Project Planning: The Schedule and

Budget
Chapter 6
Learning Objectives
} Develop a GANTT chart.
} Develop a project network diagram using a technique called activity
on the node (AON).
} Identify a project’s critical path and explain why it must be
controlled and managed.
} Develop a PERT diagram.
} Describe the concept of precedence diagramming and identify finish-
to-start, start-to-start, finish-to-finish, and start-to-finish activity
relationships.
} Describe the concept of critical chain project management (CCPM).
} Describe the various types of costs that make up the project’s
budget.
} Define what is meant by the baseline project plan.
Schedule and Budget Development

} The project’s schedule can be determined based upon the

tasks and time estimates in the WBS
} The schedule will also depend on how these activities are
sequenced
} The project’s budget can be determined based upon the
activities and time estimates from the WBS as well as the
cost of the resources assigned to the WBS tasks
} Iterations may still be necessary
} The objective is to create a realistic project schedule and
budget!
The Project Planning Framework
Developing the Project Schedule
} Project Management Tools
} Gantt Charts
} Project Network Diagrams
} Activity on the Node (AON)
} Critical Path Analysis
} Program Evaluation and Review Technique (PERT)
} Precedence Diagramming Method (PDM)
Gantt Chart for Planning
Gantt Chart Reporting
Project’s Progress
 Activity Analysis for AON
Activity Description Estimated Predecessor
Duration (Days)
A Evaluate current technology 2 None
platform
B Define user requirements 5 A
C Design Web page layouts 4 B
D Set-up Server 3 B
E Estimate Web traffic 1 B
F Test Web pages and links 4 C,D
G Move web pages to production 3 D,E
environment
H Write announcement of intranet 2 F,G
for corp. newsletter
I Train users 5 G
J Write report to management 1 H,I
Activity on the Node (AON)
Network Diagram
Possible Activity Paths
Possible Paths Path Total
Path 1 A+B+C+F+H+J 18
2+5+4+4+2+1
Path 2 A+B+D+F+H+J 17
2+5+3+4+2+1
Path 3 A+B+D+G+H+J 16
2+5+3+3+2+1
Path 4 A+B+D+G+I+J 19* * The
Critical
2+5+3+3+5+1 Path
Path 5 A+B+E+G+I+J 17
2+5+1+3+5+1
Critical Path
} Longest path
} Shortest time project can be completed
} Zero slack (or float)
} The amount of time an activity can be delayed before it delays the
project
} Must be monitored and managed!
} Project manager can expedite or crash by adding resources
} Fast tracking – running activities in parallel which were
originally planned as sequential
} The CP can change
} Can have multiple CPs
PERT
} Program Evaluation and Review Technique
} Developed in 1950s to help manage the Polaris Submarine
Project
} Developed about the same time as the Critical Path
Method
} Often combined as PERT/CPM
} Employs both a project network diagram with a statistical
distribution
 Activity Analysis for PERT
Activity Predecessor Optimistic Most Likely Pessimistic Expected
Estimates Estimates Estimates Duration
(Days) (Days) (Days) (a+4b+c)
6
A None 1 2 4 2.2
B A 3 5 8 5.2
C B 2 4 5 3.8
D B 2 3 6 3.3
E B 1 1 1 1.0
F C,D 2 4 6 4.0
G D,E 2 3 4 3.0
H F,G 1 2 5 2.3
I G 4 5 9 5.5
J H,I .5 1 3 1.3
Possible PERT Activity Paths

Possible Paths Path Total

Path 1 A+B+C+F+H+J 18.8
2.2+5.2+3.8+4.0+2.3+1.3
Path 2 A+B+D+F+H+J 18.3
2.2+5.2+3.3+4.0+2.3+1.3
Path 3 A+B+D+G+H+J 18.6
2.2+5.2+3.3+3.0+2.3+1.3
Path 4 A+B+D+G+I+J 20.5*
2.2+5.2+3.3+3.0+5.5+1.3
Path 5 A+B+E+G+I+J 18.2
2.2+5.2+1.0+3.0+5.5+1.3

* The Critical Path

Precedence Diagramming Method - PDM

} Based on 4 fundamental relationships

} Finish-To-Start (FS)
} Start-To-Start (SS)
} Finish-To-Finish (FF)
} Start-To-Finish (SF)
PDM Relationships
Lead and Lag times
} Lead is starting the next task before the first task is
complete
} Example: Begin installing the operating systems when half of the PCs
are set up
} Lag (or negative lead) is the adding of a buffer of time
before the next task begins
} Example: Once the walls have been painted, wait one day before
laying the carpet so that the walls have had a chance to dry
Critical Chain Project Management (CCPM)
} Introduced in 1997 in a book called Critical Chain by Eliyahu
Goldratt
} Based on his previous work called the Theory of Constraints
} CCPM is based on the idea that people often inflate or add
cushioning to their estimates to create a form of “safety” to
compensate for uncertainty or risk because …
} Your work is dependent upon the work of someone else, and you
believe that starting your work will be delayed
} Your pessimism from previous experience where things did not
go as planned
} Your belief that the project sponsor or customer will cut your
project schedule or budget so you inflate your estimates to
guard against this cut
If people build safety into their estimates, then …
} Why are projects still late?
} Student’s Syndrome or procrastinating until the last minute
before starting to work on a task
} Parkinson’s Law or the idea that work expands to fill the time
available
} People will rarely report finishing something early because there is
little incentive to do so or because they may fear that management will
cut their estimates next time
} Multitasking of resources or “resource contention”
} A person is often assigned to more than one project or required to
attend meetings, training, etc. As a result, they can no longer devote
their time to tasks that are on the critical path
CCPM Assumptions
} Begins by asking each person or team working on a task to
provide an estimate that would have a 50% chance of being
completed as planned
} About half of the project tasks will be completed on time, about half
won’t
} Instead of adding safety to each task, put that safety in the form
of buffers where it is needed most
} Feeding buffers
} Reduce the likelihood of bottlenecks by ensuring that critical tasks will start
on time when a task acts as a feeder to another task on the critical path
} Resource buffers
} Reduce resource contention
} End of Project buffers
} Are equal to one-half of the time saved from putting safety into each task
6-21
The Critical Chain Project Schedule
Project  Schedule  with  Safety  in  Each  Task

A B C E

10  Days 10  Days 10  Days 10  Days

10  Days

Critical  Chain  Project  Schedule

A B C E 10

5  Days 5  Days 5  Days 5  Days

D
Buffers
5  Days 2.5  Days

6-22
Critical Chain Project Management
} And the critical path are similar
} The difference is the CCPM takes into account resource contention
} Takes a more project portfolio view
} Other projects should be scheduled so that a resource can be dedicated to a
particular task
} Requires that everyone understand that each project task has a 50% chance
of being completed as scheduled, so about half of the tasks will be late.
} This is the reason for having the project buffer.
} Instead of tracking each task individually, we become more concerned with the
project buffer –i.e., the project will be late only if it uses more than the allotted
project buffer.
} Instead of penalties for being late, bonuses or other incentives for
completing tasks early may be needed
Project Management Software Tools
} A number of project management software tools are
available to plan and track the progress of your project
} However, having a fundamental understanding of these
project management techniques is important to make the
most of these software tools
GANTT Chart in Microsoft Project ®
Network Diagram and Critical Path in Microsoft
Project ®
Developing the Project Budget
1. Define what resources will be needed to perform
the work
2. Determine the quantity of resources that are needed
3. Define the cost of using each resource
4. Calculate the cost of the task or activity
5. Ensure that the resources are leveled, that is, not
over allocated. An example of over allocation is
assigning a project team member to two tasks
scheduled at the same time.
Project Resources Assigned to Project Tasks in
Microsoft Project ®
Other Costs

} Direct Costs
} The direct cost of labor or other resources
} Indirect Costs
} The cost for covering such things as rent, utilities, insurance, etc.
} Sunk Costs
} Costs incurred prior to the project, such as a project that has been
restarted after a failed attempt
} Learning Curve
} Often have to “Build one and throw it away” to understand a problem
or a new technology
} Prorated Costs
} The idea that there is a cost associated with using a resource
} Reserves
} Contingency funds to be used at the discretion of the project manager
Finalizing the Project Schedule and Budget

} The project schedule and budget may require several

iterations before it is acceptable to the sponsor, the project
manager, and the project team.
} Resource Allocation – PM reviews project to make sure
resources are properly allocated – leveled – not over
allocated
} Once the project schedule and project plan are accepted,
the project plan becomes the baseline plan.
} Once accepted, the project manager and project team have
the authority to execute or carry out the plan and can have
a Kickoff Meeting.