MODULE 14: OPTIMIZING THE SCHEDULE

Overview

The optimizing the schedule module introduces how to alter the schedule of a project to make it more efficient, realistic and achievable.

Objectives

The participant will:

• Be able to maximize a schedule by removing artificial dependencies, by assigning more resources or by adding leads.

Preparation

Review the contents of this module and do each of the exercises at least once to familiarize yourself with the logic and outcome.

Presentation

The activities in this module cite the aims of each exercise. The level is suitable for basic users.

ACTIVITY

14.1 How to set up tasks to run in parallel.

EXERCISE 14.1 ¢ LEVEL: BASIC ¢ PARALLEL TASKS

• Open Golf1F.

• Remove the dependency between Tasks 6 and 7.

• Remove the dependency between Tasks 7 and 9.

• Set Tasks 6, 7, 9 as successors to Task 5.

• Check the current finish date.

• Remove the dependency between Tasks 10 and 11.

• Set Task 11 as successor to Task 9.

• Check the current finish date.

• To see this more clearly, split window and display Task PERT view on bottom.

Dialog

Explain that some tasks can be done at the same time as others and can start when one driving task has finished. By setting up tasks in parallel, the end date is often brought forward. What do we do when the end dates do not match the requirements? Change predecessor tasks to undertake some tasks in parallel. Frequently we can eliminate a finish-to-start dependency between tasks and run the tasks in parallel. In our golf project, the three digging tasks are reasonably independent of one another and so we can undertake them in parallel. The two install tasks are similar.

ACTIVITY

14.2 How to add a resource to reduce the time it takes to do a task.

EXERCISE 14.2 ¢ LEVEL: BASIC ¢ SHORTEN TASK DURATION BY ADDING RESOURCE

• Assign another "Landscaping crew" to the "Final Clear-up" task, 8 units (800 percent) instead of 4 units (400 percent).

• Check the current finish date.

Dialog

Explain that one means available to a project manager is to add resources to keep to a specific delivery date.

Add extra resources

Sometimes it is possible to add extra resources to a task in order to complete it more quickly.

Dialog

Explain that when tasks are linked, a lag of 0 days is put between them “ meaning that the successor task starts immediately after the predecessor task finishes. This lag time can be set to another figure to delay the start of the successor task or to have the successor task starting before the predecessor task finishes. A negative value expresses the overlap lag.

Partial dependencies	This is where the relationship has an additional timing factor to it. Taking an FS (finish-to-start) as an example, a lag is where there is a delay between the predecessor finishing and the successor starting.
	A lead is where the successor starts before the predecessor finishes. This can frequently be used by a project manager to shorten the duration of a project. MS Project 2000 only provides the lag functionality. This is no problem since a negative value for lag is equivalent to lead. For the golf project, the seeding should be able to start before the soil preparation is completed.

ACTIVITY

14.3 How to set an overlapping lag between tasks.

EXERCISE 14.3 ¢ LEVEL: BASIC ¢ OVERLAPPING TASKS

• Pick View menu.

• Choose PERT Chart.

• Double click on line connecting Tasks 13 and 14.

• Enter lag value of " “3d." Click OK.

(Note the change of start date on Task 14.)

• Pick View menu. Choose Gantt Chart.

• Zoom in to Tasks 13, 14 and note the overlapping of the task bars.