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  1. 1. CommunicationTools to manageProject TimeUjjwal Kumar JoshiProject TimeManagement
  2. 2. Introduction
  3. 3. Introduction
  4. 4. Introducing the baseline schedule
  5. 5. Types of project baselines
  6. 6. Reporting using abaseline scheduleThe project manager is responsible for creating andreporting the baseline schedule throughout the project.Baseline reporting by project managers can be weekly for abetter tracking of project execution or monthly/quarterlyreporting depending on the project
  7. 7. Change controlThe change control plan allows projectmanagers to control project scope andcost by using an established process. Itallows the project manager to identifyscope creep by comparing the existingscope to the change request.Changes to a project may be a result of a(1) deviation or waiver, (2) issuemanagement process, or (3) a change inscope as requested by the customers orstakeholders.
  8. 8. Change Request & Control Management procedureCaptureAssign forreviewProposeactionReviewActionIdentifyReview,assessActionParticipants Project OfficeActionAgreeClosureExternalSuppliersChangeControlBoardApprove foractionContractrevisionAssign foraction
  9. 9. Change request & Why changerequest
  10. 10. Attitudeto ChangeAttitudetoChangeTechnologyFace to FaceFormatsPaper• Project teammeetings• Senior managementmeetings• Planning workshops• Training courses• Special seminars• Senior managementvisits• Cross-functionalmeetings• Interactivestaff meetings• Away daysandconferences• Noticeboards• Letters• Memos• Circulars• Newsletters• Businessplans• Project Staffsuggestion scheme• Project Staff attitudesurvey• E-Mail• Audio conferencing• Computer networks• Telephone• Video conferencing• WebinarsAwareness Understanding Engagement Involvement Commitment• Face bookcommunicationChoosing the most appropriate communications Methods forstakeholder management in change control and change request
  11. 11. Gantt ChartA Gantt chart is a kind of bar chart that shows theinitial and the end date of the elements of a project.It was developed by Henry Gantt in the 1910s forillustrating project schedules.Through a Gantt chart, the project managers coulddraw the information about the following:CostEarned value chartTimeLabor hours
  12. 12. Relationship with the ConferenceManagement and the Stakeholders Gantt chart has ability to break down the multiple tasks andthe timelines into a single document. It gives a fine overview about the stakeholders and otherhuman resources related with the activities. The entire project teams can use the Gantt chart for thediscussion about the project in meeting and even canenhance other status updates. Gantt chart offers the entire project team the ability to focuswork at the front of task timeline. In other hand, the project manager and the resourceschedulers can sequence the events and reduce the potentialfor overburdening of the works to the team members.
  13. 13. Fig. Gantt chart for organizing a conferencealong with the possible stakeholders
  14. 14.  Logic Network Diagram is aflowchart including all the projectactivities and their dependencies toeach other. Logic Network Diagram shows notonly the sequence of the activities inthe project, but also shows the setof parallel activities and the linksbetween each activity. It also presents the project’s criticalpath that helps the project team tofocus their effort for the success ofthe project.Logic Network Diagram
  15. 15. Relationship with the ConferenceManagement and the Stakeholders Logic Network diagram gives a clear picture of all theproject activities including its dates of start andcompletion, and the key-personnel human resourcesor in another word, stakeholder associated with theproject activities. Not only that, it even shows adependencies among the project activities. It also guides Project Manager regarding theestimation of Human resources and time resourcesduring the execution or in the beginning of the projectactivities.
  16. 16. Fig 2. Logic Network Diagram for organizing a conferencealong with the possible stakeholders
  17. 17. Project Milestone List Milestone can be said as activity with zero duration that symbolizes animportant achievement in a project. Milestone is the point, where the goal of the work packages defined under theWork breakdown Structure (WBS) of a Project, is successfully achieved. Milestones are essential to control and manage the project activities, but thereare no tasks associated with it. The major purpose of the Project Milestone List is to communicate project’smilestone tasks and dates in a presentation format for the upper level ofManagement, customers, and the project members. Communication between the Stakeholders is a must for organizing Conference.The Stakeholders can get a fine overview regarding the progress of theConference.
  18. 18. Fig 3. A Milestone Diagram for organizing the Conference
  19. 19. Project Schedule & ScheduleManagement PlanThe project schedule provides information regarding the overall projectduration as well as each activity’sDuration.The schedule management plan establishes how schedule management willbe carried out in the project. It serves as guidance for the schedulingprocess and formats and defines the roles and responsibilities forPurpose
  20. 20. ApplicationProject schedule is used to present information on the timing ofthe project and its activities to a variety of stakeholders (in avariety of ways).Project managers and the project office to define howmanagement practices will be conducted use the schedulemanagement plan.
  21. 21. Project Schedule Contains :• Working duration • Effort hours• Elapsed duration • Earliest possible start date• Earliest possible finish date • Latest possible start date• Latest possible finish date • Available total float• Available free float • Relationships with other activities.Schedule Management Plan Contains :Descriptions of required documents (e.g., network diagrams,Gantt charts, milestone charts)as well as some insight on how those documents may bedeveloped.
  22. 22. ApproachesThe most common presentation paper for project schedule is a Ganttchart . The choice of tool should largely depend on the application andthe level of knowledge and understanding of the stakeholder to whomthe schedule is being presented.The approaches to scheduling may vary, because it is integrated withother baseline issues (including cost, requirements, and risk), the schedulemanagement plan should be coordinated with any management plansthat have been developed for those areas.
  23. 23. Conclusion