1 Project Presentation Sethu Lambu Manager, IS Production Engineering GBA573 IT Project Management Summer 2004 University of San Diego Electronic-File Processing System (EFP)

2 i2 Trade Service Business SBU of i2 Technologies –10% of company revenues Products –For Distributors and Contractors –Pricing Content for MRO products from Electrical, Plumbing, and Industrial verticals –Attributed Content –Publications –Hi-Tech Component Content Products/Services –Decision support software & content

3 Source Electronic files Process Data Integrate Deliver Source Catalogs Capture Data Integrate Validate EDMS MS Access Tools Editing, Domain Knowledge Call Center FTP, CD Oracle, Unix, C, Shell Content Production & Delivery Integrate Deliver and XPP Books & XML Capture Data Pubs Format Publish Editing, Domain Knowledge

4 EFPProblem Statement Backlog of 80,000 items over a quarter during peak time. Worst case = 250,000 items over 1 year Double the resources to clear backlogs Need to reduce backlog by 50% in one year Need to eliminate this from next year

5 Source Electronic files Process Data Integrate Deliver Validate EDMS MS Access Tools FTP, CD Oracle, Unix, C, Shell Electronic File Processing - Current Mfr Data Handling Pre-Data Input Table Data Admin Data Input Work Feedback, Corrections TO REPLACE WITH THE NEW EFP SYSTEM …. Each of these areas have their own databases for the same items

6 EFPDesign Source data file EFP database MD Handling Pre-DIT DIT Admin validation Reports EDMS  Design – common database, functional UIs  Technology – Oracle 9i, C#,.net Framework

7 EFP Benefits

8 EFPProject Scope Objectives –Solve the business problem: eliminate backlog –Satisfy users –Monitor and demonstrate benefits Justification –Current system’s problems highlighted by research in 2003 Redundancies, Rework, Patchwork, Inefficient UI, Unreliable backup –Discounted ROI % plus intangible benefits Business Process Requirements –One integrated system for electronic file processing –Auto-tracking and reporting mechanism –Max users = 20, max items = 20 Million –All verticals

9 EFPDeliverables Project Management Deliverables -Business Case, ROI, Feasibility -Approval from sponsors -Team formation -Requirements sign-off -Work breakdown structure -Project Schedule -Project status reports for sponsors, users and project team -Project time tracking reports -User acceptance and sign-off -Final project presentation -Lessons-learned report Product Deliverables -EFP design document -Software code -Source code descriptions -Prototypes at appropriate stages for approval by users -QC / Testing package -Training materials -User training -User manual summary document -Entity relationship diagram and a method to maintain it -Post-deployment support -Dedicated network drive -Server, memory space

10 EFP Feasibility Technical –Development technology & environment already available –Does not affect the functioning of subsequent processes –Immense knowledge existing business rules Economic –No additional cost incurred for software or hardware –Discounted ROI % plus intangible benefits Operational –Greatest challenge from extreme flexibility with existing tools –EFP offers flexibility with robustness –Extensive involvement by users needed

11 EFP Risk Management Does not offer extreme flexibility like existing tools –Flexibility with robustness, similar editing features Modular deployment not possible –Seems like no value for a long time. –Prototypes & demos help in “keeping it live” Time commitment from users –Testing prototypes will keep them involved –Testing scheduled during non-critical hours –Global development team to compensate for time lost QA resources are shared by other projects –Include tester in all design discussions –Regular update to QA manager re: project progress

12 EFP Communication Strategy Sponsors –Weekly dashboard updates & regular milestone updates Users –Involve in prototype demos, design changes –Written approvals –Clarity in communication, quick response, PM interface Developers –Global team –Written, oral, net meetings Others –QA testers: work closely with users –Sys-admin: extremely important during deployment

13 EFP Summary Tasks

14 EFP Work Breakdown Structure

15 EFP Work Breakdown Structure

16 EFP Project Participants TitleRoleHours Project ManagerProject Management500 hrs Developer 1Programming1000 hrs Developer 2Programming700 hrs QA 1Testing1000 hrs User 1Testing250 hrs User 2Testing250 hrs User 3Testing250 hrs Developer 1 + otherDocumentation250 hrs Sys-AdminDeployment150 hrs Manager 1Sponsor, reports approvalAs needed Vice PresidentSponsorAs needed Total person-hours approximate4,400 hrs

17 EFP Measure of Success During the project –User Acceptance –Technical Quality –Time Schedule –Cost –Security After the project –User Acceptance –Minimal post-deployment changes –Measure backlog –Measure additional resources required to clear backlog –Validate intangible benefits

18 THANK YOU