1. Z556 Systems Analysis & Design Session 4 LIS Z556 1

2. Need Your Input ILS Orientation LIS Z556 2

3. Project Management Basics LIS Z556 3

4. PM Main Processes Decision-making Communication Coordination …all support controlling the: LIS Z556 4 Scope Performance (quality) Time (schedule) Cost

5. All Team Members Have Project + Project Management Duties Project activities focus on producing the deliverable(s) Project management activities focus on control of project: Decision-making, communication, coordinating, planning, monitoring, assessing, controlling, changing LIS Z556 5

6. Project Management Areas Common Sense Project Management Institute “Areas” Who What When Where How Why HR—human resources Scope, cost, quality, objectives, risk mgt Time (schedules, milestones, due dates) Coordination Integration & coordination, communication Quality control LIS Z556 6 http://www.pmi.org/

7. Comparison of PM Models’ Phases Lewis ModelHaney ModelPMI Model 1. Define1. Start (set up)1. Initiate 2. Plan Strategy2. Do (middle)2. Plan 3. Plan Implementation 3. Execute 4. Execute & Control 4. Monitor 5. Learning3. Close out (finish) 5. Closing LIS Z556 7

8. PM Phases and Activities Start (set up) Define project goals: deliverables, due dates, quality Plan project: roles & responsibilities, schedules, norms Do (middle) Project tasks: interview, analyze, write report, etc PM tasks: monitor, assess, change Close out (finish) Project tasks: deliver report & presentation Project management tasks: “lessons learned” LIS Z556 8

9. PMI Model (2013) LIS Z556 9 Project Management Institute (2013). A guide to the project management body of knowledge.

10. Project Management Process (Performance Knowledge Inc.) LIS Z556 10 CommunicateLeadBuild TeamNegotiateManage Conflict Planning and Proposal People Project Evaluation And Wrap-Up Work Management Financial Management Client Relations PlanExecute MeasureUpdate

11. Project Management Tips Spend more time (LOTS of time) on defining and planning in the beginning Spend a lot of time on team process aspects (expectations, rules of behavior, conflict mgt processes, etc.) in the beginning Do not let problems build up—deal with them Set a schedule and stick to it Plan on ending all project activities before final due date Communicate with the instructor about problems LIS Z556 11

12. Scheduling: Network Diagram (Information Gathering Plan/Scheduling) LIS Z556 12 Decide a project Identify members’ expertise Interview the client Identify informants Estimate timeline Write up the information Gathering plan Identify observation occasions Produce Gant chart or Network diagram Identify documents

13. Scheduling: Network Diagram (Sales Promotion Tracking System) LIS Z556 13 1 2 3 4 5 6 7 8 Requirements collection Screen design Report design Database design User documentation ProgrammingTesting Installation

14. Scheduling: Sequence of Activities (Sales Promotion Tracking System) LIS Z556 14 ACTIVITYPRECEDING ACTIVITY 1. Requirements collection-- 2. Screen design1 3. Report design1 4. Database design2, 3 5. User documentation4 6. Programming4 7. Testing6 8. Installation5, 7

15. Scheduling: Gantt Chart (Sales Promotion Tracking System) LIS Z556 15

16. Getting the Data LIS Z556 16

17. Agile Software Development (Williams, 2012) Original 12 principles were developed in 200112 principles Surveys conducted in 2010 (326 + 93 respondents) overwhelming support for the original principles Suggested revisions Importance of face-to-face communication LIS Z556 17

18. 10 Key Principles of Agile (Waters, 2007) Active user involvement is imperative The team must be empowered to make decisions Requirements evolve but the timescale is fixed Capture requirements at a high level; lightweight & visual Develop small, incremental releases and iterate Focus on frequent delivery of products Complete each feature before moving on to the next Apply the 80/20 rule Testing is integrated throughout the project lifecycle—test early and often A collaborative & cooperative approach between all stakeholders is essential ILS Z556 20 http://www.allaboutagile.com/what-is-agile-10-key-principles/

19. Determining System Requirements (Valacich, et al., 2012) Types of DeliverablesSpecific Deliverables Information collected from users Interview transcripts Notes from observations Meeting notes Existing documents and files Business mission & strategy statement Sample business forms/reports/ computer displays Procedure manuals Flowcharts/documentations of existing systems Training manuals LIS Z556 19

20. Determining System Requirements (Valacich, et al., 2012) Types of DeliverablesSpecific Deliverables Computer-based information Displays and reports from system prototypes LIS Z556 20

21. Traditional Methods of Collecting System Requirements (Table 5-2, p. 126, Valacich, et al., 2012) Interviews with individuals Observations of workers Document reviews Your own experience (see Block, Ch 13) [Questionnaires] LIS Z556 21

22. Interviews May want to use an interview guide: Figure 5-2, p. 128, Valacich, et al., 2012 Use an interview as a joint learning event Be personal (contextualized) –it’s helpful to conduct observations first LIS Z556 22 General specific

23. Interviews (cont.) Guidelines for effective interviewing (Table 5-3, p. 127, Valacich, et al., 2012) Type your notes within 48 hours 24 hours May want to send the notes back to the interviewee (member checking) Thank the person Obtain a variety of perspectives LIS Z556 23

24. Interviews—Layers Level 1: What is the technical or business problem that you are experiencing? Level 2: What are other individuals in the org doing to either cause or maintain this problem? Level 3: What is your role in the problem? LIS Z556 24

25. Questionnaires Choosing questionnaire respondents Convenient sampling Random sampling Purposeful sampling Stratified sampling Designing questionnaires Reduce ambiguity (c.f., example on the Q about backup) LIS Z556 25

26. Interviews & Questionnaires ProsCons Interviews Questionnaires LIS Z556 26 Fill out the chart below

27. Observation Remember “Contextual Inquiry?” 4 Principles of Contextual Inquiry: Context Partnership Interpretation Focus LIS Z556 27

28. Document Reviews Useful documents: A written work procedure (a ka. Job Aid) May find needs for reorganization A formal system vs. an information system (c.f., work-to- order strike in France) A business form (c.f., artifact model) A report generated by current systems Documents that describe the current information systems LIS Z556 28

29. Modern Methods for Determining System Requirements JAD: Join Application Design (see Figure 5-6, p. 138, Valacich, et al., 2009) What’s the pros and cons of JAD? Prototyping Business process reengineering (BPR) LIS Z556 29

30. Project Team Formation You have three chances to choose a project Rules: You can stay in the same project for all the three times, if you’d like The person who wrote the project will clarify questions about the project The third time is the final round (i.e., your group) Discuss everyone’s schedule LIS Z556 30

31. Topics to Discuss as a Group Process Regular meeting schedule Group norms Conflict resolution Project Project objectives (Team assignment: Info gathering plan & scheduling due next week) Deliverables Constrains Boundaries/scope Milestones Schedule LIS Z556 31

32. Tools for Group Work Oncourse Group Spaces; discussion forum Project wiki page E.g., http://pbworks.com/http://pbworks.com/ Box @ IU (https://kb.iu.edu/d/bccq)https://kb.iu.edu/d/bccq Team Project Assignment Draft #1 due in the next week – project scheduling/info gathering MS Project (Wells Library IC, https://iuanyware.iu.edu/vpn/index.html ) https://iuanyware.iu.edu/vpn/index.html Open Project (https://www.openproject.org/)https://www.openproject.org/ Tom’s planner (https://www.tomsplanner.com/)https://www.tomsplanner.com/ Gantt Project (http://www.ganttproject.biz/)http://www.ganttproject.biz/ MS Excel LIS Z556 32