Mastering Project Schedule Management: A PMBOK Guide Deep Dive

Understanding Project Schedule Management According to PMBOK Guide

Project Schedule Management is a critical component of project management, as it delineates how a project's timeline will be developed and managed. This chapter of the PMBOK Guide is essential for those preparing for the PMP exam, and at ProjectPrep.org, you'll find a wealth of free PMP prep materials, including cheat sheets, practice tests, and note cards.

The Six Processes of Project Schedule Management

Project Schedule Management consists of six processes, five of which are in the planning phase and one in monitoring and controlling:

1. Plan Schedule Management: Documenting the approach to developing and controlling the project schedule, including the estimation techniques and involved stakeholders.

2. Define Activities: Breaking down work packages into actionable steps necessary to produce project deliverables. This process builds upon the work breakdown structure created during scope management.

3. Sequence Activities: Establishing the order of activities by identifying dependencies. Tools like Microsoft Project can be instrumental in handling this step efficiently.

4. Estimate Activity Durations: Approximating the time required to complete each activity, considering work periods and resource availability.

5. Develop Schedule: Combining activity sequences, duration estimates, and resource requirements to create a schedule baseline that will guide the project's timeline.

6. Control Schedule: Monitoring project activities and managing any changes to the schedule baseline to keep the project on track.

Sequencing Activities and Dependencies

Sequencing is more than just putting tasks in order; it's about recognizing logical sequences for maximum efficiency. It involves understanding various types of relationships, such as:

• Finish to Start (FS): An activity must finish before the next can start.
• Finish to Finish (FF): One activity must finish before another can finish.
• Start to Start (SS): An activity cannot start until a preceding one has also started.
• Start to Finish (SF): One activity cannot finish until another has started.

Dependencies, meanwhile, come in four types:

• Mandatory Dependencies: Legally or contractually required sequences.
• Discretionary Dependencies: Best practice-based sequences that are not mandatory but preferred.
• External Dependencies: Sequences influenced by factors outside the project team's control, such as regulations.
• Internal Dependencies: Sequences that depend on internal project team decisions or capabilities.

Leads and Lags in Scheduling

Understanding leads and lags is crucial for fine-tuning the schedule:

• Leads: Allow a successor activity to start earlier than otherwise planned.
• Lags: Introduce a delay before a successor activity can start.

Project Schedule Network Diagrams and Gantt Charts

Visual representations like project schedule network diagrams and Gantt charts are invaluable for illustrating the sequence of activities and any leads or lags. These tools help identify the critical path, which is the longest path through the project and determines the minimum project duration.

Developing the Schedule: Techniques and Outputs

To develop the schedule, project managers utilize techniques such as schedule network analysis, critical path method, resource optimization, schedule compression, and agile release planning. The outputs from this process include:

• Schedule Baseline: The approved version of the project schedule, which serves as a reference for managing changes.

• Project Schedule: The detailed plan showing linked activities, including dates, durations, milestones, and resources.

• Schedule Data: Additional information that describes and controls the schedule, similar to the role of a WBS dictionary for a work breakdown structure.

• Project Calendars: Documentation of working days and shifts, providing a clear picture of when the project team will be available to work.

In summary, Project Schedule Management is a vital discipline within project management, and mastering it is crucial for ensuring that a project progresses smoothly and meets its deadlines. For more in-depth information and to access free PMP prep materials, visit ProjectPrep.org.

To deepen your understanding of Project Schedule Management, watch the full explanation on YouTube: Mastering Project Schedule Management.