1. ISM 5316 Week 3 Learning Objectives You should be able to: u Define and list issues and steps in Project Integration u List and describe the components of a Project Plan u Explain the purposes of a Project Plan u Develop and document a Project Plan u Describe Project Plan inputs, outputs, and issues u Describe the purpose and components of a Change Control System u Explain the critical need for top management commitment in development and execution of a Project Plan

2. Project Integration u Develop a project plan u Execute the plan u Coordinate changes u Integrate all project processes u within organizational context u with other projects u with on-going operations u interface management: communication!

3. Purpose of the Project Plan u Guides project execution u Guides project control u Documents assumptions u Documents decisions u Facilitates stakeholder communication u Serves as baseline for progress measurement u Produce quality work results

4. Project Plan Inputs u Uses outputs from other planning processes u Cost, schedule, WBS, etc. u Uses historical data from past projects u estimated vs. actual time, cost, risk, etc. u Uses organizational policies (formal, informal) u quality, personnel, financial u Constraints: factors that limit options u Assumptions: involve uncertainty, risk

5. Project Planning Outputs u Charter u Approach u Scope u WBS u Staff u Risks u Milestones u Cost estimates u Performance measures u Open issues u Supporting details u technical documentation, etc. Project Plan: formal, approved document expected to change over time

6. Main Elements In a Project Plan u Introduction/Overview u Project Organization u Managerial Process u Technical Process u Work packages, schedule, budget u The Plan should be: u Dynamic, flexible, subject to change u Tailored to fit the project’s needs

7. Overview u Meaningful, distinct name u Brief description: needs met and goals u Sponsor u PM, key team members: contact info. u Deliverables u Supporting documents (reference materials) u history, summaries of scope, schedule, cost, etc. u List of definitions and acronyms - glossary

8. Project Organization u Organization chart(s) u lines of authority and communication u Boundaries and interfaces u Responsibilities for project functions u Process model

9. Management & Technical Processes u Management’s objectives u assumptions, priorities, constraints u Controls: u monitoring u change management u Risk management u Staffing u Technical processes and methods

10. Work to be Done u Work packages (logical units of work) u WBS: work breakdown structure u Key deliverables u formal specifications, if relevant u Schedule u summary and detailed u Budget u summary and detailed u Supporting information

11. Stakeholder Analysis u Help understand and meet stakeholder needs u Separate document u sensitive - intended only for project team u Each stakeholder: u Name, organization, role, facts u Level of interest u Level of influence u Suggestions for managing relationship

12. Planning Issues u Those who do the work should plan the work u Project managers should lead by example u importance of the Plan and planning u follow-through using the Plan u Organizational policies and procedures u link between planning and execution u Management skills u leadership, negotiation, communication u Product knowledge u provided through staff acquisition

13. Tools for Project Planning u Work authorization system u right people do right work at right time u written approval to begin specific activity u Regular status review meetings u exchange project information u motivation to progress u verbal vs. written better motivation u PMIS: Project Management Information System u integration of project information

14. Overall Change Control u Identify, evaluate, and manage change u Ensure that changes are beneficial u Must monitor status to identify change u Take corrective actions u anything done to bring expected performance in line with the project plan u Notify stakeholders u Minimize changes that occur

15. Change Control Process u Inputs: u project plan u performance reports u change requests Change control process u Outputs: u project plan updates u corrective action u documentation of lessons learned

16. Change Control System u Formal, documented procedures u Define steps by which documents may be changed u Documentation u Tracking u Approval u Automatic approval categories u CCB: Change Control Board u formal approval

17. Change Request Form (database) u Unique number, name u Description of change u Business justification u Business impact assessment u Technical impact assessment u Status u Scheduled integration, if needed u Dates of status changes u Responsible staff

18. Change Request Process 1. Log request 2. Business assessment Determine affected user areas 3. Technical assessment Determine affected technical areas 4. Determine appropriate approval level 5. Notify requesters of decision 6. Advise affected external groups 7. Pass change to technical team 8. Alter deliverables

19. Software Configuration Management u Configuration baseline u named set of software components u Change: u new feature u defect resolution u performance enhancement u Change request vs. defect report

20. Software Change Order (SCO) u Title u Description u Metrics: type of change u Resolution: responsible person u Assessment: u inspection, demo, or test u Disposition: u proposed, accepted, rejected u archived, in-progress, closed

22. Managing Project Changes u View Project Management as u continuous communication and negotiation u Plan for change u Formal change control system (CCS), board (CCB) u Configuration management u Prioritize changes u Written and oral performance reports u PMIS

23. Software Project Changes u Minimize changes by: u complete requirements definition u user involvement u short project duration u Spiral approach: u iterative refinement

24. Top Management Commitment u Reflects overall organization commitment u Get needed resources u Get timely approval u Cross-organization cooperation u Mentoring and coaching on leadership u Commitment to Information Technology u Need for Project Management standards