Scheduling
Scheduling is basically converting the project
work breakdown structure into operational
timetable. Since, projects move away from a
day to day operations, coordination is a
challenge at times. A properly designed
schedule will provide the key input for
monitoring and controlling the project
activity. At times customer ask for the
detailed schedule.
Source: Google
At the basic level, scheduling requires creating a network of activities and events and
graphically portray the relation between project tasks. Networks illustrate the
interdependence of tasks, work packages and work elements.
Two of the network techniques are PERT and CPM which were developed in the
year 1958. We will look at some features about these two network techniques. PERT
has primarily been used for R & projects and more commonly in development side of
the R & D projects. CPM was designed for construction projects. Quite a few of the
project management softwares have the capability to generate these networks.
PERT uses probabilistic activity time estimates to determine the probability by which
a project could be completed. CPM on the other hand uses a deterministic activity
time estimate and provides both cost and time aspects of a project.
Both techniques identify a critical path indicating the activities that can not be
delayed and activities that could be somewhat delayed without extending the
completion time. CPM offers the capability to expedite (CRASH) at an extra cost to
shorten the time to complete.
Gantt Chart
The Gantt chart shows planned and actual progress of the project activities along a
horizontal time scale. It turns out to be an easy to read and effective way of indicating
the current status compared to the planned one for each of the activities. These charts
usually contain a number of special symbols to designate or highlight items of special
concern.
Gantt chart offers several advantages. They are
easy to understand, easy to maintain unless some
major changes are done to the schedule. They
provide a clear picture of the current status of a
project. However, it has some weaknesses also.
For a complex project with a large set of activities, it may be difficult to follow
multiple activity paths. It is important to understand the basic features and what these
network techniques do and provide with before using a project management software.
An important aside on estimating activity times
Some important points to keep in mind before embarking on creating critical path and
critical time of the network. First give an honest estimate of the time required to
complete each o fthe tasks in the project. Honest here means that estimates ahould be
unbiased best guesses.
Another point- project manager and the people who will carry out the work should
prepare the estimate just like we mentioned for planning and budgeting. If the
resource requirement or the activity duration differ between these two sources, then it
should be considered again.
Some managers have a tendency to set the deadlines earlier than the project requires
to ensure that the work is completed in time.
Another issue that has been found with time estimates is that project sponsors
underestimate time and resources requirement so that their project gets selected.
In some projects, the deliverables take time to be finalized or keep evolving and
hence the associated activities keep evolving. In complex projects, not all activities
are fully understood. In multi project environment, one project borrows resource
from another adding to the delay.
Trends and Emerging Practices in Project Schedule Management
To deal with high levels of uncertainty and unpredictability, it is becoming even
more important to have effective adoption and tailoring of development practices.
We have discussed about adoptive planning where once work starts, the priorities
may change and the plan needs to incorporate this new knowledge.
Similarly, scheduling needs to be adapted. Some of the techniques are:
Iterative scheduling with a backlog. based
on adaptive life cycles, such as the agile
approach , the requirements are prioritized
and refined, and the product features are
developed using time-boxed periods of
work. This approach welcomes changes
throughout the development life cycle.
Source: Google
On-demand scheduling. This approach, typically used in a Kanban system, is
based on the theory-ofconstraints to balance demand against the team’s delivery
throughput. It does not rely on a previously developed schedule but rather pulls
work from a backlog or intermediate queue of work to be done immediately as
resources become available.
Tailoring Considerations
We have seen different scheduling techniques and challenges and constraint sin
scheduling. As each project is unique, the project manager may need to tailor the way
Project Schedule Management processes are applied. This tailoring may be
considered based on various reasons such as :
Life cycle approach. What is the most appropriate life cycle approach that
allows for a more detailed schedule?
Resource availability. What are the factors influencing resource availability
Project dimensions. Will the dimensions of project such as complexity,
technological uncertainty, product novelty, pace, impact the desired level of
control?
Technology support. What kind of technology is accessible to develop, record,
transmit, receive, and store project schedule ?
Considerations for Agile/Adaptive Environments
Additionally, one must consider- what
should be done for adaptive environments?
Adaptive approaches use short cycles to
undertake work, review the results, and adapt
as necessary. These use iterative scheduling
Source: Google and on-demand, scheduling.
A large organizations may have a mixture of small projects and large initiatives
requiring long-term roadmaps. In such a scenario, a range of techniques utilizing a
predictive approach, adaptive approach, or a hybrid may need to be adopted. This
means combining practices from several core methods, or adopt a method that has
already done so.
The role of the project manager does not change based on life cycle approach chosen
i.e. predictive or adoptive or a mix of both. However, the project manager will need
to be familiar with the tools and techniques to understand how to apply them
effectively.