Plan Schedule Management

Plan Schedule Management is a crucial process in the Time Management Knowledge Area of project management. This process involves creating a Schedule Management Plan, which establishes the criteria and processes for developing, monitoring, and controlling the project schedule. The Planning Process Group facilitates this process, ensuring that the schedule aligns with the project’s overall objectives.

This article breaks down the inputs, tools and techniques, and outputs of the Plan Schedule Management process. It also provides examples and a recommended structure for the Schedule Management Plan to help project managers, planners, and schedulers effectively prepare for this essential task.

Inputs to Plan Schedule Management

1. Project Management Plan:
   • Definition: The overarching plan that integrates all subsidiary plans, including the schedule.
   • Purpose: Provides information on how scheduling interacts with other aspects of the project, such as scope and cost.
   • Example: A construction project’s management plan might define that the schedule must align with the cost baseline and scope of building a hospital.
2. Project Charter:
   • Definition: A document issued by the project sponsor that formally authorizes the project and outlines its objectives.
   • Purpose: Identifies key milestones, high-level timelines, and constraints.
   • Example: A charter for an IT project might specify a six-month deadline for launching a new website.
3. Enterprise Environmental Factors (EEFs):
   • Definition: External conditions that influence project planning, such as market conditions, regulations, or organizational culture.
   • Purpose: Ensures scheduling takes into account external factors.
   • Example: Government regulations might mandate a specific timeline for environmental assessments in infrastructure projects.
4. Organizational Process Assets (OPAs):
   • Definition: Internal processes, policies, and historical information that can influence schedule planning.
   • Purpose: Provides templates, historical data, and lessons learned from past projects.
   • Example: A project team can use a schedule template from a similar past project to expedite planning.

Tools and Techniques for Plan Schedule Management

1. Expert Judgment:
   • Definition: Leverages the knowledge and experience of subject matter experts.
   • Purpose: Ensures realistic and practical scheduling strategies.
   • Example: A senior construction manager advises on timelines based on similar projects completed in the past.
2. Analytical Techniques:
   • Definition: Methods used to assess different scheduling approaches.
   • Purpose: Helps evaluate trade-offs between resource allocation, project duration, and cost.
   • Example: Comparing fast-tracking (performing tasks in parallel) vs. crashing (adding resources) to reduce project duration.
3. Meetings:
   • Definition: Collaborative sessions with stakeholders to gather inputs for schedule planning.
   • Purpose: Facilitates consensus on timelines, resource availability, and project constraints.
   • Example: A meeting with the IT team identifies potential bottlenecks in software testing that could affect the schedule.

Output: Schedule Management Plan

The primary output of the Plan Schedule Management process is the Schedule Management Plan. This document defines how the project schedule will be developed, managed, and controlled throughout the project lifecycle.

Recommended Content of the Schedule Management Plan

1. Schedule Model Development:
   • Details the tools and techniques used to create the project schedule.
   • Example: Use of Primavera P6 for detailed construction scheduling.
2. Level of Accuracy:
   • Specifies acceptable levels of variance in activity durations.
   • Example: Allowable variance of ±10% for activity durations in an agile software project.
3. Units of Measure:
   • Defines units for time (e.g., hours, days, weeks) and resource quantities (e.g., man-hours).
   • Example: A manufacturing project measures time in days and resources in hours.
4. Organizational Procedures Links:
   • Aligns scheduling with organizational policies and guidelines.
   • Example: Align project milestones with quarterly budget review cycles.
5. Project Schedule Model Maintenance:
   • Describes processes for updating and maintaining the schedule.
   • Example: Weekly updates to reflect changes in resource availability.
6. Control Thresholds:
   • Defines limits for schedule variance and triggers for corrective action.
   • Example: Variance exceeding ±15% in activity durations triggers schedule re-baselining.
7. Performance Measurement Rules:
   • Establishes methods for tracking progress, such as earned value metrics.
   • Example: Use of Schedule Performance Index (SPI) to monitor project progress.
8. Reporting Formats:
   • Specifies how schedule performance will be reported.
   • Example: Gantt charts for internal team reviews and milestone charts for client presentations.
9. Process Descriptions:
   • Details scheduling processes, including approval workflows and schedule changes.
   • Example: A formal process for requesting and approving changes to the project timeline.

Practical Examples of Schedule Management Plan Application

1. Construction Project:
   • Scenario: Building a shopping mall.
   • Plan Content:
     • Use Primavera P6 for scheduling.
     • Allow ±5% duration variance.
     • Weekly progress reports in Gantt chart format.
2. IT Software Development:
   • Scenario: Developing a CRM system.
   • Plan Content:
     • Use Microsoft Project for schedule modeling.
     • Define sprint durations in weeks.
     • SPI below 0.9 triggers re-evaluation of tasks.
3. Event Planning:
   • Scenario: Organizing a corporate conference.
   • Plan Content:
     • Use Excel for scheduling milestones.
     • Update schedule daily during the event week.
     • Variance above 2 days for key tasks triggers escalation.

Summary Table: Plan Schedule Management

Conclusion

Plan Schedule Management ensures that a project’s scheduling approach aligns with its goals and constraints. By leveraging key inputs, applying effective tools and techniques, and delivering a comprehensive Schedule Management Plan, project teams can establish a clear roadmap for managing and controlling the project schedule. This structured approach not only ensures timely delivery but also enhances collaboration and stakeholder satisfaction.

Knowledge Area

Time Management

Process Group

Planning

Plan Schedule Management Inputs

• Project Management Plan
• Project Charter
• Enterprise Environmental factors
• Organizational Process Assets

Plan Schedule Management Tools and Techniques

• Expert Judgement
• Analytical Techniques
• Meetings

Plan Schedule Managemet Outputs

• Schedule Management Plan