NAME: SIBUSISO

SURNAME: KOYANA

STUDENT NUMBER: 64213994

MODULE: APPROACHES TO PROGRAMME MANAGEMENT III

DATE: 20 APRIL 2023

Title page

Steps involved in programme time management in the public sector.

Table of contents

1. Introduction
2. Planning schedule management
3. Defining programme activities
4. Sequence programme activities
5. Estimate programme activities resources.
6. Estimate Duration
7. Develop Schedule
8. Control Schedule

Conclusion
Sources

1.Introduction

Time management is another key aspect of managing a programme. As such, it is a

core knowledge area, and is closely knit to scope and cost areas. The main purpose
of this knowledge area is to build processes and outputs into the programme that
assist the manager and team to complete the programme in a timely manner. During
the planning process, outputs are created to illustrate how programme tasks will be
sequenced and allocated. The controlling and monitoring process is concerned with
tracking and reporting on the progress of work, as well as adjusting time outputs to
address shifts and changes in the programme plan. The closing process includes an
audit of time targets. Programme managers reflection what contributed to time
estimates being accurate, too liberal, or conservative. This reflective process helps
them to build better time plans for future programme. (Jolley:2007) the following are
the Steps involved in programme time management in the public sector.

2.Planning schedule management

Plan Schedule Management is the process of establishing the policies, procedures,

and documentation for planning, developing, managing, executing, and controlling
the project schedule. In other words, plan schedule management process aims to
ensure the timely completion of a project.

Plan Schedule Management process provides guidance and direction on how the
project schedule will be managed throughout the project. Based on the information in
the beginning of the project, in Plan Schedule Management Process, the activities
are determined, resources that will be performing these activities are planned and
durations of activities are estimated. Then, the overall project schedule is
constituted. But, regardless of your project planning accuracy, project actual values
will differ from the planned ones. And once there is a deviation in the project
schedule, necessary corrective and preventive actions must be taken to get back on
track. Plan Schedule Management process provides this guidance when necessary.

Process Definition

As part of the programme management plan, the schedule management plan is

unique, based on the programme’s requirements. It could be formal or informal,
broadly defined or very detailed. However, it needs to contain at least a start and
possible end date and an indication of how much flexibility there is to adjust the
schedule.

Process Assessment

Without a planned schedule, monitoring, and control measures, and

establish targeted end-dates, the programme can run wildly out of control!
and over budget. It is worth noting that this process is iterative because
things happen and schedule can change. For the most part, the schedule should
be set by the client as the components of the programme charter are evaluated
and defined. Among the matters that may impact the schedule are:
• funding
• culture
• calendar
• procurement

Inputs, tools and techniques, and output for defining programme activities.

The Programme Charter is the foundation for many of the planning processes.
and it provides many of the constraints to the milestones to be completed. One
of the analytical tools used to evaluate project schedules is the compression
technique. The output of the plan schedule management process is the schedule
management plan. Often, the components of this process are included in part
of the programme, the project scope, or the scope management plan

3. Defining programme activities

project activities are the individual actions you must complete to achieve project
success. Each activity will count as a project stage consisting of tasks and subtasks
that all contribute to the activity’s completion.
Project activities range from something as small and seemingly inconsequential as
sending an email to much larger tasks, like building a prototype or conducting user
testing. But no matter how big or small they may be, these activities need to have the
same level of care and attention.

This step requires you to define the tasks, milestones, and other activities needed to
complete the project. Start with a basic definition of each task and fill in the details as
the project gets fleshed out. A Gantt chart is a simple and quick way to outline the
entire project. Use the Gantt chart to add tasks and their estimated timeframes. Don't
worry about dates at this point, but rather focus on the time it will take to complete
each individual task.

Process Definition

An activity is typically one stage of a project management plan. Each activity

consists of one or more actions that, upon completion, will lead to the next project
stage. Taken together as a series, the activities will result in the final deliverable.
Each activity has a defined start and end, as well as a deadline or time period within
which it must be completed.

When you are planning a project, one of the key steps is to define the activities
required to bring that project to fruition. This generally involves creating an activity
list, which is exactly what it sounds like a list of all the actions required for the
project. For example, let’s say you are planning a large event. Some activities that
might be involved include:

• Mailing invitations

• Booking the venue

• Hiring a caterer

Process Assessment

It is important to lay out a precise list of activities that must be accomplished when
scheduling work packages or deliverables. When things are left out of the define
activities process, unscheduled delays and cost overruns may occur. The activities
can be assigned value based on time as well as on the teams, tools and facilities
required to complete them. Ultimately, these will also provide input into the budgeting
process.
Inputs, tools and techniques, and output for defining programme activities

A work breakdown structure (WBS) can be used to decompress deliverables and

decompression takes place in many stages for this initial phase as deliverables are
broken into work packages. One of the outputs for the Define Activity process is to
identify the milestones in the programme. Milestones are key achievement points
that can be used to gauge progression of the programme and make critical decisions
on programme continuation, schedules, or cost.

4. Sequence programme activities

In Time Management, after define activities process, activities that need to be

performed to complete the project scope are determined. But these activities must
be performed in a sequence. What’s the reason for conducting this sequence
activities process? Because some activities will depend on another, therefore they
need to wait before the dependent activity finishes, some activities will start together,
and some activities will finish together. Therefore, the sequence of the project
activities must be formed. This is mainly done with the help of Sequence Activities
process.

Process Definition

Sequence activities is the process of identifying and documenting relationships

among the project activities. In the project management, the key benefit of this type
of process is that it defines the logical sequence of work to obtain the greatest
efficiency given all project constraints.

In the project management process groups and knowledge area mapping the
sequence activities fall under the planning process group and project time
management knowledge areas. The project schedule development uses the outputs
from the processes to define activities, sequence activities, estimate activity
resources, and estimate activity durations in combination with the scheduling tool to
produce the schedule model.

In the sequence activities data flow diagram, every activity and milestone except the
first and last should be connected to at least one predecessor with a finish-to-start
logical relationship and at least one successor with the finish-to-start or finish-to-
finish logical relationship. Sequencing can be performed by using project
management software or by using manual or automated techniques.

Moreover, the schedule management plan identifies the scheduling method and tool
to be used for the project, which will guide how the activities may be sequenced.

Process Assessment

The sequence activities process organises the programme. Having the process
documented in computer software or using diagrams helps in visualising the
programme. It may also illuminate the potential for reducing the overall programme
duration or aid in finding ways make up for lost time somewhere else in the
programme.

Inputs, tools and techniques, and output for sequencing programme activities

In the process of sequencing activities in project management, the project manager

identifies and records relationships among the various project activities so that he
can define the best logical sequence that can produce the greatest efficiency. In the
end, he can develop a project management sequence process.

All the activities and milestones have a connection before (predecessor) it and with
something after (successor) it. Simultaneously, an activity may finish while another
one starts; the start of an activity causes another one to start; the start of one activity
causes another activity to finish; or an activity that ends may cause another activity
to end as well.

Inputs

The following are prepared for the sequence activities: Schedule Management Plan,
Activity attributes, Activity list, Milestone list, Project scope statement, Enterprise
environmental factors, and the Organizational Process assets.

Tools and Techniques

Three tools are important: Precedence diagramming method (PDM), the

Dependency determination, and lastly, the Leads and lags. These are discussed
further in the next paragraph.

Outputs

Two outputs are expected in process sequence: Project schedule network

diagrams and Project documents update.

5. Estimate programme activities resources.

Estimating activity resource is a process that helps the project team in assessing the
nature and number of materials, HR, tools, or supplies that is required for the project.
One of the advantages of this process is that it identifies the sort, quality, and
attributes of the resources that are expected to finish a particular activity. Also, this
will likewise allow the cost and duration estimation in a precise manner. This process
is performed periodically throughout the project lifecycle as and when needed.

Process Definition

Once the activities have been identified and sequenced, they must be resourced
adequately. This process assigns the number of resources, how long it takes
to procure them and the characteristics required to consider the activity complete.
It will also spell out numbers of workers and the appropriate expertise needed for
the activity. It may also be necessary to consider the use of special facilities.

Process Assessment

The resourcing process helps further define the costs for the activity. An activity
may require two assemblers and one engineer at different hourly costs, as well
as a special high-priced device to meet the project scope. This process identifies
each component, itemises the cost per work period, and establishes an activity
resource requirements list. Once complete, the budgetary process needs to deal
only with the duration of each activity to establish a baseline.

Inputs, tools and techniques, and output for estimating programme activity resources

Estimating the Activity Resources assists the project management team to

categorize the type, quantity, and characteristics of resources that are required to
complete the activity which allows for more accurate cost and duration estimates.

For project managers to decide on the estimated activity resources, it is imperative to

scrutinize the activity list such as schedule management list, resource calendars,
hierarchical process resources, and endeavours ecological elements to name a few
examples. Viable estimation of activity resources can prompt the identification of the
activity resource prerequisites and resource breakdown structure. It can likewise
create updates on the project documents. The practical usage of activity resource
estimates will help guarantee that enough resources are procured without
squandering and excessive expenditure

6. Estimate Duration

Estimate activity duration is the technique for evaluating the number of work periods
required to finish individual activities with estimated resources. The key advantage of
this procedure is that it projects the amount of time that every task will take to
complete, which is a significant input to the development schedule process.
Subsequently, as activity resources are determined, the resources estimate the
activity durations for project completion timelines.

Estimating activity durations is a lengthy process, project managers should involve

the entire project team in estimating the duration of the project. Estimate activity
durations help to achieve the project objectives on the set dates and delivery
schedules as decided by the Project Management team and key stakeholders.
Depending on this duration, you can develop a plan to set milestones for your project

Process Definition

For many Project Management teams, it is a complex task to analyze or predict how
long it takes to complete a project. Missing deadlines and breaking budgets lead to
faulty estimates in large and complex projects. Upon the point of delivery, project
teams utilize a refined estimation to predict the future. It’s not a simple task to
estimate the project duration. Hence, Project Managers should consider knowing
some theories along with the application of some approved procedures and
strategies. For project managers understanding the essential aspect of Project
Management is to study how various tasks can be performed at the beginning of a
project and estimating activity duration is one of them.

Process Assessment

During this process, estimates for the human resource work period that will be used
for an activity can be obtained by multiplying the duration of the activity by the
number of resources used for the activity. It is also possible to show the time it takes
to procure items for use, or the amount of time a specific facility will be used.

7. Develop Schedule

The Develop Schedule process could be viewed as the Estimate Project Duration
exercise. The process of developing a schedule is one of the most important parts of
the project simply because it will be used by virtually everyone involved with the
project. It is a highly visible time management document that intends to keep the
project on track concerning attaining start and finish times and achieving project
completion intermediate milestones.

8. Control Schedule

is the plan that outlines how and when the project will be monitored and controlled.
The process of control schedule is this work being carried out. While the schedule
management plan dictates the tools and methods used and who will be responsible
for each task, they don’t really come to life until the plan is executed. According to
PMI, Control Schedule is “the process of monitoring the status of the project to
update the project schedule and manage changes to the schedule baseline. “During
the project’s execution phase, project managers must regularly review and update
the project schedule to ensure the project is on track and running smoothly. Project
managers must track the status of all the tasks associated with the project, update
project progress reports, and manage any changes to the schedule to achieve the
plan. Organizations of all sizes use the control schedule process, which includes
project managers and certified professionals such as Project Management
Professionals.

conclusion

The success of a project is more than often associated with the duration of the
project. The time taken and the resources utilised for its various phases is one
parameter to estimate if the project was successful or not. By estimating the activity
duration of a project, the initial step for accuracy enhances the odds of building a
reliable project schedule.

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(no date) Master of Project Academy. Available at: https://masterofproject.com/
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Leading Project Management Training Provider - PMP, CAPM, Agile, Microsoft, and more.
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The editorial team, author at Nutcache (2022) Nutcache. Available at:

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