2. 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
3.2
Project Manager
is a Systems Analyst responsible for Project:
Initiation
Planning
Execution
Closing down
3. Managing the Information Systems Project
• Project Manager
– skills include:
• Management
• Leadership
• Technical
• Problem solving
• Conflict management
• Customer relations
• Team management
• Risk and change management
4. Project Management Process
• Project
– Planned undertaking of related activities to reach an objective that has a
beginning and an end
• Deliverable
– An end product in a phase of the SDLC
• Feasibility Study
– Determines if the information system makes sense for the organization from
an economic and operational standpoint
– The study takes place before the system is constructed
• Project Management Process involves Four Phases
– Initiation
– Planning
– Execution
– Closing down
3.4
5. Initiating the Project
Project Initiation:
The first phase of the project management process in which
activities are performed to assess the size, scope, and complexity
of the project and to establish procedures to support later project
activities
• Establish project initiation team
• Establish relationship with customer
• Establish project initiation plan
• Establish management procedures
• Establish project management environment and workbook
Project workbook: An on-line or hard-copy repository for all project
correspondence, inputs, outputs, deliverables, procedures, and standards
used by all team members useful for project audits, orientation of new
team members and performing post project reviews.
3.5
6. Planning the Project
• Project Planning – defining clear, discrete activities
• Requires making assumptions about availability of resources
• Short-term activities are easier to plan
• 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
• Divide the project into manageable tasks
– Work breakdown structure: The process of dividing the project into
manageable tasks and logically ordering them to ensure a smooth evolution
between tasks
– Some tasks may be performed in parallel whereas others must follow one
another sequentially.
3.6
7. Planning the Project
• How to define tasks? A task
Has a known method, can be done by one-person or well-defined group, has
accepted predecessor and successor steps, is measurable so that percent
complete can be determined
• Divide the project into manageable tasks
– Gantt chart: A graphical representing of a project showing each task as a
horizontal bar whose length is proportional to its time for completion.
– Gantt charts do not show how tasks must be ordered but simply shows when an
activity must begin and end.
– Different colors, shades, shapes can be used to highlight each kind of task
• Estimate resources and create a resource plan
– Estimate resource requirements for each project activity
– Resource plan helps assemble and deploy resources in most effective way
– People are most important and expensive part of resource planning
– Assign tasks to people that suit their skills and allows to learn new skills
3.7
8. Planning the Project
Develop a preliminary schedule
Assign time estimates to each activity in work breakdown structure
time estimates allows creating target starting and ending dates for project
Utilize Gantt and PERT charts
Program Evaluation Review Technique (PERT) Chart
A diagram that shows project tasks and their relationships
Ordering of tasks is shown by connecting tasks with its predecessor and
successor tasks
Only individual tasks are drawn and no summary tasks
9. Planning the Project
• Develop a communication plan
– Outline communication procedures among customers, team members
and management
– Communication plan includes when and how written and oral reports will
be provided by the team, how team members will coordinate work, what
messages will be sent.
• Determine project standards and procedures
– Specify how deliverables are tested and produced
• Identify and assess risk
– Identify sources of risk
– Estimate consequences of risk
• Create a preliminary budget
– Outline planned expenses and revenues of the project to study cost-
benefit analysis
3.9
10. Planning the Project
• Develop a statement of work
– Occurs near the end of the project planning phase
– Developed primarily for the customer
– Outlines work that will be done and describe what the project will deliver
and duration
• Set a Baseline Project Plan
– Estimate of project’s tasks and resource requirements that guides the
next project phase – execution.
3.10
11. Executing the Project
• Project Execution – plans created in prior phases are put into action
• Occurs during analysis, design, implementation phases of SDLC
• Execute Baseline Project Plan
– Acquire and assign resources
– Train new team members
– Keep project on schedule - as tasks are completed, mark them as completed
by percent
• Monitor project progress
– Adjust resources, budget and/or activities if project gets ahead or behind
schedule
– Can result in modifications to current plan
3.11
12. Executing the Project
• Manage changes to Baseline Project Plan
– Slipped completion dates
– Changes in personnel
– New activities found later
– Bungled activities to be redone
• Maintain project workbook to maintain complete records of all
project events
• Communicate project status with entire project team
3.12
13. Closing Down the Project
• Project closedown – bring project to an end
• Occurs after implementation phase of SDLC
• Termination
– Types of termination
• Natural
– Requirements have been met – project is completed
successfully
• Unnatural
– Project stopped before completion – due to running out of time
or money
– Documentation
– Personnel Appraisal – job and assignment changes, job
termination, praising team members
3.13
14. Closing Down the Project
• Conduct post-project reviews
– Determine strengths and weaknesses of:
• Project deliverables
• Project management process
• Development process
• Close customer contract
3.14
15. 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
3.15
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
17. 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
3.17
