Project Management and

Solution Delivery Process

Alan McSweeney
Agenda

• Process Introduction
• Solution Delivery and Project Management Processes
• Solution Delivery
• Project Management
• Using the Process
• Using the Template Documents
• Feedback and Process Development

November 26, 2009 2

Objective

• Toprovide you with an introduction to the proposed

process and its operation and use in order to get
feedback prior to its full implementation

November 26, 2009 3

Process Introduction

November 26, 2009 4

Project and Solution Delivery Process

• Benefits • Potential Disadvantages

− Consistency − Time to Adopt
− Speed − Suitability
− Drives Delivery − Too Comprehensive
− Ensures Acceptance − Cost of Use
− Productivity − Not Currently In Use
− Reuse − Risk
− Professionalism
− Customer Confidence
− Speed
− Accuracy
− Audit Trail
− Cost Saving
− Risk Management and Reduction
− Change Management and Additional
Work
− Formal Project Closure

November 26, 2009 5

Project

• Deliver defined objective/solution

• Must have a defined start and end
• Project
management is concerned about delivering
what has been committed

November 26, 2009 6

Why Use Processes

• Increase credibility
• Increase visibility of the customer engagement
− Improving customer confidence and facilitating smoother
engagements
• Improveprofitability by customising pre-defined proven
processes rather than developing new ones
• Reduce risk through improve planning
• competitors have them
• Eliminate surprises

November 26, 2009 7

Why Use Processes

• Structure and mechanism for knowledge capture and reuse

− A means for the retention and application of company knowledge
− Reuse encouraged and will become the normal practice, with significant
reduction in the development of non-reusable collateral
• Adaptive and creative
− Allowing personnel to follow a structure and focus on adding value
− New and developing resources are brought up to speed more quickly
• Resource Management
− Better understanding and definition of required skills
− Training based around methodologies, standard techniques, and tools

November 26, 2009 8

Why Use Processes

• Initially painful
• Can seem to be longwinded
• They really do help
• Add value

November 26, 2009 9

Methodology and Processes

• Methodology without process is meaningless

• Process without usage is pointless

Methodology
(General Framework)

Process
(Actualises the
Methodology)

Use the Process

(Achieve the Benefits)

November 26, 2009 10

Solution Delivery and Project Management
Processes

November 26, 2009 11

Project and Solution Delivery Process

• Two processes running in parallel

− Solution Delivery — delivery of the solution to the customer
− Project Management — management of the delivery of the
solution
• Processes must work together
• Processes supported by document templates
• Templates used to capture and document information
• Templates provide a framework for management and
control

November 26, 2009 12

Document Templates

• Full
set of project template documents Project
Management -
• \PMO\PROJECT MANAGEMENT\
− Solution Delivery
• \PMO\SOLUTION DELIVERY\

November 26, 2009 13

 Project Management Solution Delivery

Planning
Initiation
and Analysis

Detailed
Scope
Design

Implementation
Quality
and Installation

Communication Testing

Risks,
Training
Issues
and Handover
and Decisions

Support,
Closure Administration
November 26, 2009
and Maintenance 14
Use of Process

• Tailor process to suit project

• Agree in advance how project is to be handled:
− Project management
− Solution delivery
• Use process appropriate for
− Project size
− Project complexity
− Number of participants
− role
− Customer

November 26, 2009 15

V Lifecycle Approach

Project Project
Initiation Closure
De

System System
fin

Requirements Testing
eR

fil
eq

nts Ful
uir

Integration
em

High-
High-Level

me and
Design Testing
en

qu on
ts

Re oluti
an

ire
dS

Low-
Low-Level Component

S
olu

er
Design Testing

liv
tio

De
n

Install and
Implement

November 26, 2009 16

V Lifecycle Approach

• Match project scope and solution design to what is

delivered
• Ensure delivery matches what is committed
• Requirement drive delivery and closure
− Must identify and document requirements
− Must deliver on requirements
− Requirements may change during the life of the project
• Additional revenue

November 26, 2009 17

Solution Delivery Phases

• Planning and Analysis — customer requirements are

captured and documented
• Detailed Design — the proposed solution is documented
is detail
• Implementation and Installation — the solution is
installed
• Testing — the solution is tested
• Training and Handover — the solution is handed over to
the customer and training is provided
• Support, Administration and Maintenance — the solution
is transferred to support

November 26, 2009 18

Solution Delivery Process

• Document requirements
• Confirm requirements
• Design solution to meet requirements
− High level and detailed design
• Confirm solution design
• Implement solution
• Test solution and confirm requirements are met
• Handover solution and provide training

November 26, 2009 19

Project Management Phases

• Initiation — the project is formally initiated

• Scope — project scope is managed and changes are
captured
• Quality — project quality is managed
• Communication — project communications are
managed and documented
• Risks, Issues and Decisions — project issues, risks and
decisions are managed and documented
• Closure — the project is closed and moved to
maintenance

November 26, 2009 20

Project Management

• Not sequential
• Controlling
the project will lead to changes in project
planning and execution

I P E Cl
Initiate Plan Execute Close

Cn
Control

November 26, 2009 21

Solution Delivery

November 26, 2009 22

Solution Delivery - Planning and Analysis

Final Requirements Checklist.doc This is a checklist to validate requirements.

Functional Specification.doc This describes the functionality of the

solution being delivered.

Infrastructure Requirements Checklist.doc This is a checklist to infrastructure

requirements.

Non-Functional Requirements This is a checklist to non-functional or

Checklist.doc operational requirements.

Objectives and Requirements This documents the customer’s objectives

Specification.doc and requirements.

Requirements Traceability Log.doc This logs requirements to provide

traceability to ensure they are delivered.

November 26, 2009 23

Solution Delivery - Detailed Design

Detailed Design.doc This documents the actual solution

design in detail.

High Level Design.doc This documents the actual solution

design at a high level.

Proposed Solution.doc This defines the concept of the solution

November 26, 2009 24

Solution Delivery - Implementation and
Installation
Installation Plan.doc This documents how the solution will be
installed.

November 26, 2009 25

Solution Delivery - Testing
Acceptance Test Package.doc
Acceptance Test Specification.doc
Fault Report Log.doc
Fault Report.doc
System Test Plan.doc
Test Execution Log.doc
November 26, 2009
This defines the approach to testing of the
solution.
This details the set of tests to be performed
to validate the solution.
This is a log of any faults discovered during
testing.
This documents a fault discovered during
testing.
This defines the plan for performing testing.
This logs the testing performed.
26
Solution Delivery - Training and Handover

User Documentation Manual.doc This documents the solution.

November 26, 2009 27

Solution Delivery - Support, Administration and
Maintenance
Operational Support Plan.doc This documents a plan to provide
operational support.

Service Level Agreement.doc This defines the service level to be

provided.
Solution Support Plan.doc This documents the level of support to be
provided.
Transfer to Support.doc This documents the transfer of the solution
to support.

November 26, 2009 28

Project Management

November 26, 2009 29

Project Management - Initiation

Project Initiation Document (PID).doc This initiates the project.

Statement of Work (SOW).doc This defines the scope of the work to be

done.
Project Organization Chart.ppt This describes the project organisation.

November 26, 2009 30

Project Management - Scope

Issue Resolution Request.doc This documents an issue that has been

raised that needs to be responded to.

Change Request Log.doc This logs requests for changes.

Change Request.doc This is used to document a request for a
change.
Solution Delivery Plan.mpp This is the project plan for delivering the
solution.

November 26, 2009 31

Project Management - Quality

Quality Log.doc This documents results of testing for quality

logging.
Quality Plan.doc This is a plan for managing project quality.

November 26, 2009 32

Project Management - Communication

Communication Distribution Plan.doc This documents project communication.

Communication Log.doc This logs communications.

Customer Monthly Status Report.doc This is a sample monthly report.

Customer Status Report Presentation.ppt This is a sample status report presentation

Delay Notification Log.doc This is a log of delays that have occurred in the project.

Delay Notification.doc This is a formal notification of a project delay.

Information Request Log.doc This is a log of requests for information.

Information Request.doc This is a request for information

Meeting Agenda and Minutes.doc This is used to record meeting minutes.

Project Monthly Report.doc This is an internal project report.

Project Weekly Status Report.doc This is a sample weekly report.

Steering Committee Meeting Agenda.doc This is a document for use with a project steering
committee.
November 26, 2009 33
Project Management - Risks, Issues and Decisions

Actions-Issues-Decisions Log.doc This is a log of actions, issues and

decisions.
Decision Request.doc This documents a project decision.
Issue Report.doc This documents a project issue.

November 26, 2009 34

Project Management - Closure

Project Closeout Report.doc This documents project closure.

Project Sign-off.doc This is used to record formal project signoff

by the customer.

November 26, 2009 35

Using the Process

November 26, 2009 36

Using the Process

• Effective project and solution delivery steps

− 1 — Initiation
− 2 — Requirements
− 3 — Project Planning
− 4 — Solution Design
− 5 — Delivery and Testing
− 6 — Training and Handover
− 7 — Closure and Move to Maintenance

November 26, 2009 37

Project and Solution Process — 1 - Initiation

• Copy folder structure into project location

such as
PROJECTS\<CUSTOMER>\<PROJECT> on
shared folder
• Take project scope from previously submitted
sales proposals
• Complete \Project Management\10
Initiation\Statement of Work (SOW).doc and
send to customer for review and signoff
• Complete \Project Management\10
Initiation\Project Initiation Document
(PID).doc if project justifies it (greater than 20
days effort)
• Rename the documents to include customer
and project name
− <Customer> <Project> Project Initiation
Document (PID).doc

November 26, 2009 38

Document Storage

• Store template documents to

shared location
− \PROJECTS\<CUSTOMER>\<PR
OJECT>
− Create separate folder in
PROJECTS for each customer
− Create separate folder in
PROJECTS \<CUSTOMER>\ for
each project for the customer

November 26, 2009 39

Project and Solution Process — 2 - Requirements

• Gather and define customer requirements using documents in

\Solution Delivery\10 Planning and Analysis\:
− Objectives and Requirements Specification.doc
− Final Requirements Checklist.doc
− Infrastructure Requirements Checklist.doc
− Non-Functional Requirements Checklist.doc
• Manage requirements through life of project
− Requirements Traceability Log.doc
• Complete functional specification — defines what is to be done
(not how)
− Functional Specification.doc
• See separate Requirements Management process to be used for
larger projects
November 26, 2009 40
Requirements Definition and Documentation

• Requirements Definition

Gather Analyse Review

• Requirements Management

t ure
p
Ca

Asse
ss
Cha
nge

November 26, 2009 41

Requirements Definition

• Gather— Tasks relating to the initial gathering of

requirements

• Analyse — Analysing and categorising requirements and

specifying them

• Review— Agreeing (with the customer) exactly what the

requirements are. Modify if necessary to reach
agreement.

November 26, 2009 42

Requirements Classification

• Business — objectives and goals to be delivered as a

result of the solution
• Functional — what it does
• Technical — operational and procedural constraints
• Implementation — how the solution will be
implemented
• Project — requirements of the project

November 26, 2009 43

Business Requirements

• Financial (Market share increase)

• Customer-related (On-time delivery)
• Business Processes (Business cycle times)
• Innovation
and Learning Measures (Speed of
completing transactions)
• Regulatory Requirements (Adherence to regulations)

November 26, 2009 44

Functional Requirements

• Inputs

• Outputs

• Actions

• Responses

• Outcomes

• Usage

November 26, 2009 45

Technical Requirements

• Performance (Response times, transaction throughput rates, batch job

durations.)
• Volumes (Data capacity, network bandwidth, business units)
• Availability (Required uptime, daytime periods for which the system must be
available)
• Resilience (No single point of failure, MTBF of components, switchover times)
• Recoverability (Backup times, tolerable data loss, offsite needs, recovery
timescales)
• Scalability (How the solution will deal with more users/data, capability for
predicted growth)
• Integrity (Degree of problems tolerated, problem detection needs)
• Interfaces (Internal and external, user, hardware, software, communications)
• IT Management (Event handling and classification, detection needs,
management roles and processes)

November 26, 2009 46

Implementation Requirements

• Timescales (What are the desired target dates)

• Disruption and Impact (What levels of disruption can be
tolerated)
• Data Conversion (What data needs to be migrated, how, and
with what constraints)
• Supportability (What levels of support will be needed)
• Training (What staff require what new skills)
• Handover (Process of transfer of control, parallel run)
• Support
• Warranty (Coverage during warranty)
• Post-Warranty
• Operation

November 26, 2009 47

Project Requirements

• Implementation

• Testing

• Facilities

November 26, 2009 48

Requirements Management

• Capture — Ensure that the new requirements or change

requests are captured

• Assess— Consider whether the changes will be

actioned. Approve or reject

• Change — Undertake the changes

November 26, 2009 49

Project and Solution Process — 3 — Project
Planning and Management
• Complete first draft of project plan

November 26, 2009 50

Project Planning and Management

• Standard project plan structure

− Initiation
− Planning
− Executing
− Project Management
− Closing
• Customise detail for individual project

November 26, 2009 51

Managing Change

• Changes during the course of a project are inevitable

and can affect the scope, cost, delivery, and nature of
the deliverables as well as the functioning of the project
team
• Change Management is a systematic process that allows
for changes and at the same time aims to minimise the
negative consequences of these changes
• Change process must be included in the project
initiation material and published to the customer

November 26, 2009 52

Change Process

November 26, 2009 53

Change Control Templates

• \Project Management\20 Scope\

− Issue Resolution Request.doc — document issues
− Change Request Log.doc — maintain log of change requests
− Change Request.doc — document change request and
document outcome

November 26, 2009 54

Risk Management

• Risk
− All projects have risks
− Need to identify and manage
− Action can be taken to mitigate/circumvent risks
− Minimise the negative risk impacts
• Risk management steps
− Risk Management Planning — determine the approach to risk management
− Risk identification - identify all known project risks
− Risk Analysis - perform an assessment of the probability of occurrence and
potential impact
− Risk Response Planning - create action plans to manage the identified risks
− Risk Monitoring and Control — monitor, review and update risk status and
plans
− Risk Closeout — document lessons learned
• Take appropriate approach to managing risk

November 26, 2009 55

Issue Management

• Issue management
− Identifying, tracking, resolving, and communicating to project stakeholders
the issues that arise out of day-to-day project execution
− ongoing process, from start to closure of any project and it is a critical
component of project monitoring and control activities
• Steps
− Identify Project Issues
− Establish Issue Tracking
− Evaluate the Issue
− Determine Issue Resolution
− Implement Issue Resolution
− Close the Issue
• Take appropriate approach to managing risk

November 26, 2009 56

Risk and Issue Management Templates

• \Project Management\50 Risks, Issues and Decisions\

− Actions-Issues-Decisions Log.doc
− Decision Request.doc
− Issue Report.doc

November 26, 2009 57

Project and Solution Process — 4 — Solution
Design
• Complete solution design using documents contained in
\Solution Delivery\20 Detailed Design\
− High Level Design.doc
− Detailed Design.doc
− Proposed Solution.doc
• Not always necessary to use all documents
− Depends on project size and approach
− Could have single design document

November 26, 2009 58

Project Reporting

• Define communication structure during initiation

− Status reports
• Frequency - weekly, fortnightly, monthly
• Content/agenda
− Meetings
• Frequency - weekly, fortnightly, monthly
• Content/agenda
• Levels — project team, project steering group

November 26, 2009 59

Project Reporting

• Use documents in \Project Management\40 Communication\

• Document how communication is handled - Communication Distribution
Plan.doc
• Log communications - Communication Log.doc
• Meetings
− Meeting Agenda and Minutes.doc
− Steering Committee Meeting Agenda.doc
• Reports
− Customer Monthly Status Report.doc
− Customer Status Report Presentation.ppt
− Project Monthly Report.doc
− Project Weekly Status Report.doc
• Other communications
− Delay Notification Log.doc
− Delay Notification.doc
− Information Request Log.doc
− Information Request.doc

November 26, 2009 60

Project and Solution Process — 5 — Delivery and
Testing
• Deliver solution
− \Solution Delivery\30 Implementation and Installation\
• Testing
− \Solution Delivery\40 Testing\
• Acceptance Test Package.doc
• Acceptance Test Specification.doc
• Fault Report Log.doc
• Fault Report.doc
• System Test Plan.doc
• Test Execution Log.doc
− Test against requirements
− Log results of tests to establish audit trail

November 26, 2009 61

Project Quality

• \Project Management\30 Quality\

− Quality Log.doc
− Quality Plan.doc
• Ensures that quality is built into project from the start
• Delivers real benefits
− Reduced testing
− Reduced rework
− Increased customer satisfaction
− Increased project profitability

November 26, 2009 62

Project and Solution Process — 6 — Training and
Handover
• Handover
− \50 Training and Handover\

November 26, 2009 63

Project and Solution Process — 7 — Closure and
Move to Maintenance
• Closure and Move to Maintenance
− \Project Management\60 Closure\
• Project Closeout Report.doc
• Project Sign-off.doc
− \Solution Delivery\60 Support, Administration and
Maintenance\
• Operational Support Plan.doc
• Service Level Agreement.doc
• Solution Support Plan.doc
• Transfer to Support.doc

November 26, 2009 64

More Information

Alan McSweeney
alan@alanmcsweeney.com

November 26, 2009 65