Designing Projects Using Common Tools

Lecture 7 LDP 604 Project Design, Planning & Implementation

Master of Project Planning & Management 2014 class
By Eng. Odoyo J. Bittar
University of Nairobi
The tools commonly used in project design are: Gannt Charts, Work Break-down Structure, precedence table,
Arc network and critical path model.

Work Break-down structure is one of tools used in designing projects. It is a graphical presentation of the
various activities to be undertaken in the project together with the corresponding time duration required to
complete each task. In many cases the expenditure needed to accomplish each activity is also included.

Gannt Charts are graphical tools used to display the logical sequence of the various tasks/activities to be
undertaken in a project with their corresponding time durations.
Critical Path is the path with the longest duration. It determines the project duration. Thus, it is the path you
cannot alter or tamper with.
Preceding table is the table showing the preceding activity which is the last activity that must be completed
before the activity at hand can be done or accomplished.

STEPS

1. Identify the various tasks of the system or project i.e. sub-systems of the project
2. Do task sequencing i.e. determining logical relationships between tasks or the order in which the tasks
must be undertaken to achieve the goal of the project
3. Estimate the time duration of each and every task
4. Identify milestones or indicators for measuring progress/achievements. Milestones act as checklists
for assessing progress of the project.
5. Estimate the time for completing the entire project (allocating time for each activity)
6. Construct activity/task graph e.g. the Ganntt Chart
7. Prepare the work break-down structure
8.

Prepare activity arc network

There are two common techniques applied in planning the time duration of projects:

Forward Planning Method: Involves setting the start-date of the project and then determining
the end -date based on the time each activity will take.

Backward Planning Method: Involves setting the end-date of the project and working backwards
to fit activities within the limits of the available time.

ILLUSTRATION ON USE OF THE TOOLS

Simple Project: Organize a birthday party for your sister. Come up with the following:

(a) Activities to be undertaken

(b) Precedence table
(c) Arc Network
(d) Critical path

SOLUTION

(a) Activities and precedence table:

Activity

Preceding Activity

Duration (hrs)

Invitation of guests

12

Confirmation of attendance

12

Budget Preparation

Purchase of Goods

Preparation of Food

Preparing the Sister for the occasion

0.5

Cake cutting ceremony

E, F

0.25

Celebration (partying)

B,G

(b) Arc Network:

2

C (1)

D (4)

4
E (5)

START

1
5
F (0.5)
A
(12)

G(0.25
)

3
6
B(12)

END

H(3)

(c) Critical Path:

The existing paths:
(i)

1-------2--------4-------5---------6---------7 Total time = 13.25hrs

(ii)

1------------5------------6-------------------7 Total time = 3.75hrs

(iii)

1------------3------------6-------------------7 Total time = 27 hrs

Therefore, thelongest duration of implementation lies in path (iii)

Path (iii) is the critical path with duration of 27hrs which implies the total project duration will
be 27 hrs.

SUMMARY OF PROJECT PLANNING & DESIGN FROM PROBLEM TREE

STAGES OF PLANNING

1. DEVELOP THE PROBLEM TREE

DESCRIPTION
Ultimate Effects
(Manifestation of PROBLEMS)
Immediate Effects

Underlying Problems

Root Causes

2. DEVELOP THE OBJECTIVE TREE

Outcomes

Outputs

Underlying AIM or PURPOSE

Means/Resources/Strategies/
Objectives/Activities

3. SELECTION OF OBJECTIVES/PROJECTS

4. ACTIVITY DEVELOPMENT

1. Grouping of objectives
into
themes/classes
2. Give an all encompassing title to
each class.
3. Eliminate unachievable objectives
4. Fine tune the objectives i.e. align
the objectives to the aspirations of
beneficiaries: Needs Assessment;
Feasibility study etc
5. Develop final list of selected
objectives: These become the
PROJECTS
From
the
list of selected
objectives/projects;

identify

activities and sub-activities to be

undertaken to meet each objective.

5. PROJECT DESIGN

(i)

Identify the tasks of the

system/project

(ii)

Do

task

sequencing

i.e.

logical flow of the tasks.

(iii)

Determine task duration

(iv)

Identify milestones for task

measurements

(v)

Determine

total

duration

or

project

completion

from individual tasks.

(vi)

Develop task activity graph

(vii)

Develop work break-down

structure table.

(viii)
6. IMPLEMENTATION/EXECUTION

Make activity arc network

Project implementation is
undertaken
Conduct

7. SYSTEM ANALYSIS (M&E)

monitoring

evaluation of the project

Inputs

Processes

Outputs

Outcomes

Impacts

and