IS 556 Project Management
DePaul University CTISpring 2004-2005
John Fisher
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Introductions
John Fisher M.S. DePaul University 1989CIO and SVP - SmithBucklin Corporation
(www.smithbucklin.com)Previously CNA Insurance and Continental Bank
Phone (312) 527-6792 E-mail: [email protected] or [email protected]
Office Hours: By appointment (5:00 - 5:45 Monday)
Class Web Page: http://dlweb.cti.depaul.edu
1 Minute Introduction: Be BriefName, Work Experience – especially Project ManagementOr, two issues you want to explore in the class
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Class Overview
Administrative Information Textbooks:
• On Time, Within Budget, 3rd Ed, E. M. Bennatan, John Wiley
• Software Project Survival Guide, Steve McConnell, Microsoft Press
Case Studies Class Times, Assignments, Grading, Handouts One Minute Paper – Feedback to me
Course Format Discussion and Case Study Discussion of textbook chapter(s) Break Case Study
Web resources Class web page, http://dlweb.cti.depaul.edu www.gantthead.com, www.Techrepublic.com Other resources – your company or one you know
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About the Class
Lecture and discussion formatDiscussions revolve around case
analysisGrading is based upon:
Case Study Project - 30% Case Case Presentation/write-up (10%)
and individual case write ups (20%) - 30% Final Exam - 30% Class Attendance/Participation – 10%
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What We Will Cover Today
Course Overview and LogisticsWhat is Project Management? Software Project Management IssuesStarting A Project Team
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What This Course Will Cover
How to handle large and small projects successfully
Industry best practicesIssues that can make a project
succeed or failCorporate cultureRole of the user
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More Of What We Will Cover
Resistance to Technological change
External factors, including vendor relations
Proposals and contractsTools and techniques for project
estimating and schedulingProject assessmentProject approaches or models
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Case Studies
1. Creating a Web Site for Medisys, Ivey 98E011. 2. Xerox Sales Activity Management, Ivey 99E015. 3. HCL America, HBS 9-396-030. 4. Concordia Casting Company, HBS 9-192-151.5. Timberjack Parts: Software Selection, HBS 9-
398-085.6. Vandelay Industries, HBS 9-697-037. 7. Bank of Ireland, HBS 9-399-012. 8. BellSouth Enterprises, 9-193-150.9. Ford Motor Company, 9-198-006
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About Business Cases
A case is . . . a point in time snapshot of a business or IT related
issue, problem or situation. Cases are meant to . . .
stimulate critical thinking and problem solving skills.
Generally speaking, cases consist of 10-20 pages of text and exhibits.
Cases are generally based upon reality, within certain privacy parameters.
Generally speaking, there is not an established ‘right’ or ‘wrong’ answer for any given case, however minimum expectations exist.
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Tips About Cases
Not every detail or exhibit contained in a case may be relevant.
Think big picture - The problems or issues w/i a case may not relate directly to a specific class session.much more likely to relate to the class/subject
matter as a whole.
Every case generally includes an array of business, technical and project management related issues.
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Case Write-Ups
Students will work in groups of 5 and complete:Case write-ups: (Individually)
• must review the weekly case and prepare a “write-up” based upon the case. (1-2 pages typed). (Due before class.)
Case Presentation: (As a group)• Each non-distance group must “present” 1 case to class
and lead discussion.• Each distance group must select a case to “specialize”
in. Write up for that case would be 4-6 pages.
One or two case readings are assigned for every regular class meeting.
Think and write like a business person, not a student completing a homework assignment!
Write in the third person, as a “trusted advisor” to the main actor or character in a case.
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Case Write-Ups
As a general rule each case will contain business, technical and project management related issues.
For instance, consider that:Any software development (or software package
selection and implementation) project poses specific risks to business objectives.
Technical challenges pose specific risks to project objectives and to business objectives.
Resource capabilities (such as staff availability, expertise and productivity) pose specific risks to project objectives.
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Case HW Write-Ups
The analysis of each case should specifically focus on identifying the challenges faced by the persons and/or organization contained within the context of this course – the project management dimensions are of primary interest. But do not forget that:
Every software related project is first and foremost a business related project.
Every software related project is also a technical or engineered solution to a business problem.
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Case Write-Ups
One possible approach or strategy for analyzing business cases is to a make a “three pass” review:Quickly read or skim the case – to familiarize yourself with
the case and to perhaps also identify any immediately obvious issues at this point in your analysis and understanding.
Then read the case again, this time searching for and noting specific issues or problems – look for the “red flags”.
Now look at the case again and consider what was not said or discussed in the case that perhaps should/could/would improve upon the chain of events unfolding in the case.
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Case Presentations
Each group will lead class in discussion in one case.Presentation should present:
• Basic facts of the case • Technical/business/Project management
challenges faced• Lead discussion on next
steps/recommendations
Case to present and date will be randomly assigned to each group.
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About the Class Project
Class projects represent a challenging way to learn about a particular subject on an in-depth basis.
Student groups are expected to apply their research work in the form of recommendations to solving the issues related to a particularly significant issue or problem and in making substantive recommendations. Think of the classroom audience as an executive
steering committee and the instructor as the executive sponsor of your project.
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Class Project Deliverables
Project Write-UpConsists of 15 typed pages (longer papers will
have points deducted)An expanded version of a case write-up
Project Management Documentation (i.e. C/B analysis, Charter, Schedules, Budgets,
Org Chart, Resource Plan, WBS Chart, Status Reports, Issues Log)
PowerPoint PresentationThis is an “executive level overview” of the
project write-upPresentations are limited to 30 minutes per
team. At 30 minutes, your time will STOP and will be graded upon what was presented.
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Class Project Presentations
Each project team will make a presentation of their research findings to the rest of the class. The last 2 class meetings of the quarter is
devoted to student project presentations. Each project team can consist of both
classroom based and “virtual” team members. The virtual team members are the Distance Learning (DL) students enrolled in this class.
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Project Groups
Teams are an integral part of most organizations
Teams, when functioning properly, will produce better work than individuals
It is critical to have the team get together in person for one or two sessions at the beginning of the term
Peer review sheets are used to determine if all team members contribute equally
If there are issues, try to work them out, and let me know
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Presentations
Early in your career, you are paid for what you can do
Later in your career, you will be paid for what you can say
Communication is a key to success in any field or organization
Classroom presentations are an opportunity to practice in a controlled and sympathetic environment
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Class Project Topics
These topics selected must be germane to project management or to software development (possibly IT), in general.
Class project teams must be formed by our next class meeting. Your group must determine a spokesperson who
will send me the names of the people in your group via email
I will post the groups on the COL course site
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Project Topic Approval
Regardless of what topic is selected, students must obtain instructor approval of the topic selected.
Specific topics will be awarded to project teams on a first requested, first approved basis.
An e-mail topic approval request will suffice.
Submit topic request by fourth class meeting.
Presentations on the last 2 nights of class of the quarter.
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DL/COL Students
Requirements for both Physical and Virtual (DL) students are similar in this class.
DL students may participate in the group project by becoming part of a group with classroom students
DL students may offer a paper and PowerPoint presentation in lieu of classroom presentation
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All Students
All assigned case write-ups for this class are to be submitted electronically for review and grading purposes in the COL/DL web site.
Case write-ups are due on the day class meets (before class starts)
Late work is subject to a loss of up to 50% of its’ assigned point value.
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Questions/Feedback
Problems, Questions or Issues: E-Mail is the best and quickest way to
reach me. I will create an FAQ page for the class
as/if questions arise. I will add to this page any questions and any answers that are germane to the class at large.
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Week 1 - What we will learn
What are projects, project management and project managers.
What is so special about software projects
Starting with he project team
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What is Project Management?
• The application of knowledge, skills, tools & techniques to project activities in order to meet or exceed stakeholder needs and exceptions for a project.(Cleland, PM - Strategic Design & Implementation, 1999.)
• The planning, organizing, directing and controlling of company resources for a relatively short-term objective that has been established to complete specific goals. (Kerzner - PM A systems Approach To Planning, Scheduling & Controlling - 2001.)
•“… the art of directing & coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, costs, time quality and participant satisfaction.” (PMI BOK, 1996)
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What Is A Project?
• Any undertaking that has a definite, final objectives representing specified values to be used in the satisfaction of some need or desire. (Ralph Currier Davis)
• … simply a cluster of activities that is relatively separate and clear cut. Building a plant, designing a new package, soliciting gifts p $500,000 for a men's dormitory are examples. (Newman - The Process of Management: Strategy, Action, Results, 6th Edition. - Prentice Hall, 1987.)
•A project is a sequence of tasks with a beginning and end that are bounded by time, resources and desired results. Baker and Baker. The Complete Idiot’s Guide to Project Management., Alpha Books - 1998.)
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What is a Project?
Focused Activities Usually has definite start & end times, some specific
mission or objective and is usually time and cost bound. Focused Resources
Organize resources to create some product or service that is unique in some way.
Focused Objectives The activities or steps usually have specific objectives
completed within a set of specifications.
CharacteristicsGoal directedCollaborativePlannedFinite
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Different Types of Projects
Developing a New Release of SoftwareRunning a political campaignBuilding a bridgeDevelopment of Italian High-speed
trainRe-engineering a business processA military campaignExecuting a surgical procedure
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Which projects for your organization?
What will the project cost?What time is required?What technical performance capability
is needed?Will the project results fit into the
organizational strategies?
Operational Fit
Strategic Fit
Cost
TI
me
Project
TechnicalPerformance
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What is A Project Manager?
Kerzner - Project Management a Systematic Approach
“… responsible for coordinating and integrating activities across multiple, functional lines.”
Needs to have Strong communication skills familiar with operations of each line organization management as well as technical skills
“PM may have increasing responsibility, but very little authority. … can force them to “negotiate” with upper-management as well as functional management for control of company resources.”
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More On PM Role …Thomas A. Stewart, The Corporate Jungle Spawns a New Species: The Project Manager”,
Fortune, July, 10, 1995, pp 179-180.
Project managers are a class of managers that fill niche that used to be filled by mid-level management
Thomas A. Stewart, The Corporate Jungle Spawns a New Species: The Project Manager”, Fortune, July, 10, 1995, pp 179-180.
The role tends to include: dedicated to delivering project on time within cost
and performance specification Interfaces with people doing actual work (e.g.,
technologists, construction worker, tactical units, etc)
Setting priorities for project team members without direct line-of-management control
Reporting status to management
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More On PM Role …
Project Management is industry independent project managers are not: The techniques and tools of project management are
used in many industries project managers must
know how to operate in the select business and environmentunderstand the tasks being accomplishedgain respect of project membersmust understand the project management, business
management and technical aspects of project being managed
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SIGs within The PMI
Aerospace & DefenseManufacturingAutomation Systems Marketing & SalesAutomotiveMetricsConfiguration ManagementNew Product DevelopmentConsultingOil, Gas & PetrochemicalDesign-Procurement-ConstructionPharmaceuticalDispute ManagementQuality in PMDiversityReal Estate DevelopmentE-Business
Education & Training
Risk Management
Environmental Management
Service & Outsourcing
Financial Services
Students of PM
Global Communications Technologies
Troubled Projects
Government
Utility Industry
Hospitality Management
Web
Information Systems
Women in Project Management
International Development
Retail
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Software Project Manager Role ...
Ensure software is developed On time On budget Meet requirements
Project Manager Often does not have direct reports Often has direct software experience May or may not make time, budget and
requirement commitments.
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Role of Software Project Manager
Leadership and GuidanceTechnical leadership PlanningCustomer RelationsClient managementSenior management liaison
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Possible PM Skill Mix
Technical
Business
Project Management
For Example an 8 Person R&D Project
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Another Possible PM Skill Mix
Technical
Business
Project Management
For example, 70 person Software Development.
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Project Management Functions
Project Definition, Project Planning, Project Control . . .
Project Definition - What is being done with who What is the Project’s Objectives
purpose, goals and constraints
What are The Basic Project Management Controls
Who is involved and what are their roles. What is the “chain of command”.
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Project Management Functions
Project Planning - Details of how to meet the goals What Risks Need to Be Managed What is the Schedule How long will this all take?
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Project Management Functions
Project Control - How to keep project moving towards its goals. Progress Management Communication Corrective Action
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Project Management Functions
•Sponsor•Stakeholders•Project Rules•Objectives
Definition
•SOW•Responsibility Matrix•Communication Plan•Charter
•Risk Management•Detailed Planning•Scheduling
Planning
•Measure Progress•Communication•Corrective Action•Project Closure
Control
•Risk Plan•Schedule•Budget •Resource Plan
Corrective Action
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What we will learn
What are projects, project management and project managers.
What is so special about software projects
Starting with the project team
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Hi-Technology Projects
0
10
20
30
40
50
60
70
80
1970s 2000s
SWHW
% of project
Hi-tech projects are much more software-based Track record for industry is not good.
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Project Costs
1995 US spending on IT projects $250B 175,000 projects
$50B on cost overruns$81B on cancelled projectsBut look at a success…
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Example of a problem
On Time Within Budget p 11 NCI Phone Co. What is wrong here from a project
management viewpoint?Other examples?
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Some Software Problems Issues
Requirements Incomplete Inflexible
Employment issues Retaining people People conflicts Resource contention
Customer issues Changing requirements too demanding Not available
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Software Project Issues Continued
Estimate issues Cost estimates - hardware, software,
resources Time estimates - External/internal
deliverables
Development Process Issues Poor testing Bad or no documentation Lack of change management Inflexible or poor software design Difficult software integration
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Release issues Missing features Unnecessary features Misinterpretation of feature operation Missing necessary features
Software Project Issues Continued
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More Software Problems
Inability to close projects Feature / contract disputes Last minute changes Testing failure Staff drift Lack of rollout planning
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Bill of Rights pp.7-8Software Project Survival Guide
Customer Bill of Rights VS Project Team’s Customer
To set project objects (and have them followed)To know project length and cost To make reasonable requirement changes and know
costsTo clearly know project statusTo hear on-going risk assessment affecting cost,
schedule and quality. To have access to project deliverables
Customer/project team often conflict and not respect each others rights.
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Bill of Rights pp.7-8
Project Team Bill of Rights To know project deliverables and to clarify prioritiesT o know what project to build and a clear product
definition To have access to customer, manager, marketer or
others making decisions about functionalityTo work project phases in a technically responsible
way (in particular, not start coding too soon.)To approve effort and schedule estimates (to provide
cost/schedule estimates, and revise when requirements change.)
To have status accurately reported. To be free from frequent interruptions and
distractions.
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What We Will Cover Today
Course Background and LogisticsWhat is Project Management? Software Project Management
IssuesStarting A Project Team
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Kinds of Stakeholders
Five key areas to think about: Project Manager - Project Team Functional Management Sponsor Customer
How are all these stakeholders involved and how satisfy them all?
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Ident Your Stakeholders?
Project Stakeholders - Anyone having a stake in the success of the project Customers, engineers, vendors, technicians, management Sometimes they are easy to identify. Other times need to
ask Who are the customers? Who will make a contribution? Who has a stake in the project?
A Primary task when starting a project Who are the project stakeholders? What political/technical/organization issues do they bring? Do they all agree on the goals of the project? Do they agree that there is a project?
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StakeHolder: Project Manager
Need to assess your own role. What is the extent of you authority How clear is your role? How clear are other responsibilities with
relationship to this one? Who controls your priorities?
Project manager leads project even when working with people with more formal authority.
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StakeHolder: Project Team
Who will do the tasks of project? How clear are roles? How solid is their commitment? How will inform major & minor players? (can be
large numbers?) Will need to identify tasks, dependencies &
roles. May be people wanting to be on team that are
not appropriate.PM may need to recruit the team
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Stakeholder:Sponsor
The person with formal authority who is ultimately responsible for the project. Typically has authority to stop the project May be a senior executive or junior manager
Their support is key since They empower the PM to manage the project The sponsor’s authority can greatly help the PM
in projects that cross function lines.
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Sponsor Duties
A Champion for the Project!Issue the Project Charter
Assist in building the responsibility matrix Review and Approve the SOW Review Project Status Advise the PM Help Management The Projects Priority VS other
projects Advises Project manager and helps overcome
organization obstaclesFrom a fortune 500 study . . . Having a
known and active sponsor was the number 1 reason for success
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Stakeholder: Functional Management
More likely to have area responsibility instead of 1 project. E.g., engineering, testing, internal auditing
Their support a critical success factor for: Assembly of team Helping with political resources Timely decision making - may have decision
power for portions of the project that effect projectE.g., DB rollout requirements required cooper of
people at diverse sites
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Stakeholder: The Customer
Typically the persons or group paying for the project.
Get final say on the requirements for projectMust differentiate between vital few and
significant manyWho will make final decisions?
There may be only 1 or 2 easily identified customers(e.g., a contract job)
There may be 1000s of contractors (e.g., car manufacture, consumer software). May need customer reps.
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Stakeholder Management
Project manager must carefully look at stakeholders identify the proper stakeholders understand the nature of stakeholder
interest evaluate the impact of stakeholder
behavior on the project
What do you need them to do? How will ensure they will do it?
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Stakeholder Management - II
Politics and stakeholder concerns definitely effect projects: “communicate” project so all
stakeholders understand rationale appropriately identify sponsors and
assure they fully endorse the project “sell” project to stakeholders
(particularly non-believers)Concentrate on benefits and
sponsorship backing.
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IdentifyStakeholders
Gather infoon Stakeholders
IdentifyStakeholder
Mission
DeterminestakeholderStrength &Weakness
PredictStakeholderBehaviour
IdentifyStakeholder
Strategy
ImplmentStakeholderManagement
Strategy
Project Stakeholder Management Process
What needs to be known?Who will obtain it?
How prevent "leaking" ofinformation
What is nature of mission orstake?
Adverse or supportive toproject?
What is their availability to project?Political alliances?Public Support?
Dedicatiion?
What strategy will stakeholder employto acheive their mission?
What will stakeholder do?What is the impact of this behavior?
What remedies will you employ?How will you manage statkeholder(s)?Does team fully understand potential
impact?
From Project Management: Strategic Design And Implementation. ThirdEdition. D. Cleland. 1999. Pp 164-177.
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Example Stakeholder Management
Example - multi-organizational project to develop a “single point of contact” for people moves - “real-estate starts move (space management) porters physically move, networking and desktop team set up PC Phone team adjusts number
Desktop/networking department head wants single-seamless process for moves.
Real-estate DH supports but does not have “time” for project reviews but provides a engineer.
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Some Final Stakeholder Thoughts
PM Sometimes Can Control Who Becomes a stakeholder
Question different roles if it is appropriate
Manage Upward - Need to lead your stakeholders (including sponsor - what do you need out of the sponsor?)
Consider Assembly Of “Project Board Of Directors”
Review status Help With Key Decisions Key Communication
E.g., Program management For Consultant Deployment.
Board of director meeting each month. • Review costs, schedule, decisions and $.
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How can we fix the problems?
Iterative approachContinuous changeFlexibilityClient/user buy-inRealistic planningAdherence to some basic principles
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Summary
What are projects, project management and project managers.
What is so special about software projects
Starting with the project team