Project Management - 2

Project Management

Project Management and Information Technology

Agenda

Quiz Lecture Activity

1. What are the four frames? Explain each frame. [8pts]

2.What are the 4 Phases of the Project Life Cycle? Explain each phase. [8pts]

3. In A Tale of two projects identify 2 changes that they needed. Explain. [4pts]

4. In Project Plan's 10 Essetial Plans, identify 2 items that are similar to the one's in our syllabus? Explain. [5pts]

Outline

System Approach

System AnalysisSystem Management

System Philosphy

Three sphere modelOrganizationBusinessTechnology

Outline

Organizational CultureStakeholder ManagementProject Life CycleProduct Life Cycle

Project Management -Systems Approach

What is a System?

set of interacting components within a an environment to full some purpose

Management of Information Technology Projects, Philippine Edition, 2011, Shwalbe, Kathy, Cengage Learning Asia Pte. Ltd.


Sytems PhilosophyThings can be represented as systems

How is the project related to the exisitng system?

Where will it fit in?

How will affect the other systems?


Types of Information System

http://en.wikipedia.org/wiki/Information_systems


Types of Information SystemContent Management System

Customer Relations Management System

Geographical Information System

Inventory System

Banking System

Knowledge Management System

Learning Management System

Learning Management System Class Management System Enrollment Management System Grade Management System Resource Management System Library Management System Course Management System


Systems Analysisproblem-solving approach that requires defining the scope of the system, dividing it into its components, and then identifying and evaluating its problem, opportunities, constraints, and needs. Once this is completed, the systems analyst then examines alternative solutions for improving the current situation, identifies an optimum, or at least satisfactory, solution or action plan, and examins the plan against the entire system

Management of Information Technology Projects, Philippine Edition, 2011,

Shwalbe, Kathy, Cengage Learning Asia Pte. Ltd.


What are the problems that this project solve?

What opprtunities will this project provide?

What will this project enhnace or improve?


System Management

address the business, technological and organizational issues associated with creating, maintaining and making the system.

Management of Information Technology Projects, Philippine Edition, 2011, Shwalbe, Kathy, Cengage Learning Asia Pte. Ltd.


Will this project increase income?

Will this lessen turn over time?

Who will be affected by this project?

What will be the effect of this project to the organization?

Project Management -Three sphere model

Project Management -Three sphere model

Organization

Asks Who will be affected? and What will be the effect of this project to those affected?

Project Management -Three sphere model Organization

Four Frames Structural Frame Human Resource Political Symbolic


Four Frames Structural

How are the groups affected by the project?

What groups will affect the project?



Organizational Structure provides an overview of groups in an organization. It also provides information on the scope of responsibilities and areas governed by a group or individual.



Functional Organizational Structure

Project Organizational Structure

Matrix Organizational Structure



Functional Organizational Structure Heirarchy of people based on position in the

organization Can be considered the political strucuter of the

organization where the ones on top are almost always followed and does the decision



Project Organizational Structure Cross functional structure

Scenario:An individual can be functional reporting to a group but is assigned to a task in a certain project.



Matrix Organizational Structure Short term structure to meet a goal Created to identify the people involved in a project

or projects People under this structure are group according the

specialized requirements of the project


Four Frames Human Resource

Discuss and Fix Personel and Organizational needs

Issues:

Overtime, Work-Life Balance, Compensation


Four Frames Political Frame

Who allocates and approves the resources?

What are the personal or group interest lying in the project?

Whom should I woo?

What are the fights that I can win?

Are there stakeholder who has influence over other aspects of the project?


Four Frames Symbolic frame

Looking at employee behaviours

Reading between the lines of an occurrence or event or situation

Project Management -Organizational Culture

Encompasses the Four Frames

a set of shared assumptions, values, and behaviors that characterize the functioning of an organization.



Project Management -Organizational Culture Defines the norms an individual is

accustomed with Unwritten rules that detemine behaviour

that governs a group The existence of beliefs in a group that can

affect behavior, actions and decisions


1. Member Identity The degree to which employees identify with the organization as a whole.

How important is the organization to the employee?


2. Group EmphasisThe degree to which activities are organized around groups or teams

Goals are achieve by teams and not individuals.


3. People Focus -The degree to which management's decisions take into account the effect of outcomes on people with in the organization

What is the benefit of this action to an individual? What are the individual's goals? Beliefs? What will motivate this individual?


4. Unit Integration -The degree to which units or departments with in an organization are encouraged to coordinate with each other.

How is each group or individual coordinate or communicate with each other? How easy it is for one group to get the support from the other?


5. Control -The degree to which rules, policies and direct supervision is used to oversee and control employee freedom.

Are my actions or decisions suffocating the employees?


6. Risk Tolerance -The degree to which employees are encouraged to be aggressive, innovative, and risk seeking.

How much freedom is there for the employee to decide explore and do reasearch and development for the project?


7. Reward Criteria -The degree to which rewards, such as promotions and salary increases are allocated according to employee performance rather than seniority, favoritism, or nonperformance factors.

There is objectivity on how employee progress are gauaged which removes doubt and subjective influences for rewards.


8. Conflict Tolerance -The degree to which employees are encouraged to air conflicts and criticism openly.

Address and try to resolve concerns before they get out of hand. Transparancy and ability communicate effectively.


9. Means Ends Orientation -The degree to which management focuses on outcomes rather than on techniques and processed used to achieve the results.

Balancing on how the output and the process used to achieve the output is gauged.


10. Open Systems Focus -The degree to which organization monitors and reponds to changes in the external environment.

How does the organization react or prepare to external factors that may affect the project?

Project Management -Stakeholder Management Top management commitment and support

Resource Allocation Project Visibility Timely and / or fast approval for project Cross functional needs can be aided by top

management Top management can provide non technical

aid and provide advice regarding leadership

Project Management -Stakeholder Management Organizational commitment and support

for IT Accept IT as part of the business operation Minimize resistance Pave way for events activities to introduce and

to involve the organization towards the usage of IT

Project Management -Stakeholder Management Organizational Standards

Define a means for non Technical stakeholder to understand and to gauge technical undertakings

Project Management -Project Life Cycle

... a collection of project phases. ... Project Life Cycle phases may change from industry to industry.



Project Management -Project Life Cycle Project Feasibility

Concept

Data Gathering Comparison of related Projects

General Idea and Project overview Development

Identifying more detailed specifics

Activities are identified

Variables are removed and are given details

Project Management -Project Life Cycle Project Acquisition

Implementation

Actual work is done to achieve the desired end goal

Close out

Assessment of the project

Project Management -Product Life Cycle Products are created through several

projects

Products follow a certain life cycle

Software Products

Software Development Life Cycle

Project Management -Product Life Cycle

Software Development Life Cycle Waterfall Spiral Prototyping Iterative and Incremental Method Rapid Application Development Extreme Programming

Project Management -Product Life Cycle Predictive Life Cycle

scope of the project be clearly articulated and the schedule and the cost can be accurately predicted...a larege portion of the project effort [is used] attempting to clarify the requirements of the entire system and then producing the a design.

Waterfall

Spiral

Incremental BuildPrototyping

Rapid Application Development

Project Management -Product Life Cycle Adaptive Software Development

requirements are can not be clearly expressed early in the life cycle.

Agile Software Development

Project Management- Project & Product Life Cycle Project management occurs through out the

different stages / phases of product and project life cycle.

Phase Exits or kill points Aid in keeping projects on track and determining if

they should be continued, redirected, or terminated

Minimize losses Fail Fast

Project Management- Project Members Diverse Technologies

Technology Specialist Technology Changes fast IT projects involve several technologies

Project Management- Recent Trends Globalization

Open Market More opportunities for IT Skill centric employment Lower Costs Technological Advancement Lesser Political Barrier

Project Management- Recent Trends Globalization challenges

Communication Language Time zone Holidays What to say and How to say it

Trust

Project Management- Recent Trends Globalization challenges

Common work practices Collaborative Tools Guidelines

Tools Project Management Issue Management Code Management Groupware or Collaborative Tools Communication Tools

Project Management- Recent Trends Outsourcing

Off shoring Human Resources are hired outside source,

outside the company and outside the country

Project Management- Recent Trends Virtual Teams

24/7 effort for the project Multinational companies have different offices

and a project is divided with in the different departments of a company

Lessen Cost Increase Work Life Balance since no fixed

work hours are erquired

Project Management- Recent Trends Virtual Teams Challenges

Communication Adjustment Dependence to technology Team relationship

Slide 1Slide 2Slide 3Slide 4Slide 5Slide 6Slide 7Slide 8Slide 9Slide 10Slide 11Slide 12Slide 13Slide 14Slide 15Slide 16Slide 17Slide 18Slide 19Slide 20Slide 21Slide 22Slide 23Slide 24Slide 25Slide 26Slide 27Slide 28Slide 29Slide 30Slide 31Slide 32Slide 33Slide 34Slide 35Slide 36Slide 37Slide 38Slide 39Slide 40Slide 41Slide 42Slide 43Slide 44Slide 45Slide 46Slide 47Slide 48Slide 49Slide 50Slide 51Slide 52Slide 53Slide 54Slide 55Slide 56Slide 57Slide 58Slide 59Slide 60Slide 61Slide 62Slide 63Slide 64

Project Management - 2

Documents

sphere modelproject

project plans

project enhnace

project increase income

exisitng system

systems analyst

sphere model organization

sphere modelorganizationasks