Trainer's Notes for the UNHCR Emergency Management Training

 

   SESSION 10.6.

Project Management & PERT

Session at a glance

Content	Approx. Time	Instructional Activity
Introduction	10 minutes	Presentation to plenary
Quick Exercise:  Task Dependency	20 minutes	Quick individual exercise, results shared in plenary
Finding the Critical Path and Minimising Time Constraints	20 minutes	Presentation in Plenary
Critical Path Exercise	30 minutes	Individual exercise, results shared in plenary
Wrap-Up	10 minutes	Presentation in plenary
Total Time	90 minutes

 

Main objectives

After this session, participants will be able to:

• Use the PERT/CPM method to evaluate the core tasks within complicated operations that must be prioritized, and those that may be set as lower priority when time is of the essence.

Supplies

Flip chart and markers

Overhead or data projector

Session 10.6. Overheads

Pre-printed exercise sheets (copied from those annexed to this note)

General guidance

This session is designed to familiarize participants with the new project management/organizing tool known as “PERT/CPM” (or “Program Evaluation & Review Technique/Critical Path Method”).

 

If you need background on the CPM before starting the session, read Analysis Bar Charting by Joh Mulvaney, or brief yourself using internet sources such as:

 

http://www.mindtools.com/critpath.html

Or

http://www.csd.uwo.ca/courses/CS179/lect4/sld043.htm

or review the UNHCR distance education training module "EP - 02 Planning and Emnergency Response"

 

It is important that you complete the training process as presented in the overheads as participants will have the opportunity to use the tool in the exercises that follow. If you plan to conduct a longer synthesis of field planning exercise later, this tool can also be applied as a presentation method for communicating the overall operation.

Key Points

The main points in this session include:

• Good management tools can be of much use to emergency managers trying to take control of the multiplicity of tasks imposed by the displacement emergency. 
  

• · PERT/CPM is a useful tool for planning, organizing and scheduling complex jobs which can be completed (i.e. have clear starting and ending points and are not repetitious service or support activities.) 
  

• The PERT/CPM tool provides a means for communicating complex relationships of large operations for better coordination of the required component activities. 
  

Session Activities

Introduction

10 minutes 

Using the beginning overheads, introduce the topic reminding participants of the various management tools that were mentioned in the Operations Planning  session such as:  Gantt charts, organigrammes, precedence diagrams, gap identification charts, etc.

 

Note that in an emergency there are many tasks to be completed under often chaotic conditions. These tools can help managers to take control of their situations; first, however, they must understand the various pros and cons of each particular tool.

 

Note, for example, that the Gantt Chart, while extremely useful in presenting responsibilities, required tasks, and starting and ending dates, does not provide the user with information about task dependencies (the relationships between tasks, e.g. “Task A must be completed before Tasks B & C and be started”.) The real strength of “precedence diagrams” like the PERT/CPM tool (call it “CPM” for the purpose of the workshop) is that they require the user to map out these dependencies as part of the project design.

Quick Exercise: Task Dependency

20 minutes

Using the prepared overheads, work through the presentation with the participants, taking questions and comments as you go. Carefully build the diagram from its components, using care to name all of the parts and their meanings. 

 

Distribute PERT/CPM Problem #1.  Tell the participants “the race is on.”  The first one to finish takes the prize (a round of applause at the end of this activity.)

 

Tell them to follow the instructions on the sheet exactly and the result will provide a clear message to them.  (The letters spell out “UGH EMTP IS WORK”)

 

After most have finished – or given up – go over the answer found on the appropriate overhead and take a moment to point out some of the various task dependencies spelled out in the instructions.

 

Now, have everyone give the participant who finished first (with the correct answer) a round of applause!

Finding the Critical Path  & Minimizing Time Constraints

20 minutes

Now, using overheadvs.#20-24, present the concepts of task duration (earliest start and finish and latest start and finish dates.)

Critical Path Exercise

30 minutes

Distribute the PERT/CPM Problem #2 (overhead. #25) and have the participants add the start/end dates and idenitfy the critical path. (Answers on overheads.#26-27.

 

Once again tell them the first to finish will receive a wonderful prize (another round of applause with cheering, whistling, etc.)

 

Once all have finished or given up, show the answers and “cheer the winner.”

 

Wrap-up

10 minutes

 

Using the final overhead, go over the conclusions and urge participants to consider precedence diagrams like the CPM in trying to organize emergency operation tasks.  Remind them that the tool is appropriately use for projects/tasks that have clear start and end points.

 

Ask if there are any last minute questions on the technique or other tools that have been presented.  Answer the questions or refer the participants to the Operations Planning or PERT/CPM papers in the notebook for further clarification.

 

 

PERT Exercise #1

 

start

finish

 
 
 
 
 
 
 
 
 

Draw a logic diagram similar to the one shown above by placing the letters listed below in boxes and then connecting them with lines representing their relationship to each other based on the provided information:

 

1. "G" follows "U" and must be completed before "H" can start.

 

2. "E" is the first activity of the problem

 

3. "U" can only start after "E" is completed.

 

4.  "I" follows "E"

 

5. "K" can only be started if both "P" and "R" are complete.

 

6.  "M" follows "E" and must be finished before "T" can start.

 

7.  "O" must precede "R".

 

8. "P" cannot start unless both "H" and "T" are done.

 

9.  "R" follows "O".

 

10. "S" must follow "I" and must be completed before "T" begins.

 

11. "T" must be done before "P".

 

12. "W" follows "I" and precedes "O".

 

13. "H" must be done before"P". 

 

start

end

A

B

C

D

E

F

H

J

K

L

M

3

0

2

10

5

7

12

6

5

11

5

2

7

G

0

PERT Exercise #2