Gantt Charts and Network Diagrams - Assignment Example

Managing Projects Critical Path: A+B+C+F+G+H+I+K+L+M+Q = 58 Critical Path Method Diagram Q.2. Determine the timing of activities and the total float. Activity Start Duration Completion A 0 5 5 B 5 1 6 C 6 4 10 D 6 7 13 E 6 1 7 F 10 1 11 G 11 1 12 H(E) 7 3 10 H(G) 12 3 15 H(D) 13 3 16 I 16 3 19 J 16 6 22 K(I) 19 10 29 K(J) 22 10 32 L 32 8 40 M 40 20 60 N 40 4 44 O 44 8 52 P 5 8 13 Q 15 2 17 The activity path that takes the longest duration is referred as the CPM In this case, it is seen in terms of Q(M) that is 58 days Float calculation: In this case it is seen that the total duration of the entire project is 58 days. Floats have been calculated for the events, which are not in the critical path. 1. At H, E and G are not on the critical path. Float available for G = 16-15 = 1 day the float available for E= 16-10= 6 days. 2. At K, float available for I = 32-29=3 days. 3. Floats available at Q : For P = 62-15 = 47 days For O = 62-54 = 8 days. Total float is 1+6+3+47+8 = 65 days. 3) Determine the project duration and the critical path. Critical path: Critical Path: A+B+C+F+G+H+I+K+L+M+Q = 58 Project completion duration is 58 days 4) If the project starts on the 4 August 2008, what is the earliest date it can be completed using a 5 day working week Assume no other holidays. On a 5 day week basis, this could be split into 11weeks + 3 days. This could be 11 X 5 = 55 days + 3 extra days = 58 days. Given that the starting date is August 04th 2008 The days available in August = 28 days The days available in September = 30 days Total numbers of days are 58 days Therefore, the completion date would be on the 01st day of October 2008. 5 a) 2 day delay during P A 2-day delay during P would not affect the project completion date, as it is not within the ambit of the critical path. Moreover, there is a float of 62-15 = 47 days. b) Activity Q is completed 1 day before schedule Q is completed 1 day before schedule. In such an event, the project would be completed in 61 instead of 62 days. c) A 1-day delay during activity N. A period of 1 day delay during activity N would not affect the completion of the project as it is not within the ambit of the critical path. 6) Importance of network diagrams: Network diagram is a diagrammatical representation of different types of activities of a project. Various nodes in the diagram represent the different activities. "It should also be appreciated that model output is not necessarily an end in itself but may be an input for assessing the impact of changes in economic, social and ecological terms." (Environmental Impact Assessment of Irrigation and Drainage Projects: Mathematical Modelling). The network diagram is a management tool for assessing the path the various activities of a project needs to follow and what is the maximum period and length it would take. Based upon the network diagram, management could work out the time, costs, manpower requirements and resources mapping needed for executing the project with utmost efficiency and minimum costs. "However, the project's duration is equally calculated by determining the longest possible path through the project network." (Gantt Charts and Network Diagrams. 2008). The two frequently used network diagrams are Programme Evaluation Review Techniques (PERT)and Critical Path Method (CPM). Normally, PERT and CPM are used when the activities are multivariate, intricate, and heavy industries where the activities are numerous and risks factors high, It is a brainchild of strategic military usage but is now being extensively used in nuclear installations, missile launching and other high technological areas. One of the most important features of a network diagram is that it can be used to determine the critical path, or the path, including all the probable variables of the project, which requires the attention of top management. Network diagrams are very much useful to determine the float, or slack in different activities which can be used by the top management to reschedule purchase, use of labour and other costs when necessary. Therefore one of the most notable features of a network diagram is that it can be used to reduce cost of project. The cost benefit of coursing different activities to complete the project on time is illustrated in a network diagram. Therefore, a network diagram is an indispensable tool during a project implementation. (Office Relocation. 1997-2008). Task 2 Designing of relocating Qbam Co. to a new location completed on time and within Budgets. Leadership: A project manager is the leader for the relocation team and has to co-ordinate all the exercises for completing of the project within time, money and energy constraints. The leader either could be a professional moving company, or could even be an executive from within the rank and file of the Company. Leadership is important since it signifies disciplined efforts and combined actions on the part of the team lead by its team leader. In the event of any failures the responsibility vests with the leader. In the context of relocation, it could be seen in terms of the fact that all efforts need to be co-coordinated towards achievement of desired ends of meeting the target of job completion within all the applied constraints. The exercise could be split up into Tasks - each task given its responsible members and time for completion. The CPM needs to be formulated. All other aligning and non-aligning matters also need to be analysed, whether they are in harmony with CPM or not. If yes, they assume importance, otherwise not. Foresight by Project Manager: The project manager will also establish targets, i.e. where the project should be, in terms of time, cost and quality performance, at any particular moment in time. A relocating manager can then use this information to identify where problems are likely to arise in the future - for example, where existing performance is likely to cause problems in the future. In this case, the relocation of all the departments are interspersed with each other and delays in any individual task can lead to delays to the whole project. Therefore, it is essential that alternative arrangements are made which could negate the onset of obstacles to the process. The above considerations need also to be taken while relocating business from one premise to another. Therefore, it is necessary for risk management to take stock of such items and prepare necessary remedial mechanisms for it. Skills and competencies: The skills and competencies required by the Project Management Team headed by the Project manager could be seen in terms of the following attributes: 1. Man-management skills required for getting the complete relocation done with least costs and maximum efficiency and effectiveness. 2. Exercising maximum control over the safety and security of assets and its safe and secure relocation to the new venue. 3. Making arrangements for vacating the old premises, including legal and statutory requirements, and arranging for accommodating personnel in the new premises. 4. Planning, organising and effectively supervising the movement of personnel and assets to the new premises 5. Controlling the overall logistics of the movements and supervising the transfer to the best extent possible, including interfacing with the professional movers in their work of transferring assets. 6. Allotment of work to different peoples who would be fully accountable for their work according to predefined time frame. (Table 1) 7. Arranging for corrective actions for work that need to be re-modified and reinstated due to procedural errors or inept handling by personnel. 8. In the event of delays or lapses due to unavoidable or unforeseen circumstances, it would be necessary to formulate a different design giving allowances to delay. 9. A back up plan is necessary as a precautionary measure against eventualities Serial number task code allotted Line of Activity Responsible Person Time allotted Maximum CPM listed 1. A 001 relocation of assets including furniture and fittings Paul 5 days 6 Yes 2. E002 Electrical and electronics wiring Smith 3 days 4 Yes 3 SA 003 Seat Allotment May 2 days 3 Yes 4. PD004 Paint and Interior. Decoration June 5 days 6 Yes 5. J005 Janitor services Carr 7 days 9 Yes 6. LC 006 Legal compliances Arthur 10 days 11 Yes 7. In 007 Insurance Andrew 8 9 yes Table 1: Work Allocation Proposed BUDGET for relocation Plan Activity Code Time frame Budget Allocation Actual Spend Responsible person A001 5 days 1500 Paul E002 3 days 2000 Smith SA003 2 days 1500 May PD004 5 days 3500 June JS005 7 days 2200 Carr LC006 10 days 3700 Arthur IN 007 8 days 3200 Andrews The main aspects to consider in the event of relocating would be the safety and security aspects in the new location, and the convenience and work efficiency of the staff, especially office and administrative staff and the ergonomic factors that impinge upon them with regard to carrying out of their official duties and responsibilities. Drawing of Schedule Chart showing activity and responsible official: In the connection of relocating the new office, it is necessary to draw up a chart showing the various activities, its expected time frame for completion, the costs involved and the benefits to be derived from it. The various activities connected with the shifting could be considered under the following heads: 1. Concerns: The primary worry is with regard to the safety and security of the new premises, especially when relocating an office can introduce health and safety concerns that are not a "normal" part of business. (Office Relocation. 1997-2008). Aspects like electrical wiring, fuses, fire escapes and proper ventilation are major areas of concern. If the area is prone to power trippings, necessary alternative arrangements in the form of generators, etc are to be made and maintained. Proper training needs to be imparted for use of electrical gadgets and appliances to pre-empt future losses. Therefore, it becomes important that these aspects be addressed to. Next concern would be with respect to the costs of relocation. It is seen that sometimes the costs overrun the budgets and could cause future financial constraints, especially in the case of SMEs, where all costs are regulated. Normally, it is seen that smaller units go in for relocation, only for major expansion as is the present case- the present setting being unable to cope with increased business potential Time factor: The second concern would be the time factor. All activities need to be properly and minutely programmed, so that no unoccupied time occurs for the business, and it could restart from its new premises at the earliest time possible, without unwanted delays. This is specially so, in the case of smaller businesses who are naturally dependent on the volume of business generated from customers. All customers need to be individually informed about the change in address and contact numbers. If necessary a board may be displayed in the venue of the erstwhile office providing all necessary shifting details. Return on Investments: The next concern would be the returns on investments. (ROI) . It is seen that more than 2270 sq meters extra space has been requisitioned for International Business Operations. (IBO). It is not only a case of creating space but also in terms of their proper utilisation for productive use. With an eye to the future, it could be seen that an extra space could be sublet for other activities and subsidiary businesses so that expenses of hiring space are minimized to the minimum levels possible The fixed costs in terms of rentals and upkeep are a major factor. The international division also requires more personnel and it becomes necessary for costs to be allocated for these operational costs also. "SWOT up - Ensure you have up-to-date information on Britain's regions - transport links, proximity to suppliers and customers, property availability, staff availability and legal issues." (Top Tips for Business Relocation. 2007). Stages: The various stages for these relocations could be seen as follows: 1. Logistics relating to movement of assets from old to new premises, including e-commerce enabled data generating systems, equipments and accessories. 2. Organising work commencement in the new premises, including Board Room, lounge, recreation rooms, rest rooms, washing rooms, play areas and dining spaces. It is also to be considered that special needs to be ensured in terms of areas for physically handicapped employees, etc. Also, the need for privacy and uninterrupted work could be ensured by providing cabins to senior employees, and cubicles for other staff. (Office Relocation. 1997-2008). 3. Electrical fittings and installations need to be made including provisions for extra fittings in line with future requirements. This could ensure that later large scale electrical wiring repairs need not be conducted for expansion of units. All wirings to be concealed for safety and security reasons. Utmost care needs to be taken regarding electrical connections, since unsafe wiring may carry potential for future fires. 3. Layout of new office: This needs to be keeping the workflow and the hierarchical levels in mind. Normally the cabins of senior officers are located nearest to the exit to facilitate entry and exits. Also the seat arrangements need to be ergonomically designed with maximum comfort and minimum stress. In short the efficiency and comfort level of executives need to be maintained for maximum benefits to the company. Provision for taking care of guests and delegates: It also needs to be kept in mind, that the international division also houses good infrastructure for holding discussions and providing lunches for guests and businesspersons from other countries for getting more international business. 5. Planning and organization are very important constituents for any relocation, especially if it involves financial considerations. It is necessary that planning also needs to prepare the actual relocation on paper including the Critical path method to be followed, or an alternative solution if unexpected hitches develop along the line. Certain margins for procedural delays, holdups and other time losses could also be considered, especially in changed context of global business. Work allocation and role playing: It is necessary that the team involved in the relocation be briefed exactly on what their specific roles are and how they need to carry it out. Aspects of strategic team management and speedy and efficient operational effectiveness are necessary for planning, etc. Planning as a discipline effectively sets targets. These targets may later be achieved or not, depending on the success of the project. In order to effectively undertake the project it is important to set major targets in shape of step by step relocation of different departments. The relocating manager should attempt to ensure that these targets are met through project control procedures. In planning activities it is necessary that not only the planning manager's proposals are considered but also, the ideas and suggestions mooted by other personnel needs to be considered so that benefits could be derived. Project control procedures examine actual performance and monitor it over a period of time. The actual performance of the project will be compared with hypothetical performance in order to isolate variances. These variances will then used be as the basis for management reporting. In this case it is seen that the relocation would involve time, money and efforts, besides the total involvement of all the staff and employees, including the project management team who would have to put in maximum efforts to ensure that all actions are done according to plans and procedures and any anomalies, are reported and immediately corrected without loss of time and efforts. Assets accountability: It is essential that the project manager, works in tandem with divisional heads in order to afford a contributively efforts for achieving success of relocation plans and procedures. The next stage would be with respect to installing all assets safely in new premises intact. This would ensure speedy recommencement of business, with least delays and costs. The aspect of documentation of relocating the business is important. It is necessary to ensure that communications to suppliers, existing and potential customers are made, including statutory notices to government department regarding the changeover of premises. Conclusions: Activity based leadership is evident in today's business world. This is done by providing inspirational leadership by the team leader and followed by the members. Therefore, a team leaders needs to provide motivation, enthusiasm and dedication to the work effort. He does not work in isolation but as a part of a successful team that wished to provide contribution to team efforts for better business in future. A project manager needs to be aware of the constraints and the limitations in which he functions whether inherent or acquired. Achieving maximum results within minimum time and resource implications is what project management is all about. He is also a leaner in that while putting his own experience and knowledge on the job, he is regularly confronted with challenges which may or may not be within his control and operational domain. Yet he has to provide results which he can offer by minimizing risk factors and maximizing benefits for the larger interests of the project management group, and in broader terms, the long term business objectives of the company Bibliography Environmental Impact Assessment of Irrigation and Drainage Projects: Mathematical Modelling. [online]. FAO Corporate Document Repository. Last accessed 11 July 2008 at: http://www.fao.org/docrep/V8350E/v8350e08.htm Gantt Charts and Network Diagrams. (2008). [online]. Wolfram. Last accessed 11 July 2008 at: http://demonstrations.wolfram.com/GanttChartsAndNetworkDiagrams/ Office Relocation. (1997-2008). [online]. CCOHS. Last accessed 11 July 2008 at: http://www.ccohs.ca/oshanswers/hsprograms/office_relocation.html Top Tips for Business Relocation. (2007). [online]. smallbusiness.co.uk. Last accessed 11 July 2008 at: http://www.smallbusiness.co.uk/channels/office-and-homeworking/moving-premises/guides-and-tips/32183/top-tips-for-business-relocation.thtml Read More