Planning Phase: Project Control and Deliverables By: Prof. Zainal A. Hasibuan, PhD Hendrie Gunawan, MSM Faculty of Computer Science, University of Indonesia Mata Kuliah Program MTI: Analisis Kebutuhan dan Perancangan Sistem Informasi, Semester Ganjil, February 2017

Learning Objectives Mampu menjelaskan cara mengestimasi biaya proyek pengembangan sistem informasi. Mampu membuat rencana kerja proyek (project workplan). Mampu mengatur pembagian tugas dalam tim (staffing) sebuah proyek sistem informasi. Mampu menjelaskan bagaimana computer-aided software engineering, standar, dan dokumentasi dalam meningkatkan efisiensi proyek.

Information Systems Development Project Life Cycle Phases Deliverables Project Initiation Project Charter (System Request) Reject Accept Project Proposal Project Plan Reject Accept Proposed Information Systems (Logical IS) Project Execution: Requirement Analysis Reject Accept Proposed System Specification (Physical IS) Information Systems Design Reject Accept Working Information Systems System Implementation

Project Charter or Information Systems Request Project Charter refers to a statement of objectives in a project. This statement also sets out detailed project goals, roles and responsibilities, identifies the main stakeholders, and the level of authority of a project manager. It’s describe what kind of IS an organization need, that consists of list of problems and opportunities, and general solutions. This systems request is a basis for developing Request for Proposal (RFP).

Information Systems (IS) Project Proposal IS project proposal is an answer to Request For Proposal (RFP). IS Project proposal consists of Project Initiation, Feasibility Analysis, Project Selection, Project Plan (Gantt Chart), Budget. Gantt Chart Project Plan provides direction (steps) to all project team members in order to allocate resources and set responsibility and deliverables for each step in plan.

Project Proposal Documentation Project description, problem identification, scope & purpose of the project, etc. Organizational structure, roles and functions of units. Resources Allocation: time, staff, budget, etc. Techniques, methods, tools, process, procedures, etc., used in the project. Project support, O&M, Change Management Project Overview (Project Charter, Project Initiation) Project Organization Managerial Process Plans (Project Plan) Technical Process Plans Project Evolution

3 Step Process to Identify Project Size

Developing a Work-Plan Identify tasks in the project (Methodology) Estimate task length Determine task dependencies Specify to whom task will be assigned List deliverables

Project Work-Plan List of all tasks in the work breakdown structure, plus Duration of task Current task status Task dependencies Milestone (dates)

Creating Project Workplan Gantt chart: Based on the work breakdown structure and assign each task to members of the project team, a project workplan can be created and represented by Gantt chart

Managing Scope Scope creep JAD and prototyping Formal change approval Defer additional requirements as future system enhancements

Managing Risks Risk management the process of assessing and addressing the risks that are associated with developing a project. Many things can cause risks: weak personnel, scope creep, poor design, and overly optimistic estimates. The project team must be aware of potential risks so that problems can be avoided or controlled well ahead of time. Project teams create a risk assessment, or a document that tracks potential risks along with an evaluation of the likelihood of each risk and its potential impact on the

STAFFING THE PROJECT

Staffing Plan The staffing plan describes the kinds of people working on the project Tasks of the staffing the project: Determine the right number of people for the project Choose the right people with the right skills (i.e., matching people’s skills with the needs of the project) Motivating the team to meet the project’s objectives Minimizing the conflict among the member

Staffing plan Based on the schedule project time, the total effort (in person-months) divided by the schedule time will lead to the number of staff needed for the project. For example, 40 person-month project in 10 months, the total full time number of staff is 40/10=4 Assigning the right people with the right skills based on the tasks identified Adding staff may add more overhead than additional labour Using teams of 8-10 reporting in a hierarchical structure can reduce complexity

Staffing Plan: Possible Reporting Structure

COORDINATING PROJECT ACTIVITIES

Planning Analysis Design Implementation CASE Tools Planning Analysis Design Implementation Upper CASE Lower CASE Integrated CASE (I-CASE)

CASE Components CASE Repository Diagrams Screen Designs Procedural Metadata Logic

Standards Examples Formal rules for naming files Forms indicating goals reached Programming guidelines

Documentation Project binder Table of contents Continual updating

GitHub – code sharing tools Open source https://github.com

Summary Identifying Project Size Creating and Managing Workplan Staffing the Project Coordinating Activities

Classic Mistakes – Practical Tips Overly optimistic schedule Failing to monitor schedule Failing to update schedule Adding people to a late project

NEXT PHASE….

Proposed Information Systems (Logical Information Systems) Based on Requirements Analysis When IS Project Proposal get accept, then the project team start to work according to the project plan. The team start to analyze the users’ requirements, business requirements, and business opportunities. The analyzes output, among others: data model, business model, decision chartings, etc.: present and future. The future IS is the proposed logical IS that shows value added. Several iterations need to be performed in order to have a robust logical IS.

Proposed Information Systems Specification Once the logical IS gets accepted, the team move to design the proposed physical IS. Proposed physical IS, consists of alternatives technology used, alternatives way of implementation (turn-key or in-house), alternatives systems (distributed vs. centralize, cloud vs. non-cloud, etc.) The selection of the IS design, determined what kind of system will be implemented.

Working Information Systems Once the designed IS has been determined, the team move on to the implementation of IS. The implementation, is the point of no return of the project. Make no mistake before the implementation. The deliverable is the working information system that ready to be evaluated and used.

Questions How to estimate Information System Project? What are the critical points in developing workplan? Why information system development needs a team work? How do you measure a success in developing information system?