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Module-2
PLANNING PROJECTS AND SCHEDULING PROJECTS

PLANNING PROJECTS

A project is a planned set of tasks or activities aimed at achieving a specific goal or outcome.
It usually has a clear beginning and end, defined objectives, and requires resources like time, money,
or materials. Projects can be done individually or in groups, and they often involve careful planning,
organizing, and managing tasks to be completed on time and within budget. Examples of projects
include school assignments, building a website, organizing an event, or conducting a scientific
experiment.

DEFINING THE PROJECT SCOPE

Defining the project scope is about outlining the specific goals, deliverables, tasks, deadlines, and
resources required to successfully complete a project.

Here's how to do it step-by-step:

1. Identify the Project Objectives

Understand what the project is trying to achieve.
Example: "Design and build a low-cost water filtration system for rural areas."
2. Collect Requirements
Talk to stakeholders (clients, users, supervisors) to know what they need.
Example: Filter must remove 95% of bacteria, cost less than ₹1000.
3. Define Deliverables
List the main outputs or results of the project.
Example: Working prototype, design report, user manual.
4. Set Boundaries (In-scope and Out-of-scope)
Clearly mention what is included and what is not included in the project.
Example: In-scope: Building prototype. Out-of-scope: Mass production.
5. Create a Work Breakdown Structure (WBS)
Break the project into smaller tasks or parts.
Example: Research → Design → Material selection → Fabrication → Testing.

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6. Estimate Time and Cost

Plan how much time and money each part will need.
Example: Total budget ₹5000, completion time: 3 months.

7. Get Approval
Share the scope with your guide or client and get confirmation.
Example: Faculty advisor approves your scope document.

PROJECT SCOPE CHECKLIST

Project Scope Checklist to help you stay organized and focused on what needs to be done for your
project:

1. Set the Project Goal:

• What is the main purpose of your project?

• Example: "I want to create a report and presentation on climate change."

2. Identify What You Need to Deliver:

• What will you produce at the end of the project?

• Example: A report, a poster, or a video.

3. Break the Project into Smaller Tasks:

• What steps do you need to take to finish your project?

• Example: Research the topic, write the report, create visuals, and practice your presentation.

4. Set Deadlines for Each Task:

• When do you want to finish each task?

• Example: Finish research by Friday, write the report by Sunday, and make the presentation
by next Tuesday.

5. List the Resources You Need:

• What do you need to get the project done?

• Example: Books, websites, or materials like a poster board.

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6. Assign Tasks (if working with a team):

• If you're working with others, who will do what?

• Example: One person researches, another writes the report, and another works on the visuals.

7. Set a Budget (if needed):

• Do you need to buy anything for the project?

• Example: Poster board, markers, or printing costs.

By following this checklist, you can stay organized, avoid mistakes, and make sure your project is
completed on time and with everything you need!

PROJECT PRIORITIES

• Project priorities are about deciding which tasks are most important and need to be done first
in order to complete the project successfully.
• To set priorities, start by identifying the critical tasks that must be completed to achieve the
project’s goal.
• For example, if you're working on a science project, doing research and writing the report
might be the most important tasks, while creating a presentation could come later.
• It’s also important to consider deadlines—tasks with earlier deadlines should be prioritized.
Some tasks may take longer or be more difficult, so they should be handled first to avoid
running out of time.
• Additionally, some tasks depend on others being completed first. For example, you need to
finish your research before writing your report.
• Being flexible is key, as things might not always go as planned, so be prepared to adjust your
priorities if needed.
• By focusing on what matters most and staying organized, you can make sure the most
important parts of the project get done on time and to a high standard.

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WORK BREAKDOWN STRUCTURE (WBS)

• A Work Breakdown Structure (WBS) is a way to organize a large project into smaller, more
manageable tasks.
• It helps you clearly see what needs to be done and makes the project feel less overwhelming.
Instead of working on everything at once, you can focus on one task at a time.
• To create a WBS, start by identifying the main goal of your project. For example, if your
project is about creating a presentation on the solar system, your main goal would be
"Complete Solar System Presentation."
• Then, break that goal down into big tasks that need to be completed, such as "Research the
Planets," "Create Slides," and "Practice Presentation."
• After that, break each of those big tasks into smaller, more detailed tasks. For example, under
"Research the Planets," you might have tasks like "Find articles about each planet," "Take
notes on important facts," and "Organize information by planet."
• Continue breaking down tasks until each part feels easy to manage and doesn’t feel too
complicated.
• Using a WBS helps keep the project organized and ensures that you stay on track. It also makes
it easier to see how much work is left to do.
• By breaking the project into smaller parts, you can focus on completing one task at a time and
finish the project on schedule.

5 FORMATS OF WBS

1. Tabular (List) Structure:

• Tasks are listed in rows in a table.

• Each row shows task number, name, and other details (like duration, resources).
• Good for documentation and tracking in tools like Excel.

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Example:

WBS Code Task Name Description

1 Planning Initial planning phase
1.1 Requirement Analysis Gathering requirements
2 Design Design of the project
2.1 UI Design Designing the interface

2. Hierarchical (Tree) Structure:

• Looks like an organizational chart.

• Starts with the main project goal at the top, then branches into smaller tasks.
• Visually easy to understand.

Example :

Project
├── Phase 1: Planning
│ ├── Task 1.1: Requirement Analysis
│ └── Task 1.2: Feasibility Study
├── Phase 2: Design
│ ├── Task 2.1: System Design
│ └── Task 2.2: UI Design

3.Outline (Indented) Structure:

• Written in an outline format, like bullets and sub-bullets.

• Uses numbering to show levels of tasks.
• Commonly used in MS Word or Project software.

Example:
1. Project
1.1 Planning
1.1.1 Requirement Gathering
1.1.2 Risk Analysis
1.2 Design
1.2.1 UI Design

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1.2.2 System Architecture

4. Mind Map Format:

• Uses branches coming out from a central idea (like a spider web).
• Visual and creative layout.
• Great for brainstorming and early-stage planning.

Example:
[Project]
|
------------------------------------
| | |
[Planning ] [ Execution] [Closure]
| | |
[Tasks ] [Development] [Final Report]

5. Gantt Chart Format:

• WBS integrated into a timeline view.

• Shows tasks with durations, start/end dates, and dependencies.
• Very useful for project scheduling and tracking progress over time.

Example (Simplified View):

Task Start Date Duration Dependency

1. Planning April 1 5 days —
1.1 Req. Analysis April 1 3 days 1
2. Design April 6 4 days 1.1
2.1 UI Design April 6 2 days 2

INTEGRATING WBS WITH ORGANIZATION

• Integrating a Work Breakdown Structure (WBS) with an organization means breaking

a project into smaller tasks and making sure the right people or teams are responsible for
each one.
• A WBS helps divide a large project into simpler, manageable parts, so it’s easier to track
and complete. Once the tasks are divided, they need to be assigned to the correct people

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or departments. For example, in a college project, one person might do the research,
another could design the presentation, and someone else could write the report.
• It’s also important to make sure that each task has the right resources, like time, materials,
or information. For example, the person doing the research might need books or internet
access, while someone working on the presentation may need a computer with design
software. By making sure everyone has the tools they need, the project runs smoothly.
• Clear communication is also key when integrating a WBS with an organization. Tasks
might depend on each other, so it’s important to stay updated on each other’s progress. For
example, if the research is done early, that person might need to help with another part of
the project.
• Finally, using a WBS helps with accountability. When each task is assigned to a specific
person or team, it’s easier to see who is responsible for what. This helps ensure that nothing
is missed and that everyone stays on track to finish the project on time.

In short, integrating a WBS with an organization makes it easier to divide and assign tasks,
ensure everyone has the resources they need, and keep the project organized.

CODING THE WBS FOR THE INFORMATION SYSTEM

Creating a Work Breakdown Structure (WBS) for an information system involves breaking
down the project into smaller, manageable components. Here's a simplified example:

1. Project Initiation
o Define project scope
o Identify stakeholders
o Establish project team
2. Requirements Gathering
o Conduct stakeholder interviews
o Document functional requirements
o Document non-functional requirements
3. System Design
o High-level system architecture
o Database design
o User interface design

• Coding the Work Breakdown Structure (WBS) for an information system is a way to
organize and track all the tasks needed to complete the project.
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• First, you break the entire project into major phases, such as Planning, Design,
Development, Testing, Implementation, and Maintenance.
• After that, each phase is broken down into smaller, specific tasks. For example, in the
Planning phase, tasks might include researching user requirements, defining system goals,
and setting a timeline. Then, you assign a unique code to each task to make it easier to
track.
• For example, the task "Research user requirements" could be coded as 1.1, and the task
"Design user interface" could be coded as 2.3. These codes help keep everything organized
and make it simple to see which tasks are completed and which are still pending.
• As the project progresses, the codes allow you to check the status of each task and make
sure everything is on track. Coding the WBS is important because it makes managing
complex projects like building an information system much easier.
• It ensures that each task is completed in the right order and by the right people, and it helps
everyone involved understand their responsibilities.

By using this method, the project stays organized, and it’s easier to keep track of progress and
meet dead lines

SCHEDULING PROJECTS

PURPOSE OF A PROJECT SCHEDULE

The purpose of a project schedule is multifaceted, but its primary goal is to outline the
sequence of activities, milestones, and deadlines required to complete a project within a
specified timeframe. Here are some key purposes:

• A project schedule is an important tool used to plan and organize all the tasks in a project.
Its main purpose is to ensure that the project is completed on time and with the right
resources.

• It begins by listing all the tasks that need to be done and then arranging them in the correct
order.

• Each task is given a start and end date, and the schedule helps to assign people or teams to
complete them.

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• One of the key reasons for having a project schedule is to make sure everyone knows what
they need to do and when they need to do it. This helps avoid confusion and ensures that
no task is forgotten or delayed.

• It also shows which tasks depend on others, so you know which ones need to be finished
first.

• A good project schedule helps track the progress of the project. If something is falling
behind or if there's a problem, the schedule makes it easier to identify and fix the issue
before it affects the whole project.

• In short, a project schedule helps keep everything on track, making sure the project is
completed efficiently, on time, and without major problems.

LEAD AND LAG

• LEAD and LAG are used to show the timing between two activities or events. In project work,
LEAD means starting the next task before the current one finishes — it helps save time.

• For example, painting can start before all the walls are fully built. LAG means adding a delay
between two tasks — the next task starts after some time. For example, you may wait 2 days after
pouring concrete before building walls.

• In data analysis (like in SQL), LAG is used to look at the previous row of data, and LEAD is used
to look at the next row. This helps in comparing values over time, like checking this month’s sales
with last month or next month.

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HISTORICAL DEVELOPMENT

The history of project management goes back a long time, starting with ancient civilizations
like the Egyptians. They built big structures, such as the pyramids, which required careful planning,
even though their methods were simple.

As time passed, especially during the Industrial Revolution, large projects like factories and
railways needed better organization and management.

However, modern project management really began in the 1950s and 1960s, when tools like
the Gantt chart and PERT were created to help track and plan tasks more easily.

In the 1980s and 1990s, the field of project management grew with the creation of standards
like the PMBOK (Project Management Body of Knowledge) and the development of software tools
to help plan and manage projects.

Over time, the focus shifted to more flexible approaches, especially in areas like software
development, where methods like Agile were introduced.

Today, project management is used in almost every industry, from construction to technology,
to help make sure projects are completed on time and in an organized way.

The development of project management has made it easier to manage complex tasks and
ensure success in large projects.

HOW PROJECT SCHEDULES ARE LIMITED AND CREATED

• Project schedules are limited because there are several factors that can affect how and when
tasks can be completed.

• First, there is always a limited amount of time. A project must be finished by a certain deadline,
so the schedule has to fit within that time frame. Second, resources like money, tools, and
workers are also limited.

• For example, if there are only a few people available to do the work, not all tasks can be done
at once, which might slow down the project. Third, some tasks depend on others being finished
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first. For instance, you can't paint a wall until the wall is built, so that must be taken into
account when creating the schedule.

• To create a project schedule, you start by listing all the tasks that need to be done.

• Then, you decide the order of tasks, considering which ones depend on others and how long
each task will take.

• After that, you figure out who will do each task and when they can do it based on their
availability.

• The challenge is to make sure everything is completed on time, but with all these limitations,
it requires careful planning and adjusting if something goes wrong or unexpected delays
happen.

DEVELOPE PROJECT SCHEDULE

• To develop a project schedule, first we need to list all the tasks that are required to complete
the project. This means writing down each small step, like buying materials, connecting wires,
fixing parts, and testing the final product.

• After listing the tasks, we should arrange them in the correct order, because some things must
be done before others.

• For example, we can't test the fan before we build it. Next, we estimate how much time each
task will take, such as one or two days for each step. T

• hen, we set the start and end dates for each task so we know exactly when to begin and finish
them. If we are working in a team, we should also decide who will do each task.

• Finally, we can draw a simple table or chart to clearly show the schedule, which helps everyone
stay on track and complete the project on time.

• This whole process is called developing a project schedule, and it's like making a timetable for
your project work.

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UNCERTAINTY IN PROJECT SCHEDULE

Uncertainty is inherent in project schedules due to various factors such as incomplete information,
unforeseen events, and changing project requirements. Managing uncertainty effectively is crucial
for project success. Here's how uncertainty manifests in project schedules and strategies to address
it:

Types of Uncertainty in Project Schedules:

1. Incomplete Information: Lack of detailed information about tasks, resources, or

dependencies can introduce uncertainty into project schedules.
2. External Dependencies: Dependencies on external factors or stakeholders can lead to
schedule uncertainty if those dependencies are not within the project team's control.
3. Scope Changes: Changes in project scope or requirements can disrupt existing schedules
and introduce uncertainty about project timelines and resource allocations.

4. Resource Constraints: Limited availability of resources, such as personnel, equipment, or

funds, can impact project schedules and introduce uncertainty about resource availability.
5. Risks and Uncertain Events: Unforeseen events, such as technical issues, supplier delays,
or natural disasters, can disrupt project schedules and introduce uncertainty about project
outcomes.

Strategies to Address Uncertainty in Project Schedules:

1. Impact on Project Schedules:

Uncertainty can cause delays and make it hard to know when tasks will be finished or when
the project will be completed on time.
2. Buffer Time:
Project managers add extra time (called "buffer time") to the schedule to allow for
unexpected problems or delays.

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3. Contingency Plans:
These are backup plans made to handle problems if they happen, helping the project stay on
track.
4. Managing Risks:
By identifying possible risks early, project managers can make decisions and prepare for
them before they cause big issues.
5. Adjustments:
If something unexpected happens, the project schedule can be adjusted by moving tasks
around or changing deadlines to stay on track.
6. Uncertainty is Normal:
Every project has some uncertainty, so it’s important to be flexible and ready to handle
changes.

By planning for uncertainty, project managers can reduce the impact of unexpected events and
ensure the project moves forward as smoothly as possible.

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GANTT CHART
A Gantt chart is a type of bar chart that illustrates a project schedule. It's a widely used tool
in project management because it provides a visual representation of tasks, their durations, and
their dependencies. Each task is represented by a bar, with its length indicating its duration, and
its position on the chart indicating its start and end dates.

A Gantt chart is a visual tool used to plan, track, and manage a project's progress. It's a bar chart that
shows tasks, their start and end dates, and dependencies between tasks.

USES OF A GANTT CHART

• Planning: Create a schedule for tasks involved in a project

• Tracking: Monitor task progress and milestones

• Managing dependencies: Show which tasks are linked together and when they can start

• Managing complex projects: Handle projects with many tasks and interdependencies

• Communicating: Share a project's schedule with stakeholders

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GANT CHART WORKS IN THIS WAY

• The vertical axis lists tasks

• The horizontal axis shows time intervals

• The width of the horizontal bars shows the duration of each task

• Lines with arrows show task dependencies

• Milestones are shown as markers on the timeline

About Gant Chart in Detail

• A Gantt chart is a type of visual tool used to plan and track the progress of a project. It shows
a list of tasks or activities on the left side and their corresponding start and end dates along the
top.
• Each task is represented by a horizontal bar, where the length of the bar shows how long the
task will take. The Gantt chart makes it easy to see which tasks need to be done and when,
helping people stay organized.
• It also shows how different tasks relate to each other, so you can see if one task depends on
another. This chart is useful for keeping track of progress and making sure the project stays on
schedule.
• Additionally, Gantt charts are great for tracking the progress of a project. If a task is delayed
or completed early, you can update the chart to reflect these changes.
• This helps everyone involved know where the project stands, what’s been done, and what still
needs to be completed.

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