Applied IT Project Management

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1 Applied IT Project Management Joachim Rupp Notes for the Lecture at the University of Applied Sciences in Bingen

2 Table of Contents 08-OCT-04 1 Introduction 15-OCT-04 2 How does a Company operate? 22-OCT-04 3 How does Business work? 29-OCT-04 4 Software Life Cycle 05-NOV-04 5 IT Project Phases NOV- 6, 7, 8 Project Management 03-DEC-04 9 How do I organize myself? 10-DEC People Management 17-DEC Project Manager's capabilities JAN-05 12, 13 A real life example on a SAP project 28-JAN What do you want for yourself? 14 Appendix 04-FEB Role Play on an example of a project Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 2 / xx

3 IT Project Phases slide 1 of 4 Types of IT Projects: New Development, Standard Software Implementation, Release Change, Enhancement, Outsourcing, Hosting, Application Service Provider (ASP), Service / Support,... Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 3 / xx

4 IT Project Phases slide 2 of 4 IT Project Phases: - Win a project: Marketing, Sales, Pre-Sales - First Contact: Advertisement, Trade Fair, Phone Call,... -> Lead -> Opportunity -> Order - Collection of Information: Potential Customer, Business, Area of potential Project, - Feasibility Study: (or Pre-Study, Workshop,...) Analyze: As-Is-Process(es) -> To-Be-Process(es) -> / Scoping How to map processes and functionality to the IT System -> Gaps -> Cost Estimation - Prototyping: Workshop, Presentation,... on a demo system - Cost / Benefit Analysis, Business Case (ROI, TCO,...), Justification: - First Draft of a possible Project Structure / Plan / Schedule: Milestone Initiating / Winning a project--- - Purchase Order: - Contract: Sales Dept., Legal Dept., Specialized/Experts Dept. - Project Preparation: Project Structure, Project Network (Netzplan), Concepts, Methods, Std's, Infrastructure, - Team Composition: Organizational Structure, Responsibilities, for Customer's and Supplier's side - Kick Off: Reflect the company's strategy and support, Lay out the project, Team Building, Celebration, Milestone Project Planning / Preparation--- Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 4 / xx

5 IT Project Phases slide 3 of 4 - Specification: Customer's Requirements - Blue Print: Analysis of current situation, Specification of "To-Be" Processes, Localization: (Language, Tax, Laws, Culture,... - see SAP Info) - Design: Build, Implementation, - Test: Module, Unit, Integration (also Interfaces to Subsystems), User Acceptance, Field, GoLive Check,, Test Tools (Test Workbench, Simulator, Error Dispatching and Handling Procedure) - Verification / Validation / Qualification: Maybe iteration of this phase due to unsatisfying results Milestone Realization--- - Documentation: - Training: - Cut Over Planing: Including Plan B Scenario, Fallback Procedure, - Production Preparation: HW, SW, Configuration, Data Migration (Master Data, Transactional Data), - Release / Approval: Milestone Production Preparation--- - Cut Over / GoLive: - Production: - Celebration: Milestone Deployment / GoLive--- Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 5 / xx

6 IT Project Phases slide 4 of 4 Conducting the IT Project Phases: - Risk Management: What if: Time, Budget, Function is not met?, Project Risk Table, Team Problems (Customer and Supplier), Plan B, Fallback Procedure, - Change Management: (see SAP info), Integration Management - Documentation: - Change Request Procedure / Scope Management: - Project Controlling: Time, Budget, Function - Team, Communication and Conflict Management: - Quality Management: After GoLive: - Service / Support / Maintenance / Feedback / Optimization / Improvement: - Project Evaluation / Review / Documentation (in database for references) / Comparison (Plan vs. Actual) - Customer Satisfaction Survey - see also sources: IMG Docu., VGM Docu., ASAP, SAP Solution Composer / Mgr., SAPNet /services Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 6 / xx

7 Project Management - Phase 1 slide 1 of 2 Definition: Projektmanagement bezeichnet den Prozess des Planens, Organisierens und Verwaltens von Vorgängen und Ressourcen zum Erreichen eines definierten Ziels. In der Regel innerhalb von Einschränkungen bezüglich Zeit, Ressourcen und/oder Kosten. "Management is the most creative (schöpferischste) of all arts - the art to use / apply talents properly." Robert Strange McNamara (*09-JUN-1916): Manager only 34 days president of FORD. Politician Defense Minister for John F. Kennedy. President of the World Bank Phase Initiating / Winning a project--- - Win a project: Marketing, Sales, Pre-Sales - First Contact: Advertisement, Trade Fair, Phone Call,... -> Lead -> Opportunity -> Order - Collection of Information: Potential Customer, Business, Area of potential Project, Access a company wide Proj. Database (for ex.: SAP: MKIS, CPI,...) Before starting a project check out the available information: projects at this customer, people invovled - talk to them, functionality implemented,... customer satisfaction, what problems arose, what succeded, what failed, possible traps,.... Don't re-invent the wheel. - Feasibility Study: (or Pre-Study, Workshop,...) Analyze: As-Is-Process(es) -> To-Be-Process(es) -> / Scoping How to map processes and functionality to the IT System -> Gaps -> Cost Estimation - Prototyping: Workshop, Presentation,... on a demo system Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 7 / xx

8 Project Management - Phase 1 slide 2 of 2 - Investment Budget vs. Cost Budget (Assets vs. Consumption) - Cost / Benefit Analysis - Business Case: ROI (see SAP Info FEB-03 p.32 scan), TCO (see SAP Info APR-04 p.32 scan) (refer to Jochen Mueller's thesis) - Justification - Improvement, Competition, Cost / Benefit Analysis, Feasibility Study, - Identify the Driver of a project: Time, Budget, Function - see IT Proj.Mgmt.Book p.20,23 "Brook'sches Law", 35 -see IT_Projects Managing Great Expectations.doc - Stakeholder Analysis: - First Draft of a possible Project Structure / Plan / Schedule: - Risk Analysis on: - Customer's side -> "Do we want to do that project?" - Supplier's side -> "Do we want to do that project?" Milestone Initiating / Winning a project--- Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 8 / xx

9 Project Management - Phase 2 slide 1 of Phase Project Planning / Preparation--- - Purchase Order: - Contract: Sales Dept., Legal Dept., Specialized/Experts Dept. -> "Contracting" Meeting - Project Preparation: (show examples for each topic) - Get the assignment and authority for your job/position in the project (for ex.: as a project lead) - Requirements List - Project Structure: Work Breakdown Structure - WBS with tasks Top Down approach if you organize a project from scratch Bottom Up approach if you join a project - Project Network (Netzplan) - PERT /CPM chart (identify critical path) - Project Plan: Gantt Chart - Concepts, Methods, Tools, What Guidelines, Methods, Tools,... are used by the company, customer, department for proj.mgmt and proj. controlling For example: - see SAP Info JUN-04 p.60-61: ITIL, CMM, - PMI (Project Mgmt. Institute) - Standards: Templates for: Meeting Minutes, To Do List, Open Issues List, Addressing Risks, Status Report, Presentation - Infrastructure: - Rooms, File Server/Directory (for ex.: eroom - also accessible from remote with a good performance), - PC Setup, Network, account, WebEx Usage, Video Conferencing, Printers, Cafeteria, Entry Passes, - Project Handbook, Rules: - Project Language, Work Locations (central vs remote), Work hours, - Tools to use (for ex.: MS Office), Proj.Mgmt. SW Viewer: - Meeting Schedules (Team, Steering Commitee, ), Leave request procedure, Calender maintenance, - Attendance Sheet (availability, vacation, ) - Contact List Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 9 / xx

10 Project Management - Phase 2 slide 2 of 2 - Project's position inside the customers company: - Program Mgmt. -> Project Mgmt. -> Sub-Proj. Mgmt. -> Team -> Team Member - Team Composition: - Organizational Structure: Responsibilities, for Customer's and Supplier's side - Programm Mgmt. -> Project Mgmt. -> Sub-Proj. Mgmt. -> Team -> Team Member - Specifying, Identifying, Selecting and Recruiting of team members (also: CV's, Interviews, Rates, ) - Kick Off: - Reflect the company's strategy and support - Lay out the project: Vision, Mission, Strategy, Concept, Goals, Objectives - Local or Global project, Big Bang or Step by Step, What areas, dept's, people are affected, - Scope (fix it & keep it see also IT_ProjMgmt of creepy proj-s.doc) - Team Building Event - Celebration Milestone Project Planning / Preparation--- Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 10 / xx

11 Project Management - Phase Phase Realization--- - Specification: Customer's Requirements, Business Processes (for ex.: as Flow Charts), - Blue Print: Analysis of current situation, Specification of "To-Be" Processes, Localization: (Language, Tax, Laws, Culture,... - see SAP Info) - Design: Build, Implementation, Method for figuring out priorities - Test: Module, Unit, Integration (also Interfaces to Subsystems), User Acceptance, Field, GoLive Check,, Test Tools (Test Workbench, Simulator, Error Dispatching and Handling Procedure) - Verification / Validation / Qualification: Maybe iteration of this phase due to unsatisfying results Milestone Realization--- Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 11 / xx

12 Project Management - Phase Phase Production Preparation--- - Documentation: - Training: - Create "Multiplicators" - Train the trainer - Train key- or power users / multipliers - Cut Over Planing: Including Plan B Scenario, Fallback Procedure, GoLive Check Service, - Production Preparation: HW, SW, Configuration, Data Migration (Master Data, Transactional Data), - Release / Approval: Milestone Production Preparation--- Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 12 / xx

13 Project Management - Phase Phase Deployment / GoLive--- - Cut Over / GoLive: - Production: - Celebration: Milestone Deployment / GoLive--- Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 13 / xx

14 Project Management - Conducting Phase Risk Management: What if: Time, Budget, Function is not met?, Team Problems (Customer and Supplier), Plan B, Fallback Procedure,, (see SAP World 6 p.29, Analysis of what can go wrong (like FMEA) - Change Management: (see SAP info), Integration Management - Documentation: - Specifications - Training Material - Project itself into a database for example - Change Request Procedure / Scope Management: - Project Controlling: - Monitoring: Time, Budget, Function - Std's and Tools for the proj. controlling (for ex.: XLS, or data input into a system, ) - Team, Communication and Conflict Management: - Quality Management: Verification / Validation Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 14 / xx

15 Project Management - After Project Completion - Service / Support / Maintenance / Feedback / Optimization / Improvement: - Optimization of: - Functionality - Performance - Business Processes - Project Evaluation / Review / Documentation (in database for references) / Comparison (Plan vs. Actual) - Customer Satisfaction Survey Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 15 / xx

16 Questions - Thank You Q&A Thank you very much for your attention. Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 16 / xx

17 Copyright Weitergabe und Vervielfältigung dieser Publikation oder von Teilen daraus sind, zu welchem Zweck und in welcher Form auch immer, ohne die ausdrückliche schriftliche Genehmigung durch Joachim Rupp nicht gestattet. In dieser Publikation enthaltene Informationen können ohne vorherige Ankündigung geändert werden. Die von SAP Systems Integration AG oder deren Vertriebsfirmen angebotenen Softwareprodukte können Softwarekomponenten auch anderer Softwarehersteller enthalten. Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint und SQL Server sind eingetragene Marken der Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iseries, pseries, xseries, zseries, z/os, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix und Informix Dynamic ServerTM sind Marken der IBM Corporation in den USA und/oder anderen Ländern. ORACLE ist eine eingetragene Marke der ORACLE Corporation. UNIX, X/Open, OSF/1 und Motif sind eingetragene Marken der Open Group. Citrix, das Citrix-Logo, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, MultiWin und andere hier erwähnte Namen von Citrix-Produkten sind Marken von Citrix Systems, Inc. HTML, DHTML, XML, XHTML sind Marken oder eingetragene Marken des W3C, World Wide Web Consortium, Massachusetts Institute of Technology. JAVA ist eine eingetragene Marke der Sun Microsystems, Inc. JAVASCRIPT ist eine eingetragene Marke der Sun Microsystems, Inc., verwendet unter der Lizenz der von Netscape entwickelten und implementierten Technologie. MarketSet und Enterprise Buyer sind gemeinsame Marken von SAP AG und Commerce One. SAP, R/3, mysap, mysap.com, xapps, xapp und weitere im Text erwähnte SAP-Produkte und -Dienstleistungen sowie die entsprechenden Logos sind Marken oder eingetragene Marken der SAP AG in Deutschland und anderen Ländern weltweit. REA and advertizex sind Marken der SAP Systems Integration AG in Deutschland und anderen Ländern weltweit. Alle anderen Namen von Produkten und Dienstleistungen sind Marken der jeweiligen Firmen. Copyright 2004 Joachim Rupp. Alle Rechte vorbehalten Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 17 / xx

18 Copyright No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of Joachim Rupp. The information contained herein may be changed without prior notice. Some software products marketed by SAP Systems Integration AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint and SQL Server are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iseries, pseries, xseries, zseries, z/os, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix and Informix Dynamic ServerTM are trademarks of IBM Corporation in USA and/or other countries. ORACLE is a registered trademark of ORACLE Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, the Citrix logo, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, MultiWin and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. JAVA is a registered trademark of Sun Microsystems, Inc. JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MarketSet and Enterprise Buyer are jointly owned trademarks of SAP AG and Commerce One. SAP, R/3, mysap, mysap.com, xapps, xapp and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. REA and advertizex are trademarks of SAP Systems Integration AG in Germany and in several other countries all over the world. All other product and service names mentioned are trademarks of their respective companies. Copyright 2004 Joachim Rupp. All rights reserved Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 18 / xx

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