The integration of the company is a necessity and a current challenge to guarantee its competitiveness. Logistics is one of the key processes that requires its incorporation into the Integrated Strategic Project Management with the aim of achieving the availability of the supply of the necessary resources in accordance with the execution schedule foreseen in the company's shared resources fund.
As science and technology develops and influences the advancement of cutting-edge technologies, with highly qualified personnel, with high-tech equipment, with the development of computer science and communications, it is necessary to apply novel techniques to guarantee the logistics of the project in accordance with the current development of the environment, creating the conditions to achieve quality projects, within the established deadlines and within the framework of the budget, achieving a harmonious development between technologies, human resources and management methods, with the objective of obtaining competitive projects within the framework of business improvement.
The project execution schedule, using Project 2 002 and the Office complements, the distribution curve of the key resources consolidated in the shared resources fund, the accumulated supply curve, the purchasing efforts to guarantee the supply of The resources from the financing provided by the economy, the management with the suppliers, the management of the quality of the supplies and the control by accounting from the cost center per project, guarantee the integration of the company based on the success of the improvement. business.
The Integrated Project Management team systematically controls compliance with the programming and the indicators included in the measurement criteria reflected in the command board in which the supply of resources is collected.
The Integrated Project Management (DIP) known internationally as Project Management constitutes one of the main methods of organization and management used by companies that maintain their business excellence.
One of the most important problems that arise during the execution of projects is the guarantee of the supply of resources according to the project schedule. To study this problem, it is necessary to start from a systemic approach to the project, to have a network of tasks with the bar chart and the resource distribution curve to subsequently carry out the logistical study.
The balanced resource distribution curve, representative of the company's Shared Resources Fund (FRC), is the basis for starting the purchasing process from the financing foreseen in economics and controlled in accounting through the cost center per project. These relationships between the key processes, with the publication of the resources in the warehouse and the evaluation of the suppliers, in accordance with the planning developed by the project, guarantee the integration of the company and its better performance in business improvement.
Resource distribution curve.
The curve expresses the variation in the level of resources as a function of time, starting from the sequence of tasks defined in the graph and later in the bar chart.
The relationship of variation of resources as a function of time, has an objective nature and therefore it will manifest itself in the execution of the project, so yes, prior to the execution stage, applying a given calculation process, it is possible to know Its distribution, detecting its maximum and minimum values and evaluating its regularities, will have the necessary elements to face the main problems that will arise in good time and study the logistics solutions beforehand. On the other hand, if in addition to knowing the laws of variation, it is possible to transform the distribution through balance, adapting it to the conditions of the project, in order to guarantee the continuity of work with a better organization and facilitate its management,you will be in a position to obtain a higher quality project.
The resource distribution curve is represented by a system of coordinate axes where the ordinate expresses the resources R = f (t). The resource on a given day t will be equal to the sum of the resources of the tasks that meet the condition of belonging to the interval of the execution time of the PT-PC tasks and contain the time t from task i = 1 to total number of tasks N.
Where: t = Time. 0 £ t £ L
R (t) = Resources at time t.
PT (J) -PC (I) = D (I, J) = Duration interval for each task.
PC (I) = First start. PT (J) = First termination.
R (I, J) = Task resources whose duration interval contains time t. N = No. of tasks whose interval contains t..
The resources are characterized by having restrictions, with an important requirement regarding their optimization.
When the maximum values of the curve exceed these restrictions, it is necessary to make decisions that solve the problem before it appears in the execution process, with a view to guaranteeing a good organization of the project. On the other hand, the minimum values also advise a redistribution in search of an optimal use of resources.
The graph of the resource distribution curve shows the variation of R (t) for S4 £ t £ S6 that results in R (t) = 70 representing the interval of maximum resources..
As a check you should
be fulfilled that:
If: t = 0 R (0) = 0 R (t) = 0 t = LR (t) = 0.
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At discontinuity points it is necessary to calculate the resource with a left approximation R (t) Þ and with a right approximation R (t) Ü taking at this point two values that express the characteristic jump of the distribution..
In this case, at the end of week 7, with an approach from the left and the right, we have:
The restrictions in the case of human resources in general are associated with shelter capacities, supply of materials, storage and transportation capacities, among others, in which many of them guarantee attention to men. The restrictions in the case of material resources are associated with storage capacities, frequency of supplies, and transportation capacities, among other factors.
Resource distribution curves allow evaluating prioritized resource supplies and is the basis for project logistics development.
The law of variation of resources reflected in the following maximum capacity graph, which shows the resource value R (t) = 70 for S4£ t <S6, further highlights the fact that in this interval men's accommodation capacity is above the maximum value as shown by the restriction that is 50, so in this interval there is an excess of 20 and it is necessary to foresee the solution to the problem before it occurs or to make a balance of resources in order to reduce the maximum. The maximum capacity in 50 can be a solution, in 70 it would give a high% of the underutilized time and in 30 big problems to solve. It is possible to play with the variation of the capacity and look for the best solution or propose a function that satisfies the requirement. This analysis appropriate to the type of resource such as fuel, concrete, reagents, financing or any other is valid with the characteristics of the evaluated resource..
With a single project it is not possible to achieve an adequate balance of the use of the labor force and to maintain a continuous work of it. The use of the Shared Resources Fund (FRC) at the company level according to the priorities of the projects allows achieving this objective.
The cumulative distribution curves of material resources allow controlling their behavior and use.
The resource distribution curve is the basis of the logistics and when it is representative of the FRC, it expresses the variation in the level of resources as a function of the time of the projects that are executed in the company, based on the sequence of tasks defined in the graph and later in the execution schedule.
The company's mission expresses its raison d'être, the projects are different but their objectives are associated with the mission and make use of the company's common resources, so the FRC allows their optimization and is the basis of the Logistics.
The following graph expresses the relationship between the common resources R1, R2… Rn and the different tasks of the different projects.
For a set of projects No. 1, 2,…. n with resources R1, R2….Rn and tasks 1, 2,…. n, n distribution curves of key resources are presented in the FRC. This is the basis for the organization of work in the purchasing department using financing that provides economy based on the priorities of the projects.
Logistics study to guarantee the supply of resources.
The logistical study of the project allows selecting the necessary resources for the execution of the project according to its programming, proceeding to establish the order of priorities and preparing supply and order curves based on the balanced resource distribution curve. System analysis and the linked electronic spreadsheet make this easy. The supplier must have this information to guarantee the delivery of the resources depending on the fulfillment of the programming of the projects.
The fundamental objective of carrying out a logistical study is to guarantee the efficient supply of the necessary resources according to the schedule, to achieve the expected results of the project within the framework of the budget, shortening the deadlines and with the expected quality.
The logistical study and the priorities of the resources according to the planned strategy determine the success of the project. It is necessary to specify the logistics assurance for which the supply curve is an important means
Supply curve.
The resource supply curve is determined from the balanced resource distribution curve, with the same time scale as the bar chart, adapting the vertical scale to the magnitudes of the resource interval.
The most important factors to keep in mind are:
F = Frequency with which the supply is made. Preferably systematically. In certain areas it may vary.
CI = Initial capacity of the resource to start the project.
CM = Maximum storage capacity. It is a function of the frequency and the maximum magnitudes of resources.
Cm = Minimum storage capacity. It is the reserve that must take into account the risk, contamination of materials and losses, among others.
CT = Transportation capacity of the vehicles used. Orders must be multiples of it.
nv = Number of trips.
Ri = Resources for a frequency Fi.
S = Supply.
P1 = Supply order.
P = Consumption of resources.
The graph of the supply curve shows the resource distribution curve R = f (t) already balanced with the values R1, R2, R3… Rn and it is proposed to determine the supply curve S = f (t) in the that S for convenience is normally a multiple of R and takes the values S1, S2, S3 ……..Sn.
In the resource distribution curve R = f (t) the first resource step is R1 with the frequency F1, in the second step it is R2 with the fractional frequency F21 and so on up to Rn in Fn.
Based on the time scale t and defining the supply scale S based on the values it takes, the initial capacity CI is determined that must meet the condition of satisfying the consumption necessary for the interval of frequency F1, guaranteeing the minimum capacity Cm, being less than the maximum capacity CM and multiple of the transportation capacity CT.
CM ³ CI ³ Cm + Condition (1). = R1 * F1
Cm + R1 x F1 / CT = n nv ³ n.
With n we determine nv which is an integer with an approximation for excess.
CI = nv x CT Condition for optimal use of transport capacity.
The required resource in the frequency interval F1 is obtained by multiplying the daily resource in this interval R1 by the number of days that the frequency contains.
In the interval 0 £ t <F21 for t = 0 So = CI
S1 = CI - from the left. Þ.
In which S1 ³ Cm. Condition (2)
The minimum capacity must satisfy various restrictions or specifications depending on the resource, for example, the contamination of fuels and liquid products in which the intake must be above a minimum level, in materials such as sand, stone or other similar where it always exists. a percentage of pollution and other similar products that also have their standards. In addition to these factors, there is the risk of unforeseen transportation, product availability, project compliance, or other causes that can be assessed according to the resource. Requiring higher minimum capacity per reserve due to risk, requires higher maximum capacity, greater availability of warehouses and increases in fixed resources, so it is necessary to find the objective function that satisfies the system requirements.
In the second frequency interval, proceed in the same way. In this case, the fractional resource requirements are determined on the frequency F21 and F22 with resources R2 and R3 respectively. For F21 £ t <Fi.
The consumption of resources P in the interval F21 £ t <Fi will be
P = P = F21 x R2 + F22 x R3
P / CT = n Þ nv (integer) nv> n
P1 = CT x nv.
Order P is set as a multiple of CT to P1. As a condition for taking advantage of transport capacity.
S2 = S1 + P1. Condition S2 £ CM must be met (Condition 3)
S3 = S2 - P. It must be fulfilled that S3 ³ Cm (Condition 4)
S2 must satisfy the condition of supplying the resource requirements P on the frequency F21 and F22, be less than the maximum capacity CM and guarantee that S3 is greater than the minimum capacity Cm. In the following frequency sections, we proceed in the same way, looking for the remaining final resource to be the minimum possible.
The graph of the order curves according to the frequencies shows the partial and accumulated orders. In partial orders it starts with the point for t = 0, So = CI and for t = F1, S1 = P1 and so on P2, P3…. Pn.. In the accumulated the initial point is CI and the next one is CI + P1. These curves go into programming to control the plan and the actual.
In some time intervals t, where maximums occur in the resource distribution curve and where maintaining the constant frequency implies maximum capacities outside the representative range, it is necessary to decrease the frequency seeking to decrease the maximums in the order curve. Whenever possible, it is recommended that the frequency be stable for organizational reasons.
By studying the supply and order curves, a relationship can be achieved and a balance can be established between them with the aim of optimizing the storage area for an acceptable level of risk in supply and transportation.
An example of a weekly resource distribution with a maximum of R = 40 in the interval 30/03/99 £ t <20/04/99 is shown in the following material supply graph. The resource supply curve takes the scale of the resource in this case multiplied by 10 and it is determined:
CI = Cm +, Cm = 50, F = weekly, CT = 100 and CM = 300
For 2/03 £ t <9/03. On the left. Þ.
CI = 50 + (30 * 5) = 200 < CM P = 30 x 5 = 150
S1 = 200-150 = £ 50 Cm
For the second tranche 9/03 £ t <16/03
P = 30 x 5 = 150 n = 150/100 = 1.5 @ 2 P1 = 2 x 100 = 200
S2 = S1 + P1 = 50 + 200 = 250 £ 300 Condition (3).
In the book The DIP making use of the new information and communication technologies some more examples are developed. The CD attached to the book allows the study of the subject with more information.
The model contains the columns of simple and accumulated frequency, the values of the supply curve S1 and S2, the resource R according to the frequency, the consumption P and the order P1 according to the transportation capacity CT. The programming can be executed according to the characteristics of the system.
The analysis process of the distribution of supply allows to assess the relationship between frequency, resource requirements, transportation capacity and maximum storage capacity, which can be represented in a mathematical model, define the objective function and achieve its optimization according to the project requirements. Sometimes the maximum storage capacity constitutes the objective function and represents the unknown that needs to be cleared, seeking to keep it to a minimum and varying if necessary the supply frequency in a given time interval. Sometimes this may be a restriction that even requires an analysis that affects the balance or displacement of some task with ease or criticism, with a view to satisfying the supply requirement of the project.Restricting the storage capacity to a minimum reduces the investment cost, increasing the risk, which is why in the objective function it is necessary to limit the requirements. The just-in-time term is evaluable. Communication with suppliers can be established from the Project through Outlook using email.
These facilities are very useful in the execution process where different adjustments are made that may involve variations in the dates and quantities of delivery of materials in accordance with the clauses established in the contracts between the company and the suppliers through the purchasing department.
Likewise, once the table or order curve is prepared in Excel, as well as the modifications made to it, as a result of changes or adjustments that the project undergoes, they are saved as a web page, which will It is sent to the supplier by email.
This alternative has the advantage that if the supplier has computer tools such as Explorer, he can easily access the information.
Supplier evaluation.
For each of the suppliers involved in the project, an evaluation of the performance of its compliance is established with the aim of subsequently developing an algorithm where the most important variables of all the products delivered are weighted, in order to create a base of data showing the level of fulfillment of contracts by suppliers, their level of commitment, quality of supply, delivery on time, prices, responses to adjustments, communication systems and all variables members of the logistics cycle. This entire process is carried out with the aim of evaluating suppliers for future projects. The evaluation of the suppliers, linked to the resource in the resource sheet, is collected in the databases of completed projects.
The computer system and the periodic departures must guarantee the evaluation of the quality of the supplier's work from the fulfillment of the contracts. This evaluation constitutes a parameter on the project's dashboard. Once the logistics per task are completed, it must be rated according to the previously agreed weights.
Each strategic cut in the projects generates the evaluation of a set of indicators that go to the command board among which the logistics are collected. The systematic evaluation of suppliers allows evaluating their performance based on the parameters of the logistics cycle. In captive market cases it is necessary to incorporate new elements.
When you have the resource and order distribution curves for a set of projects P1, P2, P3 …… Pn, it is possible at the company level to determine the project warehouse and from it establish the sum of all the resource curves analyzed, with this information to study their distribution strategy using the FRC and applying the necessary mathematical criteria to guarantee their transportation and supply according to the programming of each of the projects. If having the distribution needs at the planning stage is good, it is also important to be able to adjust it, depending on progress, during the execution process and achieve the systematic updating of the logistics process.This form of study can be applied to scheduled project financing in combination with cash flow..
The model in the electronic spreadsheet that interrelates frequency, transportation capacity, mine capacity and maximum capacity, allows a quick calculation and graphical output adjusted to the information requirements to guarantee the integration of the company.
Having an electronic spreadsheet allows easy adjustment according to project variations during execution and systematic updating to interested parties with the necessary financing.
. Analysis of financing as a resource.
The analysis of financing as a resource, the study of its variations as a function of time, evaluating the maximum and minimum values, possible restrictions on the cost distribution curve and its adjustment if possible within the framework of the concept of balance and programming of the project allow evaluating the financing in stages.
The analysis of cost as a resource in the system, allows obtaining its variation curves as a function of time. In the logistics framework, determining the total cost and its distribution allows determining the best way to supply it.
From this cost distribution curve, the total financing needs can be established, linked to each frequency from the analysis of the costs of the resources necessary for each task, in a cost resource curve = f (t) that allows obtain financing needs at each stage.
The following graph proposes an initial supply capable of satisfying the first frequency and foreseeing a reserve considering a risk level that must be evaluated based on the project's own parameters..
The same graph shows the variant of an initial supply capable of satisfying all the financial resource requirements of the project from start to finish, which of course does not pose any risk but unnecessarily retains much of it.
The use of staged bank credit as a form of financing based on this analysis is advantageous due to the possibility of obtaining loans with softer interests.
This form allows efficient use of monetary resources, avoiding unnecessary immobilizations with the consequent deterioration that from the economic point of view implies.
The cash flow provided by the Project linked to the graph of the accumulated cost versus time curve or also called the S curve provide complementary elements that efficiently contribute to the control of project execution by cuts with the support of the accounting.
-Logistics of human resources.
The assignment of the workforce to the tasks of a project with the use of equipment and materials allows for its distribution throughout the project.
When the planning of a project begins and the workforce needs are met, it is necessary to rely on the human resources shared resources fund to identify its use in the projects that are being executed and to know the availability of the same in the project that is being started according to its priority. The workforce shared resources fund provides insight into the work plan of the workforce by task and by projects in progress. The Project's help provides information on the use of the shared resources fund. More information can be found on the CD of the referenced text.
Conclusions
The logistical study of the project is carried out in all its magnitude and the supply is studied for the key resources that require periodic control and analysis because they determine the fulfillment of the objectives. Furthermore, it is difficult to control everything, therefore it is necessary to order the resources according to their priorities to apply Paretto to select approximately 20% that must guarantee more than 80% of the objectives.
To guarantee the logistics that the project needs, the supply of resources, its quality and financing, it is necessary to maintain a close relationship between the supplier, the investor, the designer, and the executor. Therefore, the supplier must have well defined supply and order curves for resources according to the programming and indications of the project manager according to the interests of the client and interested parties.
The basis of the development of the logistics study is the programming of the project and the selection of the distribution curves of key resources.
The supply and order curves are used for control and are part of the programming. The control of warehouses and the publication of their contents on Web pages allow continuous updating, facilitating information and decision-making. Warehouses must supply the resources according to the cumulative order curves obtained from the supply curve. Requests for resources must be guaranteed by the supplier.
The supply and order curves are used for control and are part of the project documentation. The control of warehouses and their contents is continually updated for decision-making. Warehouses must supply the resources according to the order curves obtained from the supply curve. Requests for resources must be guaranteed by the supplier. The Integrated Project Management team must systematically control logistics compliance to take it into account in decision-making.
Supply curves are a very important tool to control the execution of the project and the fulfillment of its objectives.
Logistics in projects is analyzed, making use of the Project 2 002 Information System linked to the Office Programs package and new computer technologies, with the aim of achieving higher quality in the development and control of projects, as well as the rational use of material, human, equipment and financial resources. Likewise, the facilities it provides to keep suppliers, customers and Project Managers informed of changes and modifications that occur in the supply of resources during the project execution stage are evaluated. The pool of resources in the logistics planning stage is a recommended way to proceed.
The Integrated Project Management team systematically controls compliance with the programming and the indicators included in the measurement criteria reflected in the command board in which the supply of resources is collected.
Bibliography.
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TITLE: THE INTEGRATED PROJECT MANAGEMENT (PROJECT MANAGEMENT) SUPPORTED BY LOGISTICS IN THE FRAMEWORK OF BUSINESS IMPROVEMENT.
AUTHOR: Maria Antonia Vérez García. Adjunct Professor at the Faculty of Industrial Engineering. ISPJAE. [email protected]
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