Google Drive Adoption: Project Redstreak Memo

Memo: Project Red Streak Development

As part of the project team for Project Red Streak, we feel it is imperative to keep management in the loop regarding our considerations. We have constructed the initial development plan given the high level criteria. With a start date of 1/1, the project is projected to take 271 calendar days. Our current expected finish date is the end of September (approximately 9/29). The time differences are given holidays, weekends, and workflow estimations. Though the project will start 1/1, it will not actually start till the following day due to the holiday schedule. Additionally, there is a total of 272 work day items, but the reduced schedule is due to the overlap of work. We expect that due to the nature of the workflow we will be able to complete all work in this time frame.

As part of this note, please find two attached supplementary files for illustration. The first is a GANTT Chart and the other a Network Diagram. I will also provide them in screen shot format for easier viewing below the note. For those who may be unfamiliar with GANTT Charts and Network Diagrams please refer to the following items that outline definitions as advantages and disadvantages of each by ProjectManagementGuru.com:

“The Gantt, or Bar, chart is the most common schedule format used on projects. This format is excellent for tracking progress or activity for tasks once they have been scheduled. In the Gantt chart, every task is represented by a bar of a time line chart. The left edge of the bar is located at the time the task is planned to start and the right edge of the bar is located at the time the task is planned to end. As the project unfolds, the edges of the bars are often modified to reflect when the task actually started or ended. This format creates focus for tracking progress because it is clear to see whether a task should be completed, underway, or pending at any given time. The Gantt chart is used for daily/weekly tracking of project progress. It is easy to use and maintain. It has become the most commonly used project schedule chart because of its simplicity and the focus it creates when tracking the project. If the task estimates are relatively accurate, this is the preferred format. However, when task duration estimates are not accurate - either due to uncertainty in the amount of work or uncertainty in the resource availability - the Gantt Chart will be a frustrating and counterproductive scheduling tool. In those cases I recommend the use of the Network Diagram.

The Network Diagram is essentially a flowchart of the project tasks. This format is a foundational technique for several analytical techniques. The network is created by determining predecessor and successor relationships and connecting the tasks based upon those relationships. This technique will create focus on the handoffs. In a complex project with many organizations/individuals involved, this technique can provide guidance as to who is the internal customer for each task. The technique is often viewed as a foundational technique since most of the advanced analytical scheduling tools start with the Network Diagram. When task durations are uncertain, the Network Diagram is often a better technique to use than the Gantt (bar) chart. The Network Diagram shifts the focus for uncertain tasks from arbitrary start and end dates to completion of the work and a handoff to the next task/activity.”

Utilizing the GANTT Chart and the Network Diagram we can easier see some significant items including the critical path and work flow. Our critical path is through items 2,3,5,8,9,10,11,13, and 14. Please see the Network Diagram items in pink for a complete reference. We will find the bulk of our float in the middle of the project. An example of which is with Detailed Marketing Plans (item 6) and Manufacturing Process (item 7). Items 8 and 8 will take 50 days and 10 days, respectively, to complete before the next task. While the depth of the project requires our critical path to be highly maintained we can find opportunities if delays exist early on.

Please note that a follow up will be distributed shortly regarding MS Project and business impact.

Regards,

AJ Varghese

Supplementary Material:

GANTT Chart and Network Diagram Definition Source:

http://www.projectmanagementguru.com/scheduleplan.html

Select PMI Definitions:

Sourced from : doit.maryland.gov/SDLC/.../Network%20Diagrams.doc‎

Schedule network analysis, as defined by the Project Management Body of Knowledge (PMBOK), is a technique used by project managers to analyze schedule information and generate realistic and optimal project schedules. This analysis should be performed upon completion of the draft schedule and network diagram and after each schedule update. Schedule network analysis involves:

· Identifying the schedule impact of task dependencies

· Identifying critical path tasks and understanding the impact of the critical path on the schedule. Software tools such as Microsoft Project automatically display critical path tasks once project information such as tasks, dependencies, and durations are identified in the tools.

· Analyzing the effects of schedule constraints and externally imposed dates

· Understanding which tasks can experience delays without delaying the overall schedule

· Conducting “what if” analysis of various activity durations (for example, what if the testing activities take twice as long as is currently planned?)

· Assessing resource allocation and leveling to prevent resource over-allocation

· Assessing fast tracking or crashing options to ensure optimal schedule performance

Analytical Techniques:

PMBOK describes the following techniques to perform schedule network analysis. For more detail regarding analytical techniques, which provide valuable information necessary for effective schedule definition, see PMBOK, fourth edition, Section 6.5.2. Most scheduling tools include features that allow utilization of these techniques with minimal effort.

· Critical Path Method – The critical path method calculates the longest path of planned activities to the end of the project – the “critical path” – and the earliest and latest date that each activity can start and finish without extending the project. Any activity delay on the critical path impacts the planned project completion date. A network diagram visually conveys the critical path. This visibility into the critical path allows project managers to prioritize activities and take appropriate corrective actions to meet schedule deadlines.

An understanding of the critical path also allows project managers visibility as to which schedule activities are flexible – that is, those activities that are not on the critical path. By looking at a network diagram, project managers can determine when they have float or slack, which is the amount of time that any given schedule activity can be delayed without causing a delay to the start date of subsequent activities (free float) or to the project completion date (total float). Knowing when a project has float allows a Project Manager to understand what tasks may slip and by how much before they have an impact on the project schedule.

Project Redstreak Criteria: