Developing and implementing ict project plans


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Context and purpose of ICT project planning; Components of an ICT project plan; Project types and their management; Staffing your project; Example

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Developing and implementing ict project plans

  1. 1. Developing & implementing ICT Project Plans<br />author: Eric Kluijfhout,<br /> <br />This work is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike License. To view a copy of this license, visit or send a letter to Creative Commons, 559 Nathan Abbott Way, Stanford, California 94305, USA.<br />Bahir Dar, Ethiopia, 24-08/28-08, 2009<br /> <br />
  2. 2. Developing & implementing ICT Project PlansDr Eric Kluijfhout<br />Workshop on ICT Policy Development, August 24-28, 2009,<br />Bahir Dar University<br />&<br />VU University<br />
  3. 3. Outline<br />Context and purpose of ICT project planning<br />Components of an ICT project plan<br />Project types and their management<br />Staffing your project<br />Example<br />
  4. 4. Inst. ICT PolicyPlan<br />ICT Master Plan<br />Project plan<br />Project plan<br />Project plan<br />ICT implementation and ICT exploitation<br />Takes:<br />Responsible for:<br />1 % of staff<br />time<br />90 % of final <br />ICT succes<br />implementation<br />9 % of staff<br />time<br />exploitation<br />90% of staff<br />time<br />10 % of final<br />ICT succes<br />
  5. 5. Purpose of an ICT Project Plan<br />An ICT Project Plan describes the implementation process for an ICT function (system or infrastructure component) in such a way that it assists in planning (before), guiding and monitoring (during) and evaluating (at the end) activities, required resources and expected outcomes.<br />At the closure of the project the user-organization should be fully prepared to start exploitation.<br />ICT project characteristics:<br />has a starting and end date<br />duration 3- 6 months, otherwise create sub-projects<br />has its own budget<br />has its own staff<br />If you as a project leader feel any of these four conditions is not met, either redesign your project or do something else! <br />
  6. 6. Common mistakes and pitfalls<br />Mistaking a Policy Plan (what and why) for a Project Plan (how, when, by whom, with what)<br />Implementing without a specific and approved Project Plan<br />Hard- and software installation = implementation<br />Putting ICT in the lead of system implementation<br />Implementation without planning data conversion and addressing organizational change requirements<br />Not planning for exploitation<br />..................................<br />
  7. 7. Project Plan components<br />Aims & outcomes: what<br />Resources & structure: with what and by whom<br />Activities & time plan: how and when<br />Optional:<br />Risk analysis & contingency plans<br />Evaluation plan<br />
  8. 8. But first ......<br />
  9. 9. Project types<br />TASK<br />Simple<br />Complex<br />I<br />Certain/<br />stable<br />II<br />CONTEXT<br />Uncertain/<br />instable<br />IV<br />III<br />
  10. 10. Type I: simple - stable <br />Relatively simple planning<br />Possible to copy plan from elsewhere<br />Internal progress monitoring <br />
  11. 11. Type II: complex - stable<br />Detailed analysis & planning required<br />Expert validation of plan<br />Close milestone and quality monitoring during execution – preferably by external body<br />
  12. 12. Type III: simple - unstable<br />Easy to plan task<br />Emphasis on risk analysis & reduction strategies<br />Separately plan for interaction with the environment<br />Close monitoring of the environment during execution<br />
  13. 13. Type IV: complex - unstable<br />Define ambitions and global time line<br />SWOT analysis<br />Divide project in sub-projects<br />Plan various project cycles: plan – implement – learn – (re)plan<br />
  14. 14. Project aims & outcomes<br />Aims to be copied or derived from the Policy Plan<br />Define project outcomes that are directly – and veryfiably – derived from the aims<br />Define milestones (critical intermediate products or decisions that need formal approval/acceptance)<br />Define responsibilities for each milestone and outcome (delivery and acceptance)<br />
  15. 15. Project resources & structure<br />Resource types:<br />Staff (roles, quantity, quality)<br />Funds<br />Facilities<br />External services<br />Project structure options (next pages):<br />Independent structure<br />Delegation structure<br />Matrix structure<br />
  16. 16. Independent structure<br />User organization<br />ICT organization<br />Project<br />
  17. 17. Delegation structure – Iexternal manager<br />Project<br />User organization<br />ICT organization<br />
  18. 18. Delegation structure – IIuser - managed<br />Project<br />User organization<br />ICT organization<br />
  19. 19. Delegation structure – IIIICT - managed<br />Project<br />User organization<br />ICT organization<br />
  20. 20. Matrix structure – IICT - managed<br />ICT organization <br />User organization<br />
  21. 21. Matrix structure – IIUser - managed<br />User organization<br />ICT organization<br />
  22. 22. Matrix structure – IIIexternal manager<br />User organization<br />ICT organization<br />Project<br />
  23. 23. Project activities & time plan<br />Define activities directly related to the delivery of milestones and/or outcomes<br />Link activities to roles<br />Identify dependencies between activities<br />In case of dependency, check whether a milestone delivery is required<br />Combine all into a time plan<br />This is an iterative planning process!<br />
  24. 24. Sample ICT Project Plan <br />Implementing the Virtual Learning Environment ‘Moodle’ at the UNESCO/IHE Institute for Water Education<br />As part of the institution’s vision to strategically employ ICT to remain the number-1 international centre of excellence in the field of Water Education<br />Starting from a context of little experience with techhnology enhanced learning<br />
  25. 25. Thank you<br /><br />