Project Approval Process - Project Management - Lecture Slides, Slides of Project Management

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Process

Project Initiation

Class - 3 MIS 7671

Where do Projects Originate?

• Need to comply with regulations
• Need to stay competitive
• Need to update current systems
• Need to enable new business model

A BUSINESS NEED

Class - 3 MIS 7671

Project Startup Process

List of Projects with Assessment of Master Plan & Required Resources Is Reviewed (^) Go/No go Decision rendered

Resources Identified

Project Start-date Identified

Internal Negotiations Take place

Yes

No

Project Kick-off

All notifications Are made

Class - 3 MIS 7671

Portfolio Construction Process

Strategies Master Plan

Project Identification

Preliminary Evaluation

Strategic Selection

Class - 3 MIS 7671

Project Personnel

• Project Manager
• Project Sponsor
• Team Leaders
  • Including business area specialists
• Specialists/Consultants
• Systems Analyst
• Programmer/Analyst
• Project Historian
• Writer
• Data Specialist
• DBA

Class - 3 MIS 7671

Anatomy of a Project

every project has the following phases and broad deliverables:

• Initiation
  • Project Definition & Scope (include business requirements)
  • Deliverables
  • Timeline & major milestones
  • Stakeholders list and their interests in project
  • Project manager & team
  • Risk assessment
• Planning
  • Detailed project plan (Work Breakdown Structure)
  • Scope finalization & specifications
  • Project budget
  • Project schedule
  • Communication plan
  • Project budget
  • More detailed risk assessment

Class - 3 MIS 7671

Project Initiation – 1

The Project Manager

• Why project managers fail
  • Dealing with issues only as they arise (reactive); failing to be proactive
  • Allowing outstanding issues to linger unresolved
  • Dealing with administrivia – micromanaging the project
  • Wasting team time on status reports & being obsessed with the schedule
  • Failing to get involved in the project work
  • Being too inflexible or too flexible with the project plan
  • Failing to keep the business purpose in mind
• Why project managers succeed
  • They keep learning
  • Stay in contact with community (formally & informally)
  • They know how the project is doing all the time
  • Know how to best use the team’s talents & work w/individuals & the team
  • Recognize the political nature of project management

Class - 3 MIS 7671

Project Initiation – 2

The Project Manager cont’d

• What then, are the characteristics of a good project manager?
  • An excellent communicator
  • Likes to solve puzzles
  • Like to solve problems
  • Can identify & acquire needed resources
  • Can motivate people (BIG TIME)
  • Can make decisions (especially about Resources, Time, & Scope/Performance)
  • A risk taker
  • A negotiator who can always seek “win-win” alternatives
  • A person with ethics who can quickly build credibility
  • A leader who can direct efforts without being arrogant or pushy
  • A leader who is non-judgmental and can listen
  • Knows when to ask for help to break a logjam

Class - 3 MIS 7671

Responsibilities of the

Project Manager- 2

• Motivate People
• Manage the Cost-Time-Function cube
• Solve Problems
• Resolve Conflicts
• Negotiate all aspects of project
• Communicate

Class - 3 MIS 7671

The First Step for a Project Manager

• This requires conceptual thinking
• It must define a strategic result
• It will likely require “forced” dialogue with the sponsor; it is

politically risky for them

• It is not a list of activities
• It may require you to resolve conflicts between sponsors

Richard Billows, The Really Creative & Highly Political First Step < www.4pm.com/articles/projplan.html >

Have the project sponsor define in

measurable terms what constitutes success

Class - 3 MIS 7671

Key Stakeholders

and their Needs from Project

• Project Sponsor
• Vision Holder
• Steering Group
• Project Manager

Class - 3 MIS 7671

Project Initiation - 3

getting the right information

• Projects come from a variety of sources
• Each project source has business reasons that motivate the request for the project
• The business reasons are almost never revealed (we get “solutions in search of problems”)
• Build the project scope document to contain:
  • Sponsorship
  • Dates
  • Description (in business terms)
  • Resources …

Class - 3 MIS 7671

Project Initiation/Planning – 5 Project Deliverables

• Definition/Scope Document(s)
• Administrative procedures
• Project Plan
• Budget
• Monitoring & Communications plans
• How project will solve CBNs (critical business needs)
• Infrastructure plan (hardware, software, telecommunications architecture)
• Education/Training Plans
• Security Plan
• Functional specifications
• System specifications
• User interface specifications
• System use procedures
• Data dictionary

Class - 3 MIS 7671

Project Deliverables continued

• Testing Plans
• Data conversion plans
• Data scrubbing plans
• Forms, Reports, etc.
• Operations manuals
• List of programs expected to be delivered
• System documentation
• Any other items specified as “deliverables”