Information Systems System Analysis 421 Chapter 3 Managing the Information Systems Project

Learning Objectives Explain the process of managing an information systems project Discuss skills required to be an effective project manager Describe skills and activities of a project manager during project initiation, planning, execution and closedown Explain Gantt and Pert charts Review commercial project management software packages 3.2

Figure 3-1 Three computer applications at Pine Valley Furniture: Order Filling, Invoicing, and Payroll (Source: Hoffer, Prescott, and McFadden, 2002) 3.3 Pine Valley Furniture

Manufacturing Company –Product: Wood Furniture –Market: US –Organized into functional areas Manufacturing Sales Orders Accounting Purchasing –Three independent computer systems were converted to a database in 1990’s 3.4

Managing the Information Systems Project Focus of project management –To ensure that information system projects meet customer expectations Delivered in a timely manner Meet time constraints and requirements Project Manager –Systems Analyst responsible for: Project initiation Planning Execution Closing down 3.5

Managing the Information Systems Project Project Manager –Activities include: Management Leadership Technical Problem solving Conflict management Customer relations Team management Risk and change management

Project Management Process Project –Planned undertaking of related activities to reach an objective that has a beginning and an end Four Phases –Initiation –Planning –Execution –Closing down 3.7

Initiating the Project Establish project initiation team Establish relationship with customer Establish project initiation plan Establish management procedures Establish project management environment and workbook 3.8

Planning the Project Describe project scope, alternatives and feasibility –Scope and Feasibility Understand the project What problem is addressed What results are to be achieved Measures of success Completion criteria 3.9

Planning the Project Divide the project into manageable tasks Work breakdown structure Gantt chart Estimate resources and create a resource plan Develop a preliminary schedule Utilize Gantt and PERT charts 3.10

Planning the Project Develop a communication plan –Outline communication processes among customers, team members and management Determine project standards and procedures –Specify how deliverables are tested and produced 3.11

Planning the Project Identify and assess risk –Identify sources of risk –Estimate consequences of risk Create a preliminary budget Develop a statement of work –Describe what the project will deliver and duration Set a Baseline Project Plan –Estimate of project’s tasks and resources 3.12

Executing the Project Execute Baseline Project Plan –Acquire and assign resources –Train new team members –Keep project on schedule Monitor project progress –Adjust resources, budget and/or activities 3.13

Executing the Project Manage changes to Baseline Project Plan –Slipped completion dates –Changes in personnel –New activities –Bungled activities Maintain project workbook Communicate project status 3.14

Closing Down the Project Termination –Types of termination Natural –Requirements have been met Unnatural –Project stopped –Documentation –Personnel Appraisal 3.15

Closing Down the Project Conduct post-project reviews –Determine strengths and weaknesses of: Project deliverables Project management process Development process Close customer contract 3.16

Activity Planning Activity planning includes –Selecting a systems analysis team –Estimating time required to complete each task –Scheduling the project Two tools for project planning and control are Gantt charts and PERT diagrams

Estimating Time Project is broken down into phases Further broken down into tasks or activities Finally broken down into steps or even smaller units Estimate time for each task or activity May use a most likely, pessimistic, and optimistic estimates for time

Gantt Charts Easy to construct and use Shows activities over a period of time

Gantt Chart Example

PERT Diagram PERT - Program Evaluation and Review Technique –PERT diagrams show precedence, activities that must be completed before the next activities may be started –Used to calculate the critical path, the longest path through the activities –This is the shortest time to complete the project

PERT Diagram Example

PERT Diagram Advantages Easy identification of the order of precedence Easy identification of the critical path and thus critical activities Easy determination of slack time, the leeway to fall behind on noncritical paths

Timeboxing Timeboxing sets an absolute due date for project delivery The most critical features are developed first and implemented by the due date Other features are added later

Representing and Scheduling Project Plans Gantt Charts –Useful for depicting simple projects or parts of large projects –Show start and completion dates for individual tasks PERT Charts –Show order of activities 3.25

Comparison of Gantt and PERT Charts Gantt –Visually shows duration of tasks –Visually shows time overlap between tasks –Visually shows slack time PERT –Visually shows dependencies between tasks –Visually shows which tasks can be done in parallel –Shows slack time by data in rectangles 3.26

Gantt and PERT Charts for Pine Valley Furniture Steps –Identify each activity Requirements Collection Screen Design Report Design Database Design User Documentation Software Programming Installation and Testing 3.27

Gantt and PERT Charts for Pine Valley Furniture –Determine time estimates and expected completion times for each activity –Determine sequence of activities –Determine critical path Sequence of events that will affect the final project delivery date 3.28

Project Management Software Many systems are available Three activities required to use: –Establish project start or end date –Enter tasks and assign task relationships –Select scheduling method to review project reports 3.29

Summary Skills of an effective project manager Activities of project manager –Initiation –Planning –Execution –Closedown Gantt and PERT Charts Commercial Project Management Software 3.30