Analyzing the uses of scheduling methods in IT project management - Coursework Example

? Analyzing the uses of scheduling methods in IT project management: a critical review Number: Lecturer: Outline Introduction Methods Results Scheduling categories Input categories Techniques for bringing inputs Rules for creating a network diagram Analysis Discussion Conclusion References Table of Contents Outline 2 Table of Contents 3 Introduction 4 Methods 4 Results 6 Analysis 11 Discussion 11 Conclusion 15 References 16 Appendix A 18 Introduction Scheduling has been given the same attention and critique that has been given to the other processes of IT project management. There should be more attention given to the process because of the weight and the importance that it carries. I am writing this paper to therefore address this issue. The paper is meant to give scheduling the seriousness it deserves to ensure successful projects in information technology. Scheduling has been an important process when undertaking project management. It is an important process to Scheduling is an important process of successfully managing a project. Although this is an important process in project management, there has been limited analysis and ways of improving this important process of managing a project. There are tools which have been put forth to manage the scheduling process. There has been no proper analysis on how these tools help in project scheduling and whether these tools address the most important and significant issues in project scheduling. There are important methods and tools that are found to be indispensable in project scheduling. From my research and my own contribution, I can view project management as entailing many functions and areas that need to be mashed to be brought together for successful projects. There is need to have an integrated approach and blend together the various areas to have one coordinated project. All these will require the work of a project manager coordinating all the functions. The first issue that needs to be looked into is scheduling and planning for the project. Methods In this research, I will heavily rely on secondary research. I will be referencing texts which will be acknowledged, standards documents, periodicals from industries, and white papers. I will also undertake a critical analysis of the secondary resources when the adoption framework will be developed. The data that I will use in this research will be collected from notes and documentation of projects that has been done before. I will particularly make use of planning processes of various projects so that I get to know what is required of a project. I preferred internet databases that would exploit electronic links like; Springer Link, Emerald Management Extra, Sweets Wise Online content and Ulrich. These databases provided a lot of information on applied sciences access to abstracts, full-text versions of articles that have been published in electronic books and project management journals. I found these sources quite intriguing as they enabled wide access of full text reviews, case studies and publications to a greater extent. To obtain information, I logged on the four links mentioned above and absolutely found variety of details on project management. I aimed at reviewing the importance of scheduling in any project undertaking but most exciting was not the relationship between scheduling with traditional engineering and manufacturing projects but relating scheduling concept to the recent IT projects in this instance cloud computing. I therefore found a broad relationship between scheduling and cloud computing, inferring that scheduling is the most preferred mode of ensuring all projects have successful implementation and completion. In a nutshell, the entire search exercise was informative and exciting upon discovering that numerous studies have been made and documented in systematic and logical order in the tune of employing project management tools as Critical Path and Gantt charts. This ordering method enabled me to mark and continue reading the files in phases. My study entailed reading and understanding scheduling methods, cloud computing processes, their importance and applications. Results From the research, I found out that project scheduling is a primary phase in project management. It enables one to know the exact time when one particular task is to be worked on and the way or the criteria which is used to complete that particular task. Basically, scheduling is part estimation and prediction. Since scheduling has uncertainties, regular review is supposed to be done. Reviewing can even be done while project development goes on. Due to scheduling, project undergoes changes from being visionary thing reality that its outcome is seen as time goes (Geiger 2009). The desk research has the potential to underscore importance of journals and articles that gives broad details on the uses of scheduling in IT projects. The study found that quite a number of information technology projects depended on scheduling to enable effective completion and optimization of resources. The study found that scheduling can be categorized and used depending on the nature and complexity of the project. Master project schedule is often used in the initial phase of the project planning and offers a summary of principal activities, tasks and their estimated duration. It is highlighted that master schedules become imperative in building project buy-ins between stakeholders and team brainstorming. Milestone and detailed project schedules are also outlined. In a research article done by Elmaghraby 1973, network diagrams use graphical representation, mainly nodes and arrows to portray interrelationship among activities, events and their predecessors in showing resource constraints. The article acknowledges that network diagrams are more superior in outlining the project critical path while showing projects logical flow from start to finish. Nevertheless, small projects employs methods like action planning while large projects use the most appropriate methods like network analysis and use of Gantt charts. While formulating schedule, the key tools that one need are schedule inputs and schedule tools (Geiger 2009). The article as well has wider insights into various networking diagrams and has related examples of two main types of network diagrams. The second input is the description of project scope. This facilitates the determination of the crucial starting and ending dates of the project. The major constraints, limitations and all the assumption concerning the project are determined (Koster 2009). The third input is the risks that an IT project is involved from the identified risk to the ones that cannot be identified. This gives an opportunity to a project team to allocate some more time to handle. Risk analysis is the best way to handle this kind of input. Lastly, the schedule must have not only the project calendar but also a personal calendar easy understanding of the way the personnel in the development team works. In addition, resource available must go according to the plan of the project (Lock 2007). Techniques for bringing inputs Network activity and critical path analysis technique were projects elements, that is, the activities, duration and the phases are given in form graphics. Any project evaluation and review technique considers the network analysis as the most crucial component. I have represented a network analysis in form of an as follows: The network activity technique can be split into three categories. These are planning, scheduling and analysis. In planning all the tasks are identified and for each task, the duration of time that it takes from start to end is estimated. The tasks are then arranged in feasible sequence before the diagram is drawn. Scheduling involves coming up with the timetable that shows the time when the project starts and the time when it ends whereas analysis entails formulation, assessment and revision of the float (Dayal, Zachariah & Rajpal 1996). Here are the symbols that are used in are used in the activity diagrams. There two ways of compressing schedules. These are crashing; which entails giving more resources to a task so that the time taken to complete it is reduced. This method takes that the value of time is equivalent to the value of resources, therefore no deficit is incurred. And fast tracking which is a method where tasks are arranged in a manner that more concurrent work can be handled. The drawback with this method is that there are high possibilities of leaving out some things in a task (Lock 2007). However, in the testing stage of an information technology project, schedule compression can be detrimental when it comes to testing and implementation stage. This is because the time taken during the system testing is directly proportional to accuracy of that system. More so, tasks in an IT project development demands that you finish the first phase before you start the succeeding phase. For example, requirement identification must come before requirement specification. This cannot be the other way round (Martin 2002). Line of balance is another technique that used to come up with a project plan. Basically, this technique implements the planning and control technique for manufacturing and processing that were improvised by Trimple. The concept in this technique is to look for resources need for each phase and hence the succeeding phase is not affected therefore the goal outcome is attained. This is applicable in any information technology project except those projects whose phases require the output of the preceding phase as the input (Dayal, Zachariah & Rajpal 1996). There is a latest scheduling technology called Q scheduling, the strength of this technique is its ability to show the relationship between the task cost and the job sequence. Q schedule has the ability to enable diverse number of replicated tasks at different stages of the IT project development to and hence the simulation is close to the real project. This can be the most appropriate for an IT project because simulation is one way of project modeling that gives the required results (Joseph 2003). In an IT project, the most difficult activity that project manager faces is making sure that schedules are updated. Information technology project factors like time and cost are very sensitive. As such scheduling technology that takes into consideration these factors is the most suitable (Dayal, Zachariah & Rajpal 1996). Analysis Out of the all the scheduling technique that I have discussed, there is a latest technique that combines the strengths of different scheduling technique. Critical chain project management is the most appropriate technique that can widely be applied in the field of information technology. One of the risks that IT managers face is the need for high skilled personnel for developing systems. These personnel are expensive and hence become a constraint to the project cost. To combat this crisis, the project managers have taken more concentration on the CCPM. Critical chain project management assist the IT project manager by facilitating planning and controlling the schedule of a project using unique optimization method which merge activity Dependant critical path with the critical chain. These are the resource-dependent activity that affects the project finishing date. Critical chain defines in detail all the resources whose activities have the same level. When the amount of resource needed is unlimited, and then the critical path and the critical chain are equal (Lientz & Rea 2003). Discussion As earlier observed, scheduling is a critical aspect of IT project management in implementation of all level projects. Indeed, the articles and journals highlighted above methods that have been discovered and practically used to achieve and attain project goals. The importance of scheduling is synchronous to the anticipation of IT project managers in effectiveness of information technology. Critically speaking, scheduling and efficiency of IT projects is an practical element in information age. The whole safety boundary that was previously created in to each project is given identity the critical chain optimizing. The total project time period is always reduced when the safety margin is there in every individual activity. But in case of any withdrawal and only one critical activity go beyond the estimated length, the finishing date for the whole project not met (Lientz & Rea 2003). There exist important evidences in this studies that many IT project managers use scheduling and a method to effectively implement projects and enable them to run into completion. In a research project done by Dayal, Zachariah & Rajpal (1996) the findings indicates that scheduling through network diagrams requires creating a line of balance in development of project plan in which various techniques can be used to implement the planning and control technique for manufacturing and processing that were improvised. This technique is unique in that it identifies and notes the resources needed for each phase and hence the succeeding phase is not affected therefore the goal outcome is attained. This is applicable in any information technology project except those projects whose phases require the output of the preceding phase as the input .The project buffer is placed in between the last planned activity and the planned date that the project is supposes to end. This will push the critical chain to commence at start of the project and the stop at the beginning of the project buffer but not at after the project. Increase or reduction of time is done from the project buffer and hence there is change in the real completion time (Lock 2007). Scheduling techniques employed in all the discussed case studies embody the reasons that yield success in project implementation. Scheduling helps in meeting stakeholder expectations, assurance of continuity to pursue projects and ability to remain in project employment which at the moment is lucrative. There is a signal that is send to critical resources call resource buffer. This make sure that time is there for an activity to be finished and preparation for the next activity that falls under critical chain so the next task can be started as soon as the previous task is completed. The study by Haugan G 2002, failures occur because wrong things are done at the right time which creates overruns of time and costs. This aspect of scheduling is to help carry out rights things to be undertaken at the right time. All the stakeholders will certainly be happy and delighted that results are soon to be realized in the desired mode. The key stakeholders being the sponsor’s projects would be elated at the developments good enough to arise from informed scheduling of IT he mentioned that when right things are done right it is easier to achieve objectives. Estimating tasks individually will arise from teamwork and putting first things first. Gantt charts have significantly influenced the estimates hence considering the timelines and not the work required accomplishing the required tasks. The research requires identification of task dependencies in which some tasks cannot begin until prior tasks are completed. The connotation that one can’t install a roof over a house with no walls helps to creatively and intrinsically internalize problems and offer viable solutions. He further goes to create a Gantt chart and notes that original estimates have to be used while adjusting the tasks based on dependencies. It concludes by identifying the critical path of which it is the longest path of tasks in the Gantt charts. He expresses confidence that one may have more than one critical path in schedule and not all paths. This is very important for an information technology project because some phase can be completed early and instead of the team preparing for the next task that requires a lot of time and resources, they wait until the scheduled time comes (Koster 2009). Doing such a thing will lead to time delay when it comes to handling the task that is critical and faces the risk of resource shortages. For example, when a system is being developed, phases such as doing the coding of the program takes very short time while a stage such as system testing requires a long time due to errors that can be identified and the unidentified. Feeding buffer can be applied such that the extra time that remains in the program coding stage is utilized in system unit integration so that there is enough time for system testing. The resource buffer is easy to implement and it is also cost effective (Cadley 2004). During the project tracking and control process, the project managers put emphasis on regulating these resources. By checking the time taken to finish each task and providing very vigilant monitoring of the use and replacement of the buffer, it gives the project manager an opportunity to compare the true progress of the project and the initial schedule. The present progress of the project can be analyzed effectively. This action leads to time delay when it comes to handling the task that is critical and faces the risk of resource shortages. For example, when a system is being developed, phases such as doing the coding of the program takes very short time while a stage such as system testing requires a long time due to errors that can be identified and the unidentified. Feeding buffer can be applied such that the extra time that remains in the program coding stage is utilized in system unit integration (Barker & Cole 2007). Conclusion For an information technology project, the scheduling methods that are used should ensure that the key factors that are considered while developing a system are met. This involves meeting the time limit and ensuring that the cost of developing a system is as low as possible. The resources used while developing the system should be not strain the organization, therefore the resources especially the specialist that works on the system and the entire team are not strain to avoid errors that occurs due to negligence of the team that implement the system. CCPM is the scheduling process whose principles can fit the environment with condition like those of an IT project. It is the only method that can adapt to the ever changing technology that is applied in the information technology projects. In addition, CCPM can be applied in a multi project environment by using its reloaded technology that distributes the resources among the different projects. This will eventually have implication on the overall time that is taken to complete the multiple projects since all the project will have to operate at the speed that has been stipulated by the drum. In an IT project, it is not the IT department alone that deals with the project. To achieve the goal or to produce a system that meets that requirement, other departments are involved. These can call for adjustment in such department. References Barker, S, & Cole, R 2007, Brilliant project management: What the best project manager should know, say and do, 2nd edn, Pearson Prentice Hall, New York. Cadley, Y 2004, Project management for information systems, Pearson Education, London. Dayal, R, Zachariah, P, & Rajpal, K 1996, Dynamics of human resource management, Mittal Publications, New Delhi. Geiger, J. G 2009, 'Why build a model?: A business data model provides many benefits to a BI project', Information Management, vol 19, no. 5, p. 42. Ireland, L 2006, Project management, McGraw-Hill Professional, New York. Joseph, P 2003, PMP project management professional study guide, 1st edn, McGraw-Hill Professional, New York. Koster, K 2009, International Project Management, 5th edn, SAGE Publications, Berlin. Lientz, B. P, & Rea, KP 2003, International project management, 4th edn, Academic Press. Lock, D 2007, The essentials of project management, 6th edn, Gower Publishing Ltd., Mumbai. Martin, S 2002, Project management pathways, 1st edn, APM Publishing Limited, London. Nicholas, J, & Steyn, H 2008, Project management for business, engineering, and technology: Principles and practice, 3rd edn, Elsevier, New York. Schwalbe, K 2009, Information technology project management, 5th edn, Cengage Learning, New York. Appendix A Learning journal When I first set my mind to working on a topic in project management, I was sure of what to expect. Knowing that project management is a dynamic topic that is undergoing a lot of changes. I knew I was to do a lot of research to get the right facts concerning the project. I had to settle on one specific area in project management; since project, management is a wide area, I had to ensure that the specific area that I chose was an interesting area. After doing a research on project management, I later chose to work on scheduling as an important process. I therefore decided to critically look this important process of project management. I therefore took a lot of time and effort to look at scheduling as an important process of project management. I learnt many issues and aspects of the scheduling and realized how important this process is. In project management, scheduling is an important process of project management. In the research as a whole, I have learnt the importance of doing extensive background research of a given work. Knowing what others have done helps one understand the scope and the far they can go in their research. My research helped understand the importance of using the right search words in the whole research and search. I realized that they save the researcher time especially when you know what you are researching on. Read More