There is a project manager in all of us. All project managers want to organize and complete projects on time with quality and within the budget. Effective project scheduling helps project managers to keep projects on track. This typically results in reduced costs and increased customer satisfaction. How do you get the most from your project management solution?
Vijay Delmade has helped many companies leverage effective project schedules. Over the next couple weeks, we’ll take a look at several tips the Vijay has for effective schedule management. Let’s start with some foundational ideas around creating a schedule and managing project resources.
Tip 1: Appreciate the importance of the schedule
Project managers and the project management team needs to put enough emphasis on having a good schedule which covers all process areas. Schedule changes can affect any area of the project with its downstream impacts. The project manager addresses those changes through the project's issues and risks processes. In this manner, the schedule becomes the central focus and the foundational tool for managing the project.
Tip 2: Understand the stakeholder’s needs (the deliverables)
Before we begin project scheduling, it is very important to understand the stakeholder’s ultimate needs and goals. The key thing is to identify the most important element for your stakeholders and prioritize that element as the first thing to complete. That is the primary value proposition. The project manager can focus the team’s time and energy on giving stakeholders exactly what they want, despite the challenges and struggle that may arise on the course.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can define schedule level deliverables upfront and use them later to assign to various tasks as task deliverables. Schedule deliverables support various objects, such as documents, parts, change items and more, which can be set as a deliverable.
Tip 3: Determine the process
After a project manager knows the deliverables, the next logical step is to determine a broad level process with sections defined. Each section has a specific amount of time allotted with a set of reasonable goals on the timeline.
Tip 4: Complete the task breakdown structures diligently
After the process has been defined, project manager should break down overall deliverables to the lowest estimable deliverable (work packages). The goal is to achieve a level where one can get realistic estimates from the deliverable owner. During task breakdown, a project manager needs to pay attention to include ALL deliverables, including preparation time for meetings, communication packages, etc. The more comprehensive the better will be the quality of the schedule.
Rule of thumb! : A simple rule of thumb is to assign maximum 40 hours or less to a task to have granular deliverable.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can structure the set of tasks inside a schedule. A schedule coordinator can breakdown a SINGLE schedule level deliverable to MULTIPLE tasks as a task deliverable which would get accomplished when all related tasks finish.
Definition: Top down scheduling approach
After process finalization, the project manager normally knows duration and time line for various project process phases at higher level but may not have information about various tasks within these phases as how they will be executed. In the top-down approach, project managers start with a milestone schedule and add detailed tasks later when more information is available.
Tip 5: Use milestones as targets and at regular intervals
Project managers should use milestones in the actual project schedule at regular intervals. Checking the milestones frequently for monitoring slippage is important. Example, when a project lasts for 6 months then at 3rd month you do not want to know it is late due to a task in first month wherein you do not have a milestone for each month.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can create a “milestone only schedule” using milestone tasks spread across regular intervals as per plan.
Tip 6: Use schedule templates effectively
Use templates to save time from repetitive work like standard schedules, standard organization calendars, and standard tasks to be executed on almost all schedules.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can use templates or existing schedules to create new schedules.
Tip 7: Do forward planning
It is good to do forward planning, specifying a start date in schedule information. Allow scheduling tool to calculate dates of other tasks and end date. Do not enter start and end date for individual task as task dependencies can manage this.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can use forward planning method for creating schedule tasks and milestones linked with dependencies.
Tip 8: Optimize tasks to attain a healthy schedule
A healthy schedule is a schedule that requires the least maintenance. Avoid setting anything in the schedule that restricts movement of tasks if predecessors finishes early or late. Create schedules with as few constraints as possible. It is better to create schedule by specifying only dependencies.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can create a schedule wherein tasks can be linked using dependencies (& lag times) with no or minimal constraints.
Tip 9: Build the schedule around deliverables.
Traditionally, schedules have been built around tasks. In this approach, the project manager cannot easily tell if a stakeholder change is actually within the project scope. Project schedulers should build the schedule around deliverables because they are tangible and verifiable.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can use schedule deliverables as the reference to define detailed schedule tasks to accomplish a particular set of schedule deliverable.
Tip 10: Project Resources: No summary task assignments
Summary tasks have rolled up information. Avoid assigning resources to summary tasks.
Tip 11: Project Resources: Identify the availability of team members
Project managers need to have a resource inventory to plan and execute the entire project. Checking the availability of the members helps project managers to work efficiently on their budget and timeline.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can use organization users list to assign members to schedule.
Tip 12: Project Resources: Understand team members' workload
Everyone has multiple projects to work upon. It becomes important to understand how much time and effort project member can put on a given project on weekly basis. It helps to allocate tasks evenly and get them done efficiently. If something goes wrong project manager need to know which team member has the capacity to fix it.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can use Resource graph tool to understand the schedule member’s existing workload.
Tip 13: Project Resources: Don’t assign everyone at 100%
Project managers assign resource to a task with a default level of 100% loading. This means resource will be assigned full time on that task for its entire duration! This is always not true since members can have parallel tasks. So it is a good practice as not to assign them full time in these cases.
Using schedule manager capabilities in Teamcenter, a schedule coordinator can use task assignment dialog and resource load effectively to assign the loading of the task per user.
With some of these essential tips to scheduling projects, the project manager in you can get start building effective schedules that help your team get work done. Stay tuned for more tips!!
Seven Tips on How to Build a Solid Schedule by PMI.ORG
Chapter 9 “Project Scheduling” From Subject “Project Planning and Scheduling” from Semester 3 -MBA Course -Sikkim Manipal University,India
7 useful tips for effective Project Schedule Management by Avi Dasgupta LinkedIn.
About the Author
Vijay Delmade is Technical Product Manager at Siemens PLM software, based in India. As a part of the Teamcenter applications product management team, he is responsible for Schedule Manager. He has more than 12 years of experience in research and development of CAD\PLM software products. Vijay holds diploma in Railway engineering, B.E. degree in Mechanical, and MBA in Project management.