Lecture 2 : THE project management lifecycle

1. Ref. Chapter1 Lecture2:THE project management lifecycle Information Systems Department

2. Review questions • What is a Business case? • What are Characteristics of good success criteria? • What is Iron triangle? Information Systems Department

3. Chapter2 - Objectives • What is the project management lifecycle? • Project management and systems development or acquisition. • Technology and techniques to support the project management lifecycle • Project management processes Information Systems Department

4. PROJECT PHASES AND THE PROJECT LIFE CYCLE • Project Phase: • divide projects into several phases. • The project life cycle: • is a collection of project phases • defines what work will be performed in each phase, what deliverables will be produced and when, who is involved in each phase, and how management will control and approve work produced in each phase Information Systems Department

5. SystemDevelopment Lifecycle • System Development Life Cycle (SDLC) • is an approach to building information technology systems consisting of a standard set of phases each producing a prescribed set of deliverables. • Deliverable • is a product or service produced or provided as part of a project. • Milestone • Delivery of the products of each process can act as a milestone • It is used to judge the progress and continuing viability of the project. Information Systems Department

6. SystemDevelopment Lifecycle Processes 1. Initiation. 2. Identification of the business case. 3. Project set up. 4. Requirements elicitation and analysis. 5. Design. 6. Construction. 7. Acceptance testing. 8. Implementation/installation. 9. Project closure. 10. Review and maintenance. Information Systems Department

7. SystemDevelopment Lifecycle Processes 1. Initiation: • The initiation process checks that a problem or opportunity really exists and decides whether the proposed change appears to be desirable, and whether the project is the best way to implement the change. • The end result is a decision by the project sponsor on whether to go a head with the new project or cancel it. • This phase is short Information Systems Department

8. SystemDevelopment Lifecycle Processes 2. Identification of the business case: • The business case or feasibility study assesses whether the proposed development is practical in terms of the balance of: • costs and benefits. • the technical requirements • the organization’s information system objectives. • Factors influencing the decision about the appropriate option: • Budget constraints. • Technical constraints. • Time constraints. • Organizational constraints. Information Systems Department

9. SystemDevelopment Lifecycle Processes 3. Project set-up: At that processes several actions should be taken: • Set up a steering committee, to oversee the project in the organization’s interests. • A project manager should be appointed and an initial project team set up to start work. • More detailed planning for the project takes place. Information Systems Department

10. SystemDevelopment Lifecycle Processes 4. Requirements elicitation and analysis: • This phase defines the requirements of the new system in detail and identifies each business transaction. • Several ways to collect or gathering requirements: • Interviewing users and their managers. • Examining documentation describing the current operations. • Analysing operational records created by the current system. • Observation of work practices. • Joint application development (JAD) sessions. • where groups of stakeholders and business analysts meet in intensive (usually day-long) sessions to identify and agree detailed requirements; • Questionnaire surveys. • Prototypes. Information Systems Department

11. SystemDevelopment Lifecycle Processes 4. Requirements elicitation and analysis: • Requirements statement: is an output of requirements elicitation and analysis phase, which describes what the final system should be able to accomplish and lists all the major features of the end product. • It forms the basis of the contract between the customer for the new system and the developers. Information Systems Department

12. Case Study • Open book Project Management for IT-Related Projects by Bob Hugues page # 4 Information Systems Department

13. ACTIVITY 1.2 • What kinds of people should the business analyst interview in the Canal Dreams ebooking enhancement project in order to obtain the requirements for the new system? Information Systems Department

14. SystemDevelopment Lifecycle Processes 5.Design • This activity translates the business specification for the automated parts of the system into a design specification of the computer processes and data stores that will be needed. • Elements to be designed: • Inputs. • Outputs • Processing. • Data and information structures. Information Systems Department

15. SystemDevelopment Lifecycle Processes 5.Design • We need this phase if it is decided to build a new system rather than buying ready made or off-the-shelf application. • Logical design: The identification of the inputs, outputs, business rules and information that the system will process. • Physical design: The actual appearance of the input and output screens and the printed reports that will be produced by the implemented system. Information Systems Department

16. ACTIVITY 1.3 List some of the screens and other possible inputs and outputs that the new Canal Dreams ebooking enhancement might need. Information Systems Department

17. SystemDevelopment Lifecycle Processes 6.Construction This process has the objective of designing, coding and testing software and ensuring effective integration between different software components. Information Systems Department

18. SystemDevelopment Lifecycle Processes 7.Acceptance testing: Test the new system must be done by users and IT support staff to check the delivered system before its implementation as an operational system. Information Systems Department

19. SystemDevelopment Lifecycle Processes 8. Implementation/Installation: • Hardware delivered and installed. • Software is installed. • Users trained. • Initial content of databases set up. Information Systems Department

20. SystemDevelopment Lifecycle Processes 9. Project closure: • Sign-off of acceptance documents by the project sponsor. • Handing over responsibility for maintenance and support to a permanent team. • Closing down accounts relating to the project. • The project manager writing a lessons learnt report. • Releasing and re-allocating project resources. • Arranging publicity to tell the outside world about the project’s success. Information Systems Department

21. SystemDevelopment Lifecycle Processes 10. Review and maintance: • After the system has been made operational, a Post-implementation review should be carried out, which check that the operational system has actually delivered the benefits shown in the original feasibility report. • Changes may sometimes result of: • Post-implementation review. • User identify new requirements. • Changes to government regulations or altering in the way the organization does business. • These changes can be made as part of maintenance work, or can become projects in their own right. Information Systems Department

22. Project Management And TheDevelopment Lifecycle • Development lifecycle as described in the previous slides divide the development activities which have to be performed to complete project into several processes. • Project management divide the project into manageable units of work called stages or phases which focus on how best to manage the project. Information Systems Department

23. Important of project management • Most projects contain elements of uncertainty which make it difficult to meet exactly all planned objectives. • Uncertainty tends to be greatest at the beginning of the project, but gradually decreases as the project progresses. Information Systems Department

24. Elements of Project management • The project manager has to tailor project management procedures to maintain control over the project relate to the following: • Planning and estimating. • Monitoring and control. • Issue management. • Change control. • Risk management. • Project assurance. • Project organization. • Maintaining stakeholder engagement. Information Systems Department

25. Elements of Project management • Planning and estimating. • Good planning increases confidence within the project team. • Types of plan: • Outline plan: plan for the whole project that will be made initially. • Detailed plan: for each stage of the project will be created nearer the time at which that stage is to start. Information Systems Department

26. Elements of Project management • Planning and estimating. • The plan shows: • All activities to be done. • The sequence of activities. • The resources needed for each activities. • Start and finish dates of each activity. • Estimate the staff effort needed. Information Systems Department

27. Elements of Project management 2. Monitoring and control. • Monitor the project progress against the expected achievements from the project plans, and identify any need to re-plan. • Elements to be monitor: • Project progress • Deliverables. • Quality. • Time. • Cost. Information Systems Department

28. Elements of Project management 3. Issue management. • Project issues or problems will be identified during the course of a project which affect the project’s success. • Project issues have special procedures to deal with. • The Project manager should: • Ensure that a system is in place for recording these issues. • Monitoring their status. • Starting any actin needed. Information Systems Department

29. Elements of Project management 4. Change control. • Change may result from: • a modification to requirements. • come as a result of errors found in testing. • Any requests for change should be made through a formal change management process. • Accepting changes in an uncontrolled manner can cause problems related to the cost, time, and overall business case for the project. Information Systems Department

30. Elements of Project management 5. Risk management. • All projects are subject to risk. • Risks are different from issues: • A risk is an unplanned occurrence which could happen, but has not yet done so. • An issue is an unplanned occurrence which has already happened and which requires the project manager to request or initiate action not previously planned. • Risk management functions: • Identifies and quantifies risks before they happen, • plans and implements actions to eliminate risks or reduce their probability or impact. Information Systems Department

31. Elements of Project management 6. Project assurance. • Project assurance is a set of procedures which ensures correct project control is maintained. • This involves auditing by staff outside the project team. Information Systems Department

32. Elements of Project management 7. Project organization. • Project organization mean that the role and responsibility of all participants are clearly defined and understood. • Effective project organization is a key factor in any project. Information Systems Department

33. Elements of Project management 8. Maintaing stakeholder engagement. • Winning stakeholders’ support for a project is important for project success. Information Systems Department

34. Project Management Tools and Techniques • Project Management Tools and Techniques assist project managers and their teams in carrying out work in all project phases. • Some specific ones include: • Project charter, scope statement, and WBS (scope management). • Gantt charts, network diagrams, critical path analysis, critical chain scheduling (time management). • Cost estimates and earned value management (cost management). Information Systems Department

35. Project Management Processes • Aprocessis a series of actions directed toward a particular result. • The project management process include: • Initiating processes. • Planning processes. • Executing processes. • Monitoring and controlling processes. • Closing processes. • Process groups can be applied to each phase of the project. Information Systems Department

36. Project Management Processes Information Systems Department

37. Project Management Processes • 1. Initiating processes include defining and authorizing a project or project phase. • Prepare Project Charter, which is a document that describe the project and it’s goals. • Register stakeholder. • Take place at the beginning of each phase. • Reexamine the business need for the project during every phase of the project life cycle, to determine if the project is worth continuing, should be redirected, or canceled. Information Systems Department

38. Project Management Processes • 2. Planning processes include devising and maintaining a workable scheme to ensure that the project addresses the organization’s needs. • There are several plans for projects: • Scope management plan: define the work that needs to be done. • Schedule management plan: schedule activities related to the work. • Cost management plan: estimate cost for performing the work. • Quality management plan: product meets written specifications and intended use. • Procurement management plan: decide what resources to produce to accomplish the work. Information Systems Department

39. Project Management Processes • 2. Planning processes • To account for changing conditions on the project and in the organization, project teams often revise plans during each phase of the project life cycle Information Systems Department

40. Project Management Processes • 3. Executing processes include coordinating people and other resources to carry out the various plans and produce the products, services, or results of the project or phase. • Acquiring and developing the project team. • Performing quality assurance. • Managing stakeholder expectations. • Conducting procurements. Information Systems Department

41. Project Management Processes • 4. Monitoring and controlling processes include measuring and monitoring progress against all plans to ensure that the project team meets the project objectives, stakeholder needs, and quality standard. • Reporting performance is a controlling and monitoring process, where project Stakeholders can identify any necessary changes to keep project on track. Information Systems Department

42. Project Management Processes • 5. Closing processes include formalizing acceptance of the project or project phase and ending it efficiently. • Archiving project files. • Closing out contracts. • Document lessons learned. • Receiving Formal acceptance of the delivered work from customers. Information Systems Department

43. References • Project Management for IT-Related Projects by Bob Hugues • Information Technology Project Management Information Systems Department