System analysis and design Safaa s.y. dalloul

Project Management

Unit 2: project management Introduction Identifying Project Size Project Estimation Project Time Using the Planning Phase Approach Creating and Managing the Work plan

Project Management Project management is the process of planning and controlling the development of a system within a specified timeframe at a minimum cost with the right functionality.

Project Manager A project manager has the primary responsibility for managing the hundreds of tasks and roles that need to be carefully coordinated.

Four key steps in managing projects   Identifying project size Creating and managing the work-plan Staffing the project Coordinating project activities. “Standards List”

Staffing the Project and Putting a Work-Plan are not consider as a steps of managing project

Step one: Identifying Project Size The science (or art) of project management is making trade-offs among important concepts   The size of the system (in terms of what it does). The time complete the project (when the project will be finished). The cost of the project. Project Size Project Cost Project Time

Step one: Identifying Project Size Modifying one element require adjusting the others   Therefore, in the beginning of the project the manager needs to estimate each of these levers and then continuously assess how to roll out the project in a way that meets the organization needs. Project Size Project Cost Project Time

What do you think the sources of estimation?

Step one: Identifying Project Size Project Estimation   The process of assigning projected values for time and effort Sources of estimates Methodology in use Actual previous projects Experienced developers

“Project Estimation designed before the system begins without changes in the future?

Step one: Identifying Project Size Project Estimation   Estimates begin as a range and become more specific as the project progresses. There are two basic ways to estimate the time required to build a system. The first one using the time spent in planning in the planning phase. The second called “function point approach”.

Step one: Identifying Project Size Project Time Using the Planning Phase Approach

Step one: Identifying Project Size Project Time Using the Planning Phase Approach Industry standards suggest that a typical business application system spends.   15% of time in the planning phase and actual 4 person-months 20% of time in the analysis phase and estimated 5.33 person-months 35% of time in the design phase and estimated 9.33 person-months 30% of time in the implementation phase and estimated 8 person- months

Step two: Creating and Managing the work-plan Once a project manager has a general idea of the size and approximate schedule for the project, he or she creates a work-plan, which is a dynamic schedule that records and keep track of all of the tasks that need to be accomplished over the course of the project.   To create a work-plan , the project manager First identifies the tasks that need to be accomplished and determines how long they will take. Then the tasks organized within a work-plan structure and represented graphically using Gantt and PERT diagrams.

Identifying Tasks Project manager can list the tasks using one of the following two ways: Based on methodology used in SDLC, as a standard list of tasks. Using top-down approach by following three steps   Identify highest level tasks Break them into increasingly smaller units Organize into work breakdown structure.

The Project Work-plan All Tasks Duration of task Current task status Task dependencies Milestone ( dates )

Example Task Number Task Name Duration In Weeks Dependency Status 1 Identify vendors 2   Complete Review training materials 6 3 Compare vendors In Progress 4 Negotiate with vendors Open

Gantt Chart A Gantt chart is a horizontal bar chart that shows the same task information as the project work-plan, but in graphically way.   This chart is useful to monitor status at any point in time.

Gantt Chart

Another Style of Gant Chart

For more examples, see http://www.ganttchart.com/Examples.html .

PERT Chart Program Evaluation and Review Technique (PERT) is another graphical way to preview project tasks   Illustrate task dependencies and critical path.

PERT Chart

Another kind of PERT Chart Observe the tasks (rectangles), the estimated task durations, the milestones (lozenges), the milestone deadlines, the task dependencies (edges), and the critical path.

And another

Step Three: Staffing the Project Staffing the project includes determining how many people should be assigned to the project, matching people’s skills with need of the project, motivating them to meet the project’s objectives.   The deliverable for this part of project management is staffing plan, which describe the number and kinds of people who will work in the project.

Staffing Plan Staffing levels will change over a project’s lifetime   Adding staff may add more overhead than additional labor Using teams of 8-10 reporting in a hierarchical structure can reduce complexity

Staffing Plan The staffing plan describes the kinds of people working on the project   The project charter describes the project’s objectives and rules A functional lead manages a group of analysts A technical lead oversees progress of programmers and technical staff members

Motivation Use monetary rewards carefully Use core rewards Recognition   Use core rewards Recognition Achievement The work itself Responsibility Advancement Chance to learn new skills

Handling conflict Clearly define project plans   Recognize project importance to organization Project charter listing norms and ground rules Develop schedule commitments ahead of time Forecast other priorities and their possible impact on the project

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