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

Steps1. 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-TeOn 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 budget9. 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