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Competencies, Life Cycle, Process, Template and Software to Lead, Direct and Control Project
GOAL
Improve the leadership, management, and technical mindsets and practices behind the eGovernment ICT projects performance, methodology, justification, planning, implementation, control, evaluation and support
OBJECTIVES
1. Describe the knowledge, skills and attitudes requirements to manage the projects towards success 2. Explore the various references standards that defines the mindset, methodology and certification in managing projects 3. Build common understanding on the detailed processes, deliverable, templates and tools to manage ICT project for e-government and community development 4. Elaborate the use of project management tools to capture, store and analyze project data and generate project information and knowledge , and how to use project templates to document project management deliverable on each phase or stage of the ICT project 5. Discover, evaluate, and use open standard computer software and web based services to support the documentation, collaboration, communication, visualization, publication, and monitoring requirements of project management.
TABLE OF CONTENTS
Goal................................................................................................................................................................................2 Objectives ......................................................................................................................................................................2 Project Management Basic Definitions .........................................................................................................................5 Description of e-Government ...................................................................................................................................5 Project .......................................................................................................................................................................5 Project Valuation ...................................................................................................................................................5 Project Management ................................................................................................................................................6 Project Management Office ......................................................................................................................................6 Project Manager .......................................................................................................................................................7 PROJECT MANAGEMENT COMPETENCIES: (Project Manager View) .............................................................................8 ICT Project Manager Categories of Skills ..................................................................................................................8 PROJECT MANAGEMENT MATURITY ASSESSMENT (Organizational View) .................................................................10 ICT Project Management Failure Points .................................................................................................................10 Presence Ranking .................................................................................................................................................10 Project Management Capability Maturity Rubric ...................................................................................................11 PROJECT MANAGEMENT METHODOLOGY STANDARDS .............................................................................................12 Project Management Life-Cycle Phases ...........................................................................................................12 Project Management Knowledge Areas ............................................................................................................13 ICT Project Management Domains .........................................................................................................................14 Business Management Life Cycle OF PROJECT ................................................................................................14 Solution Development Lifecycle of Project .....................................................................................................17 THINKING AND DOCUMENTATION TEMPLATES ..........................................................................................................19 Project Initial Definition and Planning ....................................................................................................................19 ICT Project Visioning and Scoping ...........................................................................................................................21 ICT Project Business Case........................................................................................................................................22 ICT Solution Development Project Scoping .....................................................................................................24 ICT Project Cost and Budget: Item Spreadsheet .....................................................................................................25 ICT Project Investment Requirement and Cost .......................................................................................................28 Project Organization: Roles Matrix .........................................................................................................................30 REQUIREMENT TRACEABILITY MATRIX ...................................................................................................................32
ICT PROJECT MANAGEMENT OPEN STANDARD SOFTWARE .......................................................................................33 Project Documentation Software ......................................................................................................................33 Project Gantt chart Software ............................................................................................................................33 Project Modeling Software .................................................................................................................................33 Project File Security Software ...........................................................................................................................33 Project Collaboration Suite ................................................................................................................................33
PROJECT
OGC PRINCE 2 -A management environment that is created for the purpose of delivering one or more business products according to a specified Business Case. A temporary organization that is needed to produce a unique and predefined outcome or result at a pre-specified time using predetermined resource. PMI PMBOK - A project is a temporary endeavour undertaken to create a unique product, service or result. It is performed by people, constrained by limited resources, planned, executed and controlled. Projects are different from operations because the latter are ongo ing and repetitive activities, while projects are temporary and unique.
PROJECT VALUATION
Indicative areas to refer the value of a project Quality of Experience Cost Effectivity Sustainability Governance
PROJECT MANAGEMENT
Project management is the aapplication of principles, practices, and techniques to lead project teams and control project schedule, cost, and risks to deliver the results of a successful project to the delighted stakeholders. Control: Scope, Time, Cost, Resources, Quality, Change, and Security Agenda: Performance, Culture, People, Process, and Technology
Project management is a process with the following components: (PMBOK) 1. Inputs (documents, plans, designs, etc.) 2. Tools and Techniques (thinking tool applied to inputs) 3. Outputs (documents, products, etc.)
PROJECT MANAGER
Responsibility Domains of Project Manager (From TenStep) B. PEOPLE RESPONSIBILITIES 1. Lead the identification and elaboration of the project processes, and make sure that people follow the tasks directives. 2. Lead the team to willingly follow your direction. Leadership is about communicating a vision and getting the team to accept it and strive to get there with you. 3. Set the reasonable, challenging and clear expectation of people, and holding them accountable for meeting the expectations and allow them to get enabling opportunities. 4. Facilitate team-building, so that people work together well, and feel motivated to work hard for the sake of the project and other team members. 5. Communicate proactively and clearly, both verbally and written. 6. Realize good and active listening skills
A. PROCESS RESPONSIBILITIES 1. Define the project and build the work plan 2. Supervise the implementation of the overall work plan, that the work is assigned and completed on time, according to quality specifications and within budget. 3. Identify, track, and resolve the project issues. 4. Communicate proactively the project information to all stakeholders. 5. Identify, monitor, and mitigate the project risk. 6. Ensure acceptable quality of the solution and project deliverables at every phase of the project. 7. Manage proactively the project scope by insuring that only what was agreed to is delivered, and the changes are approved through scope management. 8. Define the metrics and collect the data that set the proper view on how the project is progressing, and whether the production of the deliverables is acceptable based on agreed specification, time and cost.
CONTROL
NEGOTIATION
2. Management Skills
Attributes PLANNING Gathers data, analyze information, look forward decision, design, and write
CONTROL
Facilitates process initiation, execution, control and improvement, and lead decision making
DOCUMENTATION
3. Technical Skills
Attributes ANALYSIS Captures information and apply appropriate understanding, decision, and planned action. thinking tool to build
DESIGN
Capturer requirements and performance specifications, and apply appropriate modeling tool
BUILDING
Defines and implements the development platform, and to control delivery and integration of work packages to comply with the project scope and outcome requirements
PRESENCE RANKING
Frequent scope changes: 73% Unattainable deadlines: 51% Frequent scope changes: 73% Incorrect or incomplete Feasibility Study (or Business Case or Business Plan): 27% Precarious project management methods, tools and techniques: 22% Lack of resources (human, financial and material): 22% Insufficient or inadequate commitment from senior management: 22% Inadequate risk management: 22% Project managers with insufficient management skills: 20% Insufficient or inadequate IT teams technical skills: 13% Insufficient or inadequate commitment from the involved user areas: 7%
Maturity Level 5
Maturity Condition
Descriptor
Optimized Process
The organization runs continuous process improvement with proactive problem and technology management for projects in order to improve its ability to depict performance over time and optimize processes
Managed Process
The organization obtains and retains specific measurements on its project management performance and run a quality management organization to better predict future performance
Defined Process
The organization has its own centrally controlled project processes, and individual projects can flex within these processes to suit the particular project.
Repeatable Process
The organization ensures that each project is run with its own processes and procedures to a minimum specified standard. There may be limited consistency or co-ordination between projects.
Initial Process
The organization recognizes projects and run them differently from its ongoing business. Projects may be run informally with no standard process or tracking system.
2. Planning
2. Planning
2. Planning Phase
3. Executing
3. Controlling a Stage
3. Developing Phase
4. Stabilizing Phase
5. Closing
5. Deploying Phase
7. Closing a Project
Scope Management
Organization
Design
Time Management
Plans
Construction
Cost Management
Controls
Testing
Quality Management
Management of Risks
Maintenance
Quality in Environment
Project
Communication Management
Configuration Management
Risk Management
Change Control
Procurement Management
INITIATION
PLANNING
EXECUTION
CONTROLL
CLOSING
Stages INITIATION
Tasks
Data gathering for the baseline information to define the need for the project, value justification of the project, solution and requirements, the available options Agreement on the project methodology, estimation tools, and financial valuation formula. Elaboration of the needs, key performance indicators, critical success factors, financial valuation metrics Formulation and approval of the business case Composition, approval and release of the request for proposal with project terms of reference Acceptance, review and approval of project proposal Composition, approval and release of the project contracts, and project implementation terms of reference based on the approved project proposal Setting up of the project organization and the appointment of the project manager
Results
Research data and information Approved business case Request for Proposal and Project Terms of Reference Approved Project Proposal Project Contracts Project Implementation Terms of References Project Manager Appointment
PLANNING
Definition of the tasks and requirements to be planned for execution and utilization Elaboration and agreement on of the applicable input, procedures, methodology and tools to be use in planning the project development.
Composition of the Project Management Plan to integrated the following plans Work Plan work breakdown breakdown schedules schedule, organization
Work Breakdown Schedule Organization Breakdown Schedule Estimation Techniques Project Management Plan Issues and Problem Management Plan Change Management Organization
Resource Plan organization, skills needs, recruitment, people training, deployment schedules Procurement Plan bills of materials, acquisition strategy, contract handling Communication Plan reporting instruments, kinds of communications, audience definition and information needs Risk Management Plan What if identification process and the mitigation and action requirements Budget Plan Budget Items, Cost and Scheduling Quality Plan Quality assurance procedures and tools specifications Training Plan capability requirement matrix and training design, and schedules Technology Plan technology items, approaches, standards, and delivery, installation, and configuration, and testing schedules Change Management Plan request for changes as a result of problem, incident, etc
EXECUTION
Definition of solutions requirement Design the solution model Create the solution model prototype Verify and Validate solution model prototype Build the beta version of the solution Internal Team verification and validation of beta version of the solution Train users to test the beta version release
Process Model Information Model Technology Model Work Packages Delivery Report Accomplishment Reports Minutes of the Meeting Users Approval, Sign-in and Sign-
Integration and normalization of the final version Test and approve the final version Release the final version Handle incident, problem and change request
CONTROL
Institute and enforce compliance report Issues reporting and change management handling
Compliance Checklist Issues Documentation Attendance Reporting Testing and Documents Quality Assurance
CLOSURE
VISIONING PLANNING
REQUIREMENT DEFINITION
DESIGN
BUILDING
TESTING INTEGRATION
RELEASE
SUPPORT MAINTENANCE
Tasks
Setting the goals, strategy, approach, configuration, and plan of developing the solution based on the approved business case and project proposal of the project. Elicitation and documentation of information to compose the input, process, output, and technology architecture specifications of the proposed solution Analysis and definition of the functional and non-functional requirements of the proposed solution.
Results
Project Work Plan
REQUIREMENT ANALYSIS
Business, Information, Technology Configuration Documentation Functional and non-functional requirement checklists
SOLUTION DESIGN
Visual drawing of the application, data, and technology model, and prototype making of the solution Generate mock-ups and prototypes of processes, screen, reports Validation, verification and approval of the visual drawing and prototype.
data,
and
SOLUTION BUILDING
Coding of the approved application, data and technology prototype. Internal testing on the conformance of the coded solution to approved design of the solution requirements
Work Packages Conformance Testing Report Pass Fail Revision Report List of approved work packages Change Requests
SOLUTION TESTING
Validation and verification of the functional and non-functional requirements of the alpha version
model
and
SOLUTION INTEGRATION
Putting together the functionally accepted modules, databases, network services and security services to run the integrated version of the solution Integration testing to validate and verify the inter-operational performance
Integrated version
work
package
beta
SOLUTION ACCEPTANCE
Conduct of users training on using the functional beta version of the solution Perform users testing and acceptance of the completed solution version Solution business readiness assessment of the final solution version for release
Training Design Testing Scripts Testing Report Change Request List of accepted functional and nonfunctional features
SOLUTION RELEASE
Normalization of the configuration requirements for the solution final version release Deploying by installing and configuring the release version of the solution to business production area. Training of the production users.
Final Release Version of the work packages User manual List of location and users for deployment, and status of installation and configuration Users training schedules
SOLUTION SUPPORT
Setting up of the organization and procedures for Incident, problem and change handling Accepting incident and problems for documentation, reporting, analysis and resolution
Service Desk
PURPOSE: The immediate impact on the project area or target group i.e. the change or benefit to be achieved by the project
External conditions necessary if achieved project purpose is to contribute to reaching project goal
Factors out of project control which, if present could restrict progress from outputs to achieving project purpose.
INPUT: These are the resources and budget to be made available to realize the activities and to produce the outputs.
Quantitative measuring qualitative judging performance activities Quantitative measuring qualitative judging performance activities
ways
Factors out of project control which, if present, could restrict progress from activities to achieving outputs Factors out of project control which, if present, could restrict the provision of input to initiate the activities to achieving outputs
Cost-effective methods and sources to quantify or assess indicators Financial report as required by the project fund sources
Stakeholder Analysis
The project stakeholders are individuals and organizations whose interests may be affected as a result of executing the project. They are either primary or secondary stakeholders who needs, knowledge, influences, resources, and regulatory functions are considered contributory to achieve the project goal, and whose active engagement are considered critical success factors to the project success. The project manager has to initiate the activity of identifying the stakeholders, to perform the critical evaluation of their situational stake, and manage their expectation and participation. Stakeholders are persons assigned to the project, the members or departments within the organization, the outside institutions with regulatory or supplier relationship with the organization, and individual or groups considered as influencers. The results of stakeholder analysis provide the stand-point on how to communicate with the various interest groups of the project, and how to address differences and build consensus.
1. 2. 3. 4.
Who to keep satisfied? Who to manage closely? Who to monitor with minimum effort? Who to be kept informed?
Vision Statement
Objectives
Out of Scope
Design
Benefit Analysis
Assumptions
Version Strategy
Constraints
Acceptance Criteria
User Profile
Operational Criteria
Usage Scenario
Business Requirements
Users Requirements
Operation Requirement
Systems Requirements
and
Stakeholder Analysis
Agency R.A., Medium Term Developmental Goals, Incumbent President Agenda, Approved Strategic Plan
Applied Information Economics, Balanced Score Card, Economic Value Added, Economic Value Sourced, Portfolio Management, Real Option Valuation, Break Even Analysis,
Risks
Risk Analysis, Costs of Risk, Costs of Mitigation, Risk Probability and Impact,
Timeframe
One-Time Development Expenses, One-Time Implementation Expenses, Capital Costs, Maintenance/Continuing Cost
Financial Valuation
Cost Benefit Analysis, Net Present Value, Payback, Total Cost of Ownership, Internal Rate of Return, Opportunity Cost, Payback
Service Support Plan and Service Management, Business Continuity Plan, Business Plan
REQUIREMENT
PRIMARY NONFUNCTIONAL REQUIREMENT Core/Cutting Across Quality Characteristics in the Tasks, Information and Results SECONDARY FUNCTIONAL REQUIREMENT Serves particular interest or handle special exceptions SECONDARY NONFUNCTIONAL REQUIREMENT Serves particular interest or handle special exceptions DEVELOPMENT APPROACH or STRATEGY Procedures Methods Standards Tools Infrastructure Platforms Skills Organization
ACQUISITION
INPUT GOOD AND SERVICES SUPPLIER
Insurance
02. Financial Work Plan, Budget Requirements and Approved Allocation 02. Request for Proposal & Project Terms of References 03. Reviewed and Approved Bids 04. Project Office and Skilled Personnel 05. Project Meetings and Workshops and Project Training 06. Project Work Plan 07. Development Platform Hardware, Software and Bandwidth 08. Approved Requirement Documentation and Solution Design, Architecture and Functional Models
09. Validated and Verified Solution Prototype Program application interfaces prototypes, database tables, and network interfaces 10. Beta Version Program Module working business application, data, security, integration interfaces, and network 11. Users Documentation and Users Training 12. Users Testing and Change Documentation 13. Normalized Production Version of the Solution 14. Solution Roll Out Support. 15. Incident Management and Maintenance
COMPUTER GOODS REQUIREMENT AND BUDGET ESTIMATE Project Management Office COMPUTER HARDWARE Item Name No. & Total Cost of Cost Units Workstation Network Hub Server Network Cables/Peripheral COMPUTER SOFTWARE Software License Total Cost Type Number Operating System Productivity Tools Scheduling Program Security Software BANDWIDTH Capacity Duration Cost
Solution Development Platform COMPUTER HARDWARE Item Name No. & Cost of Units Workstation Network Hub Server Network Cables/Peripherals COMPUTER SOFTWARE Software License Total Cost Type Number Modeler Editor Application Server Database Server Network Server BANDWIDTH Capacity Duration Cost
Total Cost
Business Production Roll-Out COMPUTER HARDWARE Item Name No. & Total Cost Cost of Units COMPUTER SOFTWARE Software License Total Cost Type Number BANDWIDTH Capacity Duration Cost
Service Support Management COMPUTER HARDWARE Item Name No. & Total Cost Cost of Units COMPUTER SOFTWARE Software License Total Cost Type Number Service Desk Service Monitoring BANDWIDTH Capacity Duration Cost
000%
GOODS Users Access Computer Computer Server Network Server Internet Server Application Server Database Server Security Server Backup Server Network Devices Cabling and Peripheral Software Installer and Licenses Office Supplies Other Equiptments
000%
MAINTENANCE Computer Devices Network Devices Other Equiptments Software Building TOTAL INVESTMENT COST
000%
Version No.
PROJECT NAME
PROJECT DURATION
PROJECT OUTCOME
PROJECT OWNER
PROJECT BENEFICIARY
SOURCING STRATEGY
PROJECT TASKS
DELIVERABLES
PROJECT ROLES
Responsible
Accountable
Expert
Work
Date of First Draft: PROJECT NAME PROJECT DURATION PROJECT OUTCOME PROJECT OWNER PROJECT BENEFICIARY
Version No.
SOURCING STRATEGY
ACTION IMPLEMENTOR
APPROVING AUTHORITY
DECISION PROVIDER