Construction Planning and Management

CE-4124
Bereket Bezabih
beackon@@gmail.com
Hydraulic and Water Resource Engineering Department
Arba Minch Institute of technology
2005
 Lecture 5
Planning Project work
 Project Planning
• Definition
– Project Planning stands for the process of selecting
the appropriate methods and sequence for the
activities in the project
– It involves breaking down the works to smaller
tasks, estimating and allocating the resource and
time requirement for the tasks, establish logical
precedence for the activities and scheduling
– A good plan should answer questions like what is to
be done? How? Where? By whom? And when?
Work Break down Structure (WBS)
• Work break down Structure (WBS)
– A deliverable oriented grouping of project elements that
organize and define the total work scope of the project.
– Each descending level represents an increasingly detailed
definition of the project work( Project Management institute
2000)
– A deliverable as defined in the above definition of WBS is any
measureable, tangible, verifiable outcome, result, or item that
must be produced to complete a project or part of the project.
– A work Package is a deliverable at the lowest level of the work
break down structure.
 Work Breakdown Structures(WBS)
Project
• WBS is the process by which the whole project system is
01

broken up or divided into various sub projects, tasks and

work packages etc Sub Project Sub Project Sub Project

• It is the heart of project planning as it provides the frame

0101 0102 0103

work on which;
– estimates 010101
of
Task
resources and Task
010102
time are made,
Task
010201
– activity schedules are prepared
– performance measurements are made
Sub Task Sub Task Sub Task
– project activity
01010201 can be linked
01010202 with organizational
01010203 structure via
responsibility matrix
– Total program can be described as aWork summation
Package
of work packages
Work Package Work Package
0101020203
0101020201 0101020202
 Work Breakdown Structures(WBS
• The work break down structure (WBS) has two
levels..i.e. managerial level and technical Level
Work Breakdown Structures(WBS)
• No hard and fast rule to prepare WBS ……good judgment is
the only criterion
• The following guidelines would help
– Within the WBS work packages should represent jobs of about
equal magnitude
– The work package should be relatively small cost and short duration
compared to the total project
– Each work package should be clearly identifiable and can be
thoroughly and accurately budgeted scheduled and control
– The optimal work package size shall be a balance between smaller
work packages for the above reasons and larger size work package
which reduces the effort and cost
– The WBS should be understandable by all concerned
Work Breakdown Structures(WBS)
• Some More tips in Preparing WBS
– The 100% rule
• States that the WBS includes 100% of the work defined by the project
scope and captures ALL deliverables internal, external, interim – in
terms of the work to be completed, including project management.
• The rule applies at all levels within the hierarchy: the sum of the work
at the “child” level must equal 100% of the work represented by the
“parent”
• WBS should not include any work that falls outside the actual scope
of the project,
– Mutually-exclusive Elements
– How Far Down?
• The 40-Hour Rule of Decomposition
• The 4% Rule of Decomposition
Work Breakdown Structures(WBS)
• All work Packages(the lowest level of WBS) should include
the following information
– The total cost or Budget
– Schedule dates and mile stone events( start and end dates)
– Resource estimates for labor, material, equipment and facilities
– A summary of the work to be performed
– Product specification
– Inputs required from other parts of the project(Predecessors)
– The manager and organizational unit responsible for the work
package
– The work order, subcontracts and purchase order
– Specific results to be obtained from the work package
Work Breakdown Structures(WBS)
• WBS can be prepared in one of the following
two ways
– Functionally Oriented WBS
• Work breakdown along functional departments or
procedural functions
– Product Oriented WBS
• Work break down corresponds to the end products of
the project
– Consider a project to rehabilitate a meeting hall and the two
possible WBS shown below
 Meeting Hall

Functionally Oriented
Electrical
WBS
Mechanical
Carpentry Civil Works Equipments
Works Works

Main Panels Air Washer Air Cooling Stage Air Cooler

Control Curtain
Stage Panels Air Blower Switch gear
Room Control

Floor Curtain
Floats Projection Seat Frame
Elevation control

Seat For
Sound Curtain Projection
Handles Projection

Floor
Lighting Floor sound
Covering
 Meeting Hall

Product Oriented WBS

Wood Work and Electrical Cable Sound
Air Cooling Seating Curtains Projection
Acoustics and Lighting Reinforcement

Air Washer
Rear Panels Cable Conduits
Unit

Side Panels Ducting Cables

Stage Panels Exit air Louvre Switch Gear

Stage Apron Thermostats Stage lights

Stage Baffles Humid stats Controls

Acoustic
General lights
Floating
 Work Break down Structure
• Common misunderstandings and pitfalls in
WBS construction
– A WBS is not an exhaustive list of work. It is
instead a comprehensive classification of project
scope.
– A WBS is not a project plan or a project schedule
and it is not a chronological listing
– A WBS is not an organizational hierarchy
 Responsibility Chart and Matrix
Actors/ Laboratory General Project Marketing Controller
Decision Manager Manager Manager Manager
• A responsibility
R&D charts tries to maintain the
balance
Change in of powerConsult
Inform between the functional
Approve inform Responsible
Budget
manger and the project manager
– Generally
Allocate Consultproject manager
Approve is responsible
Responsible Informfor theInform
Manpower
overall integration of the total project system and
Change in
functional manager
Responsible
is responsible
Consult Consult
forApprove
technical Inform
Design anddirection in his/her own department
Specification
– A simplified responsibility chart can be shown
Change In Inform Approve Responsible Consult Inform
Schedule below
 Responsibility Chart and Matrix
• Responsibility matrix is the intersection of the work
break down structure (WBS) and the organization
structure
• Rows show the work packages in the project and
Columns show the functional position in the
organization or vise versa
– Each row of the responsibility matrix shows all
position/person involved in one work package and the
nature of their responsibility
– Each column shows all the work packages for which a
single functional position is responsible and the type of the
responsibility
 Exercise
• Computer Network Installation for Automatic
Handling of shipments call it SYSNET
– The project involves development of hardware
and software as well as site operation.
– The WBS and The organizational Structure for this
project are shown below.
– Try to develop a responsibility matrix for the
project.
 Organization Chart for SYSNET Project

Project
Manager

Project Fabrication
Purchaser
Engineer Engineer

Site Assembly Assembly

Design Drawings Software
operations A B
 Work Break down Structure (WBS)

SYSNET
01

Software
Basic design Hardware A Hardware B Fabrication Management Site Operation Procurement
Specification
0101 0102 0103 0105 0106 0107 0108
0104

Design Design Part A Part B Drawings Part A Part B Software

010201 010301 010501 010502 010701 010801 010802 010803

Drawings Drawings Assembly Assembly Final Install Purchase Purchase Purchase

010202 010302 01050101 01050201 010702 01080101 01080201 01080301

Test Test Test Deliver Deliver Deliver

01050102 01050202 010703 01080102 01080202 01080302