Project Management

Project Management occurs throughout the Systems Development Life Cycle (SDLC)

Project Initiation :: Phase 1: Systems Planning and Selection

Project Planning :: Phase 2: Systems Analysis

Project Execution :: Phase 3: Systems Design

Project Closedown :: Phase 4: Systems Implementation and Operation

Definitions

Project: a planned undertaking of related activities to reach an objective that has a beginning and an end.

Project Manager: a systems analyst with a diverse set of skills – management, leadership, technical, conflict management, and customer relationship – who is responsible for initiating, planning, executing, and closing down a project.

Project Management: a controlled process of initiating, planning, executing, and closing down a project.

Work breakdown structure: the process of dividing the project into manageable tasks and logically ordering them to ensure a smooth evolution between tasks.

Gantt Chart: a graphical representation of a project that shows each task as a horizontal bar whose length is proportional to its time for completion.

Project Initiation

The first phase of the project management process in which activities are performed to assess the size, scope, and complexity of the project and to establish procedures to support later project activities.

Project Initiation Activities:

1.       Establishing the Project Initiation Team: Organize an initial core of project team members

2.       Establishing a Relationship with the Customer: Thorough understanding of the customer.

3.       Establishing the Project Initiation Plan: Define Scope of the Project, Define Member Roles, Become familiar with Team Members

4.       Establishing Management Procedures

5.       Establishing the Project Management Environment and Project Workbook: Project Workbook: an online or hard-copy repository for all project correspondence, inputs, outputs, deliverables, procedures, and standards that is used for performing project audits, orientating new team members, communicating with management and customers, identifying future projects, and performing post project reviews

6.       Developing Project Charter: Project Charter is a short, high-level document prepared for both internal and external stakeholders to formally announce the establishment of the project and to briefly describe its objectives, key assumptions, and stakeholders

Planning the Project

The second phase of the project management process, which focuses on defining clear, discrete activities and the work needed to complete each activity within a single project.

Project Planning Activities:

1.       Describing Project Scope, Alternatives, and Feasibility

a.       What problem or opportunity does the project address?

b.      What are the quantifiable results to be achieved?

c.       What needs to be done?

d.      How will success be measured?

e.      How will we know when we are finished?

2.       Dividing the Project into Manageable Tasks: Characteristics of a Task:

a.       Can be done by one person or a well-defined group

b.      Has a single and identifiable deliverable. (The task, however, is the process of creating the deliverable.)

c.       Has a known method or technique

d.      Has well-accepted predecessor and successor steps.

e.      Is measurable so that percent completed can be determined.

3.       Estimating Resources and Creating a Resource Plan

4.       Developing a Preliminary Schedule

5.       Developing a Communication Plan

6.       Determining Project Standards and Procedures

7.       Identifying and Assessing Risks

8.       Creating a Preliminary Budget “Cost-Benefit Analysis (CBA)”

9.       Developing a Project Scope Statement

10.   Setting a Baseline Project Plan

Executing the Project

The third phase of the project management process in which the plans created in the prior phases (project initiation and planning) are put into action.

Project Execution Activities:

1.       Executing the Baseline Project Plan

2.       Monitoring Project Progress Against the Baseline Project Plan

3.       Managing Changes to the Baseline Project Plan

a.       A slipped completion date for an activity

b.      A bungled activity that must be redone

c.       The identification of a new activity that becomes evident later in the project

d.      An unforeseen change in personnel due to sickness, resignation, or termination

4.       Maintaining the Project Workbook

5.       Communicating the Project Status

Closing Down the Project

The final phase of the project management process, which focuses on bringing a project to an end.

Project Close Down Activities:

1.       Closing Down the Project

2.       Conducting Post-Project Reviews

3.       Closing the Customer Contract

Practical Example

Phases include: Planning and Selection, Analysis, Design, Implementation and Operation

Start Analysis Phase Tasks include:

·         Overview of System: 52 Days

·         Develop Physical DFDs: 5 Days

·         Develop Logical DFDs: 12 Days

·         Develop ER Diagrams: 7 Days

·         Integration and Problem ID: 5 Days

·         Interviews: 6 Days

·         JAD Session: 2 Days

·         Develop Alternative Directions: 6 Days

·         Selection and Justification: 5 Days

·         Prepare for Review Meeting: 4 Days

·         Review Meeting: 0 Days