CHAPTER 3-MANAGING SYSTEMS PROJECTS

CHAPTER 3

MANAGING SYSTEMS PROJECTS

Presentation

Start

1. Overview

7. PERT/CPM Charts

8. Task Patterns

2. Shapes a Project

index

9. Task Boxes

3. Project Triangle

10. Project Monitoring

4. Project Manager Do

11. Risk Management

5. WBS

6. Gantt Charts

12. Managing to Success

overview of project management

PROJECT MANAGEMENTProject management for IT professionals includes planning, scheduling, monitoring and controlling, and reporting on information system development.

what shapes a project?

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A project must be:-completed on time-within budget-have a good quality

A PROJECT TRIANGLE

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A Project Triangle includes:-Time-Cost-Scope

• TIME

-how long it takes to complete tasks in a project, and the project itself. -also called the schedule

• COST

-the total amount of money required to complete a project. -also called the budget

• SCOPE

-refers to the deliverables and tasks that must be completed to achieve the project’s goals.

WHAT DOES A PROJECT MANAGER DO?

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Project managers typically perform four activities, or functions: -Planning-Scheduling -Monitoring -Reporting

• PLANNING

-includes identifying all project tasks and estimating the completion time and cost of each.

• SCHEDULING

-involves the creation of a specific timetable, usually in the form of charts that show tasks, task dependencies, and critical tasks that might delay the project.

• MONITORING

- requires guiding, supervising, and coordinating the project team’s workload.

• REPORTING

- includes regular progress reports to management, users, and the project team itself.

WORK BREAKDOWN STRUCTURE

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Work Breakdown Structure -involves breaking a project down into a series of smaller tasks. -before creating work breakdown structures, the two primary charttypes should be understood: Gantt charts and PERT/CPM charts

GANTT CHARTS -Developed by Henry L. Gantt, -A Gantt chart also can simplify a complexproject by combining several activities into a task group that contains subsidiary tasks.

PERT/CPM CHARTS -The Program Evaluation Review Technique (PERT) was developed by the U.S. Navy to manage very complex projects, such as the construction of nuclear submarines.

PERT/CPM CHARTS -The Critical Path Method (CPM) was developed by private industry to meet similar project management needs.

identifying task patterns

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• The Work breakdown structure must clearly identify each task and include an estimated duration
• Task or activity: any work that has a beginning and end and requires the use of company resources ( people, time, money)

• Event or milestone: recognizable reference point that you can use to monitor progress.

• E.g.: Task and events that might be involved in the creation, distribution and tabulation of questionnaire.

process OR STEPS IN CREATING WBS:

S1. Listing the tasksS2. Estimating task durationS3. Calculate the critical path

process OR STEPS IN CREATING WBS:

step 01

Listing the tasks

-Highlighting the individual task.-Adding bullet to with column for task number, description, duration and predecessor tasks.

process OR STEPS IN CREATING WBS:

step 02

Estimating task duration

*Person-day: represents the work that one person can complete in one day

process OR STEPS IN CREATING WBS:

step 02

Estimating task duration

*Some tasks can be divided evenly so it is possible to use different combinations of time and people, up to a point

step 02

Estimating task duration

FORMULA: (B+4P+W) / 6 where: B=best-case estimate P=probable -case estimate W=pessimistic/worst –case estimate

factors affecting duration

Human resources

Project size

factors affecting duration

Experience with similar projects

Constraints

TASK PATTERN

-task in a work breakdown structure that arranged in a logical sequence

MAIN TYPE OF TASK PATTERN

• Dependent Tasks-when tasks must be completed one after another.
• Multiple Successor Tasks-when several tasks can start at the same time.

-Concurrent task-Predecessor task-Successor task

• Multiple Predecessor Tasks-a task requires two or more prior tasks to be completed before it can start.

task boxes

-In a PERT/CPM chart, project tasks are shown as rectangular boxes, arranged in the sequence in which they must be performed.

-Each rectangular box, is called a task box.

It includes:-Task name -Task ID -Task duration -Start day/date -Finish day/date

step 03

Calculate the Critical Path

• The critical path is a series of task if delayed, would affect the completion date of the overall project
• If any task along the critical path falls behind schedule, the entire project is delayed

step 03

Calculate the Critical Path

• A critical path includes all tasks that are vital to the project schedule
• If necessary, a project manager can reassign resources to keep the project on schedule

step 03

Calculate the Critical Path

• Slack time – amount of time that the task could be late without pushing back the completion date of the entire project.

project monitoring and control

The project manager must keep track of tasks and progress of team members, compare actual progress with the project plan, verify the completion of project milestones, and set standards and ensure that they are followed

Monitoring and Control Techniques

Structured walkthrough -review the work of other systems analyst, programmers review the work of other programmers as a form of peer review -called design reviews, code reviews, or testing reviews

Maintaining a Schedule

-Maintaining a project schedule can be a challenging task. -The better the original plan, the easier it will be to control the project.

Maintaining a Schedule

-If enough milestones and frequent checkpoints exist, problems will be detected rapidly. -Project managers often spend most of their time tracking the tasks along the critical path

projectreporting

Project Status Meeting

Project managers schedule regular meetings to update the team and discuss project status, issues problems and opportunities.

Project Status Meeting

The session give team members an opportunity to share information, discuss common problems and explain new techniques.

Project Status Reports

• A project manager must report regularly to his or her immediate supervisor, upper management, and users
• Should explain what you are doing to handle and monitor the problem

projectMANAGEMENT SOFTWARE

• Project managers use software applications to help plan, schedule, monitor, and report on a project.
• Microsoft Project is a full-featured program that holds the dominant share of the market.
• It is available as a software product for Windows and as an online service as part of Microsoft’s Office 365.

• Using Microsoft Project, you can create:

-WBS-Gantt Chart-Network Diagram-Calendar View

RISK MANAGEMENT

• Every IT project involves risks that systems analysts and project managers must address
• A risk is an event that could affect the project negatively.
• Risk management is the process of identifying, analyzing, anticipating and monitoring risks to minimize their impact on the project

You can use a Microsoft Excel XY Chart type to display a risk matrix that shows risk probability and potential impact

STEPS IN RISK MANAGEMENT

• Develop a risks management plan
• Identify the risk
• Analyze the risk

-Qualitative risk analysis-Quantitative risk

• Create a risk response plan
• Monitor risks

RISK MANAGEMENT SOFTWARE TOOLS

• Most project management software programs, such as Microsoft Project, contain various tools that a project manager can use
• The IT team can make a recommendation regarding the risks
• Depending on the nature and magnitude of the risk, the final decision might be made by management

RISK MANAGEMENT SOFTWARE TOOLS

• Project Management Software Examples

-Microsoft Office Project-Open Workbench-Open-source software

MANAGING FOR SUCCESS

• When a project develops problems, the reasons typically involve business, budget, or schedule issues, as explained in the following sections.
• In addition to planning and managing the project, a project manager must be able to recognize these problems and deal with them effectively.

Business Issues:

• The major objective of every system is to provide a solution to a business problem or opportunity
• A system that falls short of business needs also produces problems for users and reduces employee morale and productivity

Budget Issues:

• Cost overruns typically result from one or more of the following:

-Unrealistic estimates-Failure to develop an accurate TCO forecast-Poor monitoring of progress and inadequate reaction to early signs of problems-Schedule delays due to unanticipated factors-Human resource factors

Schedule Issues:

• Problems with timetables and project milestones can indicate a failure to recognize task dependencies, confusion between effort and progress, poor monitoring and control methods, personality conflicts among team members, or turnover of project personnel

video

team

butron

VILLANUEVA

GLYZA MARIE S.

QUENIE M.

RASUS

AGOJO

PAMELA P.

RYAN JAMES C.

¡muchas gracias!

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