9.3 Project planning, scheduling, and control

Project planning, scheduling, and control are crucial for engineering success. These processes help define project scope, create work breakdowns, and develop schedules. They ensure efficient resource allocation and enable teams to monitor progress effectively.

Mastering these skills allows engineers to manage complex projects smoothly. By using tools like Gantt charts and applying techniques such as critical path analysis, engineers can optimize project timelines and deliver results on schedule and within budget.

Defining Project Scope and Deliverables

Project Scope and Objectives

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• Project scope defines boundaries, limitations, and specific work within a project preventing scope creep
• Project objectives outline desired outcomes using SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound)
• Project charter formally authorizes the project and outlines scope, objectives, and deliverables
• Stakeholder analysis identifies key individuals or groups affected by or influencing the project
  • Helps tailor project scope to meet stakeholder needs and expectations
  • Examples: Conducting interviews, surveys, or focus groups with stakeholders

Deliverables and Scope Management

• Deliverables encompass tangible or intangible products, services, or results produced to complete a project or phase
  • Examples: Software application, marketing campaign, construction blueprint
• Scope statement development details project justification, product description, and acceptance criteria
  • Includes in-scope and out-of-scope items to set clear boundaries
  • Example: For a website redesign project, in-scope items might include new layout and mobile responsiveness, while out-of-scope items could be content creation or SEO optimization
• Change control processes manage modifications to project scope, objectives, or deliverables
  • Involves assessing change requests, evaluating impacts, and obtaining approvals
  • Example: Using a change request form to document and track proposed changes

Creating Project Work Breakdown Structures

Work Breakdown Structure (WBS) Fundamentals

• WBS hierarchically decomposes total project scope into smaller, manageable tasks
• Organizes and defines the total scope of the project
• Typically structured in levels, with each level providing more detail
  • Example: Level 1 - Project, Level 2 - Major Deliverables, Level 3 - Work Packages
• Helps in estimating costs, scheduling, and resource allocation
• Provides a visual representation of project scope
  • Example: Tree diagram or outline format

Task Dependencies and Critical Path

• Task dependencies represent relationships between activities determining task sequence
• Four types of task dependencies:
  • Finish-to-Start (FS): Task B starts after Task A completes (most common)
  • Start-to-Start (SS): Task B starts when Task A starts
  • Finish-to-Finish (FF): Task B finishes when Task A finishes
  • Start-to-Finish (SF): Task B finishes when Task A starts (least common)
• Critical Path Method (CPM) determines longest sequence of dependent tasks
  • Defines minimum project duration
  • Identifies tasks with zero float (slack time)
  • Example: In a house construction project, the critical path might include foundation laying, framing, roofing, and interior finishing

Resource Allocation and Risk Management

• Resource allocation optimizes utilization throughout the project
  • Involves assigning personnel, equipment, and materials to tasks
  • Example: Assigning specific team members to coding tasks in a software development project
• Resource leveling techniques balance resource usage over time
  • Helps prevent overallocation and underutilization
  • May involve adjusting task start dates or durations
• Risk identification and analysis based on WBS and task dependencies
  • Proactively manages potential project challenges
  • Example: Identifying potential supply chain disruptions for critical components in a manufacturing project

Developing Project Schedules

Gantt Charts and Network Diagrams

• Gantt charts visually represent project tasks, durations, and relationships over time
  • Horizontal bars show task durations
  • Arrows indicate dependencies between tasks
  • Example: Microsoft Project or online tools like TeamGantt
• Network diagrams graphically depict project tasks and interdependencies
  • Nodes represent tasks, arrows show relationships
  • Aids in schedule development and analysis
  • Example: Activity-on-Node (AON) diagram for a product launch project

Scheduling Techniques and Estimation

• Critical Path Method (CPM) identifies sequence of tasks determining minimum project duration
  • Highlights activities with no slack time
  • Helps prioritize resource allocation to critical tasks
• Program Evaluation and Review Technique (PERT) estimates task durations under uncertainty
  • Uses optimistic, pessimistic, and most likely time estimates
  • PERT formula: $(O + 4M + P) / 6$ where O = Optimistic, M = Most likely, P = Pessimistic
• Resource-constrained scheduling accounts for limited resources in timelines
  • May extend project duration to accommodate resource limitations
  • Example: Adjusting schedule based on availability of specialized equipment or personnel

Schedule Optimization and Milestones

• Schedule compression techniques shorten project duration without changing scope
  • Fast-tracking involves performing tasks in parallel that were originally sequential
  • Crashing adds resources to critical path activities to reduce duration
  • Example: In a software development project, fast-tracking might involve starting user interface design while backend development is still ongoing
• Milestone charts highlight significant events or accomplishments
  • Provide high-level view of project progress
  • Often used in executive summaries or stakeholder presentations
  • Example: Product design approval, prototype completion, final product launch

Monitoring Project Progress and Resources

Performance Measurement and KPIs

• Earned Value Management (EVM) integrates scope, schedule, and cost data
  • Measures project performance and progress
  • Key metrics: Cost Performance Index (CPI) and Schedule Performance Index (SPI)
  • Example: CPI of 1.1 indicates project is 10% under budget
• Key Performance Indicators (KPIs) evaluate project success in meeting objectives
  • Quantifiable measures tailored to project goals
  • Examples: Customer satisfaction scores, defect rates, on-time delivery percentage

Change and Risk Management

• Change control processes manage modifications to project baseline
  • Includes evaluating change requests, assessing impacts, and obtaining approvals
  • Example: Using a change control board to review and decide on proposed changes
• Risk monitoring and control tracks identified risks and identifies new ones
  • Involves executing risk response plans throughout project lifecycle
  • Example: Regular risk review meetings to assess current risk status and effectiveness of mitigation strategies

Quality Control and Resource Tracking

• Quality control tools monitor and maintain deliverable quality
  • Control charts track process stability over time
  • Pareto diagrams identify most significant sources of defects
  • Example: Using a control chart to monitor defect rates in a manufacturing process
• Resource utilization tracking ensures efficient use of project resources
  • Monitors actual vs. planned resource usage
  • Helps identify over-allocation or underutilization
  • Example: Tracking billable hours for consultants on a project
• Regular status reporting and stakeholder communication keep all parties informed
  • Includes progress updates, issue reporting, and decision documentation
  • Example: Weekly status reports, monthly steering committee meetings