Chapter 3

Chapter 3

project management

Project management is the process of planning, scheduling, monitoring and controlling, and reporting upon the development of an information system.

project leader

The project leader, or project manager, usually is a senior systems analyst or an IT department manager if the project is large. An analyst or a programmer/analyst might manage smaller projects.

project manager

The project manager, or project leader, usually is a senior systems analyst or an IT department manager if the project is large. An analyst or a programmer/analyst might manage smaller projects.

project coordinator

The project coordinator handles administrative responsibilities for the development team and negotiates with users who might have conflicting requirements or want changes that would require additional time or expense.

project planningProject planning includes identifying project tasks and estimating completion time and costs.

project scheduling

Project scheduling involves the creation of a specific timetable to facilitate completion of a project. Scheduling also involves selecting and staffing the project team and assigning specific tasks to team members.

project monitoring and controlling

Project monitoring and controlling requires guiding, supervising, and coordinating the project team's workload.

project reportingProject reporting tasks include regular progress reports to management, users, and the project team itself.

work breakdown structure (WBS)

Instead of managing a project as one large task, you break the project down into a series of smaller tasks, called a work breakdown structure (WBS).

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Gantt chart

A Gantt chart is a horizontal bar chart that illustrates a schedule. Gantt charts were developed many years ago by Henry L. Gantt as a production control technique and still are in common use.

task group In task groups, each task represents several activities.

Program Evaluation Review Technique

(PERT)

The Program Evaluation Review Technique (PERT) was developed by the U.S. Navy to manage very complex projects, such as the construction of nuclear submarines. At approximately the same time, the Critical Path Method (CPM) was developed by private industry to meet similar project management needs. The important distinctions between the two methods have disappeared over time, and today the technique is called either PERT, CPM, or PERT/CPM.

Critical Path Method (CPM)

The Critical Path Method (CPM) was developed by private industry, and shows a project as a network diagram. The activities are shown as vectors, and the events are displayed graphically as nodes. Although CPM developed separately from the Program Evaluation Review Technique (PERT), the two methods are essentially identical.

PERT/CPM

The Program Evaluation Review Technique (PERT) was developed by the U.S. Navy to manage very complex projects, such as the construction of nuclear submarines. At approximately the same time, the Critical Path Method (CPM) was developed by private industry to meet similar project management needs. The important distinctions between the two methods have disappeared over time, and today the technique is called either PERT, CPM, or PERT/CPM.

bottom-up techniqueA bottom-up technique analyzes a large, complex project as a series of individual tasks, called project tasks

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project tasksPERT/CPM is called a bottom-up technique, because it analyzes a large, complex project as a series of individual tasks, called project tasks.

network diagram A PERT chart also is referred to as a network diagram.

person-days Person-days represent the amount of work that one person can complete in one day.

best-case estimate The most optimistic outcome is called the best-case estimate.

probable-case estimate The most likely outcome is called a probable case estimate.

worst-case estimate The most pessimistic outcome is called the worst-case estimate.

weight Weight is an important value that managers add to estimates so they can be analyzed.

task

A task, or activity, is any work that has a beginning and an end, and requires the use of company resources including people, time, and/or money. Examples include conducting a series of interviews, designing a report, selecting software, waiting for the delivery of equipment, and training users.

activity

An activity, or task, is any work that has a beginning and an end, and requires the use of company resources including people, time, and/or money. Examples include conducting a series of interviews, designing a report, selecting software, waiting for the delivery of equipment, and training users.

eventAn event, or milestone, is a reference point that marks a major occurrence. Events are used to monitor progress and manage a project.

milestone

A milestone, or event, is a reference point that marks a major occurrence. Milestones are used to monitor progress and manage a project.

task box In project management, a task box is a

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component of a PERT/CPM chart that contains important scheduling and duration information about a task. Each task in a project is represented by its own task box in the PERT/CPM chart.

task name The task name should be brief and descriptive, but it does not have to be unique in the project.

task ID The task ID can be a number or code that provides unique identification.

duration The duration is the amount of time it will take to complete a task.

start day/date The start is the time that a task is scheduled to begin.

finish day/date The finish is the time that a task is scheduled to be completed.

task pattern

In any project, large or small, tasks depend on each other and must be performed in a sequence, not unlike the commands in a software program. Task patterns can involve sequential tasks, multiple successor tasks, and multiple predecessor tasks.

dependent task A task is said to be dependent when it has to be completed in a serial sequence.

predecessor taskOften, two or more concurrent tasks depend on a single prior task, which is called a predecessor task.

successor task Each of the concurrent tasks of a predecessor task is called a successor task.

concurrent tasks If tasks can be completed at the same time they are said to be concurrent, or parallel.

critical path

A critical path is a series of events and activities with no slack time. If any activity along the critical path falls behind schedule, the entire project schedule is similarly delayed. As the name implies, a critical path includes all activities that are vital to the project schedule.

slack time The slack time for an event is the amount of time by which an event can be late without delaying the project. The slack time for an

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event is the difference between its latest completion time (LCT) and earliest completion time (ECT).

software change control

Software change control is the process of managing and controlling changes requested after the system requirements document has been submitted and accepted.

structured walk-through

A structured walkthrough is a review of a project team member's work by other members of the team. Generally, systems analysts review the work of other systems analysts, and programmers review the work of other programmers, as a form of peer review. Structured walkthroughs should take place throughout the SDLC and are called requirements reviews, design reviews, code reviews, or testing reviews, depending on the phase in which they occur.

design review

A design review, or structured walkthrough, is a review of a project team member's work by other members of the team. Generally, systems analysts review the work of other systems analysts, and programmers review the work of other programmers, as a form of peer review. Structured walkthroughs should take place throughout the SDLC and are called requirements reviews, design reviews, code reviews, or testing reviews, depending on the phase in which they occur.

code review

A code review, or structured walkthrough, is a review of a project team member's work by other members of the team to spot logic errors. Generally, systems analysts review the work of other systems analysts, and programmers review the work of other programmers, as a form of peer review. Structured walkthroughs should take place throughout the SDLC and are called requirements reviews, design reviews, code reviews, or testing reviews, depending on the phase in which they occur.

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testing review

A testing review, or structured walkthrough, is a review of a project team member's work by other members of the team. Generally, systems analysts review the work of other systems analysts, and programmers review the work of other programmers, as a form of peer review. Structured walkthroughs should take place throughout the SDLC and are called requirements reviews, design reviews, code reviews, or testing reviews, depending on the phase in which they occur.

project management software

Project management software can aid analysts in project planning, estimating, scheduling, monitoring, and reporting. Powerful project management packages offer many features, including PERT/CPM, Gantt charts, resource scheduling, project calendars, cost tracking, and cost-benefit analysis.

Microsoft Office Project

Microsoft Office Project is a powerful, full-featured program that holds the dominant share of the project management software market.

Open WorkbenchOpen Workbench is available as free software and is complete with manuals and sample projects.

open-source softwareOpen-source software is software that is supported by a large group of users and developers.

risk A risk is an event that could affect the project negatively.

risk managementRisk management is the process of identifying, analyzing, anticipating, and monitoring risks to minimize their impact on the project.

risk management plan

A risk management plan includes a review of the project’s scope, stakeholders, budget, schedule, and any other internal or external factors that might affect the project.

risk identification Risk identification lists each risk and assesses the likelihood that it could affect the project.

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qualitative risk analysisQualitative risk analysis evaluates each risk by estimating the probability that it will occur and the degree of impact.

quantitative risk analysis

The purpose of quantitative risk analysis is to understand the actual impact in terms of dollars, time, project scope, or quality.

risk response planA risk response plan is a proactive effort to anticipate a risk and describe an action plan to deal with it.

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1. Define Project management?

Project management is the process of planning, scheduling, monitoring and controlling, and reporting upon the development of an information system

2. List the four factors affecting time and cost estimates.

• Project size and scope

• IT resources

• Prior experience with similar projects or systems

• Applicable restraints

3. What are the steps for transforming a task list into a PERT/CPM chart?

• Create the work breakdown structure.

• Enter start and finish times.

4. Name 3 examples of project management software.

1. Microsoft Office Project 2007

2. Open Workbench

3. Open-source software

5. What are the different types of issues that affect project success?

• Business issues

• Budget issues

• Schedule issues

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6. A larger project development framework includes three key steps. List these steps.

• creating a work breakdown structure,

• identifying task patterns, and

• calculating the critical path.

7. Which Type of Chart Is Better?

– Gantt chart offers a valuable snapshot view of the project. It offers a rapid overview that graphically displays the timing, duration, and progress of each task.

BUT

– PERT charts are more useful for scheduling, monitoring, and controlling the actual work.

8. A network diagram is more likely to be used than a Gantt chart to help manage information systems development projects.

– A project is a planned undertaking of related activities to reach an objective that has a beginning and an end. A project manager is a systems analyst with a diverse set of skills; he/she is responsible for initiating, planning, executing, and closing down a project.

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9. What are the characteristics of a task?

– The characteristics of a task are: it can be done by one person or a well-defined group; has a single and identifiable deliverable; has a known method or technique; has well-accepted predecessor and successor steps; is measurable so that percent completed can be determined.

10. What is a Gantt chart? What is a network diagram? Which would most likely be used for information systems development?

– A Gantt chart is a graphical representation of a project that shows each task as a horizontal bar whose length is proportional to its time for completion. A network diagram depicts project tasks and their interrelationships. While both charts are beneficial project management tools, the network diagram is more likely to be used for information systems development projects.

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True/False

1. An event is any work that has a beginning and an end and requires use of company resources.

False

2. A critical path is a series of events and activities with no slack time.

True

3. A successful project must be completed on time, within budget, and deliver a quality product that satisfies users and meets requirements.

True

4. Planning includes identifying all project tasks and estimating the completion time and cost of each.

True

5. A work breakdown structure must clearly identify each task and include an estimated duration.

True

6. If any task on the critical path falls behind schedule, the entire project will be delayed.

True

7. To identify the critical path, you calculate the start and finish date for each task, which will determine the critical path for the project.

True

8. In a Gantt chart, the length of the bar indicates the duration of the tasks.

True

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9. The project manager uses a PERT chart to determine the overall duration of the project and provide specific information for each task

True

10. A project coordinator handles administrative responsibilities for the team and negotiates with users who might have conflicting requirements or want changes that would require additional time or expense.

True

11. PERT is a bottom-up technique, because it analyzes a large, complex project as a series of individual tasks.

True

12. PERT and Gantt charts are not mutually exclusive techniques, and project managers often use both methods.

True

13. The purpose of quantitative risk analysis is to understand the actual impact in terms of dollars, time, project scope, or quality.

True

14. Network diagrams do not show how tasks must be ordered; they simply show when an activity should begin and end.

False

15. A task has well-accepted predecessor and successor steps.

True

16. Creating a work breakdown structure requires the analyst to decompose phases into activities and then decompose these activities into tasks.

True

17. A network diagram is more likely to be used than a Gantt chart to help manage information systems development projects.

True

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Fill In

1. A bottom-up technique analyzes a large, complex project as a series of individual tasks.

2. The purpose of quantitative risk analysis is to understand the actual impact in terms of dollars, time, project scope, or quality.

3. Project management is the process of planning, scheduling, monitoring and controlling, and reporting upon the development of an information system.

4. Project managers are responsible for project planning, scheduling, monitoring, and reporting.

5. Project scheduling involves the creation of a specific timetable, usually in the form of charts that show tasks, task dependencies, and critical tasks that might delay the project.

6. Project monitoring requires guiding, supervising, and coordinating the project team’s workload.

7. Project reporting includes regular progress reports to management, users, and the project team itself.

8. A task is any work that has a beginning and an end and requires the use of company resources such as people, time, or money.

9. An event is a recognizable reference point that you can use to monitor progress.

10. A critical path is a series of tasks which, if delayed, would affect the completion date of the overall project.

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11. A Gantt chart is a horizontal bar chart that represents the project schedule with time on the horizontal axis and tasks arranged vertically.

12. A PERT/CPM chart shows the project as a network diagram with tasks connected by arrows.

13. Gantt chart: horizontal bars represent task durations.

14. Network diagram : boxes and links represent task dependencies.

15. Risk management is the process of identifying, analyzing, anticipating, and monitoring risks to minimize their impact on the project.

16. Qualitative risk analysis evaluates each risk by estimating the probability that it will occur and the degree of impact.

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Multiple Choice

1. Task patterns can involve?

a. Dependent tasksb. Multiple successor tasksc. Multiple predecessor tasksd. All of the above

2. Which of the following is the second phase of the project management process, which focuses on defining clear, discrete activities and the work needed to complete each activity within a single project?

a) Project execution b) Project initiation c) Project planning d) Project closedown

3. The process of dividing the project into manageable tasks and logically ordering them to ensure a smooth evolution between tasks best defines:

a) work breakdown structure.b) decomposition.c) task identification.d) activity slicing.

4. A Graphical representation of a project that shows each task as a horizontal bar whose length is proportional to its time for completion best describes:

a) work breakdown structure.b) decision tree.c) network diagram.d) Gantt chart.

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5. Which of the following reflects the project manager's "best guess" of the amount of time an activity actually will require for completion?

a) Optimistic time b) Pessimistic time c) Realistic time d) Logical time

6. If the optimistic time is 10, the pessimistic time is 25, and the realistic time is 16, the expected time would be:

a) 51 b) 10 c) 25 d) 16.5

7. The shortest time in which a project can be completed best describes:

a) slack.b) critical path.c) expected path.d) optimistic path.

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