STID1103 Computer Applications in Management

Topic 8
PROJECT MANAGEMENT

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Table of Contents

Introduction

Gantt Chart

PERT Chart

Microsoft Project

Microsoft Visio

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 PROJECT is group of activities that need to
Introduction be done in order to accomplish a set of
objectives in a specific time and with
available resources.

Projects are efforts to achieve objectives, within

finite time and cost expectations.
Projects produce outcomes like newly design car
models, an annual budget, a great party, or a new
procedure.

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Introduction

Project management
is an application of
Project Management knowledge, skills,
is the application of a tools and techniques
broad set of skills to for project activities
properly initiate, in order to meet or
plan, execute, control exceed stakeholder
and close a project. needs and
expectation from a
project.

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The importance of Project Management

Helps project manager and team in term of

Scope management (i.e., describing and agreeing on project
objectives and requirements)
Time management
Cost management
Quality management

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Gantt Chart

Gantt Chart was introduced in 1917 by Henry L. Gantt, an

American engineer and social scientist.

The chart has been used to control production.

Until today, Gantt Chart is still being used for the purpose
of project planning and management.

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Gantt Chart
In general, Gantt Chart provides a graphical chart that
shows scheduling to help planning, monitoring, and
tracking resources in a project.

A simple Gantt Chart can be drawn on a piece of paper

However, people today have many choices to use varieties

of software to create Gantt Chart.

Among the software available are Microsoft Project,

Microsoft Visio and SmartDraw.

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Gantt Chart
Carta Gantt contains numbers of horizontal bars that show the
required and expected time to complete a project

The bar represents the time in unit such as months, weeks,

days, hours or minutes.

Each bar represents one activity in a project.

Gantt chart can clearly describe the status of one project,

whether it follows the allocated time

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Gantt Chart

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Work Breakdown Structure
The Work Breakdown Structure is a tree structure, which
shows a subdivision of effort required to achieve an
objective

A tool used to define and group a project's discrete work

elements in a way that helps organize and define the total
work scope of the project.

A work breakdown structure element may be a product,

data, a service, or any combination.

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Work Breakdown Structure

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Gantt Chart

Before developing a Gantt chart, the team must identify the

activities involve in one project.

A hierarchical chart known as Work Breakdown Structure

(WBS) can be useful to help the team structures the activities

WBS can help the team identify activities and expected time
to implement and complete each activity.

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Gantt Chart

Example 1
You are asked to develop a Payroll System for
Human Resources Department in UUM.
You have selected SDLC to develop the system.
Create WBS and use it as a guide to help you create
Gantt chart.

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Gantt Chart

Solution

SDLC has eight phases:

1. Investigation Phase: 3 wks
2. Analysis Phase: 4 wks
3. Design Phase: 4 wks
4. Coding Phase: 6 wks
5. Testing Phase: 1 wks
6. Implementation Phase: 2 wks
7. Operation Phase: 2 wks
8. Maintenance Phase: 2 wks

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Gantt Chart: WBS
Payroll System

Investigation Design Testing Operation

Analysis Coding Implementation Maintenance

Feasibility Studies

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Gantt Chart

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Gantt Chart (example)

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Gantt Chart

Advantages
Able to identify a duration of time required to complete
one activity, together with the allocated money and
human resources.
Disadvantages
Unable to show the relationship between activities
connected to complete one phase
Unable to show the most critical activity in a project.

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PERT Chart

A PERT chart is a project management tool used to

schedule, organize, and coordinate tasks within a project.

PERT stands for Program Evaluation Review Technique, a

methodology developed by the U.S. Navy in the 1950s to
manage the Polaris submarine missile program.

PERT chart was used at that time to show the connection

between activities that have been determined to
complete the project.

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PERT Chart

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PERT Chart

PERT chart components:

Activity
An activity is labeled with a simple name that explains the
activity.
The name is put on the top of the line that connects two nodes.
The time to complete the activity is put under the line.
The unit for the time can be in month, week or days.
Node
Node is represented by a small circle that is located at the
beginning and end of an activity.
A pair of nodes form an activity.
Number in a node is arranged in an ascending order.

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PERT Chart

Critical Path
It is represented by the sequence of connected activities
that produce the longest overall time
All activities and nodes within this sequence are referred
to as being on the critical path
Changes in the critical path will give an impact on the
whole time to complete the project
Any activity on the critical path that is delayed in
completion will result in delaying the final completion of
the project

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PERT Chart

Example 1
You are working as a marketing executive at Syarikat
Telekomunikasi Mutiara.
The company plans to implement prepaid
telecommunication services.
To get information about the market for this new service,
you are assigned to survey the market.
Construct PERT chart to show the activities involve and
finally determine the critical path.

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PERT Chart
Identify activities involve:
Planning
The planning for survey (5 days): A
Questionnaires design (5 days): B
Preparation
Hire temporary workers (5 days): C
Training workers (3 days): D
Print questionnaires (2 days): E
Implementation
Distribute questionnaires (5 days): F
Analyze questionnaires(5 days): G

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PERT Chart

3 E
B
2
A 5
1 2 5 F 6 G 7
5 C 5 5
D
5
4 3

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PERT Chart

Identify the critical path:

A-B-E-F-G = 5 + 5 + 2 + 5 + 5 = 22 days
A-C-D-F-G = 5 + 5 + 3 + 5 + 5 = 23 days
Critical path is A-C-D-F-G

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Determining the Critical Path

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PERT Chart

Advantages
Helps managers to monitor an ongoing project.
Using a critical path, managers can detemine
the progress of a project by comparing the
actual time to complete a project with the real
time achieved to complete

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 The PERT chart is sometimes preferred over the Gantt
chart, because it clearly illustrates task dependencies.

On the other hand, the PERT chart can be much more

difficult to interpret, especially on complex projects.

Frequently, project managers use both techniques.

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STID1103 Computer Applications in Management

MS Project & Visio

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Introduction

1 2 3
Strategic planning Some tools are Activities to be
in project designed to help carried out
management facilitate the planned, laid out
involves many activity: the use of in a specific
constraints in charts and format according
terms of cost, time diagrams. to any choice of
and quality. charts and
diagrams

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 Gantt Chart

Software Microsoft Project

A
Graphical display of
the work activities indicated Emphasize the time of
execution of a
by the scale bar charts B C show overlapping activit
Software Microsoft Project Gantt ies & activities
Chart

Suitable to represent simple

Can not show the order of D E project or sub-project of a
activities larger project

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Gantt Chart (cont.)

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PERT Chart

Network Scheduling, estimating

chart showing the and controlling a
sequence of activities network of independent
in the project activities

PERT
Chart

Can determine Critical path - the amount

the minimum time of of time taken by the
completion of the activities of the longest
project, phase or task time-consuming

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PERT Chart (cont.)

Program Evaluation and PERT chart is obtained

Review Technique (PERT) when the Gantt chart
were produced
1. Click on View
2.Select Network Diagram
> Network Diagram

Provided automatically when the

manager provides a Gantt chart
in MS Project

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PERT Chart (cont.)

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PERT component

PERT chart contains

two component Major: Node
1. Arrow
2. Node
Arrow show flow actiities
Each arrow can have
route critical path
Arrow

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Critical Path

Critical
Path

Sequence of Change the time on the

activities that mu critical path will
st be followed cause project could not
to complete a be completed within the
project stipulated time frame

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Microsoft Project

Microsoft project is The software is

a project management available separately from
software Microsoft Office software

Allows users to create

charts that are used for
project management

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 Title bar Tab

Timeline Toolbar

Entry table
view
Status bar Gantt chart view

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 Milestone
List of tasks

Timeline

Sub Tasks
Task Bar

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Microsoft Project: Gantt Chart

Task List
Show name task to
be do along project run Time Line
Shown by succession Show period time, for
time and in form example:
Gantt Chart Today,
hierarchy
There is a sub- Sunday
task listed in each one Moon
task primary

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Microsoft Project: Gantt Chart (cont.)

Milestone
Task Bar Point reference show
Show period time some significant one assignm
thing task started and ents complete (START /
expired. Gantt Chart END) in something
Bar more long show project
longer task No task there on milest
ones

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Microsoft Visio

Microsoft project is The software is

a software to draw available separately from
diagrams Microsoft Office software

Allows users to draw and create

diagrams using vector graphics

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 Types of
drawings /
diagrams

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 Title bar Tab

Toolbar

Template
Shape
Space
painting

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Table of Contents - Part 2

Work Breakdown Structure

Building a Gantt Chart
Linking Tasks
Milestone
Source

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Work Breakdown Structure (WBS)

1 2 3
Help state every Tools elastic No specific format,
important activity (flexible) to depending on the
involved in analyze the requirements of
achieving the activities involved managers
goals and in a project
objectives of the
project

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Building a WBS: Assignment

You as an Assistant
Manager Human
Resources
Division has been
instructed by the
company to handle You
a reception for all staff are appointed
in conjunction with the as a director / Plan so that the
fifth anniversary of the head for the reception runs
establishment of reception smoothly

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Building a WBS: Step

Held a first meeting Determine objectives

with teamwork reception

Division of activities Determine the

into smaller groups by
category Step amount of time for
each activity

Determine individual Build WBS (Work

which operates an breakdown structur)
activity

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Building a WBS: Assignment

Preliminary planning

Selection: theme, Reservation: suppliers

date, place, clothes 2 3 of food, entertainment,
event announcer
Assignment

Public relations: an
invitation to all
4 5 Equipment Rentals: tents,
audiovisual equipment,
guests, banners, tables and chairs
posters

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Building a WBS: Tasks (cont.)
Food Supplier management: a selection
of food and drinks menu

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Hire Layout: the announcers
Additional Employes: transportation,
Guest servers, 7 8 transportation for guests,
security guards, flowers, table
photographers, Assignment decorations, lights
cleaners

Preparing for the Preparations

Council Lasts: room 9 10 After Dinner: The work of
decoration, decorative items cleaning, bill payment,
for banquets, decorations, thank you cards, reports
arrange equipment for the the event
event
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Building a WBS: Period
Period
To be identified

Identify the division of

Identify the duration
tasks (individual who
of each activity
can handle) for each
activity
Example: determine
the distribution of
Example: The task
expenditures may
easily handled by
take up to 2 days
Ahmad food supplier

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Building a WBS: Visio

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Building a WBS: Results

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Building a Gantt Chart

Select and
click Create
Blank Project

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Completing Assignments

Type in a list of tasks in the Task Name column and specify its
duration by selecting the Duration, Start and Finish Date

Manually
Schedule for
assignments
made manually

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Completing Tasks (cont.)

Task lists

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Completing Tasks (cont.)

Enter the sub tasks in the main tasks with 2 ways:

1. Indent into the main task to distinguish between
sub-tasks. Click at the beginning of the task name
and drag to the right: Alt + Shift + Right
2. Use the following buttons: Select the relevant task
and press the button

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Completing Tasks (cont.)

Indent
into the

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Add Task List

To add a task, place the

cursor to the task to be
added.
Click the Insert
Select New Task

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Linking Tasks

Some tasks are related from

one task to another task
For example: A job can not
be done until another task
has been completed

Something like: "Work dish can

not be done as long as the
dishes are not washed"

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Linking Tasks (cont.)

Relationship Abbreviation Explanation Picture

Finish-to-Start FS Task A is completed, start task B

Start-to-Finish SF
Task A starts when task B completes

Finish-to-Finish FF These two tasks at the same

conclusion

Start-to-Start SS Task A starts when task B starts

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Linking Tasks (cont.)

Finish-to-Start

Start-to-Start

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Linking Tasks (cont.)

The steps to connect a task to another task:

Tugas akan dihubungkan

Pilih Link Task

Pilih tab Task

Pilih dua tugas yang perlu

dikaitkan (highlight)

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Milestone

Specific task
A kind of special
duties

Period of time usually

have 0 or 1 day
only. Example: Start
Project Completion

Click two times (2) the cells

required. Choose Advance Tab and
tick Mark Task As Milestone

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Milestone (cont.)

Tanda di sini

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Distribution of Resources

Source

Give a task to an
operator

Click the resource

tab
Click on assign
Resources
Enter the name of
the employee who
handles the task

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Filling the Information Resources

Click two times (2)

on Name Source
One dialog box
will displayed
Enter relevant
information with
source

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Filling the Information Resources (cont'd)

Enter the name of the source to the Gantt Chart

Select the task name and select the Resource section.
Choose a name from the drop-down list

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