ThinkICT -Process and Tools for PM
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The document outlines a comprehensive process and software for project management, detailing stages from initiation to closure, including tasks, methodologies, and performance metrics. It emphasizes planning, execution, risk management, budget estimation, and stakeholder analysis to ensure successful project delivery. It also includes tools, templates, and resource requirements necessary for effective ICT project management.
ThinkICT -Process and Tools for PM
- 1. THINKICT FOR MANAGERS PROCESS & SOFTWARE FOR PROJECT MANAGEMENT John J. Macasio Business Management Stages of the Project INITIATION PLANNING EXECUTION CONTROL CLOSING L Stages Tasks Results INITIATION Data gathering for the baseline information to define the need for the project, value justification of the project, solution and Research data and information requirements, the available options Approved business case Agreement on the project methodology, estimation tools, and financial valuation formula. Request for Proposal and Project Terms of Reference Elaboration of the needs, key performance indicators, critical success factors, financial Approved Project Proposal valuation metrics Project Contracts Formulation and approval of the business case Project Implementation Terms of Composition, approval and release of the request References for proposal with project terms of reference Project Manager Appointment Acceptance, review and approval of project proposal Composition, approval and release of the project contracts, and project implementation terms of reference based on the approved project proposal Setting up of the project organization and the appointment of the project manager
- 2. PLANNING Definition of the tasks and requirements to be Work Breakdown Schedule planned for execution and utilization Organization Breakdown Schedule Elaboration and agreement on of the applicable input, procedures, methodology and tools to be Estimation Techniques use in planning the project development. Project Management Plan Composition of the Project Management Plan to integrated the following plans Issues and Problem Management Work Plan –work breakdown schedule, organization Plan breakdown schedules Change Management Organization Resource Plan – organization, skills needs, recruitment, people training, deployment schedules Procurement Plan – bills of materials, acquisition strategy, contract handling Communication Plan – reporting instruments, kinds of communications, audience definition and information needs Risk Management Plan – What if identification process and the mitigation and action requirements Budget Plan – Budget Items, Cost and Scheduling Quality Plan – Quality assurance procedures and tools specifications Training Plan – capability requirement matrix and training design, and schedules Technology Plan – technology items, approaches, standards, and delivery, installation, and configuration, and testing schedules Change Management Plan –request for changes as a result of problem, incident, etc… EXECUTION Definition of solutions requirement Process Model Design the solution model Information Model Create the solution model prototype Technology Model Verify and Validate solution model prototype Work Packages Build the beta version of the solution Delivery Report Internal Team verification and validation of Accomplishment Reports beta version of the solution Minutes of the Meeting Train users to test the beta version release User’s Approval, Sign-in and Sign- Test and Approve the beta version Off document Training Report
- 3. Integration and normalization of the final Configuration Documentation version User’s Manual Test and approve the final version Release the final version Handle incident, problem and change request CONTROL Institute and enforce compliance report Compliance Checklist Issues reporting and change management Issues Documentation handling Attendance Reporting Testing and Quality Assurance Documents CLOSURE Lessons Learned Lesson Learned Document Contracts closure Payment Handing over Project Acceptance Documentation Project document archived Turn-over Documentations
- 4. VISIONING REQUIREMENT DESIGN BUILDING TESTING PLANNING DEFINITION INTEGRATION RELEASE SUPPORT MAINTENANCE Solution Development Management Stages Tasks Results VISIONING & PLANNING Setting the goals, strategy, Project Work Plan approach, configuration, and plan of developing the solution based on the approved business case and project proposal of the project. REQUIREMENT ANALYSIS Elicitation and documentation Business, Information, of information to compose the Technology Configuration input, process, output, and Documentation technology architecture specifications of the proposed Functional and non-functional solution requirement checklists Analysis and definition of the functional and non-functional requirements of the proposed solution. SOLUTION DESIGN Visual drawing of the Process, application, data, and application, data, and technology models technology model, and prototype making of the Application conceptual model solution Database model Generate mock-ups and prototypes of processes, screen, Technology platform model reports Validation, verification and approval of the visual drawing and prototype. SOLUTION BUILDING Coding of the approved Work Packages application, data and technology prototype. Conformance Testing Report – Pass – Fail – Internal testing on the conformance of the coded Revision Report solution to approved design of the solution requirements
- 5. SOLUTION TESTING Validation and verification of List of approved work packages the functional and non- functional requirements of the Change Requests alpha version of the application model and database tables Issues reporting and change request SOLUTION INTEGRATION Putting together the Integrated work package beta functionally accepted modules, version databases, network services and security services to run the Testing report and change integrated version of the requests solution Integration testing to validate and verify the inter-operational performance SOLUTION ACCEPTANCE Conduct of user’s training on Training Design using the functional beta version of the solution Testing Scripts Perform user’s testing and Testing Report acceptance of the completed solution version Change Request Solution business readiness List of accepted functional and assessment of the final solution non-functional features version for release SOLUTION RELEASE Normalization of the Final Release Version of the configuration requirements for work packages the solution final version release User manual Deploying by installing and List of location and users for configuring the release version deployment, and status of of the solution to business installation and configuration production area. Users training schedules Training of the production users. SOLUTION SUPPORT Setting up of the organization Service Desk and procedures for Incident, problem and change handling Accepting incident and problems for documentation, reporting, analysis and resolution
- 6. E. ICT PROJECT MANAGEMENT TEMPLATES Project Initial Definition and Planning Logical Framework OBJECTIVES MEASURABLE MEANS OF IMPORTANT INDICATORS VERIFICATION ASSUMPTIONS GOAL: Wider problem Quantitative ways of Cost-effective methods External factors the project will help to measuring or and sources to quantify necessary to sustain in resolve qualitative ways of or assess indicators the long run judging timed achievement of goal PURPOSE: The Quantitative ways of Cost-effective methods External conditions immediate impact on measuring or and sources to quantify necessary if achieved the project area or qualitative ways of or assess indicators project purpose is to target group i.e. the judging timed contribute to reaching change or benefit to be achievement of purpose project goal achieved by the project OUTPUTS: These are Quantitative ways of Cost-effective methods Factors out of project the specifically measuring or and sources to quantify control which, if deliverable results qualitative ways of or assess indicators present could restrict expected from the judging timed progress from outputs project to attain the production of outputs to achieving project purpose purpose. ACTIVITIES: These are Quantitative ways of Cost-effective methods Factors out of project the tasks to be done to measuring or and sources to quantify control which, if produce the outputs. qualitative ways of or assess indicators present, could restrict judging timed progress from activities performance of the to achieving outputs activities INPUT: These are the Quantitative ways of Cost-effective methods Factors out of project resources and budget to measuring or and sources to quantify control which, if be made available to qualitative ways of or assess indicators present, could restrict realize the activities judging timed the provision of input to and to produce the performance of the Financial report as initiate the activities to outputs. activities required by the project achieving outputs fund sources
- 7. ICT Project Visioning and Scoping MSF v3.0 Project Visioning and Scoping BUSINESS SOLUTION SOLUTION DESIGN SCOPE OPPORTUNITY CONCEPT STRATEGY Opportunity Goals Feature/Functions Architectural Statement List Design Strategy Vision Statement Objectives Out of Scope Technical Design Strategy Benefit Analysis Assumptions Version Release Strategy Constraints Acceptance Criteria User Profile Operational Criteria Usage Scenario Business Requirements Users Requirements Operation Requirement Systems Requirements
- 8. ICT Project Business Case Decision Points for E-Gov Project Justification DECISION POINTS INPUT Project Needs, Goals and Project Log Frame Objectives, Key Performance Indicators, Project Log Frame Critical Success Factors, and Performance Metrics Target Beneficiary and Stakeholder Analysis Stakeholders Mandate or Developmental Agency R.A., Medium Term Developmental Goals, Incumbent Agenda Alignment President Agenda, Approved Strategic Plan Resulting Value to the Agency, Applied Information Economics, Balanced Score Card, Economic Citizen, and Government Value Added, Economic Value Sourced, Portfolio Management, Real Option Valuation, Break Even Analysis, Technology Solution Options Enterprise Architecture, Information Systems Strategic Plan, and the Value of Choosing the Request for Information Option Risks Risk Analysis, Costs of Risk, Costs of Mitigation, Risk Probability and Impact, Timeframe Project Timelines, Work Breakdown Schedule Project Requirements and Cost One-Time Development Expenses, One-Time Implementation Expenses, Capital Costs, Maintenance/Continuing Cost Financial Valuation Cost Benefit Analysis, Net Present Value, Payback, Total Cost of Ownership, Internal Rate of Return, Opportunity Cost, Payback Maintenance and Sustainability Service Support Plan and Service Management, Business Continuity Plan, Business Plan
- 10. LOGICAL PROJECT DEFINITION MATRIX JUSTIFICATION REQUIREMENT ACQUISITION STAKEHOLDERS NEEDS OBJECTIVES ICT SERVICES PRIMARY PRIMARY NON- SECONDARY SECONDARY DEVELOPMENT INPUT SUPPLIER Whose interest Problem, Measurable End- SOLUTION FUNCTIONAL FUNCTIONAL FUNCTIONAL NON- APPROACH or GOOD AND will be affected Improvement, Result to Solve Product REQUIREMENT REQUIREMENT REQUIREMENT FUNCTIONAL STRATEGY SERVICES Internal Regulation Problem, Deliverables to Core/Cutting Core/Cutting Serves REQUIREMENT Procedures External Improvement be Purchased or Across Across particular Serves Methods Targets, Constructed Tasks, Quality interest or particular Standards Compliance Information and Characteristics in handle special interest or Tools Registration for Results the Tasks, exceptions handle special Infrastructure the Stakeholders Information and exceptions Platforms Results Skills Organization
- 11. ICT Solution Development Project Scoping PROJECT TASKS REQUIREMENTS PROJECT PHASES ACTIVITY DURATION SERVICES GOODS 01. Business Case Preparation 02. Business Case Review and Approval 03. Budget Requirement Preparation, Allocation Request Processing, Approval and Actual Allocation 04. Request for Proposal Preparation and Project Terms of Reference Definition 05. Request for Proposal Review and Approval of the Project Terms of Reference 06. Procurement Preparation, Bidding, Evaluation, Awards, Contract Approval 07. Activation of Project Implementation Organization 08. Detailed Project Implementation Planning, Scope Breakdown Refinement, Budget Alignment, Delivery Schedules, responsibility matrix 09. Developmental Platform Delivery, Installation and Configuration 10. Solution Requirement Elicitation and Design Definition 11.Solution Prototype Building, Validation and Verification 12. Solution Beta Version Coding, Internal Testing and Integration 13. Production Platform Delivery, Installation and Configuration 14. User’s Training for Solution’s Beta Version Testing 15. Solution First Production Release Version normalization 16. User’s Approval of Production Version; and release of solution to the users environment 17. Service Support and Maintenance 18. Project Closing and Turn-over
- 12. ICT Project Cost and Budget: Item Spreadsheet SERVICES COST ITEMS AND BUDGET ESTIMATE PROJECT DELIVERABLES SERVICES DETAILS Expert & Skills Salary Total Total Travel, Insurance Requirement Rate HR/ Hours or Salary Accommodation DAY Mandays Expenses 01. Business Case 02. Financial Work Plan, Budget Requirements and Approved Allocation 02. Request for Proposal & Project Terms of References 03. Reviewed and Approved Bids 04. Project Office and Skilled Personnel 05. Project Meetings and Workshops and Project Training 06. Project Work Plan 07. Development Platform Hardware, Software and Bandwidth 08. Approved Requirement Documentation and Solution Design, Architecture and Functional Models 09. Validated and Verified Solution Prototype Program – application interfaces prototypes, database tables, and network interfaces 10. Beta Version Program Module –working business application, data, security, integration interfaces, and network 11. User’s Documentation and User’s Training 12. User’s Testing and Change Documentation 13. Normalized Production Version of the Solution 14. Solution Roll Out Support. 15. Incident Management and Maintenance
- 13. COMPUTER GOODS REQUIREMENT AND BUDGET ESTIMATE Project Management Office COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTH Item Name No. & Total Software License Total Cost Capacity Duration Cost of Cost Type Number Cost Units Workstation Operating System Network Hub Productivity Tools Server Scheduling Program Network Cables/ Security Peripheral Software Solution Development Platform COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTH Item Name No. & Total Software License Total Cost Capacity Duration Cost of Cost Type Number Cost Units Workstation Modeler Network Hub Editor Server Application Server Network Database Cables/Peripheral Server s Network Server Business Production Roll-Out COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTH Item Name No. & Total Cost Software License Total Cost Capacity Duration Cost of Type Number Cost Units Service Support Management COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTH Item Name No. & Total Cost Software License Total Cost Capacity Duration Cost of Type Number Cost Units Service Desk Service Monitorin g
- 14. ICT Project Investment Requirement and Cost Investment Unit Duration Estimated Estimated Total Total Cost % Source of Fund Component Unit Cost Cost SERVICES 000% Project Team External Consultants Training Venues Transportation Accommodations Rentals Bandwidth Electricity, Water GOODS 000% User’s Access Computer Computer Server Network Server Internet Server Application Server Database Server Security Server Backup Server Network Devices Cabling and Peripheral Software Installer and Licenses Office Supplies Other Equiptments MAINTENANCE 000% Computer Devices Network Devices Other Equiptments Software Building TOTAL INVESTMENT COST
- 15. Project Organization: Roles Matrix PROJECT TASKS: ROLES MATRIX Date of First Draft: Version No. Current Version Date: PROJECT NAME PROJECT DURATION PROJECT OUTCOME PROJECT OWNER PROJECT BENEFICIARY SOURCING STRATEGY PROJECT DELIVERABLES PROJECT ROLES TASKS Responsible Accountable Expert Work
- 16. PROJECT ACTIONS: RESPONSIBILITY MATRIX Date of First Draft: Version No. Current Version Date: PROJECT NAME PROJECT DURATION PROJECT OUTCOME PROJECT OWNER PROJECT BENEFICIARY SOURCING STRATEGY PROJECT RESPONSIBILITY MATRIX PROJECT ACTION ACTION APPROVING DECISION ANALYSIS, INTERNAL EXTERNAL ITEMS IMPLEMENTOR AUTHORITY PROVIDER EVALUATION & SUBJECT SUBJECT RECOMMENDATION MATTER MATTER MAKER EXPERT EXPERT
- 17. REQUIREMENT TRACEABILITY MATRIX Unique Requirement Requirement Software Design Program Requirement Successful Modification Remarks No. Statement Source Requirement Specification Module Test Test of Specification Document Name and Specification Verification Requirements or Reference Reference Document Functional Number Number Reference Requirement Number Document Reference Number
- 18. F. ICT PROJECT MANAGEMENT OPEN STANDARD SOFTWARE Project Documentation Software 1. OpenOffice Writer 2. OpenOffice Calc 3. OpenOffice Draw 4. OpenOffice Impress Project Gantt chart Software 1. OpenProject Project Modeling Software Project File Security Software 1. Antivirus 2. Unwanted File Cleaner 3. File Backup