STID1103 Computer Applications in Management

Topic 5
PROJECT MANAGEMENT

1
Table of Contents

Introduction

Gantt Chart

PERT Chart

Microsoft Project

Microsoft Visio

2
 PROJECT is group of activities that need to
Introduction be done in order to accomplish a set of
objectives in a specific time and with
available resources.

• Projects are efforts to achieve objectives, within

finite time and cost expectations.
• Projects produce outcomes like newly design car
models, an annual budget, a great party, or a new
procedure.

3
Introduction

Project management is an
Project Management is application of knowledge,
the application of a broad skills, tools and techniques
set of skills to properly for project activities in
initiate, plan, execute, order to meet or exceed
control and close a stakeholder needs and
project. expectation from a
project.

4
The importance of Project Management

• Helps project manager and team in term of

– Scope management (i.e., describing and agreeing on project
objectives and requirements)
– Time management
– Cost management
– Quality management

5
Gantt Chart

• Gantt Chart was introduced in 1917 by Henry L. Gantt, an

American engineer and social scientist.

• The chart has been used to control production.

• Until today, Gantt Chart is still being used for the purpose of
project planning and management.

6
Gantt Chart
• In general, Gantt Chart provides a graphical chart that
shows scheduling to help planning, monitoring, and
tracking resources in a project.

• A simple Gantt Chart can be drawn on a piece of paper

• However, people today have many choices to use varieties

of software to create Gantt Chart.

• Among the software available are Microsoft Project,

Microsoft Visio and SmartDraw.

7
Gantt Chart
• Carta Gantt contains numbers of horizontal bars that show the
required and expected time to complete a project

• The bar represents the time in unit such as months, weeks,

days, hours or minutes.

• Each bar represents one activity in a project.

• Gantt chart can clearly describe the status of one project,

whether it follows the allocated time

8
Gantt Chart

9
Work Breakdown Structure
• The Work Breakdown Structure is a tree structure, which
shows a subdivision of effort required to achieve an
objective

• A tool used to define and group a project's discrete work

elements in a way that helps organize and define the total
work scope of the project.

• A work breakdown structure element may be a product,

data, a service, or any combination.

10
Work Breakdown Structure

11
Gantt Chart
• Before developing a Gantt chart, the team must identify the
activities involve in one project.

• A hierarchical chart known as Work Breakdown Structure

(WBS) can be useful to help the team structures the activities

• WBS can help the team identify activities and expected time
to implement and complete each activity.

12
Gantt Chart

Example 1
– You are asked to develop a Payroll System for
Human Resources Department in UUM.
– You have selected SDLC to develop the system.
– Create WBS and use it as a guide to help you create
Gantt chart.

13
Gantt Chart

Solution

SDLC has eight phases:

1. Investigation Phase: 3 wks
2. Analysis Phase: 4 wks
3. Design Phase: 4 wks
4. Coding Phase: 6 wks
5. Testing Phase: 1 wks
6. Implementation Phase: 2 wks
7. Operation Phase: 2 wks
8. Maintenance Phase: 2 wks

14
Gantt Chart: WBS
Payroll System

Investigation Design Testing Operation

Analysis Coding Implementation Maintenance

Feasibility Studies

15
Gantt Chart

16
Gantt Chart (example)

17
Gantt Chart
• Advantages
– Able to identify a duration of time required to complete
one activity, together with the allocated money and
human resources.
• Disadvantages
– Unable to show the relationship between activities
connected to complete one phase
– Unable to show the most critical activity in a project.
– Can not show the order of activities

18
PERT Chart

• A PERT chart is a project management tool used to

schedule, organize, and coordinate tasks within a project.

• PERT stands for Program Evaluation Review Technique, a

methodology developed by the U.S. Navy in the 1950s to
manage the Polaris submarine missile program.

• PERT chart was used at that time to show the connection

between activities that have been determined to
complete the project.
19
PERT Chart

20
21
PERT Chart
• PERT chart components:
– Activity
• An activity is labeled with a simple name that explains the
activity.
• The name is put on the top of the line that connects two nodes.
• The time to complete the activity is put under the line.
• The unit for the time can be in month, week or days.
– Node
• Node is represented by a small circle that is located at the
beginning and end of an activity.
• A pair of nodes form an activity.
• Number in a node is arranged in an ascending order.

22
PERT Chart
• Critical Path
– It is represented by the sequence of connected activities
that produce the longest overall time
– All activities and nodes within this sequence are referred
to as being “on” the critical path
– Changes in the critical path will give an impact on the
whole time to complete the project
– Any activity on the critical path that is delayed in
completion will result in delaying the final completion of
the project

23
PERT Chart

Example 1
• You are working as a marketing executive at Syarikat
Telekomunikasi Mutiara.
• The company plans to implement prepaid
telecommunication services.
• To get information about the market for this new service,
you are assigned to survey the market.
• Construct PERT chart to show the activities involve and
finally determine the critical path.

24
PERT Chart
Identify activities involve:
• Planning
– The planning for survey (5 days): A
– Questionnaires design (5 days): B
• Preparation
– Hire temporary workers (5 days): C
– Training workers (3 days): D
– Print questionnaires (2 days): E
• Implementation
– Distribute questionnaires (5 days): F
– Analyze questionnaires(5 days): G

25
PERT Chart

3 E
B

A 2
5 F
1 2 5 6 G 7
5 C
D 5 5

5
4 3

26
PERT Chart

Identify the critical path:

• A-B-E-F-G = 5 + 5 + 2 + 5 + 5 = 22 days
• A-C-D-F-G = 5 + 5 + 3 + 5 + 5 = 23 days
• Critical path is A-C-D-F-G

27
Determining the Critical Path

28
PERT Chart

• Advantages
– Helps managers to monitor an ongoing project.
– Using a critical path, managers can detemine
the progress of a project by comparing the
actual time to complete a project with the real
time achieved to complete

29
• The PERT chart is sometimes preferred over the Gantt
chart, because it clearly illustrates task dependencies.

• On the other hand, the PERT chart can be much more

difficult to interpret, especially on complex projects.

• Frequently, project managers use both techniques.

30
STID1103 Computer Applications in Management

MS Project & Visio

31
Introduction

1 2 3
Strategic planning Some tools are Activities to be
in project designed to help carried out
management facilitate the planned, laid out
involves many activity: the use of in a specific
constraints in charts and format according
terms of cost, time diagrams. to any choice of
and quality. charts and
diagrams

32
 Gantt Chart

Software Microsoft Project

A
Graphical display of
the work activities indicated Emphasize the time of
execution of a
by the scale bar charts B C show overlapping activit
Software Microsoft Project Gantt ies & activities
Chart

Suitable to represent simple
Can not show the order of D E project or sub-project of a
activities larger project

33
Gantt Chart (cont.)

34
PERT Chart

Network Scheduling, estimating
chart showing the  and controlling a
sequence of activities network of independent
in the project activities

PERT
Chart

Can determine Critical path - the amount

the minimum time of of time taken by the
completion of the activities of the longest
project, phase or task time-consuming

35
PERT Chart (cont.)

Program Evaluation and PERT chart is obtained

Review Technique (PERT) when the Gantt chart
were produced
1. Click on View
2.Select Network Diagram
> Network Diagram

Provided automatically when the
manager provides a Gantt chart
in MS Project

36
PERT Chart (cont.)

37
PERT component

• PERT chart contains

two component Major: Node
1. Arrow
2. Node
• Arrow show flow actiities
• Each arrow can have
route critical path
Arrow

38
Critical Path

Critical
Path

Sequence of Change the time on the

activities that mu critical path will
st be followed cause project could not
to complete a be completed within the
project stipulated time frame

39
Microsoft Project

Microsoft project is The software is

a project management available separately from
software Microsoft Office software

Allows users to create

charts that are used for
project management

40
 Title bar Tab

Timeline Toolbar

Entry table
view
Status bar Gantt chart view

41
 Milestone
List of tasks

Timeline

Sub Tasks
Task Bar

42
Microsoft Project: Gantt Chart

Task List
• Show name task to
be do along project run Time Line
• Shown by succession Show period time, for
time and in form example:
Gantt Chart •Today,
hierarchy
• There is a sub- •Sunday
task listed in each one •Moon
task primary

43
Microsoft Project: Gantt Chart (cont.)

Milestone
Task Bar • Point reference show
• Show period time some significant one assignm
thing task started and ents complete (START /
expired. Gantt Chart END) in something
• Bar more long show project
longer task • No task there on milest
ones

44
Microsoft Visio

Microsoft project is The software is

a software to draw available separately from
diagrams Microsoft Office software

Allows users to draw and create

diagrams using vector graphics

45
 Types of
drawings /
diagrams

46
 Title bar Tab

Toolbar

Template
Shape
Space
painting

47
Table of Contents - Part 2

• Work Breakdown Structure

• Building a Gantt Chart
• Linking Tasks
• Milestone (advance tab +
tick mark task as milestone)
• Source

48
Work Breakdown Structure (WBS)

1 2 3
Help state every Tools elastic No specific format,
important activity (flexible) to depending on the
involved in analyze the requirements of
achieving the goals activities involved managers
and objectives of in a project
the project

49
Building a WBS: Assignment

You as an Assistant
Manager Human
Resources
Division has been
instructed by the
company to handle You
a reception for all staff are appointed
in conjunction with the as a director / Plan so that the
fifth anniversary of the head for the reception runs
establishment of reception smoothly

50
Building a WBS: Step

Held a first meeting Determine objectives

with teamwork reception

Division of activities Determine the

into smaller groups by
category Step amount of time for
each activity

Determine individual  Build WBS (Work
which operates an breakdown structur)
activity

51
Building a WBS: Assignment

Preliminary planning

Selection: theme, Reservation: suppliers
date, place, clothes 2 3 of food, entertainment,
event announcer
Assignment

Public relations: an
invitation to all guests,
4 5 Equipment Rentals: tents,
audiovisual equipment,
banners, posters
tables and chairs

52
Building a WBS: Tasks (cont.)
Food Supplier management: a selection
of food and drinks menu

6
Hire Layout: the announcers
Additional Employes: transportation,
 Guest servers, 7 8 transportation for guests,
security guards, flowers, table
photographers, Assignment decorations, lights
cleaners

Preparing for the Preparations

Council Lasts: room 9 10 After Dinner: The work of
decoration, decorative items cleaning, bill payment,
for banquets, decorations, thank you cards, reports
arrange equipment for the the event
event
53
Building a WBS: Period
Period
To be identified

Identify the division of

Identify the duration of
tasks (individual who
each activity
can handle) for each
activity
Example: determine
the distribution of
Example: The task
expenditures may
easily handled by
take up to 2 days
Ahmad food supplier

54
Building a WBS: Visio

55
Building a WBS: Results

56
Building a Gantt Chart

Select and
click Create
Blank Project

57
Completing Assignments
 Type in a list of tasks in the Task Name column and specify its
duration by selecting the Duration, Start and Finish Date

Manually
Schedule for
assignments
made ​manually

58
Completing Tasks (cont.)
 Task lists

59
Completing Tasks (cont.)

 Enter the sub tasks in the main tasks with 2 ways:

1. Indent into the main task to distinguish between
sub-tasks. Click at the beginning of the task name
and drag to the right: Alt + Shift + Right
2. Use the following buttons: Select the relevant task
and press the button

60
Completing Tasks (cont.)

Indent
into the

61
Add Task List

 To add a task, place the

cursor to the task to be
added.
Click the Insert
Select New Task

62
Linking Tasks

Some tasks are related from

one task to another task
For example: A job can not be
done until another task has
been completed

Something like: "Work dish can

not be done as long as the
dishes are not washed"

63
Linking Tasks (cont.)

Relationship Abbreviation Explanation Picture

1) Finish-to-Start FS Task A is completed, start task B

4)Start-to-Finish SF
Task A starts when task B completes

3) Finish-to-Finish FF These two tasks at the same

conclusion

2) Start-to-Start SS Task A starts when task B starts

64
Linking Tasks (cont.)

Finish-to-Start

Start-to-Start

65
Linking Tasks tabby + link

The steps to connect a task to another task:

Tugas akan dihubungkan

Pilih Link Task

Pilih tab Task

Pilih dua tugas yang perlu

dikaitkan (highlight)

66
Milestone

Specific task
A kind of special
duties

Period of time usually

have 0 or 1 day
only. Example: Start
Project Completion

Click two times (2) the cells

required. Choose Advance Tab and
tick Mark Task As Milestone

67
Milestone (cont.)

Tanda di sini

68
Distribution of Resources (tabby+assign
resources+name)

Source

Give a task to an
operator

• Click the resource

tab
• Click on assign
Resources
• Enter the name of
the employee who
handles the task

69
Filling the Information Resources

• Click two times (2)

on Name Source
• One dialog box
will displayed
• Enter relevant
information with
source

70
Filling the Information Resources (cont'd)
 Enter the name of the source to the Gantt Chart
 Select the task name and select the Resource section.
 Choose a name from the drop-down list

71
 Any
Question ?

72