LECTURE 7: Planning & Control Functions & Tools (Part 1) Project Management BACA
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1 LECTURE 7: Planning & Control Functions & Tools (Part 1) Project Management BACA
2 Objectives of this chapter 1. Understand the methodology of project planning: - Project / Work Breakdown Structure (WBS) - Work Control Packages (WCP) - Task / Responsibility Matrix Project Management BACA
3 (Daun) Subtasks / Activities (Ranting Kecil) Function (Ranting Besar) Task (Dahan) Group (Batang) System (Akar) Project (Tanah) Project s Resources Project Management BACA
4 Product versus Project Planning & Control Product: results being produced by the project. Project: process by which this product is being created. The Project Breakdown Structure (PBS) or Work Breakdown Structure (WBS) PBS = WBS = P/WBS In complex project, a systematic approach to: (a) Define total project. (b) Establish all elements into a proper relationship. (c) Breakdown a complex project into level-by-level basis (big to small) (d) Avoid any element is overlooked. Project Management BACA
5 Mind Map about the Concept PROJECT Produce a new model of XXX mobile phone SYSTEM.R&D for the Attached Digital Camera Smaller More Specific GROUP Digital Camera TASK Sensitivity & focus power FUNCTION 5.0 Mega Pixel Focus Power of Sharpness SUB TASK (ACTIVITIES) Multi Coated Lenses Project Management BACA
6 HOUSE PROJECT WBS HOUSE CIVIL PLUMBING ELECTRICAL Foundation Walls/Roof Piping Sewerage Wiring Appliances Project Management BACA
7 Description of PBS or WBS It s a graphic / word model in level by level fashion down to detail. It include: (a) All deliverables end items. (b) Major functional tasks that must be performed (design, assemble). PBS or WBS PBS or WBS: product oriented family tree composed of hardware, software, services, data & facilities. It displays & defines the product/s to be developed / produce. It relates elements of work to be accomplish to each & other. It can be expressed down to any level of interest. Project Management BACA
8 MAIN PROBLEM IN WBS The elements are defined in short descriptions that often leads to confusion, miscommunication & unclear expectation. EXTENDED WBS DICTIONARY Solution-linking each element to dictionary like item that contains descriptive text. Ward (2001) defines extended WBS Dictionary as an electronic data base system that links variety of information to each element of the WBS. Project Management BACA
9 The P/WBS Project can be broken down into different ways to suite the needs. Most important - is to correlate & integrate information with the systematic P/WBS that all PO & PT agree to & understand. Project Management BACA
10 Creating a BS P/WBS is developed by combination of Product BS (Activities) + Product Development Process (Project). W/PBS chart is created: 1. Starting at the top level element (level 1 Project) 2. Breaking out the major elements (systems, group, task, function, sub task) at next lower level. This level by level breakdown continues reducing (a) scope (b) complexity (c) cost of each element Until the practical / implement-able level of end item is identified. Project Management BACA
11 Using the WBS The WBS is a means for visualizing the entire project. Following steps outline its customary use: 1. Develop the initial WBS in a top down fashion. 2. Review & revise the completed WBS with PO & PT member until agreement is reach. 3. Identify work control package = task 4. Identify each WBS element & include each task: Responsible & performing organizations Product specifications Project Management BACA
12 Using the WBS Prime & subcontractor & major PO Resources estimate & budget Work order number Cost account number in task level Milestone events & activities (PERT/CPM/PDM) Summarize resource information up the WBS = update the information. (comparing actual & planning). 5. Add expenditures to date. 6. Evaluate results to identify problems & take corrective action. 7. Re-plan to balance schedule, resources & scope of work. Project Management BACA
13 Definition of Tasks Work Control Packages = Task Tasks are final elements in P/WBS & located at the end of BS. Task Statement of Work Each task is defined by a statement. This include: (a) Summary statement of the work to be accomplished. (b) Inputs required from other tasks. (c) Reference to specifications, contractual conditions. (d) Specific results to be achieved (deliverable, specifications). to form a task statement of work. Project Management BACA
14 Types of Tasks & Effort There are several of tasks. These include: Design & development, Manufacturing, Construction of installation in field, Procurement (purchase & subcontract), Management & etc. 3 basic efforts exits as follow: 1. Readily identified tasks - Specific start & end events associated with the results. Ex: Market study / survey 2. Level of effort tasks - Activities which not associated with defined results but controlled by time phased budget. Ex: Salaries 3. Apportioned effort - Sub activities related to other task. Ex: Activity 2, Sub activity 2.1 Project Management BACA
15 Task / Responsibility Matrix Relating the work defined by PBS to responsible organizational units / organizational BS (subcontractor, individuals). Project Management BACA
16 Project Management BACA
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