HEP 3104: PROJECT MANAGEMENT INFORMATION SYSTEMS

Lecture 4: Using a PMIS to create and plan a project

21 June 2012

Lecturer: Emma Longei Email: emma.longei@gmail.com

Topics Covered last week / this week

1. 2. 3. 4.

Review of Project life Cycle and Project planning stages Tasks, Sub-tasks, Components and Work Packages Work Breakdown Structure Network planning diagrams
3.1 Critical Path 3.2 Program Evaluation and Review Technique

5. 6. 7. 8. 9. 10.

Milestone Charts/ Gantt Charts Creating a project in PMIS Using WBS in PMIS Using CPA in PMIS Creating a Baseline in PMIS Creating reports in PMIS

Basic Requirements of a PMIS (rev)

3

List phases, tasks and sub-tasks 2. Create a Work Breakdown Structure (WBS) 3. Create network diagrams Critical Path Analysis (CPA), Project Evaluation and Review Technique (PERT) 4. Produce varied reports for different stakeholders
1.

Other requirements of a PMIS

4

5. Allow different team members to create and update items collaboration 6. Budget, plans, schedules, calendars, email/chat, 7. Dependent on organisation, budget, complexity of project, experience and capacity of the project manager and project team

Todays Topics: Building a house

Listing of tasks

Work in groups to create Parent tasks, sub-tasks, work-packages (3 levels) Work Breakdown structure Critical Path diagram
View the creation of the project tasks, schedule

activities and indicate predecessor and successor tasks in MS Project 2007

Step 1: Identify the work to be done

Surveying

Install Interior Electrical Plaster walls Excavation Paint Interior Request Permits Install Interior Doors Buy Material Tile Floor Lay foundation Install Roof Build Outside Wall Install Exterior Plumbing Install Exterior Doors Install Exterior Electrical Paint Exterior Install Interior Plumbing Move In

Step 1 -4
List tasks and sub-tasks 2. Create a WBS 3. Create a network diagram (CPM) 4. Create the project in MS Project 2007
1.

Gantt Chart WBS CPM

MAJOR TASKS (Building a house) 1. Preparation 2. Build Exterior 3. Finishing

Activity break: 10 minutes

In groups of two, create a task list with each of the

activities in the previous slide

1. Tasks and sub-tasks

1.

Preparation
1.1. Surveying 1.2. Excavation 1.3. Request permits 1.4. Buy material 1.5. Lay foundation

(Assuming the land has already been purchased and fenced) Can be done concurrently

2. Build Exterior
2.1. Lay outside walls 2.2. Install Exterior Plumbing 2.3. Install Roof 2.4. Install Exterior Doors 2.5. Paint Exterior

1. Tasks and sub-tasks

3. Finishing
3.1. Install Interior Plumbing 3.2. Install Interior Electrical 3.3. Plaster walls 3.4. Paint Interior 3.5. Install Interior Doors 3.6. Tile Floor 3.7. Move In

Activity 2: Create a WBS

With pen & paper, or using a software application,

create a work breakdown structure of tasks created in activity 1

1.1. Surveying 1.2. Excavation 1.3. Permits

2. WBS
2.1. Outside Walls 2.2. Exterior Plumbing 2.3. Roof

1. Preparation

1.4. Materials 1.5. Foundation

Build house

2.4.Exterior Doors

2. Build Exterior

2.5. Paint Exterior

3.1. Interior Plumbing

3.2. Interior Electrical

3.3. Plaster walls 3.4. Paint Interior 3.5. Interior Doors 3.6. Tile Floors 3.7. Move In

3. Finishing

2. WBS
What important tasks are missing from WBS
PowerPoint allows you to modify shapes and colours The sum of the sub-tasks contributes to 100%

completion of the parent task Microsoft PowerPoint is suitable for drawing a small WBS and a large WBS is better constructed in Microsoft Visio or similar program (http://www.project-blog.com/?page_id=64).

3. CPM
Update task list to indicate predecessors and task

durations in weeks (or suitable time period) Each task should have a predecessor (task before it) and a successor (task or event after it) except the START and END tasks The network will be updated during the course of the project in order to remain current May be done in Excel

Activity 3: Create a network diagram

With pen & paper, or using a software application,

create a critical path diagram of tasks created in activity 1

Using PMIS to create a project

Create a new project File > New File > Properties File > Save (do this every 15 minutes) Modify the calendar Copy tasks from the Task and Sub-task list into

Gantt View Put in the task durations Create the linkages (dependencies) by indicating predecessors

Create a Baseline
This is the original project plan, including the time

schedule and resource and cost allocation. The baseline is used for comparing projected values to actuals, and facilitates the tracking and analyzing of a projects progress. Because the baseline provides the reference points against which you compare actual project progress, the baseline should include your best estimates for task duration, start and finish dates, costs, and other project variables that you want to monitor.
http://office.microsoft.com/en-us/project-help/create-or-update-a-baseline-or-an-interimplan-HA010156784.aspx

Create a Baseline
Project > Tools > Tracking > Set Baseline TO view a Baseline Project Information > Statistics Your baseline creates a snapshot of your project at a

specific place in the timeline. You can have multiple baselines. It enables you to assess performance vs your plan
http://www.brighthub.com/office/project-management/articles/14643.aspx

References
Westland, Jason. 2003. Project Management

Guidebook Work breakdown structure. http://en.wikipedia.org/wiki/Work_breakdown_structu re Course Q7503: Principles of Software Project Management, lectures by, Instructor: John Musser jm2217@columbia.edu. See http://www.projectreference.com/ Microsoft Project: 1 Introduction by Mike Glen, MVP. http://pubs.logicalexpressions.com/Pub0009/LPMArtic le.asp?ID=141