IT 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 Executing Controlling 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 Project Schedule Project Planning

Work Breakdown Structure Project Schedule 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 Status Schedule Status Resource Utilization & Forecasts

Performance Charts + Manager’s Assessment:  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 Project Managers Project Team Executive Mgmt Server Ethernet Client Software Web Access

Methodology Templates: Contact List

Methodology Templates: Task Definition & Progress

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 Standard, 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 the Project Management 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 Projects SUCCESSFULLY

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 Projects SUCCESSFULLY

SUMMARY  Vision  Focus  Resolve Helpful Ways to Finish Projects SUCCESSFULLY

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: