Project Management

5 Basic Functions of Managing

PlanStaffOrganizeDirectControl

A Review…

What do these terms mean to

you relative to your project?

Key DefinitionsProject management is the process

of planning and controlling the development of a system within a specified timeframe at a minimum cost with the right functionality.

A project manager has the primary responsibility for managing the hundreds of tasks and roles that need to be carefully coordinated.

Without a project manager, how will you make sure the tasks and roles in your teams will be managed &

coordinated?

CREATING THE WORK PLAN

A Workplan Example

Work Plan Information Example

Name of task Perform economic feasibilityStart date ` Jan 05, 2001Completion date Jan 19, 2001Person assigned Mary Smith, sponsorDeliverable(s) Cost-benefit analysisCompletion status OpenPriority HighResources needed SpreadsheetEstimated time 16 hoursActual time 14.5 hours

Note, you would have one of these

for each TASK.

Identifying Tasks

Top-down approachIdentify highest level tasksBreak them into increasingly

smaller units

Top Down Task Identification

PhasesPhases with

high level steps

Work Plan Deliverables Estimated Actual Assignedhours hours To

****

Getting the Right Numbers for Estimation

Prior projectsPast experience

Detailed analysis

Increasing Complexity with Larger Teams

Timeboxing

Fixed deadlineReduced functionality, if

necessaryFewer “finishing touches”

There will come a point in time when you will have to say,

“ENOUGH! We have to move on with what we’ve got.”

You will not attain perfection.

Timeboxing StepsSet delivery datePrioritize features by importance (A)Build the core (B)Postpone unfinished functionality (C)Deliver the system with core

functionalityRepeat steps A-C to add refinements

and enhancement as time allows

STAFFING THE PROJECT

Subtitle: Managing the People Element

Teams are Susceptible to Risky Shifts

Groups tend to gamble more than individual members would if each were making the decision aloneFor example: when groups try to do more

with a project than they have time available.Underlying cause: a diffusion of responsibility

E.g., It is not clear who is in charge of the outcome, so no one is

Remedy: Specific roles & responsibilities for members

Roles & ResponsibilitiesRecorder: takes notes on major

points that are raised and summarizes as needed

Timekeeper: monitors the time allocated to discussion and reminds the group of how much time is left

Discussion Leader: provides overall guidance and direction to the group's activities.

Essential to facilitate smooth, efficient functioning of a group.

Spokesperson: reports on the group's activities

Logical Thinker: insures that the positions developed are supported by evidence

Devil's Advocate: challenges what others say

Process Observer: comments on how the group worked together after completion of a group meeting

We will revisit these momentarily...

3 Typical Issues for Teams

Output Quality High

Time Required

Team Acceptance High

High

Low

Low

Low

3 Typical Issues for TeamsScenario 1

Output Quality High

Time Required

Team Acceptance High

High

Low

Low

Low

Hurry Up! I can’t wasteany more time on this!

What happens to Decision Quality & Team Acceptance?

3 Typical Issues for TeamsScenario 1

Output Quality High

Time Required

Team Acceptance High

High

Low

Low

Low

Hurry Up! I can’t wasteany more time on this!

What happens to Decision Quality & Team Acceptance?

3 Typical Issues for TeamsScenario 2

Output Quality High

Time Required

Team Acceptance High

High

Low

Low

Low

What happens Time Required?

I refuse to settle for anygrade lower than an A!

3 Typical Issues for TeamsScenario 2

Output Quality High

Time Required

Team Acceptance High

High

Low

Low

Low

What happens Time Required?

I refuse to settle for anygrade lower than an A!

Conflict Avoidance Strategies

Clearly define roles and project plans

Hold individuals accountableCreate project charter listing norms

and groundrulesDevelop schedule commitments

ahead of timeForecast other priorities and their

possible impact on the project

Beware! Teams Can Fall Victim to Groupthink ...

Essentially groups come to believe:

"There is only one way to do things -- our way."

"We can do no wrong here."

Indicators of Groupthink

push all team members to think alike ignore or discount alternative points

of viewbelieve that the group is incapable of

making a bad decisionput down or chastise those who

criticize the "will of the majority" to ignore or discount criticism of the

group's work or the product it produces

Groupthink ...

affects groups working on almost any task where there is pressure to finish a task in a relatively short amount of time.

Remedy: members assume the roles ofdevil's advocate logical thinkerprocess observer

CONTROLLING AND DIRECTING THE

PROJECT

Hurricane Model

The rest of the team swirls around one dominant person

Tornado Model

Destructive whirlwind of activity

Team Model

Planned activity where each team member creates a piece that fits

into and completes the whole

Tracking Tasks Using Gantt Chart

Go to Library

Go to Bookstore

Select and Purchase Book

Skim Book

Write Phase One

Read Book Carefully

Write Phase Two

Action Week 2 3 4 5 6 7 8 9 10 11 12 13

Documentation

Project binderTable of contentsContinual updating

Managing Scope

Scope creep -- a major cause of problemsFormal change approval

We’ve already been through this … 30 minutes -> 3 hour

presentations

Classic Mistakes

Overly optimistic scheduleFailing to monitor scheduleFailing to update schedule

Summary

Project management is critical to successful development of new systems

Project management involves planning, organizing, directing, controlling and reporting on time and labor.

Resources:

PowerPoint Presentation for Chapter 4, Project Management, in Dennis, Wixom & Tegardem, Systems Analysis and Design, 2001, John Wiley & Sons, Inc.

Anthony Grasha, Teaching with Style, 1996, Alliance Publishers