Contents 1. Executive summary 2. Project management definition 3. Organisation Context 4. Project management and Tracking system 5.

Strengths of PMATS 6. Weaknessess of PMATS 7. Conclusion

8. Appendix

EXECUTIVE SUMMARY: 2

A general summary of project management is provided in this assignment. To demonstrate the constructs of project management, an Indian based fortune five hundred multinational IT firm, Wipro Technologies is considered. The project management methodologies followed by this organisation to manage its projects are analysed. In this assignment we will also construe how an IT organization can manage their project deliveries in an integrated manner by using PRINCE2 project management method. PRINCE2 Processes - Prince2 is a process-based structure approach for project management. Many methodologies like Project Management Institute (PMI) standards ,Prince2 and Project management and tracking system (PMATS) used by Wipro Technologies. Here in this assignment appropriate stages are suggested from Prince2 to better this system for efficient project management. Finally a conclusion is derived that the Prince2 can certainly improve the process of Project management in Wipro Technologies when compared to other methodologies. PROJECT MANAGEMENT DEFINATION: Project management is the process by which projects are defined, planned, monitored, controlled and delivered such that the agreed benefits are realised. Projects are undertaken to achieve desired outcomes and to bring about change. Project management method must be applied across the entire project following its life cycle. There are processes as mentioned by the project management methodologies which needs to be applied at each stage of the project, they are as follows A Starting up a Project process Directing a Project (authorize initiation)

A typical start up project process in Wipro Technologies.

Project Mandate

Starting up a Project

Request to initiate a project

Authority to initiate a project

A defining and planning process A monitoring and controlling process A learning and closing process

In wipro Technologies at various organisational levels different maturity models have been created which allow the organisations to better their project management procedures.

Fig 1:The Project Management Process we can understand the process of project management followed by any typical organisation by just answering the below question. How organisations approach and manage the delivery of projects in a structured manner?

ORGANISATION CONTEXT

A typical System of Wipro Tecnologies:

Ref: www.wipro.com/services/bpo/tss/index.htm Wipro technologies ltd. is an Indian based IT Giant. Wipro technologies provide IT services to its clients from different domains like Banking, energy and utilities, Automobiles etc. Wipro Technologies plan, deploy, sustain and maintain its IT lifecycle by outsourcing, consulting services, business solutions and professional services. The project in which I worked was for the IGMS (Integrated gas management systems) for Energy and utilities domain and that is for the UK based client called National Grid Transco, which owns the NTP (National Transportation Pipeline) for the Gas, where shippers come and put the gas into the network to meet the demand of their customers. Here in this assignment we will discuss the Typical enhancement-3 Project for the National Grid.Here in this Project we designed an software application to detect and raise the alaram in the control room situated in Hinckley, UK whenever Unaccounted gas leakage and reduction the CV ( Calorific value) of gas in the Network is detected. The time duration for the entire enhancement project from the design phase to Cut Phase/ 5

delivery phase was three months, due by 31 January 2007.It was decided that the project would involve 25 people. All these people were permanent employees. Out of these 25 developers 10 were working on the onsite at the customer end. PMATS methodology was used in this particular enhancement project. But prior to this for a project PMI was used. MAJOR STAKEHOLDERS OF PROJECT Stakeholders are the people (also called the main players) who are involved with the project actively. It is very imperative for the Project Management team to identify these stakeholders to have a clear understanding of their expectations and requirements to accomplish a successful project. The major stakeholders to the IGMS Enhancement-3 project can be identified as: 1. Project Manager He was responsible for managing the entire project; who would define, plan, and control and led the entire project. 2. Customer/User: The customer is National Grid and the end users control room operators at Hinckley, UK. 3. Project team members: This includes both onsite and offsite software developers and the modules according to the specific task. This is the group that is performs the actual work of the project, from requirement gathering to the delivery stage. 4. Project Management Team: The team members were divided into 3 groups design team, developers team and testing team. 4. Project Sponsor: The person or the group that provides the financial resources for the project. It was the client in this project

Ref: www.wipro.com 6

Why a better PROJECT MANAGEMENT methodology is required for the Enhancement project : The enhancement -3 project got delayed by almost one month to complete, and thus, the costs went up. The licenses for the costly design software are used as the primary resources for this project was extended. This clearly led to the increase in the cost of the project then estimated. Wipro had to bear the costs as this was already decided in contract of the project that for any delays arising, the costs had to be borne by Wipro technologies itself. The strange reasons identified were because of the lack of functional knowledge on the client side . there is a wide gap between planning and executing the project plan from the business analyst side and also miscommunication issues exist with client having limited technical knowledge, and understanding the already existing. The IGMS Project Manager decided to split the tasks in teams and each employee just concentrated on the module they were assigned. The project was resource dependent. consider if in case a particular person was on a sick leave then the particular module of the project would stop. Thus even if one person goes on leave, another person must be able to handle same task. Hence a back up is required for every employee in terms of the skills and mere resource to carry on the task. IGMS enhancement Project lacked the correct deployment staff. For any software project, it is vital that both developers team and Testing team works closely with design team. But this actually did not took place thus the Project Management failedin this project. Though the waterfall model divides the project life cycle into five stages. Still task in these life cycle are dependent on each other. So the organisation needs a Project management methodology which can address these issues. The Waterfall model says that initial planning and reporting needs to be done after completion of every phase and goals have to be achieved for the first stage. After the client realised that the project was getting delayed, one months later the project start, a formal daily task reporting sheet was brought in place in our project ---a task reporting sheet is an essential from the initiation stage of the project, in addition to the risk register and change register. 7

During the execution of any projects exact planning and implementation is crucial to meet the customer demand and as well reduce costs bearing. IT industry in India is very competative.Hence Proper Project mangament methodology is very critical for the Success of the Project.

PROJECT MANAGEMENT AND TRACKING SYSTEM(PMATS): PMATS consists of four main stages namely 1) Project Creation 2) Sign Off 3) Project Planning 4) Project Flow PMATS can be studied by understanding each of these four stages. Project Creation: Refer appendix 1.1 for snap shot of project creation. 8

This is the first stage of PMATS. The Project creation indicates the INITIATION of the project in the PMATS.Here all the project details are entered like project name , project site address, customer details, project manager details both from National Grid customer and Wipro Technologies, design architect and other important personnel contact details. All these imperative details are registered in the PMATS during project creation stage, as these are necessary for any project. These details will be enetered by the Project Manager at the very beginning of the project.

Sign Off: Refer appendix 1.2 for snap shot of Sign off. In this stage details like project specifications (use case specification document is generated), layouts from architects, customer requirements and other major and minor details will be passed on to the project manager with necessary drawings and documents in presence of design team and module leaders and onsite business analyst. A business analyst will verify the viablity of the project and costs and finally comes up with the contract with the customer.here it is National Grid.

Project Planning: Refer appendix 1.3 for snap shot of project planning. This the core planning stage. This stage is broadly classified into two stages In pre installation planning each step of the project is planned with specific start and end dates, in order to manage the product with respect to time. Some of these activities are as under Resource Planning: Planning the required resources and nailing down planning,hardware cost planning mainly. Planning different stages of Installation: This includes different stages planning like the waterfall model for project life cycel for an IT industry 9 the necessary

manpower for the entire project. This includes deciding on the system side requirements

Post Installation Planning: This stage to a great extent includes the future exit planning Snag Identification and Rectification: Plan the dates to identify the snags and rectification of the same.This is mainly planned and directed to the testing team. Handover: This is the planning for integratio workstation/ control room Project Cost and overall feedback: Plan to give the cost and overall project feedback to the management. This stage is concluded by designing the gantt chart and passed on to the module leaders by the design and project manager and keep the Tracking software in use. Our project used Ecube to track all the resources of the poject and for its billing. Project Flow: Refer appendix 1.4 for snap shot of project flow. This is the final and most important stage of PMATS. This is called as the execution Phase.All the above mentioned activites of the project planning stage are executed. The success of every Project can measured from 3 perspectives: Time, cost and quality. This stage auto generates the report and produce the Gantt chart on weekly basis ( w.r.t to IGMS Project).Any deviation found due to the absence of an employee due to sick leave or in case of any other deviation the auto sytem report is generated.This will help the project mangers to handle the process better of the project on the customer

Time

Cost

Quality - Source: Oilsen [1971]

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This final stage of PMATS would record all the activities in the system for future reference. PMATS is a tool which helps to manage these projects in a structured and more efficient manner. 5.5.STRENGTHS OF PMATS: Strengths or advantages of PMATS when compared with manual project tracking and managment are, 1) A sytematic methodology to manage the project with well defined stages to captivate all the necessary details in the project. 2) ownership is appropriately defined at different stages, with proper handover between the resources of the projects. 3) It has a provision for planning the project with detailed structure for all the activities of the project. 4). Auto communication to all the stake holders of the project at different stages to keep them updated of the developments

5.6.WEAKNESS PMATS: Configuration and Change Management: The major draw back of the sytem is it is not flexible. This methodology cannot incorporate any change in the middle of the process once the project is initiated. Hence it restricts the scope of Project mangaers. It does not addresss the change mangement issues.This had the severe impact on the project to include a training on SCADA( supervisory control and data acqusition) in the system record ,that was incorporated as per the the requirement of the project, after the first twenty days of the project on. Less Customer Supportive: At different phases PMATS posts customer emails, but no real provision is made for tracking the project by the customer. Thus making it less customer friendly system. Project Responsibility and Budgeting:

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It doesnot provide the provision for sharing of responsibility i.e Project mangaer has to compulsorily take all the issues and no provision to exercise partial responsibilty to module leaders. The cost should be entered manually into the system only at the end of the project without any comparisions.PMATS has no provision to calculate the budget at the initial stage of the project. Other Disadvantages: It is not user friendly. And it does not address the quality issue of the project.

6.INTRODUCTION TO PRINCE 2: Refer appendix 2.1 for Prince2 flow chart and 2.2 for Prince2 overview and components. Prince2 is the short form of Projects In Controlled Environments. This was developed for and is used extensively by the UK government and its methodologies are extensively followed as standards interanationally and also followed by various organisations for effective project management. 6.1.PRINCE2 PROCESS OVERVIEW: Prince2 is a process-based structure approach for project management. It includes one or more defined inputs and tranforms them into defined outputs. Below mentioned diagram shows the Prince2 process structure and how each process interface with each other during the project lifecycle.

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Fig 3: Process Overview Different stages of Prince2 involve Starting up a project: This provides controlled start to the project and leads all the resources to commit to its process effectively. Directing a Project: This stage defines the project defines the resouces requirements,its task, responsibility and scope Inititating a Project: In this stage use case specification is designed and critical elements of the project are defined using Project Initiation Document (PID) . Planning: Intrestingfly this stage looks into quality accordance with planning of the project as it was not case in PMATS Controlling a stage: Aids effectively. Managing Product Delivery: plays a important role in monitoring and reporting the work progress during the project. Managing Stage Boundaries: This manages the all work status i.e one which is completed from one stage and starting the work in the next stage . Closing a Project: Final stage which ensures transition of the project back to the organisation with necessary feedback and quality of the project. 6.2.COMPONENTS OF PRINCE2 To understand the structure and components of Prince2, a diagramatic representation is designed below. the project manager in handling usual issues raised

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Fig 4: Components of Prince2

7 components of prince2 : Business case: This is important to ascertain the viability of the project as defined by the business case in Prince2 Organisation: This points out the organisation structure required for the project with key responsibilities also addressess accountability of each individual. Quality in a project environment: This profile concentrates on the quality of the output from the project. Plans: Addresses on planning at different levels considereing all the key factors of the project. Management of Risk: Asseses and controls uncertainity and risks involved. At the start of the any project, it is important for a project manager along with the risk management team along with key resources to comprehend the project and technology, to do a good risk identification and classification during project execution.

Any risks identified,were recorded in one document. A change register is kept as a log of changes made to the requirement specifications and designs. A change log can help record , impact of the change, approval details, change implementation, and status of all changes.

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Google search: CAUSAL MAP software project open the PDF

Change: Aids in analysing the transformation from original plan and manage them efficiently.

Progress: Comparison of the progress of the project with the planned stage and to plan further in order to meet the plans done in the earlier stages.

6.3.STRENGTHS OF PRINCE2: Important features or strengths of prince2: It has user friendly approach It allows People to be in best position to make the decision about project. It has a well defined structure with controlled start, middle and end of the project. Decisions in Prince2 are made based on business case. It supports product based planning by concentrating on deliverables. Emphasis on Issue management to meet the quality requirements of the project

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Conclusion:PRINCE2 METHODOLOGY FOR PMATS PMATS has a structure which full fills most project management requirements. But as analysed before in the report, PMATS can be amended methodology of its basic structure and requires more provisions in certain stages for better results. All these can be associated with Prince2 as explained in its advantages.

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APPENDIX: 1.1 Project Creation Snap Shot

Sign Off Snap Shot

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Project Planning Snap Shot

Project Flow Snap Shot

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Prince2 Process Flow

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Prince 2 Process Overview and Components

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