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PMS Unit-4

The document outlines key concepts related to project management, focusing on project evaluation, planning, scheduling, and monitoring. It emphasizes the importance of project evaluation for assessing progress and resource efficiency, while also detailing tools and techniques for effective project planning and scheduling. Additionally, it discusses the significance of well-defined objectives and policies, and provides insights into various project management tools such as Gantt charts and bar charts.

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17 views21 pages

PMS Unit-4

The document outlines key concepts related to project management, focusing on project evaluation, planning, scheduling, and monitoring. It emphasizes the importance of project evaluation for assessing progress and resource efficiency, while also detailing tools and techniques for effective project planning and scheduling. Additionally, it discusses the significance of well-defined objectives and policies, and provides insights into various project management tools such as Gantt charts and bar charts.

Uploaded by

yamuna A
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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R L JALAPPA POLYTECHNIC

Institution/College Code: 599


(A Unit of Sri Devaraj Urs Educational Trust,Tamaka, Kolar)
(Approved by AICTE and Affiliated to DTE, Karnataka)
Dargajogahalli. Kodigehalli
Doddaballapur-561203
DEPARTMENT OF COMPUTER SCIENCE AND
ENGINEERING

S U B J E C T: P R O J E C T M A N A G E M E N T
SKILLS
SUBJECT CODE: 20PM01T

U N I T- 4
PROJECT PLANNING,
SCHEDULING AND
MONITORING
DEFINE PROJECT EVALUATION.

 ProjectEvaluation is a step-by-step process of


collecting, recording and organizing information
about project results, including short-term and
longer-term project outcomes
LIST WHY THE PROJECT EVALUATION IS IMPORTANT?
OR
WHY PROJECT EVALUATION NEEDED IN PROJECT
MANAGEMENT CYCLE?
OR
ANALYZE, WHY THE PROJECT EVALUATION IS IMPORTANT?

Project evaluation provides answers to


several questions such as:
 Progress made.

 Effective and efficient use of resources.

 Desired output achieved.

 Improvements to be made for better

outcome.
 Success factors

 Whether the results justify the input etc.


WHAT ARE THE CHALLENGES IN MONITORING AND
EVALUATION?

 Getting the commitment to do it.


 Establishing base lines at the beginning of

the project
 Finding the time to do it and sticking to it

 Getting feedback from your stakeholders

 Reporting back to your stakeholders


LIST THE TOOLS USED IN PROJECT PLANNING

 Gantt chart
 Network techniques

 Project design chart

 Time estimate

 Flow chart

 Work breakdown structure

 Critical path method

 PERT

 Bar chart
LIST THE NEED FOR PROJECT PLANNING
OR
STATE THE NEED OF PROJECT PLANNING IN
PROJECT MANAGEMENT
 To eliminate or reduce uncertainty
 To improve efficiency of the operation

 To obtain a better understanding of the

objectives
 To provide a basis for monitoring and

controlling the work


STATE THE NATURE OF PROJECT PLANNING.

 Scope: It states the methods and procedures


of each work and the name of the person
responsible for work
 Schedule: It states the estimated time

required to complete each work


 Cost: It is stated in the project budget
DESCRIBE THE FUNCTIONS OF PROJECT
PLANNING.
 Following are the functions of project
planning:
 It should provide a basis for organizing the

work on the project.


 It allocates the responsibilities to individuals.

 It is a means of communication and

coordination between all those involved in


the project.
 It induces the people to look ahead.

 It gives a sense of urgency and time

consciousness.
 It establishes the basis for monitoring and

controlling.
EXPLAIN STEPS IN PROJECT
PLANNING

 Step 1: Collect all the available data for the


decision making.
 Step 2: Define each alternative and analyze

the impact of alternative


 Step 3: Select the proper alternative
LIST THE PRINCIPLES FOR FORMATION OF
PROJECT POLICIES

Project policies must be formulated on


the basis of following principles:
 It must be based upon the known principles

in the operating areas.


 It should be complementary for co-

ordination.
 It should be definite, understandable and

preferably in writing
 It should be flexible and stable.

 It should be reasonably comprehensive in

scope.
EXPLAIN PROJECT SCHEDULING?

 It is a procedure of assigning tasks or


activities to get them completed well within
an allocated budget and specified time
schedule.
 Scheduling suggests when to start and how

much to be done.
 Scheduling usually consists of the planned

start date and finish date.


 Scheduling is critical component for effective

time management.
LIST THE PURPOSES OF PROJECT SCHEDULING
OR
STATE THE PURPOSE OF PROJECT SCHEDULING
 To obtain time based commitment to various
project activities.
 To communicate these commitments to project

manage.
 To ensure coordination among the project leader

and the team members with respect to the


commitments.
 To adopt the schedule or commitment to the

changing circumstances
ANALYZE THE IMPORTANCE OF PROJECT
OBJECTIVES AND POLICIES
 The objectives and policies are very
important while planning the project.
 If the project team progress is not clear . It is

difficult to give excellent skills and good


result.
 Well defined objectives and policies serve as

the framework for the decisions to be made


by the project manager.
 Policies are the general guide for decision

making on individual actions.


 The objectives of the project may be

technical objectives, performance objectives,


time and cost goals.
DISTINGUISH OPTIMISTIC TIME,
MOST LIKELY TIME AND
PESSIMISTIC TIME.
(a) Optimistic time : The optimistic time is the
time required to complete the activity if no hurdles
or complications arise.

(b) Most likely time : The most likely time is the


time in which the activity is most likely to be
completed. This estimates takes into consideration
normal circumstances, making allowances for some
unforeseen delays.

(c) Pessimistic time : The pessimistic time is the


time required if unusual complications or unforeseen
difficulties arise.
ANALYSE “SMART” TOOL FOR SETTING GOALS AND OBJECTIVES.
EXPLAIN

 A goal is a general statement of what should be done


to solve a problem.
 Objectives are a finite subset of a goal and should be

specific in order to be achievable.


 The objectives should be "SMART."

They should be:


i. Specific: clear about what, where, when, and how the
situation will be changed
ii. Measurable: able to quantify the targets and benefits
iii. Achievable: able to attain the objectives
iv. Realistic: able to obtain the level of change reflected
in the objective and
v. Time bound: stating the time period in which they
will each be accomplished
EXPLAIN TIME ESTIMATE?
Time Estimate:
 While designing a project, it is essential to fix time

target for each and every activities of the project.


 It helps to complete the projects as per time schedule

through which it can enjoy optimum benefits.


 Time estimate can be made by making a work break

down of the project, estimating the time schedules


for each work, putting them in proper sequence.
 The time estimation for completing a project

depends not only on the work content/sequence but


is also influenced by resources and constraints.
 The basic factors involving in the time estimation are

work, constraints, resources and also the data


available.
DESCRIBE SITUATION ANALYSIS AND MENTION AT-
LEAST SIX TECHNIQUES TO COLLECT
INFORMATION TO CONDUCT SITUATION ANALYSIS
 Situation analysis is a process through which the general
characteristics and-problems of a community are identified.
 It involves the identification and definition of the characteristics and
problems specific to
 particular categories of people in the community.
 It is done through collecting information necessary to understand the
community as a whole and individuals within the community.

 SIX TECHNIQUES ARE:


 Document's review
 Surveys
 Interviews
 Observations
 Listening to people
 Brainstorming
 Problem tree

EXPLAIN GANTT CHART WITH
SUITABLE EXAMPLE
Gantt charts:
 Gantt chart is the oldest formal planning tool

designed by Henry Gantt in 1993.


 Under this, the activities of project are broken down

into a series of well-defined jobs of short duration


whose cost and time can be estimated.
 It is a picture in which the activities / jobs are

represented by horizontal bars in the time axis.


 The length of the bar indicates the estimated time for

the job/ activity.


 The left hand end of the bar shows the beginning

time, the right hand the ending time.


 The manpower required for the activity is shown by a

number on the bar.


EXPLAIN BAR CHART WITH
SUITABLE EXAMPLE
Bar charts:
 Bar charts are the two-dimensional pictorial representation

of a project.
 In a bar chart, the activities of the project are shown on one

axis and their durations are represented on the other axis.


 The bars can be plotted vertically or horizontally.

 A vertical bar chart is sometimes called a column chart.

 A bar chart helps to review the project progress, allows for

rescheduling the project and highlights the critical activities


and other bottlenecks in the completion of the project.
 A bar chart, however, is normally suited to small projects.

 It cannot take into account the uncertainties in activity

duration nor represent the


 Inter-relationships between the various activities of the

project.

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