Project Management Process

Managing the Information Systems Project Focus of project management To ensure that information system projects meet customer expectations  Delivered in a timely manner  Meet constraints and requirements

Project Manager Requires diverse set of skills  Leadership  Customer relations  Technical Problem Solving  Conflict management  Team Management  Risk & Change Management Managing the Information Systems Project

Project Management Process Initiation Assess the size, scope and complexity of the project Establish procedures to support later project activities Planning Define clear, discrete activities and the work needed to complete each activity Execution Plans created in prior phases are put into action Closing down

Initiating the Project 1. Establish project initiation team 2. Establish relationship with customer 3. Establish project initiation plan 4. Establish management procedures 5. Establish project management environment and workbook

Planning the Project 1. Describe project scope, alternatives and feasibility Scope and Feasibility  Understand the project  What problem is addressed  What results are to be achieved  Measures of success  Completion criteria

Planning the Project 2.Divide the project into manageable tasks Work breakdown structure Gantt chart 3.Estimate resources and create a resource plan. 4.Develop a preliminary schedule Utilize Gantt and PERT charts

Gantt Chart

PERT Chart

Comparison of Gantt and PERT Charts Gantt Visually shows duration of tasks Visually shows time overlap between tasks Visually shows slack time PERT Visually shows dependencies between tasks Visually shows which tasks can be done in parallel Shows slack time by data in rectangles

Gantt and PERT Charts Steps 1.Identify each activity 2.Determine time estimates and expected completion times for each activity. 3.Determine sequence of activities 4.Determine critical path

Estimated Time Calculations

Sequence of Activities

Critical Path Activities Early Finish Te Sum ET from left to right Use max if the activity has more than 1 predecessor Late Finish Tl Subtract ET from right to left Use min if the activity has more than 1 successor Slack time = Tl-Te On Critical Path if Slack Time = 0

Critical Paths

Time Estimation Planning – 15% Analysis – 20% Design – 35% Implementation – 30%

Trade-offs Size Effort Time

Planning the Project 5. Develop a communication plan Outline communication processes among customers, team members and management Types of reports Frequency of reports 6. Determine project standards and procedures Specify how deliverables are tested and produced

Communication Methods (Uses) Project Workbook (Permanent record) Meetings (Resolve issues) Seminars and Workshops (Inform) Project Newsletters (Inform) Status Reports (Inform) Specification Documents (Permanent record) Minutes of Meetings (Permanent record) Bulletin Boards (Inform) Memos (Inform) Brown–Bag Lunches (Inform) Hallway Discussions (Resolve Issues)

Planning the Project 7. Identify and assess risk Identify sources of risk Estimate consequences of risk 8. Create a preliminary budget 9. Develop a statement of work Describe what the project will deliver 10. Set a baseline project plan Estimate of project’s tasks and resources

Executing the Project 1. Execute baseline project plan Acquire and assign resources Train new team members Keep project on schedule 2. Monitor project progress Adjust resources, budget and/or activities

Executing the Project 3. Manage changes to baseline project plan Slipped completion dates Changes in personnel New activities 4. Maintain project workbook 5. Communicate project status

Closing Down the Project 1. Termination Types of termination  Natural Requirements have been met  Unnatural Project stopped Documentation Personnel Appraisal

Closing Down the Project 2. Conduct post-project reviews Determine strengths and weaknesses of  Project deliverables  Project management process  Development process 3. Close customer contract

Commercial Project Management Software Many systems are available Three activities required to use: Establish project start or end date Enter tasks and assign task relationships Select scheduling method to review project reports