Certificate IV in

Project Management
Practice
BSBPMG410 APPLY PROJECT TIME
MANAGEMENT TECHNIQUES
BUSINESS SERVICES
SEMESTER 1 2017
PRESENTED BY
SUE STUBBS
27 FEB 2017
2

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
3 LEARNING OUTCOMES
BSBPMG410 Apply project time management techniques
1. Assist in 1.1 Contribute to developing work breakdown structure with sufficient detail to enable effective
developing project planning and control
schedule 1.2 Contribute to estimating duration and effort, sequence and dependencies of tasks to achieve
project deliverables
1.3 Assist in using project scheduling tools and techniques to identify schedule impact on project
time management, resource requirements, costs and risks
1.4 Contribute to achieving an agreed schedule baseline and communicating the schedule to
stakeholders
2. Maintain project 2.1 Use techniques to measure, record and report progress of activities in relation to agreed
schedule schedule
2.2 Record baseline variance between actual and planned progress
2.3 Contribute to forecasting impact of change on the schedule and analysing options
2.4 Update task status and agreed changes to maintain currency and accuracy of schedule
3. Participate in 3.1 Assist in review of project performance to determine effectiveness of time management
assessing time- 3.2 Document scheduling and time-management issues and responses to assist in project evaluation
management
outcomes
TAFE NSW BSBPMG410 Apply project time management techniques Business Services
4
PROJECT TIME MANAGEMENT
enables an organisation to:
confirm that the project benefits can be obtained in a time scale that justifies the
proposed investment
understand and agree on the scope of work required to complete the project
enable resources to be made available when required
co-ordinate the effort of resources
forecast funding timelines and scale to assign priorities among competing projects
meet a rigid completion date
track, monitor and control project progress
is a constraint set by the organisation

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
5
PROJECT TIME MANAGEMENT PROCESSES
assist with:
development of a Work Breakdown (WBS) structure
estimation the duration, effort, sequence and dependencies of each
task in the WBS
using project schedule tools and techniques to determine the project
schedule
implementing, monitoring and controlling the project schedule
the assessment of time management outcomes

TAFE NSW BSBPMG4109 Apply project time management techniques Business Services
6
HOW TO DEVELOP A PROJECT SCHEDULE

In a WBS
format or
directly into a
schedule
template

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
7 A WORK BREAKDOWN STRUCTURE (WBS)
is a key project deliverable that organises the team's work into manageable
packages
is informed by the project charter and scope statement
visually defines the scope into manageable chunks that a project team can
understand, as each level of the work breakdown structure provides further
definition and detail
includes detailed descending levels of work packages, activities and tasks
representing total scope
provides a framework for tracking performance and cost
assists in estimating time and resources
The lowest level of the WBS are short duration tasks with definite start and finish points

TAFE NSW BSBPMG4109 Apply project time management techniques Business Services
8
ORGANISATION OF A WBS

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
9
A WBS INCLUDES:
product requirements product,
service, result
process requirements project
management work
organisation requirements e.g.
approval processes, quality
certification and risk events

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
10
A WBS INCLUDES:

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
11
A WBS IIN MILESTONE FORMAT

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
12 A WBS DICTIONARY
PROJECT: PM:
WORK PACKAGE: WPM:
WP DELIVERABLES
ACTIVITIES: INPUTS Products/services:
Activity 1: Specifications: Documents:
Activity 2: Requirements:
Activity 3: Other: OUT OF SCOPE
Excluded:
TBC:
BUDGET
Internal HR Procurement Total RISK MANAGEMENT
Assumptions:
Activity 1
Risks: HR
Activity 2 Issues: Resources:
Activity 3 Opportunities:

SCHEDULE RISK MANAGEMENT

Description Due Date Accepted Assumptions: SIGN OFF
Risks: PM:
Milestone 1 WPM:
Issues:
Milestone 2 Opportunities: QA:

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
13
DEVELOPMENT OF A WBS USING STICKY NOTES

https://www.youtube.com/watch?v=80c-LRRJ0W8
https://www.youtube.com/watch?v=6K8FshwrraM
TAFE NSW BSBPMG410 Apply project time management techniques Business Services
14 A WORK PACKAGE
is a key project deliverable that organises the team's work into manageable
packages
is informed by the project charter and scope statement
visually defines the scope into manageable chunks that a project team can
understand, as each level of the work breakdown structure provides further
definition and detail
includes detailed descending levels of work packages, activities and tasks
representing total scope
provides a framework for tracking performance and cost
assists in estimating time and resources

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
15 TIME ESTIMATING TECHNIQUES

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
16 ESTIMATING ACTIVITY DURATIONS
includes estimation of:
effort required to complete activity
o i.e. how long it takes 1 person to complete
resources required to complete the activity
o e.g. 1 resource for 2 days; so 2 resources for 1 day
lead & lags to determine total duration of activity
o e.g. 1 week waiting for approval; 1 day to do the work; 2 days to obtain
acceptance = activity duration of 8 working days

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
17 AN ACTIVITY LIST WITH DURATIONS AND RESOURCES
list the activities (tasks) in one project package
estimate the resources required and duration of each activity
identify which activities will be used as milestones

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
18 ESTIMATE ACTIVITY RESOURCES AND DURATIONS
Estimate activity resources Estimate activity durations
estimate the type and quantity estimate the number of work
of material, human resources or periods required to complete
supplies required to perform individual tasks with the
each task estimated resources; e.g.
identify task attributes for each level of experience
schedule activity e.g. ID,
advice from others with
description, predecessor
activities, logical relationships, experience
leads and lags, imposed dates, information/productivity
milestones, constraints and data sets
assumptions the impact of resource
calculate cost estimate for each availability
task consider leads and lags
TAFE NSW BSBPMG410 Apply project time management techniques Business Services
19 SEQUENCE ACTIVITIES & IDENTIFY DEPENDENCIES

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
20 SEQUENCE TASKS AND IDENTIFY DEPENDENCIES
Sequence tasks:
Dependencies can be:
identify and document relationships
among the project activities/tasks
Mandatory - 2 or more tasks
must be done in a particular
defines the sequence for greatest
efficiency within the project time
order
constraints
Discretionary 2 or more
enables dependencies to be identified
tasks can be done in any
order

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
21 SEQUENCE TASKS AND IDENTIFY DEPENDENCIES

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
22 SEQUENCE TASKS AND IDENTIFY DEPENDENCIES

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
23 ACTIVITIES/TASKS AND DEPENDENCIES

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
24 NETWORK DIAGRAM
In project planning, a network diagram is a sequence of steps
(activities), commonly represented by blocks, that are linked
together in the logical sequence they need to be carried out.

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
25 A PROJECT SCHEDULE
converts the network diagram into Milestone/Bar or GANTT chart
considers key events, milestones, lead/lag times, float, provision for risk
must be planned, reviewed and negotiated with stakeholders
after endorsement by stakeholders, approved by sponsor
the approved WBS, WBS dictionary, Schedule, time management plan and
becomes the baseline schedule, used to measure and monitor project
performance
scheduling tools e.g. MS Project, Primavera, Liquid Planner, Clarity contain the
schedule model and expedite the scheduling process by generating start and
finish dates based on inputs of activities, network diagrams, resources and
activity durations
TAFE NSW BSBPMG410 Apply project time management techniques Business Services
26 TIME CONTINGENCY
usually expressed in $s and equivalent time is added to the schedule
provides for possible/potential delays
allocation of contingency is often arbitrary e.g. 10% of budget
contingency is NOT for new scope. It is for work not yet known about
and need to be done to achieve the deliverables in the approved
scope
examples to use contingency:
a task takes 3 days longer due to wet weather (usually time but no
payment)
most of a IT testing team get the flu and contractors need to be engaged

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
27 A SCHEDULE MANAGEMENT PLAN
includes policies, procedures and documentation for planning, developing, managing executing
and controlling the project schedule
describes:
roles, responsibilities and delegations
schedule management
performance measurement processes
how schedule change is managed, agreed, monitored, changed and integrated into the
project
used in conjunction with the statused baseline Schedule to review and revise the schedule over
the project lifecycle:
are resources available?
are duration estimates correct?
have approvals taken longer than planned?
have new activities/tasks being added to the scope?
TAFE NSW BSBPMG410 Apply project time management techniques Business Services
28 A GANTT CHART EXAMPLE

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
29 A PROJECT SCHEDULE IN EXCEL

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
30
SCHEDULE CONTROL
is part of the integrated project change control process
during project execution work is undertaken daily/monthly to:
o monitor the status of project activities to update project progress and
o manage changes to the schedule baseline to achieve project objectives
involves controlling changes/deviations to the project schedule and
performing:
corrective action
rescheduling of activities/tasks
change to work methods
increase in resources, if baseline budget permits
analysis of consequence of corrective actions
approval by owner/sponsor/steering committee
TAFE NSW BSBPMG410 Apply project time management techniques Business Services
31
SCHEDULE CONTROL
requires:
all deviations to the baseline to be recorded and reported in
status/performance reports
the schedule to be updated with changes/forecasts to ensure that
the schedule is both current and accurate
requires continuous monitoring via consultation, communication
and meetings to ensure:
compliance with use of contingency

productivity of resources

use of float in the schedule

meeting schedule milestones

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
32
REDUCING PROJECT TIME
Project normal time is realistic and efficient under normal working conditions
is necessary with imposed project duration completion dates; e.g. change in
date of an event, political announcement, changed time to marked, design
flaws, equipment breakdowns
generally requires a time/cost trade off
includes a method of comparing the project benefits of reducing project time
with cost of reducing project time
CRASH TIME: the shortest time an activity can be realistically completed under other conditions
FAST TRACKING: tasks/activities/phases normally done in sequence are done in parallel or partly in parallel
Both techniques require estimate of associated risk before acceptance by owner/sponsor

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
33
OPTIONS TO ACCELERATE PROJECT TIME
add resources BEWARE! Doubling resources DOES NOT HALF THE PROJECT
TIME
outsource activities/tasks
pay overtime subject to WHS policies and procedures
establish core project team
do it twice 1st quick and dirty, 2nd time do it right
fast task do sequential critical path tasks in part parallel
focus on critical path activities

IT IS NOT RECOMMENDED to reduce scope and/or quality, must have

management authorisation

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
34
REVIEW OF PROJECT TIME MANAGEMENT OUTCOMES
assist in the review of project performance to determine the effectiveness of time
management
requires documentation of scheduling and time management issues and responses to
assist with project evaluation
o What time estimation techniques were used? Did they provide reasonable
estimates? What could be done differently next time?
o Was the project completed on time? Why not?
o What changes occurred to the project time baseline? Were they analysed and
authorised?
o Did scope changes impact on the baseline schedule?
o What lessons were learned and what processes should be changed for future
projects?
o How will this information be transferred to senior management for inclusion in
future projects?

TAFE NSW BSBPMG410 Apply project time management techniques Business Services
35
REFERENCES
PMI.2013. A Guide to the PROJE CT MANAGEMENT BODY OF KNOWLEDGE (PMBoK GUIDE) 5TH Edition
PEARSON, NEIL. LARSON, E.W., GRAY, C.F. 2014. PROJECT MANAGEMENT IN PRACTICE
http://www.workbreakdownstructure.com/
http://www.tutorialspoint.com/management_concepts/critical_path_method.htm
https://www.youtube.com/watch?v=ADK58IRPKh8 (Gantt Chart)
https://www.youtube.com/watch?v=M_-R2ZrdLuM Gantt Chart
https://www.youtube.com/watch?v=PdQVwQmNJOQ

TAFE NSW BSBPMG410 Apply project time management techniques Business Services