Chapter 6 Activity Planning And Control.pptx

System analysis and design

1. Course: CSC1108 - System Analysis & Design Semester: January 2024 Lecturer: Ms Jayashiry Morgan

2. Recap: Types of diagrams in SDLC Flowchart UML ER Diagram (ERD) Data Flow Diagram (DFD) Create diagrams Feasibility factors Economic Technical Operational Schedule Legal and contractual Political

3. Chapter 6: Activity Planning And Control

4. Learning Outcome By end of this session, students should be able to identify and explain the use of Gantt chart for: Tasks involved in the project Time needed and execution of tasks Concurrent and consecutive task scheduling Tracking of project progress and status Adjustments and finetuning of plans

5. Project management involves the general tasks of planning and control. Planning includes all the activities required to select a systems analysis team assign members of the team to appropriate projects estimate the time required to complete each task schedule the project so that tasks are completed in a timely fashion. Activity Planning

6. Control means : using feedback to monitor the project, including comparing the plan for the project with its actual evolution. taking appropriate action to expedite or reschedule activities to finish on time while motivating team members to complete the job properly. Control

7. Gantt Chart PERT diagrams Two tools for Project Planning and Control:

8. Ensures proper organization and execution of project tasks Helps in meeting project deadlines and milestones Enhances resource utilization and allocation Purpose: Setting Clear Goals and Objectives Making Informed Decisions Identifying Potential Obstacles Resource Optimization Risk Management Importance of Activity Planning

9. Tasks involved in the project: Task Identification Task Sequencing Estimation of Time and Resources Task Assignment Schedule Development Monitoring and Tracking Adjustments and Fine-tuning Project Tasks

10. Definition : Task identification is the process of identifying all the tasks that need to be completed to achieve the project goals. Importance : This step is crucial in project management as it helps in planning, scheduling, and resource allocation. Process : The process involves breaking down larger tasks into smaller, manageable parts, estimating the time and resources required for each task and assigning responsibilities to team members. Use work breakdown structure (WBS) for clarity. Use flowcharts or diagrams to illustrate the process of task identification. Task Identification

11. Definition : Task sequencing is the process of determining the order in which tasks need to be completed in a project. Importance : Proper task sequencing helps in efficient project management by ensuring that tasks are completed in the most logical and efficient order. Process : The process involves determine the order in which tasks need to be executed identifying dependencies between tasks (predecessors and successors), estimating the time required for each task using this information to determine the best order for task completion. Use tools like precedence diagrams to visualize sequencing Task Sequencing

12. Definition : Estimation of time and resources is the process of predicting the most realistic amount of time and resources required to complete each task in a project. Importance : Accurate estimates are crucial for planning, scheduling, budgeting, and resource allocation in project management. Process : The process involves breaking down the project into tasks, estimating the time and resources required for each task, aggregating these estimates to create a project timeline and budget. Allocate resources based on task requirements Consider factors like expertise, availability, and constraints Estimation of Time and Resources

13. The systems analyst’s first decision is to determine the amount of detail that goes into defining activities. The lowest level of detail is the SDLC itself, whereas the highest extreme is to include every detailed step . Estimating Time Required SDLC to include every detailed step

14. The optimal answer to planning and scheduling lies somewhere in between. Estimating Time Required SDLC to include every detailed step A structured approach is useful here

15. In Table 1 the systems analyst beginning a project has broken the process into three major phases: Analysis Design Implementation Estimating Time Required

16. Analysis, design and implementation phases are further broken down: Estimating Time Required Table 1 – Beginning to plan a project by breaking it into three major activities

17. In subsequent steps the systems analyst needs to consider each of these tasks and break them down further so that planning and scheduling can take place Table 2 shows how the analysis phase is described in more detail. Estimating Time Required

18. This particular project requires data flow analysis but not decision analysis, so the systems analyst has written in “analyze data flow” as the single step in the middle phase. Estimating Time Required Table 2 – Refining the planning and scheduling of analysis activities by adding detailed tasks and establishing the time required to complete the tasks

19. The systems analyst, of course, has the option to break down steps further. Estimating Time Required

20. Sometimes the most difficult part of project planning is the crucial step of estimating the time it takes to complete each task or activity. When quizzed about reasons for lateness on a particular project, project team members cited poor scheduling estimates that hampered the success of projects from the outset. Estimating Time Required

21. Definition : Task assignment is the process of allocating tasks to team members based on their skills, availability, and the project requirements. Importance : Proper task assignment ensures that the right people are working on the right tasks, leading to efficient use of resources and successful project completion. Process : The process involves understanding the skills and availability of team members, the requirements of each task assigning tasks accordingly. Ensure alignment with skills and expertise Establish clear deadlines and expectations Task Assignment

22. Project Planning & Scheduling (1)

23. Project Planning & Scheduling (2)

24. Definition : Schedule development is the process of creating a detailed plan that represents how and when the project’s tasks will be completed. Importance : A well-developed schedule is crucial for managing time, resources, and the scope of the project. It helps in tracking progress and managing expectations. Process : The process involves defining tasks, estimating their duration, sequencing them in the right order developing a project schedule using Gantt charts. Gantt chart visually represents tasks, durations, and dependencies Helps in identifying critical path and slack time Schedule Development

25. Gantt Chart

26. PERT Diagram Program Evaluation Review Technique (PERT) A project management tool with project stages graphically presented on a chart. Identify: critical path longest path shortest time slack time

27. PERT Diagram

28. PERT Diagram

29. PERT Diagram

30. Gantt Chart PERT Diagram Changes are relatively tough Ideal for time-dependent project Easier to make changes Ideal for open-ended project

31. Work Breakdown Structure (WBS) A project management tool that visually organizes project deliverables into different levels based on dependencies: project objective at the top dependencies and sub-dependencies below Each descending level represents an increasingly detailed definition of the project work. The key components of a WBS include: A project baseline or scope statement, which includes a project plan, description, and name. Project stakeholders. An organized project schedule. Project deliverables and supporting subtasks.

32. Work Breakdown Structure (WBS)

33. Task Scheduling Concurrent and Consecutive Task Scheduling Concurrent tasks : Tasks that can be performed simultaneously Consecutive tasks : Tasks that must be performed in a specific order Optimize scheduling to minimize project duration

34. Project Tracking Tracking of Project Progress and Status Regularly monitor progress against the project schedule Use Gantt chart to track completed tasks and upcoming deadlines Identify deviations and take corrective actions promptly

35. Adjustments and Fine-Tuning Continuously review and adjust project plans as needed Reallocate resources or adjust schedules to address delays Fine-tune plans based on lessons learned and feedback Adjustments: making changes to the project plan to accommodate new information, changes in resources, or shifts in project goals. include modifying task assignments, changing the project timeline, or reallocating resources. Fine-tuning: making small modifications to improve the project plan’s performance. include optimizing task sequences, adjusting task durations, or improving resource allocation. often done during the project planning phase also be done throughout the project lifecycle as new information becomes available

36. Conclusion Activity Planning and Control is vital for project success Gantt charts are powerful tools for visualizing and managing project schedules Effective monitoring and adjustments are key to achieving project objectives

37. Review Questions: What are the advantages of the Gantt chart and PERT diagram? What is the difference between the Gantt chart and PERT diagram? Define the terms critical path, slack time, optimistic time, pessimistic time, and realistic time

38. Class A ctivity Divide into 2 groups. (5 members in each group) Each group to do research about either Gantt chart or PERT diagram. Present your findings to the class. Presentation should include: Overview of the chosen project management tool. Explanation of its purpose and significance in project management. Description of the key components or elements involved. Demonstration of how the tool is used in practical scenarios, with examples if possible. We’ll start presentation at 11:35am