System analysis, design and implementation

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Chapter 4:Project management


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Outline

1. Introduction

2. Problem & risk

3. Method to collect requirement4. Process & requirement specification

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1. Introduction

Definition:

Project management is the application of

knowledge, skills, tools and techniques to abroad range of activities in order to meet therequirements

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Information on Project Management

IT projects have a terrible track record

A 1995 Standish Group study (CHAOS) found thatonly 16.2% of IT projects were successful and over31% were canceled before completion, costing over$81 B in the U.S. alone

The need for IT projects keeps increasing

In 2000, there were 300,000 new IT projects In 2001, over 500,000 new IT projects were

started

In 2009, over 2,000,000

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*The Standish Group, CHAOS 2001: A Recipe for Success


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Advantages of Using Formal Project Management

Better control of financial, physical, and human resources Improved customer relations Shorter development times Lower costs

Higher quality and increased reliability Higher profit margins Improved productivity Better internal coordination

Higher worker morale

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The Triple Constraint of Project Management

IT Project Management,Third Edition

Chapter 1

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Project Management FrameworkIT Project Management,

Third EditionChapter 1

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8 Leadership skills

Vision and Strategy

Establishing Direction

Aligning People Communicating

Negotiating

Motivating and Inspiring

Influencing Organizations

Overcoming Barriers to Change

IT Project Management,Third Edition

Chapter 1

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9 General Management skills

Planning Finance and Accounting Personnel Administration Technology Organizational Development Delegation Team Building

Conflict Management Solving Problems

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Defining project success

Within the allocated time periodWithin the budgeted cost

At the proper performance or specificationlevelWith acceptance by the customer/userWith minimum or mutually agreed upon

scope changeWithout disturbing the main work flow of the

organizationWithout changing the corporate culture

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Deliverables

Business planning & management

Employment & HR

Finance & accounting Internet & technology

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Your company have anew IT project andyou are promoted toProject Manager.

What will you do stepby step?

Comprehensive guide


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Project initiation

Research the business problem or opportunityIdentifythe alternative solutions availableQuantifythe benefits and costs of each solutionRecommend a preferred solution to your sponsorIdentifyany risks and issues with implementationPresent the solution for funding approval

Identifythe project vision and objectivesDefine the complete scope of the projectList all of the critical project deliverablesState the customers and project stakeholdersList the key roles and their responsibilities

Create an organizational structure for the projectDocument the overall implementation planList any risks, issues and assumptions

Research the business problem or opportunityDocument the business requirements for a solutionIdentifyall of the alternative solutions availableRevieweach solution to determine its feasibilityList any risks and issues with each solutionChoose a preferred solution for implementation

Document the results in a feasibility report

Define the real purpose of the roleList the key responsibilities of the roleDefine who this role will be reporting toCreate a detailed Organizational ChartList the skills and experience neededDefine any relevant qualificationsSet out the key performance criteria

Identifythe salary and working conditions

Project is currently delivering to scheduleBudget allocated was sufficient at this pointDeliverables have been produced and approvedRisks have been controlled and mitigatedIssues were identified and resolvedChanges were properly managed

Project is on track

Identifythe right location for your PMO teamEnsure that you have the correct infrastructureProcure the right PMO equipment and toolsDefine the PMO roles and responsibilitiesPut in place suitable standards and processesImplement relevant project management templatesOffer Project Management Office services to projects


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Project Planning

Identifyall of the phases, activities and tasksSum up the effort needed to complete those tasksDocument all of the project inter-dependenciesList the planning assumptions and constraintsCreate a detailed project planning schedule

Types of labor required for the projectRoles and key responsibilities for each labor typeNumber of people required to fill each roleItems of equipment to be used and their purposesTypes and quantities of equipment needed

Total amount of materials needed

Types of labor costs to be incurred during the projectItems of equipment needed to deliver the projectVarious materials needed by the projectUnit costs for labor, equipment and materialsOther costs types such as administration

Amount of contingency needed

Identifying the customers requirementsListing the project deliverables to be producedSetting quality criteria for these deliverablesDefining quality standards for the deliverablesGaining your customers agreement with the targets set

Identifyrisks within your projectCategorize and prioritize each riskDetermine the likelihood of the risks occurringIdentifythe impact on the project if risk does occur

Creating a full list of all project deliverablesListing the criteria for gaining customer acceptancePutting in place, acceptance standards to be met

Listing your communications stakeholdersDefining each stakeholders communication needsIdentifying the required communications eventsDetermining the method and frequency of each eventAllocating resource to communications events

Building a communication event schedule

Defining your procurement requirementsIdentifying all of the items you need to procure

Creating a sound financial justification for procuring them


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Project executionIdentifycritical and non-critical risks

Document each risk in depth by completing Risk FormsLog all risks and notify management of their severityTake action to reduce the likelihood of risks occurringReduce the impact on your business, should risk eventuate

Identifyand record issues clearlyUse Issue Forms to document issues properlyDetermine the impact of each issuePrioritize issues and report on their statusReviewall issues and decide on a course of action

Take the steps needed to resolve issues quickly

Identifythe goods and services to procureComplete Purchase Orders and issue to suppliersAgree on delivery timeframes and methods

Receive goods and services from suppliersReviewand accept the items procuredApprove supplier paymentsPerform proper user acceptance testingUse acceptance forms to document the resultsRequest your customer's final acceptance

Communicate the acceptance testing results

Identifythe messages that need to be sentDetermine your target audience for communicationDecide on your message format and timingDraft your message and gain approval where requiredCommunicate your message, through communicationseventsGather feedback and improve your communicationprocesses

Put in place a process for recording time withinprojectsUse Timesheets to monitor the time spent by staffIdentifyand resolve time management issuesKeep your Project Plan up-to-date at all times

Identifyeach of the costs within your projectEnsure that expenses are approved beforepurchasingKeep a central record of all costs incurredControl the overall cost of your projectSet Quality Targets to be met by your teamDefine how those quality targets will be measured

Take the actions needed to measure qualityIdentifyquality issues and improvementsReport on the overall level of quality achieved

Identifyrequests for changeConfirm the feasibility of each changeControl the way that change is undertakenManage the approval of change


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Project closureIdentifying the project completion criteria

Listing any outstanding activities or deliverablesCreating a plan for passing deliverables to your customerPlanning the handover of project documentationClosing supplier contracts and agreementsReleasing projects resources to the businessCommunicating the closure of the project

Measuring the benefits and objectivesDeciding whether the project was within scopeAssessing the final deliverables producedReviewing the project against scheduleComparing the expenditure against budgetStating the final outcome of the project

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Question?

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System analysis, design and implementation