solution. We can use a variety of techniques-the Gantt and deployment charts and strategies for budgeting both personnel and money-to arrive at an efficient and effective allocation. For individuals, proper time allocation and scheduling are important for success. High-functioning executives and students alike use detailed planners and calendars to keep track of important appointments and commitments.
Gantt Charts
One of the most popular ways to allocate specific blocks of time to the various tasks in a project is a Gantt chart. A Gantt chart is a bar graph that indicates when a specific task is to begin and how long it will take to complete that task.
As an example, suppose we have a time constraint of one year to solve the problem and we need to allocate time to each of the five building blocks of the problem-solving process. January, February, and March will be spent working on problem definition; April and May will be devoted to generating solutions. We suggest that time be allocated to evaluate our progress at four points along the way to check that all criteria have been fulfilled: (1) after completion of the definition of the problem, (2) after deciding the course of action, (3) during the implementation, and (4) at the end of the project.
A Gantt Chart
Inthe Gantt chart, note that at least 25%of the time has been devoted to the problem definition process, which includes the four steps of gathering information discussed in Chapter 4. Many-if not most--of the unfortunate consequences of the incorrectly defined problems discussed in Chapters 1 and 5 would not have occurred if more time had been spent on defining the problem rather than hurrying to implement a solution. Most experts agree that the project is halfway complete once the real problem is defined, written down, and communicated.
Below is an example of the use of a Gantt chart for the development of a Web site for a small business.
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238
Evaluate early.
CHAPTER 9 IMPLEMENTING THE SOLUTION
Developing a Web Site
Jason and Melinda have a partnership to develop Web sites for small compa-nies. A local martial arts school has asked them to develop a Web site totryto increase the school's business. Jason and Melinda meet with the owner to discuss the proposed Web site. During this meeting, they outline the follow-ing tasks, which will form the basis for the project:
• Determine the site requirements and needs of the school • Select the name for the Web site and register the Web address • Develop a tentative layout
• Develop content and obtain suitable graphics
• Contract with an Internet service provider to host the Web site on its servers
• Revise and fine-tune the Web site • Ensure tbat the site goes live
• Follow up and arrange for periodic updates
• Review the plans with the customer during the development
After the meeting, Melinda develops the following Gantt chart for the martial arts Web-site project:
WEB-SITE DEVELOPMENT GANTT CHART
The Gantt chart graphically shows the progression of work required to complete the project.
Critical Path Management •
Critical path management allows us to identify the critical points in the process. These critical points are readily identified by determining which tasks will cause substantial delays in the implementation of the solution if the schedule is not met. Suppose Jason and Melinda decide to use critical path management for the development of the Web site described in the preceding example. In the next figure, the bold lines and boxes indicate the critical path. Itidentifies items that require a fair amount of time to complete. If the schedule "slips," the Web site's "go live" date will be delayed. Inthis case, the development of the content and graphics with the customer takes the longest time and the site cannot be finalized until this task is completed; thus it is critical that this task be completed on schedule or the Web-site commissioning will be delayed. Noncritical path items, such as contracting with an Internet service provider (ISP), can be done as time permits after the critical items are completed.
Determine Needs Develop Layout Develop Content Site Goes Live
I
Register Name ~n1
/.L- -' I I I I I I I I Contract ISPr/
Critical Path Management of a Web-Site Development Project
A word of caution is in order here: If noncritical path items are completed too slowly, they can become critical path items. Thus using a critical path diagram is a dynamic process. The diagram should be continually updated as tasks are completed, so that you can view the overall progress of the project as a whole.
Coordination and Deployment
In most circumstances, groups of individuals will work together as a team to solve a problem. Under these conditions, coordination among various team members is imperative if the team is to achieve an efficient solution in the time allotted. The use of a deployment chart can help guide the team through the solution by assigning different team members either major or minor responsibilities related to each of the tasks. A deployment chart for the Web-site development project is shown here.
240 CHAPTER9 IMPLEMENTING THE SOLUTION
Deployment Chart for the Web-Site Development Project
Proposed First-Year Budget for Web-Site Project
HourslRate Cost
Personnel
Melinda, Project Director 40 hours @ $50/hour $2000 Jason, Creative Designer 60 hours @ $50/hour $3000
Web Progranuner 60 hours @ $30/hour $1800
Subtotal-Salaries $6800
Monthly MaintenancelUpdates
Annual Fee $loo/month $1200
Web-Site Name Registration
Annual Fee $25 $25
Internet Service Provider Web-Site Hosting
Annual Fee $25/month $300
Supplies
CDs for File Backup $100 $100
TOTAL BUDGET $8425
Team Member
I
Task
Melinda John Web Programmer
Determine needs -'"
Register site name Develop initial layout
Review with customer 1
Develop content and graphics Contract with ISP
Revise and fine tune Site goes live
Follow up and update
Evaluate
I
Blanchard, Kenneth, and Robert Lorber. Putting the One Minute Manager to Work: How to Turn
the Three Secrets into Skills. Berkeley Books, Berkeley, CA, 1984. Increase your productivity
using three easy-to-follow techniques.
9.5. Prepare a Gantt chart, a deployment chart, a critical path-planning chart, and a budget for a different activity of your choice.
9.6. Prepare a write-up (or presentation) to management for the following proposals: A. You want to attend a professional meeting or take a short course in Europe. B. You want your company to market anewwidget.
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You are going to prepare a three-course dinner for your gourmet dinner group for a party of eight.Course Item Preparation Time Eating Time
Appetizer Bacon-wrapped Cook inoven 10 minutes 10 minutes water chestnuts
Soup Onion soup Cook 30 minutes on stove 15 minutes Bread sticks Warm 10 minutes in oven
Entree French pot roast Cook 2 hours in oven 40 minutes Mashed potatoes Cook ready mix
10 minutes Fresh mixed Boil 20 minutes vegetables
Gravy Cook juice from roast 10 minutes on stove
Dessert Apple pie Cook 35 minutes in oven 15 minutes Ice cream Let stand 5 minutes before
scooping
Prepare a Gantt chart, critical path flow chart and a stove deployment chart (i.e., oven top) for your dinner party.
9.8. You just won the State Lottery for $5.3 M. Decide what to do, and prepare an.imple-mentation plan.