Inception phase review

2. Inception phase review • Techniques & Tools • Stakeholders, Roles, and Responsibilities (SRR) Table • Root Cause Analysis (RCA) • Data Flow Diagrams (DFDs) • Organizational Impact • Non-functional Requirements (NFR) • Risk • Cost/Benefit Analysis—ROI Goal: Evaluate feasibility of project and get consensus between client and team to proceed (scope)

3. MIS 374 SDLC*-- Inception Phase tasks 1. Identify organizational impacts. 2. Determine project scope, objectives, constraints, performance criteria & risk. 3. Determine initial requirements. 4. Build a development team and create a work plan. Task order, iteration, and collaboration with users will depend on project characteristics. * SDLC: System Development Life Cycle

4. Risk Management Techniques

5. Another Question: Do you like surprises? Did you have any in K?

6. Risk Analysis Steps • Identify tasks and deliveries that are risky. • Determine risk reduction strategies to lower the likelihood of each risk.

7. Risk Assessment Factors

8. Risk Evaluation form 3 months? High point total = Low Risk Lower point total = Higher Risk *1 = yes, 0= maybe, -1=no

9. Risk Evaluation form 1st Factor (3 items) 3 months? *1= yes, 0=maybe, -1=no

10. Risk Evaluation form 2nd Factor (6 items) 3 months? *1=yes, 0=maybe, -1=no

11. EMS Scheduling Project This was a project to automate scheduling of drivers and medical staff for the City of Austin’s Emergency Medical Services.

12. Objectives • Automate scheduling • Alert managers to scheduling conflicts • Staffing reports • Create an electronic scheduling form

13. Monthly Schedule Overtime Payroll Procedure Daily Schedule Trades Leave Reports

14. No Problem. We can do that. Now the rest of the story . . .

15. Training Monthly Schedule Mandatory OT list Reassignments Leave Data Vacation Payroll Continuing Education Overtime Workload Rule Payroll Procedure Daily Schedule Trades Leave Leave Accrual Holdovers City Certification Reports State Certification Callbacks Sick Time Leave Cap Unfilled Positions Overtime Per Shift OJI

16. EMS realized they needed a SPIR & hired consultants. Risk Evaluation form Goal of DFDs was to illustrate problems with lack of model requirements or routine, structured procedure. 3 months? 1=yes, 0=maybe, -1=no

17. Risk Evaluation form Items 2 c, d, f focus on size & complexity 3 months? *1= yes, 0=maybe, -1=no

18. ASTA example (p.21) Managers in 3 departments received reports. The real story: Comments on p. 7 by Yolanda were not made at the 1streal meeting. The team figured out the problems later.

19. 3 months? Item 2f is related to technology challenges *1=yes, 0=maybe, -1=no

20. Users now likely to all use web browser entry. Production servers may be at single site.

21. Risk Evaluation form (figure 1,page 58) 3 months? 3rd risk factor (3 items) *1=yes, 0=maybe,-1=no

22. Risk item 3c. Are the developers familiar with technology and information architecture [of proposed] system?

23. Risk Evaluation form (figure 1,page 58) Reminder: this includes the “developer” who will maintain (aka enhance) the system, even if that “developer” is mainly a system user. 3 months? *1=yes, 0=maybe, -1=no

24. Risk Evaluation form (figure 1,page 58) 3 months? Usually there are several “kinds” of users – consider them separately *1=yes, 0=maybe, -1=no

25. Risk Analysis Steps • Identify tasks and deliveries that are risky. • Determine risk reduction strategies to lower the likelihood of each risk.

26. Possible Risk Reduction Strategies

27. Risk Evaluation form (figure 1,page 58) What risk reduction strategies are good for a high risk on 2a? 3 months? *1=yes, 0=maybe, -1=no

28. Evidence of Prototyping in Client Project include inappendix This example is posted on the Client Project web page in the appendix section for the Project Charter.

29. Risk Evaluation form (figure 1,page 58) What risk reduction strategies are good for a high risk on 2c? 3 months? *1=yes, 0=maybe, -1=no

30. Phased Development with multiple releases Analysis Design Construction Advantages: (1) an early cost-benefit payoff;(2) effective test of analysis, design, and construction before the entire project is finished. Phase #1 Preliminary Investigation Phase #2 Analysis Phase #3 Design User Construction Review User Phase #4 Analysis Review System Test and Installation Phase #5 Design User Construction Final Construction Review Phase #6 Release 1 Cut Over System Test and Installation Note: Repeated tasks for Testing & installation (or deploy new releases) . . . Release 1 Cut Over Release 2 Cut Over

31. Phased Development: Risk Reduction Analysis Design Construction Phase #1 Preliminary Investigation Phase #2 Analysis Phase #3 Design User Construction Review User Phase #4 Analysis Phase #5 Review Design User Construction Final Construction Review Repeated user reviews are critical to success even without early releases. Phase #6 System Test and Installation . . . Release 1 Cut Over

32. Risk Summary • All projects have risk • You may not meet the criteria expected – cost/benefit, number of resources, time, etc • You may not achieve established goals – functionality or scalability or commitment • Risk occurs in proportion to the scope of the project • The key is to identify and manage the risks.

33. In pairs or alone, use web resources, books, internships & past classes to fill in as many ideas as possible in the Risk Evaluation form. Assume you have completed the DFDs and plan to find open-source software. Give risk reduction suggestions for all “-1” ratings on Risk Reduction Strategies form (on back) Risk Evaluation--Exercise 8

34. Client Project task this week Group Project 2 – Cap Ex • Due Wednesday, Feb 13th, 2pm Resources: • GP1 examples for SRR & RCA are posted on Schedule - Day 6, Jan. 31 • Examples of all GP2 deliveries are on Resources page

35. Group Project 2 – Report outline

36. Group Project 2 • 10. Complete a Gantt chart that shows your plans for completion of the system, tested and installed. Create a work breakdown structure (clear simultaneous phases with A-D-C-R loops), assign team members, and estimate times and dates for each activity. Assume you may not add team members, but must allocate all tasks among the team members assigned in class and the relevant staff at Natural By Design. For full credit you need at least 100 detailed activities. • And, yes, we understand that you don't have enough knowledge of this project and the environment to make realistic detailed plans. This is an assignment to force you to practice detailed planning techniques with the limited information you have.  Be as realistic as possible.

37. Group Project 2 tips

38. Bring your own scissors & tape

39. Client Project tasks

40. Cost/benefit analysis (CBA) • Estimate project development costs • Estimate operational costs after project • Estimate financial benefits based on annual savings and increased revenues • Calculate CBA using complete list of costs and benefits • CBA uses net present value (NPV), payback period, return on investment (ROI) techniques

41. Steps to Conduct Cost/Benefit Analysis • Identify Costs and Benefits • Assign Values to Costs and Benefits • Determine Cash Flow • Determine Net Present Value (NPV) • Determine Return on Investment (ROI) ROI = (Benefit – Cost)/Cost * 100

42. Intangibles in Cost/Benefit • Intangible benefits are harder to quantify in dollars • Increased levels of service • Customer satisfaction • Survival • Need to develop in-house expertise • Intangible costs are harder to measure in dollars • Reduced employee morale • Lost productivity • Lost customers or sales

43. Mindscape Costs and Benefits

44. Assign Values to Costs and Benefits

45. Calculate those values over time available on Resources page

46. Non-Profit ROI Example Assumptions for Non-Profit Client • IT team (MIS 374) work donated per semester Our team consists of 5 members working 1 hour per day over a period of 90 days (the duration of our project according to our project plan) 5 team members * 90 days * 1 hour/day * $15/hour = $6750 Each team member could earn at least $15/hour at an undergraduate IT consulting internship One future team will also donate time in updating the CRM system in 2007 • Benefits--Donation amounts will increase by 30% yearly, while number of donation transactions will increase by 50% yearly: Year Number of donations Donation amount 2006 5 $500 2007 8 $650 2008 11 $845 2009 17 $1099 • Costs-- Website registration at $10 flat fee yearly Additional server space required at $150 yearly PayPal charges $0.30 + 2.9% fee per transaction

47. Topaz ROI