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DePaul University

Project Management I - Getting Started

Instructor: David A. Lash

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Project Management Key Success Factors

• 1. Agreement Among Project Team, Customer(s) and Management2. A Plan That Shows Overall Clear Path3. Constant Effective Communication Among Everyone In Project •4. Scope Management - Defensive Measures Against Growing Scope•5. Management Support -

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Project Definition & Critical Success Factors

• Project Definition Effects 3 of the 5 CSFs

•Agreement, Scope, Management Support•Tools of Project Definition Include

1. Charter2. SOW3. Responsibility Matrix

4. Communication Plan

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Purpose Of the Charter • A Straightforward Announcement Of The Project

•A One-Time Announcement That States1. Name Of The Project 2. Project Purpose 3. Project Manager Name 4. Perhaps The Goal & Responsibilities of the PM5. Anything else to ensure responsibility is well defined

•Charter is reviewed and issued by sponsor.

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Project Definition & Critical Success Factors

•Tools of Project Definition Include 1. Charter 2. SOW 3. Responsibility Matrix 4. Communication Plan

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Statement Of Work

•Clarifies with stakeholders the goals, scope, and deliverables of project •Sometimes may be a contract (E.g., an outsourcing arrangement for SOW)•Other times a project clarification device•Reviewed by project board/sponsor (sometimes with team member input).

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Elements of SOW

•Purpose Of The Project - Why are we doing it? - Be Specific•Goal statement of the project - SMART •Scope statement of project - what is in or out of scope•Deliverables of project - definition of what the project will produce•Cost and schedule estimates - Order of magnitude costs •Formal Stakeholder definition - •Chain of command - who reports to who

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Defining The Goal

• Need to clearly think out the goal and define it in writing

•Should spell out the criteria for success •Entire team should agree to the goal

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Criteria for Defining Goals Goals Must be:

1. Specific - clear enough so everyone can understand it from the written form only.

2. Measurable - identify the objective criteria will be used to judge the success of the project

3. Agreed Upon - must achieve consensus form everyone on the project.

4. Realistic - must be something have a reasonable chance of doing. (e.g., build a house for 1 dollar)

5. Time component - Need definite termination date

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Goal Example Consider this goal:

• Roll out a new version of XXX software

Or reword it to this:•Deploy Version YYY of XXX software to ZZZ users - fully deployed by 4/22/00

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Another Goal Example Consider this goal:

• Deploy new release of Windows 2000 to all our desktop machines

Or reword it to this:•Deploy Windows 2000 to all machines by 4/22/00 - runs the application XYZ with 4000 transactions per hour

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A Real Life Goal Example This paper presents the objective, scope and high level plans for implementing the items outlined in the XXXX Disaster Recovery Technical Assessment. The two main objectives are to

•provide protection of data by ensuring nightly copies of key databases for all products are made to an off-site location and •identify and set in place an appropriate recovery strategy for the server environments.

While these steps will not completely achieve our recovery objectives, they will significantly reduce our exposure. The goal is to provide the capability to rebuild current product code within Y days of a catastrophic failure in either the XXXX or YYY environments.

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Elements of SOW

•Purpose Of The Project - Why are we doing it? •Goal statement of the project - SMART •Scope statement of project - what is in or out of scope•Deliverables of project - definition of what the project will produce•Cost and schedule estimates - Order of magnitude costs •Formal Stakeholder definition - •Chain of command - who reports to who

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Scope • Purpose: Define project boundaries • Should describe major activities in such a way that its impossible to add activities without adding to the scope statement •Clarify:

•What is relationship to this project and other related ones•What is within the scope •What is beyond the scope•What are the major deliverables

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Items Within Scope

The following items are within scope of this project Development and documentation of a Reciprocal

Recovery Strategy between sites. Development of requirements, procedures to create

a nightly copy of key data. Determine the network capacity to complete the

nightly transfer and to allow user access to it once it is established in sister site.

Cross-training of staff on a common set of backup, restoration and recovery policies and procedures.

Rebuild of base within X days in event that either the XXXX or YYYYY server environments encounter a catastrophic failure.

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Items Outside Of Scope

The following items are outside the scope of this project

Ensuring business continuity for an entire department

Creation of full Disaster Recovery Plan meeting the Recovery Time Objectives outlined in the Technical Assessment.

Ensuring building and building service D/R

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Elements of SOW

•Purpose Of The Project - Why are we doing it? •Goal statement of the project - SMART •Scope statement of project - what is in or out of scope•Deliverables of project - definition of what the project will produce•Cost and schedule estimates - Order of magnitude costs •Formal Stakeholder definition - •Chain of command - who reports to who

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Deliverables

A. Development of requirements and procedures to create a nightly copy of the key data.

.Define the precise data needing replication with XXXX and YYYY.

.Quantify WAN traffic and get related equipment.

.Successful access of D/R of data

.Documentation of all processes and procedures

B. Development and documentation of an Internal Reciprocal Recovery Strategy to recover Environment

- Determine what needs to be similar

- Implement it

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Elements of SOW

•Purpose Of The Project - Why are we doing it? •Goal statement of the project - SMART •Scope statement of project - what is in or out of scope•Deliverables of project - definition of what the project will produce•Cost and schedule estimates - Order of magnitude costs •Formal Stakeholder definition - •Chain of command - who reports to who

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More on Charter/SOW

. Cost and Schedule Estimates

- What are the budget concerns?

- How fixed is the budget it?

- How good of an estimate can you make?

- Can a reliable estimate be made?

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Elements of SOW

•Purpose Of The Project - Why are we doing it? •Goal statement of the project - SMART •Scope statement of project - what is in or out of scope•Deliverables of project - definition of what the project will produce•Cost and schedule estimates - Order of magnitude costs •Formal Stakeholder definition - •Chain of command - who reports to who

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Formal Stakeholder Definition

•Using Definitions from Chapt 3, create a table with at least the following

•Role•Description•Who•Percent Involvement•Estimated Duration

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Formal Stakeholder Definition - Example

Planner Jane PM 100% 5 WeeksIT Admin Joe Sets up systems 50% 2 Weeks

configures themAp “A” Hans Identifies key data 50% 3 weeksOwner Ap “B” Mike Identifies key data 50% 3 weeksOwner Sponsor Jean Project Champion & <5% Monthly review

Sponsor App Janet Project Board of < 5% Monthly ReviewMgmt Directors

Admin Frank Copies data & 100% 4 weeks. programs

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Elements of SOW

•Purpose Of The Project - Why are we doing it? •Goal statement of the project - SMART •Scope statement of project - what is in or out of scope•Deliverables of project - definition of what the project will produce•Cost and schedule estimates - Order of magnitude costs •Formal Stakeholder definition - •Chain of command - who reports to who

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Chain Of Command

•Create a chart similar to page 62 figure 4.1•Depends on how clear these roles are to the project.

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Other SOW Items

•Can include information about the phases of the project.

•What methods will the project follow? •Incremental VS waterfall?

•Is there a phased approach?

•E.g., Phased - D/R plan•Phase 1 - Plan for vital data •Phase 2 - Plan for all business data•Phase 3 - Building Facilities

recovery

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Next Exercise

For your select project, start to develop a Charter and SOW.

- Write the charter

- Develop the essential items of the SOW.

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Project Definition & Critical Success Factors

•Tools of Project Definition Include 1. Charter 2. SOW 3. Responsibility Matrix 4. Communication Plan

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Responsibility Matrix •Defines key groups and their responsibilities.•Help define cross organization responsibilities

•E.g., change in tool design requires work in another department. Will other department have a role in decisions?

•Can be done for each major task or for specific areas•Best if done up-front before turf wars develop

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Responsibility Matrix •List the major activities of project on vertical axis

•(see page 63 table 4.2)•List the stakeholder groups on horizontal axis •Code the responsibility matrix

•E - Execution responsibility (get work done)• C - Must be consulted •I - Must be informed•A - Approval authority

•Review matrix

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Project Definition & Critical Success Factors

•Tools of Project Definition Include 1. Charter 2. SOW 3. Responsibility Matrix 4. Communication Plan

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Communication Plan

A written strategy for getting the right info to the right people

– Sponsors - Probably a formal mechanism– Project Review Board - Separate from

sponsor? – Functional management - as providers of

resources may need to know– Customers - Make ultimate decisions, likely

different levels of customer involvement– Project team - probably needs regular

communication

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Communication Plan

What needs to be communicated?– Authorizations - major document

agreements, such as project plans, SOW, product specifications

– Regular Status Updates - Cost and status updates.

– Coordination - General coordination generally among team members.

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Sample Communication Plan

Stakeholder Info Needed Freq MediumSponsor - High-level cost,

schedule, quality perf,- Problems and action

Monthly Written report, andmeeting

PM supervisingmanagement

- Detailed cost,schedule,. Qualityperformance- problems, proposedactions, assistancerequired

Weekly Written report andmeeting

Customer Exec - Detailed cost,schedule, qualityperformance- Problems andactions

Monthly Written report andmeeting

Customer Contact - on-going costinformation. Problemsand on-going status

Weekly Project team meeting withwritten report.

Project Team - On-going cost andschedule information.Problems and on-going status

Weekly Project team meeting withwritten report.

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PM Should Be Defined Process

Charter – Purpose – review and publish

SOW – A. Document goals, scope deliverables HL budget

estimate– Review with Project board

Communication Plan – Document communication methods of various level – Review with project board, various stakeholders

Risk Strategy Project Plan Execute

HL Plan

LL Plan

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In Class Exercise

Break Into Groups– Start the process of project definition

Work on a Charter Write a specific goal statement Define the scope of the project

Out of class deliverable – Create a project Charter, SOW, Responsibility

Matrix and Communication Plan