reject a change?

2. What is the most challenging change that you've managed?

As work on your project progresses, you can update the plan with the
actual start and finish dates, actual work, actual and remaining duration,
and the current percent complete and percent work complete.CONTINUAR
EXEMPLO

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8. In order to assess the effectiveness of time management, you will

need to review the performance of your project. Explain how you
would do this in no more than 200 words. Provide an example. When
reviewing your project’s performance, what questions should you
consider? Give two examples.
Performance reviews is a technique employed in project management
that is used to gauge, compare, and analyze the performance of work
in progress against the baseline of the project. The benefit of
conducting performance review is that it can dictate the fate of the
project within the organization.There are many things that are
measured, compared and analyzed in performance reviews and these
include the actual implementation and completion dates of the
project as well as the remaining time for work in progress.There are
different techniques that are used to conduct performance reviews
and these include the following:Critical chain method,Trend
analysis,Critical path method.

For example, if the project manager completed the project on time

because she spent every waking hour working on the project herself
instead of delegating, this would be a management weakness. If the
manager had delegated work to those with specific skills and
experience, the project could possibly have been more successful. In
this situation, a performance evaluation would describe the scenario,
what errors the project manager made, what she could have done
differently and how to rectify the problem for next time.

Questions you should consider when you are reviewing your Project’s
perfomaces are:

What position at the company do you want to move to next?By asking

about their career goals in terms of their advancement in the
organization, you can gauge how to help them achieve those goals.
And, after conducting several reviews, you can chart the progress of
their interests and ambitions.

Good Answer: They’re ambitious and demonstrate a clear

understanding of their department’s hierarchy.

Bad Answer: They show no interest or answer unrealistically, such as

they feel entitled to move into an executive position without having
demonstrated sufficient worth or drive.

Where do you feel there’s room for you to improve?This will form a
picture of how perceptive the person is at understanding what their
weaknesses are, and therefore gives you insight into how to bring
them up to snuff.

Good Answer: There really isn’t a good or bad answer, because any
answer will provide you with guidance on how to manage the person
and make them a better employee.

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Bad Answer: If there is a bad answer, it would be a refusal to

acknowledge a weakness. If a person is not able to contemplate any
weakness or shortcoming they might have, you’re probably dealing
with an arrogant or delusional person, who is not an ideal team
member.

9. Give three examples of time management issues that may occur

within a project. Explain how you would respond to each issue in no
more than 100 words.
Issue 1: Not having all the systems in place from the start that are
needed for the project:
How I’d respond: Monitoring systems, among other functions, provide
data to check that a project is being delivered efficiently.
Issue 2: Not taking full advantage of the time savings, and resource
flexibilities, available in the project schedule:
How I’d respond: Lead times might enable a task to be started earlier,
with flow-on benefits for project completion. Taking full advantage of
float to schedule non-critical activities at a time to best use resources is
a sensible tactic time-efficient tactic.
Issue 3: Wasting time at project team meetings:
How I’d respond: Meetings should have a tight agenda and focused on
proactive issues such as problem solving, risk identification, meaningful
analyses and relevant progress reports. If an issue does not involved
everyone in the room, it is better to have it separately examined by a
relevant working group, with results reported back to the project team
meeting.

10. Company XYZ is a construction company building two story houses.

What would be the impact of their poor or excellent time
management on:
i. project resources
ii. project cost
iii. project risk
b. Provide 1 example of either poor or excellent time management
for project resources, cost and risk.
i. project resources When managing scope its critical that you
prioritize your tasks, enabling you to plan and assign resources effectively.
Without creating a sense of order, it’s easy to become overwhelmed,
enabling scope creep. With an excellent time management you could
have the Identification of project resources and scope to determining
the schedule of activities

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ii. project cost Cost processes include cost estimating to figure out the
needed financial commitment for all resources necessary to complete
the job. Cost budgeting creates a cost baseline. Cost control works to
manage the fluctuation of costs throughout the project. If time
management processes are performed perfectly, it will serve in the cost
plan and quality plan.
iii. project risk With time management, you become more organized
and the things you do become more habitual than panic-driven. By
making it a habit, you become more productive. You can use the same
framework as the work breakdown structure (WBS) for developing a risk
breakdown structure (RBS). A risk breakdown structure organizes
the risks that have been identified into categories using a table with
increasing levels of detail to the right.
b. Provide 1 example of either poor or excellent time
management for project resources, cost and risk.
For example, if you’re running behind schedule, you can work to reduce
the features of the project. That’s reducing scope. Then you can
dedicate more resources to moving the schedule ahead. That’s
increasing cost. You can also, if possible, change the due date to give
you more time. All these scenarios are applying the Triple Constraint for
managing the project.For a project manager, that means taking the time
to understand the Triple Constraint as it applies to the project and doing
your due diligence beforehand, so that if you must adjust, you’re doing
so from a place of knowledge.To ascertain good time management, the
defining & sequencing of activities, estimation of resources & durations,
schedule development procedure and the process of controlling
schedule must be performed painstakingly.

11. In Project Management, one method in resource estimating is:

- Bottom up estimating
Explain this method in less than 50 words.
Bottom-up estimating is a project management technique in which the
people who are going to do the work take part in the estimating process.
Bottom-up estimating is the most accurate approach to estimating cost
and duration. It also requires the most time.

12. Answer the following questions in relation to techniques used to

measure, record and report progress of activities:
a. Read an article on:
How to measure the state of your project (e.g.
https://www.projecttimes.com/articles/how-to-measure-the-
state-of-your-project.html), and explain "project triple".

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Schedule, budget and scope (also known as the project triple) are the
fundamental constraints set out at the beginning of a project and agreed
upon by all stakeholders. The business case to proceed with the project is
based on these elements. They set the expectation of what will be
delivered according to the resources allocated to the project. For this
reason, the project triple are represent important items to monitor, as they
are the major contributing factors to stakeholder satisfaction and to
meeting the business case.
13. Identify at least two tools and techniques for managing project time
and outline their particular applications in no more than 200 words
each.

Define the Activities: This step requires you to define the tasks,
milestones, and other activities needed to complete the project. Start with
a basic definition of each task and fill in the details as the project gets
fleshed out.

Sequence the Activities: Once the activities have been defined, you can
start putting the activities in order. Without worrying about dates, order
the activities in a way that makes the most sense to you. Create subtasks
as needed and organise the project in a logical manner.

14. Identify at least two techniques and in no more than 200 words each,
explain how they are used to measure, record and report the progress
of activities. You may use the internet to research your answer if
needed.

- The Units Completed lends itself well to tracking tasks that are done
repeatedly, where each iteration can easily be measured. Usually a
task that is done repeatedly tends to take about the same amount
of time, resources and effort, so tracking the units completed works
well here.
- The Cost Ratio method is usually implemented on a project that has
tasks that tend to occur over a long phase or the entire project.
Often used for Overhead costs, this technique is measured based on
the budgeted allocation of dollars vs. the labour hours of production.
This method gives the contractor the ability to earn value that is
equal to the overall percent of project completion.
15. For an actual project you are involved with or a fictitious one as
outlined to you by your assessor, create a project schedule showing
tasks, deliverable milestones, sequence, dependencies and time
estimates. Attach a copy of this schedule to your workbook.
Project schedule for a construction of a house
Duration: 1 year
Start:1st January 2019

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End: 31st December 2019

Project schedule

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