IT Project ManagementIT Project Management

Cheng Li, Ph.D.

August 2003

Outline

Why Project Management What is Project Management Project Management Tools Benefits of a Formal Methodology Conclusion and Contacts

Why Project Management?

IT Project Management:A Challenging Task

49%

23%

Successful

Challenged:Schedule : late by 63%Budget: over by 45%Features: 33% missing

Failed/Canceled

28%

Standish’s CHAOS study (2000):

What is IT Project Management?

A General Model

Initiating Planning

ExecutingControlling

Closing

Source: PMI

Core Processes: Initiation

Major Tasks: Develop an effective solution to

the business problem Ensure buy-in and support Obtain resources

Core Processes: Initiation

Project Funding Proposal:– The need/problem– The scope and the solution– Business justification and priority– How, when, and who– Cost and source of funding

Project Initiation Form: improving consistency and control

Core Processes: Planning

CORE PLANNING PROCESSES

Activity Definition

Activity Duration

Estimating

Activity Sequencing

Resource Planning

Schedule Development

Cost Estimating

Cost Planning

Project Plan

Integration

Scope Planning

Work Breakdown Structure

Project Planning

Planning

Work Breakdown Structure

ID WBS Task Name

1 1 Feasibility Study

2 1.1 Define Business Problem

3 1.2 Define Business Objectives

4 1.3 Define Alternative Solutions

5 1.4 Business Justification

6 1.5 Prepare Feasibility Report

7 1.6 Approve Feasibility Report

8 2 Analysis

9 2.1 Functional Requirements

10 2.1.1 Develop Req'ts

11 2.1.2 Approve Req'ts

12 2.2 Perf. & Reliab. Req'ts

13 2.3 Design Alternatives

14 2.4 Cost/Benefit Analysis

15 2.5 Dev. & Implem. Strategies

16 2.6 Approve Analysis

Aug '98 Sep '98 Oct '98 Nov '98 Dec '98

Project Schedule

Project Planning

Work Breakdown Structure

ID WBS Task Name

1 1 Feasibility Study

2 1.1 Define Business Problem

3 1.2 Define Business Objectives

4 1.3 Define Alternative Solutions

5 1.4 Business Justification

6 1.5 Prepare Feasibility Report

7 1.6 Approve Feasibility Report

8 2 Analysis

9 2.1 Functional Requirements

10 2.1.1 Develop Req'ts

11 2.1.2 Approve Req'ts

12 2.2 Perf. & Reliab. Req'ts

13 2.3 Design Alternatives

14 2.4 Cost/Benefit Analysis

15 2.5 Dev. & Implem. Strategies

16 2.6 Approve Analysis

Aug '98 Sep '98 Oct '98 Nov '98 Dec '98

Project Schedule

Staff Loading by Month

0

1

2

3

4

5

6

7

8

9

Jan-97 Feb-97 Mar-97 Apr-97 May-97 Jun-97 Jul-97 Aug-97 Sep-97 Oct-97 Nov-97 Dec-97

No

. of

Pe

op

le

Analysts Programmers

Resource Loading

Project Planning

Core Processes: Execution & Control Major Tasks

–Track and monitor performance• Schedule• Budget• Quality

–Analyze variances and take corrective actions–Communicate with stakeholders: meetings, status reporting, etc.

–Manage issues and changes

Project Execution & Control: Schedule

Schedule Status

Cost Status

Project Execution & Control: Cost

Schedule Status

Project Execution & Control: Resources

Cost StatusSchedule Status

0

2

4

6

8

10

12

14

Jan-99 Feb-99 Mar-99 Apr-99 May-99 Jun-99 Jul-99 Aug-99 Sep-99 Oct-99 Nov-99 Dec-99

Month

Num

ber o

f Sta

ff

Planned Projected Actual

Resource Utilization & Forecasts

0

2

4

6

8

10

12

14

Jan-99 Feb-99 Mar-99 Apr-99 May-99 Jun-99 Jul-99 Aug-99 Sep-99 Oct-99 Nov-99 Dec-99

Month

Nu

mb

er

of

Sta

ff

Planned Projected Actual

Performance Charts

+

Manager’sAssessment: Accomplishments Variance analysis &

impact Open issues Planned actions Forecasts to completion

Project Execution & Control: Reporting

Status Report

Core Processes: Closing

Major Tasks–Evaluate the final product/deliverables–Redirect project resources–Close contract(s)–Document lessons learned

Other Issues

Risk Management Quality Management Procurement Scope Planning and Change Control

IT Project Management Tools

Project Management Software

Microsoft Project 2002:– Easy to use– Inexpensive– Useful features– Suitable for IT projects– Compatible with other users

MS Project Examples: Gantt Chart

MS Project Examples: Tracking

MS Project Examples: Assigning Responsibilities

Other Tools

Other Project Management Software– Server based systems (Enterprise Systems)– Primavera– Artemes– And many others

Excel: e.g. Schedule Risk Assessment Templates

Server-Based

Systems

ProjectManagers

Project Team

Executive Mgmt

Tower box

Server

Ethernet

ClientSoftware

WebAccess

Methodology

Templates: Contact ListProject Name: Updated Date: Updated By: CONTACT LIST NAME & TITLE Dept. Numbers

Address & Mail

Stop Responsibility

Voice: Fax: E-mail: Pager:

Voice: Fax: E-mail: Pager:

Voice: Fax: E-mail: Pager:

Methodology

Templates: Task Definition & ProgressTASK DEFINITION STATEMENT

Project/Phase Name

Task Name

WBS #

Prepared By

Date

Approved By

Date

Task Description (What is to be done) Approach (Key assumptions and how it will be done) Deliverables (list and brief description of the tangible outputs of the task) Roles & Responsibilities (if multiple organizations are involved)

WEEKLY/BIWEEKLY TASK PROGRESS REPORT Project:

Task Name:

WBS #:

Prepared By: Period Ending:

Task Due Date:

% Complete:

Forecast Completion Date:

Work Completed – Current Period: (sub-tasks, deliverables)

Analysis of Variances from the Plan: (schedule, resources, costs; reasons, issues) Potential Impact of Variances: (Overall schedule, quality, costs, risks)

Corrective Actions Taken or Recommended: (by submitter, by management)

Issues /Action Items Log Project:

Updated By:

Date Updated:

Issue/Action

Assigned To

Opened Date

Req Date

Revised Date

Closed Date

Solution Document Reference

1

2

3

4

5

6

Methodology

Templates: Issue/Action Items Log

Technologies and Theories

IT: DBMS, Web-based applications, network, servers

Scheduling Algorithms: e.g resource constrained scheduling, PERT/CPM,

Probability Theory and Simulation Management Theories: e.g. matrix

organization structure, teamwork, TQM, BPR, etc.

Benefits of a Formal Methodology

Repeatable

Initial

Defined

Managed

Optimizing

1

2

3

4

5Standard, consistent process

As IT project management matures from Repeatable to Defined ……

Project Management Maturity

A framework A set of guidelines and

recommendations: reality-based & forward-looking

Tools and templates Where the Methodology can help the

most: Planning and Control

What does the Methodology provide?

Benefits:

Better organized by using a systematic approach and consistent standards

Better communication by using a common “language”

Better control as a result of timely feedback and corrective actions

Lessons Learned from Lessons Learned from the Project the Project

Management StudyManagement Study

Initiation and Planning

Feasibility studies Initial planning Unrealistic schedules

Project Management Organization

Organization structure Accountability and authority IT oversight IT project manager career path

Procurement

Fixed contract before detailed requirements Incentives Flexibility:

– Design-build: “proof of concept” with multiple vendors

– Fixed Price with redetermination– Time and Material

Make-or-Buy

Execution/Control

Performance reporting Quality management Scope Management

System Implementation Approach

Software customization: package, customized package, custom

Size of projects– “Big Bang” vs. Phased

Managing expectations Proven technology Cross-Training

Helpful Ways to Finish Projects

1. Establish a vision• Project Charter/Scope Statement.• Review scope with stakeholders.

SUCCESSFULLY

2. Keep focused• Keep Functional Design within and

consistent with Scope. What you see is what you get.

• Enforce Change Management. Be clear on the impact a change will cause on achieving the End Goal.

• Plan on over-delivering anyway.

Helpful Ways to Finish ProjectsSUCCESSFULLY

Helpful Ways to Finish ProjectsSUCCESSFULLY

3. Resolve on finishing• Make sure there is no doubt in your

mind or anyone else’s mind you are planning on finishing and there is an end to the Project.

• Make sure every project stakeholder understands the meaning of “done”. Most importantly, you understand the meaning of “done”.

3. Resolve on finishing (cont.)• Set up a checklist (milestones) which

leads to the end. The last item on the list should be final acceptance. You’re done.

• Enforce Change Management. Be clear on the impact a change will cause on achieving the End Goal.

Helpful Ways to Finish ProjectsSUCCESSFULLY

SUMMARY Vision Focus Resolve

Helpful Ways to Finish ProjectsSUCCESSFULLY

Build

Discipline

in your project by using a

Methodology!

Extra Slides

Multiple, rapidly changing technologies Multi-million dollar investments Multiple departments and sites Business process re-engineering Impact on jobs, organization & culture

IT Projects: