CPU3146

IT Project Management

Wasana Uduwela

Department of Mathematics & Computer Science

IT Project Management

• Vision….

“A Vision is defined as 'An Image of the future we seek to create'. It is a dream.”

• Mission….

“A Mission is defined as 'Purpose, reason for being'. Defined simply "Who we are and what we do".

Cont…

• Your Vision is : to be a ...... what : (describe) ... to provide ..... what : (describe) for ... what ... in the field of .... what ...

• Your Mission is ...

what you do ... for whom ... and how .

OUSL

• Vision “To be the premier Open and Distance Learning institution in Asia through excellence, efficiency and equity in lifelong learning”

• Mission

“To enhance access to high quality, affordable and relevant education through Open Distance Education and ensure life-long learning opportunities to face challenges in a knowledge society."

What is a Project?

• Project is a temporary effort undertaken to create a unique product, service, or result

• Attributes; – Has a unique purpose – Temporary (has definite beginning and a definite end) – Developed using progressive elaboration – Requires resources (people, H/W, S/W and other assets) – Should have a primary customer or sponsor – Involves uncertainty – Has a definable input, purpose, parameters (cost,

performance, quality req., schedule and scope)

Outcome

• Irrespective of the field every project creates

– Product (car, software)

– Service ( business function)

– Result ( research project )

What is the difference between a Project and the Operation?

Project

• Temporary in nature

• Complete when goals are met

• Result: Product, Service, Result not exist before

• Designing a new car model

Operation

• Ongoing

• Repetitive

• No end date (work is continuous)

• Purpose is to keep the organizational functions

• Assembling the new car model recently designed

Project, Program, Portfolio Management

Portfolio

Strategic Planning

Programs

Projects

group of related projects managed together to obtain specific benefits and controls that would likely not occur if these projects were managed individually (Ex:- ERP System)

A portfolio is a collection of projects or programs grouped together to facilitate effective management of efforts to meet strategic business objectives managing this broad range of somewhat unrelated programs and projects towards a specific set of strategic divisional business objectives

What would be the better option? Program or Project

Project Management

• The application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.

Project Manager

• Is the person assigned by the project management organization to achieve the project organization

• Distinct from functional manager and operation manager

• Effective project management requires; – Knowledge on project management

– Performance

– Personal

Cont…

• Other areas need to be specialized

– Interpersonal skills

– General management principles

– Project management & business sector

– Application area knowledge

Enterprise Environmental Factors

• Organizational culture, structure, and processes;

• Government or industry standards (e.g., regulatory agency regulations, codes of conduct, product standards, quality standards, and workmanship standards);

• Infrastructure (e.g., existing facilities and capital equipment);

• Existing human resources (e.g., skills, disciplines, and knowledge, such as design, development, law, contracting, and purchasing);

• Personnel administration (e.g., staffing and retention guidelines, employee performance reviews and training records, overtime policy, and time tracking);

• Company work authorization systems;

• Marketplace conditions;

• Stakeholder risk tolerances;

• Political climate;

• Organization’s established communications channels;

• Commercial databases (e.g., standardized cost estimating data, industry risk study information, and risk databases);

• Project management information systems (e.g., an automated tool, such as a scheduling software tool, a configuration management system, an information collection and distribution system, or web interfaces to other online automated systems).

Organizational Process Assets for a project

• Organizational process assets may be grouped into two categories – Processes and Procedures

– Corporate Knowledge Base

• Process and Procedures – Organizational standard processes such as

standards, policies, standard product and project life cycles, and quality policies and procedures

Cont…

– Standardized guidelines, work instructions, proposal evaluation criteria, and performance measurement criteria

– Templates

– Guidelines and criteria for tailoring the organization’s set of standard processes to satisfy the specific needs of the project

– Organization communication requirements

– Project closure guidelines or requirements

Cont…

– Financial controls procedures – Issue and defect management procedures defining issue

and defect controls, issue and defect identification and resolution, and action item tracking

– Change control procedures, including the steps by which official company standards, policies, plans, and procedures—or any project documents—will be modified, and how any changes will be approved and validated

– Risk control procedures, including risk categories, probability definition and impact, and probability and impact matrix

– Procedures for prioritizing, approving, and issuing work authorizations

Cont…

• Corporate Knowledge Base

– Process measurement databases used to collect and make available measurement data on processes and products

– Project files

– Historical information and lessons learned knowledge bases

– Issue and defect management databases containing issue and defect status, control information, issue and defect resolution, and action item results

Cont…

– Configuration management knowledge bases containing the versions and baselines of all official company standards, policies, procedures, and any project documents

– Financial databases containing information such as labor hours, incurred costs, budgets and any project cost overruns

Successes Factors of a project

• What are the success factors of a project?

• What is the different between the leader and the manager

Project Life Cycle

Cont…

Product vs project life cycle

• The product life cycle consists of generally sequential, non-overlapping product phases determined by the manufacturing and control need of the organization

• Project life cycles occur in one or more phases of a product life cycle

– For instance, a number of separate projects may be related to the development of a new banking software system.

Cont…

Project Phases

• Are divisions within a project where extra control is needed to effectively manage the completion of a major deliverable

• The phase structure allows the project to be segmented into logical subsets for ease of management, planning, and control

• When phases are sequential, the close of a phase ends with some form of transfer or handoff of the work product produced as the phase deliverable.

Cont..

• This phase end represents a natural point to reassess the effort underway and to change or terminate the project if necessary. These points are referred to as phase exits, milestones, phase gates, decision gates, stage gates, or kill points

• Provide formal structure for control the project

Phase to Phase Relationship

• A sequential relationship – Reduce uncertainty

– Eliminate the options for reducing the schedule

• An overlapping relationship – Apply for compress the project schedule (fast

tracking)

– Increase the risk and may have rework

• An iterative relationship – one phase is planned at any given time and the

planning for the next is carried out as work progresses on the current phase and deliverables

Cont…

– useful in largely undefined, uncertain, or rapidly changing environments such as research

– it can reduce the ability to provide long term planning

Software Development Life Cycle

• predictive software development life cycle

– models works best when requirement are clear (we call scope is clear under project management context)

• Waterfall model (classical and variant models exist)

• Spiral model

• Incremental build model

• Prototyping model

• Rapid application development model

Cont…

• adaptive software development life cycle model (ASD)

– requirements cannot be clearly expressed in early stages of the life cycle or single user / group of users cannot visualize the total requirement of the software / IT project.

• XP

• Scrum

Stakeholders

• persons or organizations (e.g., customers, sponsors, the performing organization, or the public), who are actively involved in the project or whose interests may be positively or negatively affected by the performance or completion of the project.

Cont…

Cont…

• the project manager must manage the influence of the various stakeholders in relation to the project requirements to ensure a successful outcome

• varying levels of responsibility and authority when participating on a project

• A project can have positive and negative results by the stakeholders

• the project manager’s responsibility is to balance interests and ensure that the project team interacts with stakeholders in a professional and cooperative manner

Examples of project stakeholders

• Customers/users • Sponsor • Portfolio managers/portfolio review board • Program managers • Project management office • Project managers • Project team • Functional managers • Operations management • Sellers/business partners

Organizational Influences

• The organizational culture, style, and structure influence how projects are performed

• Organizational Cultures and Styles

• Organizational Structure

– Functional

– Matrix

– Projectized

Organizational Cultures and Styles

• some cases the person shown at the top of an organization chart may be a figurehead who is not truly in charge. The project manager must know which individuals in the organization are the decision makers and work with them to influence project success

• 10 characteristics of organization culture as identified by Stephen P. Robbins – Member identity

Organizational Cultures and Styles

– Group emphasis

– People focus

– Unit Integration

– Control

– Risk tolerance

– Reward criteria

– Conflict tolerance

– Means end orientation

– Open Systems focus

Organizational Structure

Functional Org.

Matrix (Weak)

Matrix (Balanced)

Matrix(Strong)

Projectized Org.

Project Management Knowledge Areas and Tools

• Project Scope Management

• Project Time Management

• Project Cost Management

• Project Quality Management

• Project HR Management

• Project Risk Management

• Project Communication Management

• Project Procumbent Management

• Project Integration Management

Core Project knowledge

Management Areas

Project Management

Facilitating knowledge Areas

Controls the coordination between previously described core and

facilitating knowledge areas

Cont…

• Project Scope Management

– Scope is all work involved in creating the products of the project and the process used to create them

– It includes the process involved in defining and controlling what work is or is not included in a project

– Prepare the project scope statement document

– Statement of work and WBS

Cont…

• Project Time Management – Project has to define start and end time – Project schedule – There are lots of tools that has more assistance and

proven to work well

• Project Cost Management – Cost management plan – The process required to ensure that a project team

completes a project within an approval budget – PM needs to satisfy project stakeholders while

continuously striving to reduce and control the costs

Cont…

• Project Quality Management – Need to develop a defect free product – Ensure that the project will satisfy the needs for which

it has undertaken

• Project HR Management – PM need to identify how people work and motivate

them to enjoy themselves while doing their work especially in IT project environment where lot of thinking stress and mental work is involved

– Further this the process of making the people in most effective way

Cont…

• Project Communication Management – There should be properly build communication

plan, document templates, conflict management meetings, etc

• Project Risk Management – Widely used knowledge management area in IT

project

– Risk management plan, risk ranking, contingency plan

Cont…

• Project Procurement Management

– Control the purchasing of equipment, services for project