Chapter 6. Schedule Management Flashcards
What is Project Schedule Management concerned with primarily?
Activities, Scheduling and Schedule Management.
What are the 6 processes and their associated outputs to Schedule Management?
Develop Schedule:
- Project Schedule
- Schedule Baseline
Estimate Activity Durations:
- Activity Duration Estimates
Define Activities:
- Activity List
- Activity Attributes
Control Schedule:
- Work Performance Information
- Change Requests
- Schedule Forecasts
Sequence Activities:
- Project Schedule Network Diagram
Plan Schedule Management:
- Schedule Management Plan
What topics of project management are heavily intertwined, with changes in one affecting the other(s)?
Scope, Schedule, & Cost
When dealing with Schedule Managmenet, it is best to?
Start from the bottom up:
WBS will define the work to be carried out in order to produce the deliverables.
The individual schedule activities can then be sequenced, and the resource and duration estimates applied to those activities.
What Process Groups do the Schedule Management Processes belong to?
Plan Schedule Management, Define Activities, Sequence Activities, Estimate Activity Durations, and Develop Schedule = Planning Process Group
Control Schedule = Monitoring and Controllng Process Group
What are the key outputs of each Process of Schedule Management?
Plan Schedule Management - Schedule Management Plan
Define Activites - Activity List, Activity Attributes
Sequence Activities - Project Schedule Network Diagrams
Estimated Activity Durations - Activity Duration Estimates
Develop Schedule - Project Schedule, Schedule Baseline
Control Schedule - Work Performance Information, Change Requests, Schedule Forecasts
What process of Schedule Management defines how the other 5 will be carried out?
Plan Schedule Management
What are the inputs of Plan Schedule Management?
Project Charter
Project Management Plan
Enterprise Environmental Factors
Organizational Process Assets
What are the tools used in Plan Schedule Management?
Expert Judgement
Data Analysis
Meetings
What are the outputs of Plan Schedule Management?
Schedule Management Plan (becomes part of the project plan, outlines how schedule will be defined, measured, how and how often the team will track progress and consequences of veering from the plan).
Define Activities does what?
Take scope baselines and breaks down (decomposes) the work into activities it will take to turn it into a reality, ie. generates a activity list.
What processes is the activity list used as the basis for?
Sequence Activities, Estimate Activity Duration, Develop Schedule, and Control Schedule.
When is Define Activities performed?
After scope baseline is established, after requirements documentation, project scope statement, work breakdown structure (WBS), and the WBS dictionary have been created and are in stable forms.
What are the inputs to Define Activities?
Project Management Plan:
- Schedule Management Plan
- Scope Baseline
Enterprise Environmental Factors
Organizational Process Assets
What are the tools use in Define Activities?
Expert Judgement
Decomposition
Rolling Wave Planning - assumes more detailed info on activities at the front of the project, and that activities in the future may not be as detailed or fully/easily understood. Popular among Agile Projects
Meetings
What are the outputs of Define Activities?
Activity List Activity Attributes Milestone List Change Requests Project Management Plan Updates
What is the difference between a work package and an activity?
Work packages are deliverable-based, focusing on the scope of the project, while activites are focused on the work that needs to be done in order to execute the work package.
The usefulness of an activity list is tied to what?
Its completeness and accuracy.
The activity list is an extention of, but separate from, what?
Work Breakdown Structure (WBS)
Work Breakdown Structures have the following characteristics:
Deliverable-based
Used as a central tool to management the project
Contain information on deliverables, resources, schedule, and cost
One work package maps to one or many schedule activities
Activitiy Lists have the following characteristics:
Effort based; focused on effort required to complete the work packages
Used to build the schedule
Contains activity name, description and an estimated duration
Each schedule activity maps back to a single work package
What are activity attributes?
Additional information stored with the activity list, or in a separate document, typically added after the intial activity has been established. They document the person responsible for the activity, parts that need to be procured before this activity may be started, and the location at which the work will be performed. Essentially they are an extension of the activity list.
What are milestones?
Significant dates or events, and have zero duration.
What is the Sequence Activities process concerned with?
Taking the activity list created under Define Activities and arranging those into the order that they must be performed. About understanding and diagramming the relationship that scheduled activities will have with each other.
What is a network logic diagram?
Visual, preferred method for representing activities, their dependencies, and sequences
When is Sequence Activities performed?
After Define Activities and before Develop Schedule
What are the inputs to Sequence Activities?
Project Management Plan:
- Schedule Management Plan
- Scope Baseline
Project Documents:
- Activity List
- Activity Attributes
- Assumption Log
- Milestone List
Enterprise Environmental Factors
Organizational Process Assets
What are the tools used in Sequence Activities?
Precedence Diagramming Method (PDM)
Dependency Determination and Integrations
Leads and Lags
- Project Management Information System
What is Precedence Diagramming Method (PDM)?
It creates a graphical representation of the schedule activities in the order in which they must be performed on the project. Activities are represented by nodes (rectangles) with arrows representing the dependencies that exist between the activities. Units of duration are usually shown above the nodes. (see p. 227 for example)
What are dependencies?
Those things that influence which activities must be performed first.
What are the four main kinds of dependencies that exist among activities?
Mandatory dependencies - one that cannot be broken, it is unavoidable
Discretionary dependencies - often the result of best practices but may vary organization to organization and even project to project. Also known as “soft logic” or “preferred logic.” Typically based on historical information, expert judgement and best practices.
External dependencies - must be considered but are outside of the project’s control and scope.
Internal dependencies - within the project team’s control.
What is a lead?
A lead is one activity getting a jump-start on another. Cheats the “finish-to-start” relationship. Leads increase risk, and the rationale behind them should be clearly explained and documented.
What is a lag?
A waiting period that exists between two activities.
What are the outputs of Sequence Activities?
Project Schedule Network Diagrams - visual of schedule activities, their dependencies and sequence
Project Documents Updates
What does the Estimate Activity Durations process do?
It analyzes the activity list to estimate time durations (estimate how long each activity will take)
*not to be confused with estimating level of effort
What is duration impacted/influenced by?
Who will be doing the work, when they are available, how many resources will be assigned to this activity, and the amount of work involved in the activity.
What is estimating durations important?
It becomes the primary input into creating the schedule.
When is Esimate Activity Durations performed?
After the activity resource requirements have been gathered and before the schedule is developed.
What are the inputs for Estimate Activity Durations?
Project Management Plan:
- Schedule Management Plan
- Scope Baseline
Project Documents:
- Activity List
- Activity Attributes
- Resource Requirements
- Resource Calendars
- Resource Breakdown Structure
Enterprise Environmental Factors - records required by the organization, safety standards, regulations, etc.
Organizational Process Assets - such as durations for activities from previous projects, specific calendar requirements, or anything else that provides structure or guidance to your activity duration estimates.
What are the tools used for Estimate Activity Durations?
Expert Judgement, Analogous Estimating, Parametric Estimating, Three-Point Estimating, Bottom-Up Estimating (Data Analysis & Reserve Analysis), Decision Making and Meetings
What is Analogous (Top Down) Estimating?
Uses activity from a project previously performed within the organization to help estimate another activity’s duration.
What is Parametric Estimating?
Linear extrapolation. Example:
If 1 team can install 100 feet of fense in one day, it would take 10 teams to install 1,000 feet of fense in one day.
Useful on estimating activities performed before but not on activities in which little or no historical information has been gathered.
What is Three-Point, or Program Evaluation and Review Technique (PERT), Estimating?
Uses three data points: pessimistic, most likely and optimistic estimates… with two ways to calculate the 3-point estimate -
Beta Distribution = (Pessimistic + 4 x Realistics + Optimistic) / 6
Triangular Distribution = (Pessimistic + Realistic + Optimistic) / 3
When considering beta distribution, how do you calculate the standard deviation (expressed as Õ) for an estimate?
(Pessimistic - Optimistic) / 6
For graphical representations of beta vs triangular distribution….
Beta = look like ahill
Triangular - looks like a triangle
What is bottom up estimating?
Each step of an activity is estimated. Estimates are added together to get total duration for that activity.
What is “Make or Buy” analysis?
An alternative analysis to determine whether to perform an activity inhouse or to outsource it, to use one highly skilled individual or two, whether to invest in automation, etc.; to make optimal decisions for the project and organization.
What is reserve analysis?
An estimate of reserve time, extra time added to an activity duration estimate. Reserve analysis is performed periodically throughout the life cycle of a project as more information on schedule risk becomes available.
What are the outputs of Estimate Activity Durations?
Duration Estimates*
Basis of Estimates - supporting detail of how estimates were derived, and what tradeoffs/alternatives were considered
Project Documents Updates - should include new assumptions and lessons learned
When is the process Develop Schedule performed?
After the processes of Estimate Activity Resources, Estimate Activity Durations and Sequence Activities have been performed and before Determine Budget is performed.
What are the inputs for Develop Schedule?
Project Management Plan:
- Schedule Management Plan
- Scope Baseline
Project Documents:
- Activity Attributes
- Activity List
- Assumption Log
- Basis of Estimates
- Duration Estimates
- Lessons Learned
- Milestone List
- Project Schedule network Diagrams
- Project Team Assignments
- Resource Calendars
- Resource Requirements
- Risk Register
Agreements
Enterprise Environmental Factors
Organizational Process Assets
What are the tools used for Develop Schedule?
Schedule Network Analysis Critical Path Method (CPM) Critical Chain Method Resource Optimization: - Resource Leveling - Resource Smoothing Data Analysis - What-if Scenario Analysis - Simulation Leads and Lag Schedule Compression - Project Management Information System Agile Release Planning
What is a critical path?
The project’s critical path is the combination of activities that, if any are delayed, will delay the project’s finish.
What is the Critical Path Method (CPM) used for?
To calculate a project’s finish date.
To identify how much individual activities in the schedule can slip (or “float”) without delaying the project.
To identify the activities with the highest risk that cannot slip without changing the project finish date.
What is the Critical Chain Method?
Based on theories by Eliyahu Goldratt, provides a means to view and manage uncertainty when building the project schedule. Allows for the addition of one lump-sum buffer used to manage any individual activity that may be in danger of slipping. Usually team is not made aware of the buffers, kept on an agressive schedule. Remains under the control of the project manager.
What are the steps for resource-leveling?
Use the critical path method (CPM) to calculate and analyze all of the network paths for the project. Then, apply resources to that analysis to see what effect is has on schedule outcome.
Note: this technique often results in change to the critical path and project completion date.
see p. 243 to study diagrams. VERY IMPORTANT
What is resource smoothing?
Looks at schedule in light of resource constraints, sometimes results in activities changing within the “float”. Less disruptive to schedule than resource-leveling.
What is “What-if” analysis?
Considering how events or scenarios may impact the schedule, to determine whether or not the schedule is practical, and whether reserves and buffers are appropriate.
What does simulation do?
Applies a number of scenarios against the project schedule to determine the probability of finishing on time.
What is Monte Carlo analysis, re: simulation?
Analysis performed by computer and evaluates probabilities by considering a huge number of simulated scheduling possibility or a few selected likely scenarios. it identifies the highest risk activities that may not otherwise be apparent, showing the impact of these changes on the schedule.
What is Schedule Compression?
Determining ways to complete the schedule earlier without cutting the project’s scope.
Related to schedule compression, what is crashing and fast tracking?
Crashing is adding resources to a project activity so that it will be completed more quickly. This almost always increases cost.
Fast tracking means to re-order the sequence of activities so that some of the activities are performed at the same time. Does not necessarily increase cost, but almost always increases risk to the project bc usually involves discretionary dependencies being ignored and additional activities happening simultaneously. It can also involve some individual tasks taking longer.
What is the Schedule Baseline?
The approved schedule that has been placed under control.
What are the various graphic forms of a project schedule?
Bar Charts (or Gantt Charts) - show activities represented as horizontal bars and typically have a calendar along the horizontal axis. The length of the bar corresponds to the length of time the activity should require. See p. 247 for example.
Milestone Charts - Represents key events for the project, may be significant events or deliverable. Usually reserved for brief, high-level project presentation where a lot of schedule detail would be undesirable or even distracting.
What is Project Schedule Network Diagram?
A detail-driven visual that provides a view of the dependencies and sequence of each activity. The best representation for calculating the critical path and showing dependencies on the project. See p. 248 for example.
What are some example of Schedule data?
schedule templates, activities and their attributes, estimated durations, and any constraints and assumptions… i.e the data that supports how this schedule was developed.
What are Project Calendars?
Shows the schedules, hours and shifts for all activities
What kind of process is Control Schedule?
A controlling and monitoring process.
What is the key idea behind Control Schedule?
Any time the schedule changes or a change request that affects the schedule occurs, the change should be evaluated and planned. The schedule should be monitored continuously against the actual work performed to ensure that things stay on target.
When is Control Schedule performed?
Throughout the life of the project, from the moment the schedule is developed until all scheduled activities have been completed.
What are inputs to Control Schedule?
Project Documents:
- Lessons Learned Register
- Project Calendars
- Project Schedule
- Resource Calendars
- Schedule Data
- Work Performance Data
- Organizational Process Assets
What are the tools used for Control Schedule?
Data Analysis (6 forms):
- Earned Value Analysis
- Iteration Burndown Chart
- Performance Reviews
- Trend Analysis
- Variance Analysis
- What-if Scenario Analysis
Critical Path Method (CPM) Project Management Information System Resource Optimization Leads and Lags Schedule Compression
What is an iteration burndown chart?
An Agile tool used to display the team’s progress of completing the work in the backlog. See p. 251 for an example.
How is Trend Analysis beneficial?
Can alert to positive or negative outcomes before they happen, allowing for corrective action before a date/milestone is actually missed.
What is Resource Optimization?
Reallocating resources to match changed schedule.
What are the outputs of Control Schedule?
Work Performance Information
Schedule Forecasts - the shedule is a plan, but when compared against actual performance data, meaningful forecasts can be made
Change Requests
Project Management Plan Updates
Project Documents Updates
What are the most common type of Schedule Forecasts?
Estimate at Completion (EAC) and Estimate to Completion (ETC)
How do Agile concepts impact schedule management?
In Agile projects, it is impossible and/or undesirable to plan whole project schedule at the beginning. Instead, the approach is to plan in much smaller, more flexible increments, prioritized by what is most valuable to the customer.
Sometimes approach used is on-demand, using a Kanban board to show work in progress. Technically, work is not scheduled in advance, but instead “pulled” from the board when resources become available. Works best when backlog of work to be performed is “well groomed.”
What does “well groomed” mean in Agile?
A backlog of work is up to date, the effort is estimated and each item is prioritized to accurately reflect the value it would deliver to the customer.
