Applied IT Project Management Joachim Rupp Notes for the Lecture at the University of Applied Sciences in Bingen
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 12-26-NOV- 6, 7, 8 Project Management 03-DEC-04 9 How do I organize myself? 10-DEC-04 10 People Management 17-DEC-04 11 Project Manager's capabilities 14-21-JAN-05 12, 13 A real life example on a SAP project 28-JAN-05 14 What do you want for yourself? 14 Appendix 04-FEB-05 15 Role Play on an example of a project Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 2 / xx
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
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
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
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
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 - 1960 only 34 days president of FORD. Politician - 1961-1968 Defense Minister for John F. Kennedy. President of the World Bank 1968-1981. ------------------------------------------------------------- Phase 1 -----------------------------------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
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
Project Management - Phase 2 slide 1 of 2 ------------------------------------------------------------- Phase 2 --------------------------------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, Juergen.Fenchel@sap.com - PMI (Project Mgmt. Institute) http://www.pmi.org - 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, email 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: http://www.intermet.de, - 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
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
Project Management - Phase 3 ------------------------------------------------------------- Phase 3 ---------------------------------------------------------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
Project Management - Phase 4 ------------------------------------------------------------- Phase 4 -----------------------------------------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
Project Management - Phase 5 ------------------------------------------------------------- Phase 5 -------------------------------------------Deployment / GoLive--- - Cut Over / GoLive: - Production: - Celebration: ------------------------------------------------------------- Milestone -----------------------------------------Deployment / GoLive--- Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 13 / xx
Project Management - Conducting Phase 1-5 - 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
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
Questions - Thank You Q&A Thank you very much for your attention. Joachim Rupp 2004, FH-Bingen - Lecture - Applied IT Project Management, 16 / xx
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