Schedule Management Plan

Schedule Management Plan
Purpose
The purpose of this document is to outline the reasoning and management plan for the schedule of
the Emerging and Disruptive Technology Assessment Symposium (EDTAS) on Space.
Scope
The content of this plan outlines the intent of the project schedule management system for the
EDTAS on space. It lays out roles and responsibilities, the process used to develop the schedule and
control and management measures.
Roles
Role Name Responsibilities

Project Sponsor Chief Defence Assign project end date
Scientist Review and approve baseline schedule
Review and approve schedule change requests
where a request would delay the final sign-off of
the project
Review project schedule reports from the project
manager
Project Manager Paul Ashton Create work breakdown structure and project
network
Maintain project schedule documentation
Monitor and evaluate risks affecting the project
schedule
Monitor schedule progress
Periodically perform audits to ensure compliance
with the schedule management plan
Produce project schedule reports and present the
reports to the project sponsor
Review and approve schedule change request
where the requests would not delay the final
sign-off of the project schedule
Take corrective action where there are
unfavourable variances compared to the baseline
project schedule
Use and maintain data in the Microsoft Project
schedule development tool
Solution Notify the project manager when issues may
Development team affect the project schedule
Provide accurate time estimates for the
completion of activities from the work
breakdown structure
Report issues potentially affecting the schedule
to the project manager
Report the completion of activities from the
work breakdown structure to the project manager
Schedule Development.
The timings for the WBS have been developed with extensive engagement with stakeholders and a
combination of:
Expert judgment.
Initial estimations will be completed at the higher level by SMEs from within both Noetic and DST
Group. This will allow a strong initial basis to be refined in step two.
Bottom up estimating
Having received the initial estimates from the SME group the Solution Development team will refine
the schedule estimation based on their knowledge of the planned work, internal staffing and
engagement with the SDT servant leader.
WBS with responsible parties and durations

Responsible
WBS Task Mode Task Name Duration Start Finish
Party
Auto 200.03 Mon Mon Project
1 EDTAS - Space
Scheduled days? 2/07/18 8/04/19 Sponsor
Auto Mon Wed Project
1.1 Initiation 8 days
Scheduled 2/07/18 11/07/18 Manager
Auto Mon Mon Project
1.1.1 Project Start Up meeting 0.5 days
Auto Mon Wed Project
1.1.2 Business Case 3 days
Auto Tue Project
1.1.3 Project Charter 4 days Thu 5/07/18
Scheduled 10/07/18 Manager
Auto Stakeholder Wed Wed Project
1.1.4 1 day
Scheduled Management Strategy 11/07/18 11/07/18 Manager
Auto Thu Wed Project
1.2 Planning 10 days
Auto Thu Mon Project
1.2.1 WBS 3 days
Auto Project Management Tue Wed Project
1.2.2 7 days
Scheduled Plan 17/07/18 25/07/18 Manager
Auto Risk Management Tue Tue Project
1.2.2.1 1 day
Scheduled Strategy 17/07/18 17/07/18 Manager
Auto Tue Tue Project
1.2.2.1.1 Risk Register 1 day
Auto Wed Wed Project
1.2.2.2 Quality Management Plan 1 day
Auto Thu Project
1.2.2.3 Resourcing Plan 2 days Fri 20/07/18
Auto Thu Project
1.2.2.3.1 Resourcing Plan 2 days Fri 20/07/18
Auto Mon Mon Change
1.2.2.4 Change Management Plan 1 day
Auto Tue Tue Change
1.2.2.5 Comms Plan 1 day
Auto Wed Wed Solution
1.2.2.6 Scoping Workshop 1 day
Scheduled 25/07/18 25/07/18 Dev Team
Auto Wed Wed Project
1.2.2.6.1 Scope Management Plan 1 day
Auto 200.03 Mon Mon Project
1.3 Monitoring
Scheduled days 2/07/18 8/04/19 Manager
Auto Mon Mon Solution
1.4 Delivery 56 days?
Auto Thu Wed Solution
1.4.1 Insights Paper 30 days
1.4.1.1 SME Interviews 5 days
1.4.1.1.1 SME Interview Summaries 5 days
Auto Wed Solution
1.4.1.2 Drafting Paper 25 days Thu 2/08/18
Scheduled 5/09/18 Dev Team
Auto Mon Solution
1.4.2 Event Management 48.5 days Thu 6/09/18
Auto Mon Wed Solution
1.4.2.1 Academic Partner selection 8 days
Auto Thu Mon Solution
1.4.2.2 Venue recce 3 days
Auto Tue Tue Solution
1.4.2.3 Venue selection 1 day
Auto Wed Thu Solution
1.4.2.4 flight bookings 2 days
Auto Mon Solution
1.4.2.5 accommodation bookings 2 days Fri 20/07/18
Auto Tue Thu Solution
1.4.2.6 AV hire 3 days
Auto Mon Solution
1.4.2.7 MC hire 2 days Fri 27/07/18
Auto Tue Solution
1.4.2.8 Setup Eventbrite site 3 days Thu 2/08/18
Auto Tue Solution
1.4.2.9 invite delegates 8 days Fri 3/08/18
Auto Tue Solution
1.4.2.10 invite speakers 8 days Fri 3/08/18
Auto invite international Thu Solution
1.4.2.11 15 days Fri 3/08/18
Scheduled keynotes 23/08/18 Dev Team
Auto Solution
1.4.2.12 send out pre-reading 0.5 days Thu 6/09/18 Thu 6/09/18
Scheduled Dev Team
Manually Mon Solution
1.4.3 Run Symposium 2 days Sat 15/09/18
Auto Draft Post Symposium Tue Solution
1.5 29 days Fri 26/10/18
Scheduled Report 18/09/18 Dev Team
Auto Tue Solution
1.5.1 collate workshop evidence 4 days Fri 21/09/18
Auto Tue Wed Solution
1.5.2 assign research sections 2 days
Auto Mon Solution
1.5.3 draft sections 15 days Fri 12/10/18
Auto Mon Solution
1.5.4 collate sections 5 days Fri 19/10/18
Auto Mon Thu Solution
1.5.5 edit draft 4 days
Auto Solution
1.5.6 publish paper 1 day Fri 26/10/18 Fri 26/10/18
Scheduled Dev Team
Auto Mon Mon Project
1.6 Project complete 1 day
Scheduled 29/10/18 29/10/18 Sponsor
Developing the baseline.
Having received the completed estimates from the SDT and SME groups, and developed the WBS the
Project Manager will circulate the draft for comment and to build consensus. Having incorporated
any feedback received the final draft will form the baseline schedule. This baseline will be submitted
to the Chief Defence Scientist for Approval.
Schedule Maintenance.
The following measures will be used control the Schedule (PMBOK 6th Edition 2018)
Performance reviews
The project schedule contains the plan start and finish dates for each task, and these are
compared to the actual start and finish dates to determine what the variance is (if any). Often, earned
value information is presented at such reviews as evidence of how the project is progressing against
the schedule.
Schedule compression
Schedule compression means shorten the project schedule without modifying the project
scope. There are two other techniques that can be used for compressing the project schedule. They
are:
Crashing the schedule
In crashing the schedule technique cost and schedule trade offs are analysed to decrease the
project duration with minimal additional cost. Many alternatives are analysed, including the
assignment of additional resources. Approving overtime pay for project resources is another example
of crashing.
Fast tracking
Fast tracking is used to decrease the project duration by performing project phases or some
schedule activities within a phase in parallel that would normally be performed in sequence. For
example, testing of a product can start when some of its components are finished, rather than waiting
for the whole product to be completed.
Project management software
Applications such as Microsoft project can assist in storing and structuring information and will
allow swift calculations of alternatives or schedule possibilities.
Schedule Baseline
This contains the latest approved version of the project schedule and is used to compare your
planned progress with your actual progress.
Applying leads and lags
Leads and lags can be applied during the development of project schedule. If you applied some
leads and lags during the activity sequencing process, it is time to consider whether you need to
adjust those. This adjustment might be necessary to create a realistic schedule.
Resource optimization Techniques
These are used to adjust schedule due to demand and supply of resources. These include
resource levelling and resource smoothing.
Resource levelling
Resource levelling is not an independent schedule network analysis method. Resource leveling
is based on critical path method and critical chain method. The resource leveling technique is applied
to address the resource needs of activities that must be performed to meet specific delivery dates.
Resource leveling involves taking a part of the resources from one activity and assigning it to another.
This will change the activity durations and can also result in a change of critical paths.
Modelling Techniques
Modeling techniques are used to review various scenarios used in risk monitoring to bring
schedule model in alignment with project management plan and schedule baseline. What if scenario
analysis uses a technique called Monte Carlo analysis and is performed by computer using huge
numbers of simulated scheduling possibilities based on probable scenarios. The purpose of what-if
scenario analysis is to calculate the effects of a specific scenario on the schedule.

Schedule Management Plan

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Schedule Management Plan

Role Name Responsibilities

WBS with responsible parties and durations

Developing the baseline.

Crashing the schedule

Project management software

Applying leads and lags

Resource optimization Techniques

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