Unit 4:Project Scheduling

and management
 Resources and Cost Scheduling
 Scheduling resources and cost refers to the process of effectively allocating and managing
resources, such as manpower, materials, equipment, and finances, over the duration of a
project in order to achieve project objectives within specified constraints.
 This involves creating a detailed plan that outlines when and how resources will be utilized
throughout the project lifecycle, taking into account factors such as availability, capacity,
dependencies, and budgetary constraints.
 Key aspects of scheduling resources and cost include:
1. Resource Allocation: Determining the types and quantities of resources needed for each
project activity and assigning them accordingly. This involves considering factors such as
resource availability, skill levels, and specialization.
2. Resource Leveling: Balancing resource utilization to prevent overallocation or
underutilization of resources. Resource leveling aims to smooth out peaks and troughs in
resource usage to optimize efficiency and productivity.
3. Cost Estimation and Budgeting: Estimating the costs associated with
acquiring, using, and maintaining resources throughout the project lifecycle.
This includes direct costs (e.g., labor, materials) and indirect costs (e.g.,
overhead, administrative expenses). Budgeting involves allocating funds to
cover projected costs and monitoring expenditures to ensure adherence to
budgetary constraints.
4. Resource Scheduling: Creating a schedule that specifies when resources will
be needed for each project activity. This involves sequencing tasks,
identifying resource dependencies, and allocating resources based on project
priorities and constraints.
5. Monitoring and Control: Continuously tracking resource usage and costs
throughout the project execution phase. Monitoring allows project managers
to identify deviations from the planned resource allocation and take corrective
actions to address issues and optimize resource utilization.
Resource Smoothening or Resource
Leveling
 Resource smoothing, also known as resource leveling, is a project management
technique used to optimize the utilization of resources over the duration of a project
while avoiding peaks and troughs in resource demand. This technique involves
adjusting the timing and duration of project activities to create a more balanced and
sustainable resource allocation schedule.
 For example, Imagine a construction project where various tasks, such as excavation,
foundation laying, structural work, and finishing, need to be completed over a certain
timeframe. The project requires skilled labor, construction equipment, and materials,
all of which are limited and subject to availability constraints.
 Initially, the project schedule may be heavily front-loaded, with several critical tasks
scheduled to occur simultaneously or in quick succession, leading to a peak in
resource demand. For instance, if multiple construction teams are assigned to work on
different areas of the site simultaneously, there may be a shortage of skilled labor,
equipment, or materials, causing delays and inefficiencies.
 To address this, project managers can use resource smoothing techniques to
redistribute tasks and resources more evenly throughout the project timeline.
This involves:
1. Identifying Resource Constraints: Assessing the availability of resources and
identifying potential constraints or limitations. For example, if there is a
shortage of skilled labor or specialized equipment during certain periods, it
may lead to resource bottlenecks.
2. Adjusting Task Dependencies: Reviewing the project schedule and adjusting
task dependencies to spread resource usage more evenly. For instance, instead
of scheduling all excavation work to be completed in the first week, the project
manager may stagger excavation tasks over several weeks to avoid overloading
resources.
3. Rescheduling Activities: Analyzing the critical path and rescheduling non-
critical activities to minimize resource conflicts. For example, if certain
finishing tasks can be deferred without impacting project deadlines, they may
be rescheduled to periods when resources are more readily available.
4. Optimizing Resource Allocation: Optimizing resource allocation by
reallocating resources from non-critical tasks to critical tasks or adjusting
resource utilization rates. For instance, if certain construction teams have
excess capacity during off-peak periods, they may be reassigned to support
critical activities during peak periods.
 By implementing resource smoothing techniques, project managers can
achieve a more balanced resource allocation schedule, reduce resource
conflicts and bottlenecks, minimize project risks, and improve overall project
efficiency and effectiveness.
Resource Dependencies
 Resource dependencies refer to the relationships between project tasks or activities
that dictate the availability and usage of resources.
 In other words, resource dependencies define the dependencies between the
resources required for different tasks within a project.
 These dependencies determine the sequence, timing, and allocation of resources
throughout the project lifecycle.
 Resource dependencies can manifest in various forms, including:
1. Sequential Dependencies: Some tasks must be completed before others can begin.
For example, painting a wall may depend on first completing the task of plastering
or priming the surface. Sequential dependencies dictate the order in which tasks are
performed and ensure that prerequisite tasks are completed before dependent tasks
can start.
2. Shared Resources Dependencies: Certain tasks may require the use of the
same resources concurrently. For example, two tasks may require the use of a
specialized piece of equipment or skilled labor at the same time. Shared
resource dependencies can lead to resource conflicts and shortages if
resources are not effectively managed and allocated.
3. Resource Constraints Dependencies: Dependencies may arise due to
constraints on the availability or capacity of resources. For instance, if a
project has a limited budget or a shortage of skilled personnel, it may impact
the scheduling and execution of tasks dependent on those resources. Resource
constraints dependencies influence project scheduling, resource allocation,
and overall project feasibility.
4. External Dependencies: Dependencies can also extend beyond the project
team to external factors or stakeholders. For example, a project may depend
on the timely delivery of materials from suppliers or approvals from
regulatory authorities. External dependencies can introduce uncertainties and
risks into project planning and execution, as they are often beyond the direct
control of the project team.
how resource dependencies can impact
project scheduling and cost estimation?
1. Sequence of Activities: Resource dependencies influence the sequence in which project
activities must be performed. Certain tasks may depend on the completion of others
before they can start. For example, pouring concrete for a foundation is dependent on
completing excavation work. Failure to identify and manage these dependencies can lead
to delays in project execution and subsequent scheduling conflicts.
2. Resource Availability: Resource dependencies affect the availability of resources needed
to complete tasks. If multiple activities require the same resources concurrently, it can
lead to resource conflicts and shortages. For instance, if two tasks require the use of a
specialized piece of equipment simultaneously, one task may need to be delayed or
rescheduled, resulting in increased project duration and potentially higher costs.
3. Critical Path Analysis: Resource dependencies impact the critical path of the project,
which represents the sequence of tasks that determine the shortest possible duration for
completing the project. Activities with resource dependencies along the critical path have
a significant impact on project duration. Any delays or disruptions in these critical
activities can lead to delays in project completion and increased costs.
4. Resource Overallocation: Resource dependencies can result in overallocation
of resources, where multiple tasks require the same resources at the same time.
This can lead to inefficient resource utilization, increased labor costs, and
potential delays in project delivery. Project managers must carefully manage
resource allocation to avoid overloading resources and ensure optimal resource
utilization.
5. Cost Estimation: Resource dependencies influence cost estimation by
affecting the duration and effort required to complete project activities. Tasks
that are dependent on the availability of critical resources may require
additional time and effort to complete, leading to higher labor costs and
potentially increased project expenses. Failure to accurately account for
resource dependencies in cost estimation can result in budget overruns and
financial risks for the project.
Resource-Constrained Scheduling
 Resource-constrained scheduling is a project management technique used to create
project schedules while considering the availability and limitations of resources. In
resource-constrained scheduling, the project schedule is developed based on the
constraints imposed by the availability of resources such as manpower, equipment,
materials, and budgetary limitations.
 Here's an examination of the concept of resource-constrained scheduling and its
impact on project timelines and costs:
1. Optimizing Resource Utilization: Resource-constrained scheduling aims to optimize
the utilization of available resources throughout the project lifecycle. By considering
resource availability and limitations during the scheduling process, project managers
can allocate resources efficiently and avoid overallocation or underutilization of
resources.
2. Balancing Resource Demand and Supply: Resource-constrained scheduling
involves balancing the demand for resources with the available supply. Project
managers must prioritize tasks and allocate resources in a way that ensures critical
activities are adequately supported while avoiding resource shortages or conflicts.
3. Impact on Project Timelines: Resource constraints can have a significant impact on
project timelines. Limited availability of resources may extend the duration of certain
project activities, leading to delays in project completion. Resource-constrained scheduling
helps project managers identify resource bottlenecks and adjust the project schedule to
mitigate delays and ensure project deadlines are met.
4. Impact on Project Costs: Resource constraints can also impact project costs. Limited
availability of resources may necessitate additional expenses, such as overtime pay for
personnel or outsourcing certain tasks to external vendors. Conversely, efficient resource
allocation and utilization can help minimize costs by avoiding unnecessary resource
overallocation or idle time.
5. Trade-offs and Prioritization: Resource-constrained scheduling often requires trade-offs
and prioritization of project activities. Project managers may need to make decisions about
which tasks to prioritize based on resource availability and project objectives. This may
involve delaying non-critical tasks or reallocating resources from less critical activities to
critical ones.
6. Risk Management: Resource constraints introduce risks to project execution, such as
delays, cost overruns, and quality issues. Effective resource-constrained scheduling
involves proactive risk management to identify potential resource-related risks and develop
mitigation strategies to address them. This may include cross-training personnel,
implementing contingency plans, or securing additional resources as needed.
Concept of Crashing

 Crashing" is a project management technique used to shorten the

duration of a project without necessarily reducing the project scope.
 It involves allocating additional resources or intensifying the effort on
critical tasks to accelerate their completion.
 Crashing is typically employed when there is a need to meet tight
deadlines or when project delays could have significant consequences,
such as financial penalties or missed market opportunities.
 How does it impact project duration and
cost?
1. Project Duration Reduction: The primary objective of crashing is to reduce the overall
duration of the project. By allocating additional resources, such as manpower, equipment,
or funds, to critical activities, project managers aim to complete these tasks in less time
than originally planned. This can help meet project deadlines or contractual obligations
and ensure timely project delivery.
2. Impact on Project Cost: While crashing can reduce project duration, it often comes at an
additional cost. Allocating extra resources or accelerating activities may require hiring
more staff, renting additional equipment, paying overtime wages, or expediting
procurement processes. These additional expenses increase the project's overall cost.
Project managers need to weigh the cost of crashing against the potential benefits of
meeting deadlines or mitigating risks of delay-related losses.
3. Trade-offs and Risks: Crashing involves trade-offs between project duration, cost,
and other project constraints. While crashing can expedite project completion, it may
also lead to trade-offs in terms of quality, efficiency, and resource utilization. Rushing
activities or overloading resources can increase the risk of errors, rework, and
burnout among team members. Project managers need to carefully assess these trade-
offs and mitigate associated risks to ensure successful project outcomes.
4. Resource Constraints: Crashing may not always be feasible or effective, especially
in cases where resources are limited or already stretched thin. If additional resources
are unavailable or if crashing certain activities would disrupt other project
dependencies, the benefits of crashing may be outweighed by the risks and
constraints involved. Project managers need to assess resource availability and
constraints before deciding to crash the project schedule.
5. Communication and Stakeholder Management: Implementing crashing may
require clear communication and coordination with project stakeholders, including
clients, team members, suppliers, and other relevant parties. Stakeholders need to be
informed about the rationale behind crashing, its potential impacts on project
delivery, and any adjustments to project timelines or budgets. Effective stakeholder
management is essential for obtaining buy-in and support for crashing initiatives.
Concept of Fast- Tracking
 Fast tracking is a project management technique aimed at expediting project
schedules by overlapping or executing certain project activities concurrently,
which would typically be performed sequentially. This approach compresses
the project timeline by reducing the duration of individual activities without
altering their scope or sequence.
 For example, Imagine a construction project to build a new office building
with several sequential activities, such as: Site preparation, Foundation
laying, Structural framing, Exterior finishing, Interior construction,
Installation of utilities and Final inspections.
 Traditionally, these activities would be performed one after another in
sequence. However, to fast track the project and expedite completion, some
activities can be overlapped or executed concurrently:
 Instead of waiting for the entire foundation to be laid before starting
structural framing, the construction team decides to begin framing
sections of the building as soon as the foundation for those sections is
complete. This overlapping of activities allows for structural framing to
commence while foundation work is still ongoing, reducing the overall
project duration.
 Similarly, interior finishing work such as painting, flooring, and
installation of fixtures would occur after the structural framing and
exterior finishing are complete. To fast track the project, the
construction team may start interior finishing work in sections of the
building that are structurally complete, even before the entire exterior is
finished This parallel execution of activities allows for earlier
completion of interior spaces while exterior work continues, further
reducing the project timeline.
Advantages of Fast Tracking
1. Shortened Project Duration: Fast tracking can significantly reduce the overall
project duration by overlapping or executing certain activities concurrently, thereby
accelerating project completion.
2. Earlier Realization of Benefits: By expediting project schedules, fast tracking
allows organizations to realize project benefits earlier, such as increased revenue,
cost savings, or improved operational efficiency.
3. Improved Stakeholder Satisfaction: Faster project completion can enhance
stakeholder satisfaction by meeting tight deadlines, delivering products or services
earlier, and gaining a competitive edge in the market.
4. Flexibility and Adaptability: Fast tracking offers greater flexibility in responding
to changing project requirements, market conditions, or stakeholder priorities by
allowing for quicker adjustments to project schedules and timelines.
 Disadvantages of Fast Tracking
1. Increased Project Risk: Fast tracking can increase project risk due to compressed
schedules, resource constraints, and overlapping activities, which may lead to quality
compromises, errors, or rework.
2. Resource Overloading: Accelerating project schedules may require additional resources
or effort, leading to resource overloading or burnout, which can negatively impact
employee morale, productivity, and retention.
3. Cost Overruns: Fast tracking may result in higher project costs due to the need for
additional resources, overtime pay, expedited procurement, or penalties for errors or
rework caused by accelerated schedules.
4. Reduced Quality: The pressure to expedite project completion may lead to compromises
in quality assurance processes, testing, or documentation, potentially resulting in lower-
quality deliverables or increased post-project support and maintenance costs.
5. Complexity and Coordination Challenges: Fast tracking can introduce complexity and
coordination challenges, as overlapping activities may require closer collaboration among
project teams, increased communication, and stricter project controls to ensure alignment
and prevent conflicts.
 Strategies for prioritizing project
activities for fast-tracking or crashing
1. Identify Critical Path Activities: Begin by identifying the critical path, which is the
longest sequence of dependent activities that determine the shortest duration for completing
the project. Prioritize activities on the critical path for fast-tracking or crashing, as
accelerating these activities will have the most significant impact on reducing project
duration.
2. Assess Resource Constraints: Evaluate the availability and limitations of resources
required for project activities, including manpower, equipment, and materials. Prioritize
activities that are resource-constrained for fast-tracking or crashing, focusing on those that
can be accelerated without exceeding resource capacities.
3. Focus on High-Impact Activities: Identify activities that have the most significant impact
on project duration or overall project success. Prioritize high-impact activities for fast-
tracking or crashing, allocating additional resources or effort to expedite their completion
and achieve maximum schedule compression.
4. Implement Parallel Execution: Identify activities that can be executed in
parallel or overlapped without creating conflicts or dependencies. Prioritize
sequential activities that can be overlapped for fast-tracking, accelerating
project progress by executing them simultaneously or in parallel where
feasible.
5. Risk Management: Assess the potential risks associated with fast-tracking or
crashing activities, including increased project complexity, resource conflicts,
or quality compromises. Prioritize activities with manageable risks for
acceleration, while implementing risk mitigation measures to minimize
adverse impacts on project outcomes.
6. Continuous Monitoring and Adjustment: Continuously monitor project
progress, resource utilization, and critical path activities to identify changes
and opportunities for acceleration. Adjust prioritization of activities for fast-
tracking or crashing based on evolving project dynamics, ensuring alignment
with project objectives and constraints.
 Role of Project Scope Management in
reducing project duration
 Project scope management plays a pivotal role in reducing project duration by ensuring
that the project's objectives, deliverables, and boundaries are clearly defined and
effectively managed throughout the project lifecycle. Here's how project scope
management contributes to reducing project duration:
❑ Clear Definition of Project Objectives and Deliverables: Project scope management
involves clearly defining the project's objectives, including the desired outcomes and
deliverables. By establishing clear objectives and deliverables upfront, project managers
can focus efforts and resources on activities directly related to achieving those objectives,
thereby reducing unnecessary work and project duration.
❑ Scope Control to Prevent Scope Creep: Scope management includes controlling
changes to the project scope throughout the project lifecycle. Preventing scope creep,
which refers to uncontrolled expansion of project scope, helps maintain project focus and
prevents unnecessary delays caused by adding new requirements or deliverables mid-
project.
❑ Prioritization of Deliverables and Requirements: Project scope management involves
prioritizing project deliverables and requirements based on their importance and impact on
project objectives. By prioritizing critical deliverables and requirements, project managers
can focus resources on activities that directly contribute to achieving project goals, thereby
reducing project duration.
❑ Resource Allocation and Optimization: Project scope management helps in identifying
resource requirements for project activities based on the defined scope. By accurately
estimating resource requirements and aligning them with project scope, project managers
can optimize resource allocation to critical activities, thereby reducing project duration.
❑ Risk Management: Project scope management includes identifying and managing risks
associated with project scope. By proactively addressing risks related to project scope,
such as incomplete requirements or unclear objectives, project managers can mitigate
potential delays and ensure smoother project execution, thereby reducing project duration.
❑ Continuous Monitoring and Control: Effective project scope management involves
continuous monitoring and control of project scope throughout the project lifecycle. By
monitoring scope changes and addressing them promptly, project managers can prevent
scope-related delays and ensure that the project stays on track to meet its objectives within
the desired timeframe.