Chapter 5

Planning

Systematic arrangement
of tasks
Where are we now?
What to be done?
How to get there?

Learning Objectives
To overview process involve during planning
stage.
Develop a work breakdown structure - Responsibility
matrix

Develop a network diagram network planning techniques

Utilize a project management methodology called
the systems development life cycle for information
systems development projects
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Real World Example

Vignette: Trojan Reactor Vessel
Project: Remove, transport, and dispose of a full-sized
commercial nuclear reactor weighing more than two
million pounds
Numerous planning studies were done on worker
safety, public safety, transportation safety, and costs.
The project was completed at a cost of $21.9 million,
which was $4.2 million under budget, and $19 million
less than conventional disposal methods.
Effort won the International Project of the Year Award
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Real World Example (contd)

Vignette: Planning for Risk
During the planning phase risks need to be
identified, classified, and assessed.
Some risk classifications include: technological,
resource, organizational, and market risks.
The severity of each risk should be investigated
and measured.
The probability of each risk should be considered.
A contingency plan should be developed.
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Planning Activities
1. Defining objective of the project
2. Develop a Work Breakdown Structure
3. Produce a Network Diagram :1. PERT
2. CPM
3. Gantt Chart @ Bar Chart

1. Defining Project Objective

Planning is an essential part of project
management.
In essence, the plan is a roadmap.
The first step is to define the project objective.
The objective must be clear, attainable, specific,
and measurable.
The objective is usually defined in terms of scope,
schedule and cost.
To construct a multipurpose hall

by 6 months

within the amount of RM1 mil.

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2.Work Breakdown Structure

(WBS)
The second step is to determine what activities need to be
performed.
A list of all the activities must be developed.
The WBS is a hierarchical tree of end items to be
accomplished.
basis for dividing work into definable description of the
task to be performed is generated
defines and groups a projects discrete work elements in a
way that helps organize and define the total work scope of
the project.
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Work Breakdown Structure

(WBS) (contd)
provides a common framework for the natural
development of the overall planning and control of a
contract.
A WBS is neither a project plan, a schedule, nor a
chronological listing - It specifies what will be done, not
how or when.
A work item is one small piece of the project.
A work package is the lowest-level item.

Work Breakdown Structure

Work Breakdown Structure

Work Breakdown Structure

Responsibility Matrix
Displays in tabular format the individuals
responsible for the work items.
X can be used to indicate who is responsible.
P indicates who has primary responsibility.
S indicates who has secondary responsibility.

Responsibility Matrix (contd)

Responsibility Matrix (contd)

3.Developing the Network Plan

After all activities have been defined, they are graphically
portrayed in a network diagram.
Two network planning techniques were developed in the
1950s:
Program evaluation and review technique (PERT) - a
method to analyze the involved tasks in completing a given project,
especially the time needed to complete each task, and to identify the
minimum time needed to complete the total project.

Critical path method (CPM) - CPM calculates the longest path of

planned activities to the end of the project, and the earliest and latest that
each activity can start and finish without making the project longer. This
process determines which activities are "critical" (i.e., on the longest path).
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Network Plan

Network Plan

Gantt Charts
Another way of network planning technique.
Gantt charts, or bar charts, are popular due to their
simplicity.
Activities are listed down the left-hand side.
A time scale is shown along the top or bottom.
Do not display the interrelationships of activities.
If one activity is delayed, it is not obvious how
that will affect other activities.
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Gantt Chart

Gantt Charts

Gantt Charts

Network Principles
Different formats can be used to draw the diagram:
Activity in the box (AIB)
a.k.a. activity on the node (AON)
Activity on the arrow (AOA)

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Activity in the Box (AIB)

Each activity is represented by a box.

The activity description is written in the box.
Each box is assigned a unique activity number.
Activities have a precedential relationship.
Some activities may be done concurrently.

Activity
Description

Activity No

Person
Responsible
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Activity in the Box (AIB)

Some activity may be done concurrently

Activity on the Arrow (AOA)

Each activity is represented by an arrow.

The activity description is written above the arrow.
The tail of the arrow designates the start of the activity.
The head of the arrow designates the completion of the
activity.
Activity
Description

Predecessor

Successor
Event No.

Person
Responsible

Event No.

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Activity on the Arrow (AOA)

(Cont.)
Activities are linked by circles called events.
An event represents the finish of activities
entering it and the start of activities leaving it.
Each event is assigned a unique activity number.

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Dummy Activities

Used in the AOA format only.

Consumes zero time.
Represented by a dashed arrow.
Needed for:
Helping in the unique identification of
activities.
Showing certain precendential relationships.

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Dummy Activities
Situation :
Activity A and B can be done concurrently.
When A finish, C can start.
When both A and B are finished, D can start.

5
D

C
3

6
2

D
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Loops
Not allowed because it portrays a path of activities
that perpetually repeats itself.

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Laddering
Used for projects that have a set of activities that are repeated
several times.
Example : Project of painting of three rooms.
Painting each room requires :(1)preparing the room to be painted
(2)painting the ceiling and walls
(3)painting the trim.
Assume that three experts will be availableone to do the
preparation, one to paint the ceilings and walls, and one to do
the trim

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Laddering

Laddering

Best use of resource !!!!!

Preparing the Network Diagram

Ask the following questions regarding each
activity:
Which activities must be finished immediately
before this activity can be started?
Which activities can be done concurrently with
this activity?
Which activities cannot be started until this
activity is finished?
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Preparing the Network Diagram

(Cont.)

Should flow from left to right.

Not drawn to a time scale.
Can vary in how detailed the diagram should be.
AIB vs. AOA is a matter of personal preference.
AIB is the most common in project management
software packages.

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Information System, Defined

An information system (IS) is a computer-based system
that accepts data as input, processes the data, and produces
useful information for users.
Information systems include computerized order entry
systems, automatic teller machines, and billing, payroll,
and inventory systems.
a challenging process that requires extensive planning and
control to ensure that the system meets user requirements
and is finished on time and within budget.

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Planning for Information Systems

Development
The systems development life cycle (SDLC) is used
to help plan, execute and control IS development
projects.
Many people view the SDLC as a classic problemsolving approach.

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Steps of the SDLC

Problem definition
System analysis
System design
System development
System testing
System implementation

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Project Management Software

Allow the project manager and the project team to
plan and control projects interactively.
Contain many common features:
Createlistoftasks
Trackresources
Trackbudgets
Generateavarietyofreports
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