Developing and implementing ict project plans
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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

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 Developing and implementing ict project plans Presentation Transcript

    • Developing & implementing ICT Project Plans
      author: Eric Kluijfhout, eric.kluijfhout@gmail.com
       
      This work is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike License. To view a copy of this license, visit http://creativecommons.org/licenses/devnations/2.0/ or send a letter to Creative Commons, 559 Nathan Abbott Way, Stanford, California 94305, USA.
      Bahir Dar, Ethiopia, 24-08/28-08, 2009
       
    • Developing & implementing ICT Project PlansDr Eric Kluijfhout
      Workshop on ICT Policy Development, August 24-28, 2009,
      Bahir Dar University
      &
      VU University
    • Outline
      Context and purpose of ICT project planning
      Components of an ICT project plan
      Project types and their management
      Staffing your project
      Example
    • Inst. ICT PolicyPlan
      ICT Master Plan
      Project plan
      Project plan
      Project plan
      ICT implementation and ICT exploitation
      Takes:
      Responsible for:
      1 % of staff
      time
      90 % of final
      ICT succes
      implementation
      9 % of staff
      time
      exploitation
      90% of staff
      time
      10 % of final
      ICT succes
    • Purpose of an ICT Project Plan
      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.
      At the closure of the project the user-organization should be fully prepared to start exploitation.
      ICT project characteristics:
      has a starting and end date
      duration 3- 6 months, otherwise create sub-projects
      has its own budget
      has its own staff
      If you as a project leader feel any of these four conditions is not met, either redesign your project or do something else!
    • Common mistakes and pitfalls
      Mistaking a Policy Plan (what and why) for a Project Plan (how, when, by whom, with what)
      Implementing without a specific and approved Project Plan
      Hard- and software installation = implementation
      Putting ICT in the lead of system implementation
      Implementation without planning data conversion and addressing organizational change requirements
      Not planning for exploitation
      ..................................
    • Project Plan components
      Aims & outcomes: what
      Resources & structure: with what and by whom
      Activities & time plan: how and when
      Optional:
      Risk analysis & contingency plans
      Evaluation plan
    • But first ......
    • Project types
      TASK
      Simple
      Complex
      I
      Certain/
      stable
      II
      CONTEXT
      Uncertain/
      instable
      IV
      III
    • Type I: simple - stable
      Relatively simple planning
      Possible to copy plan from elsewhere
      Internal progress monitoring
    • Type II: complex - stable
      Detailed analysis & planning required
      Expert validation of plan
      Close milestone and quality monitoring during execution – preferably by external body
    • Type III: simple - unstable
      Easy to plan task
      Emphasis on risk analysis & reduction strategies
      Separately plan for interaction with the environment
      Close monitoring of the environment during execution
    • Type IV: complex - unstable
      Define ambitions and global time line
      SWOT analysis
      Divide project in sub-projects
      Plan various project cycles: plan – implement – learn – (re)plan
    • Project aims & outcomes
      Aims to be copied or derived from the Policy Plan
      Define project outcomes that are directly – and veryfiably – derived from the aims
      Define milestones (critical intermediate products or decisions that need formal approval/acceptance)
      Define responsibilities for each milestone and outcome (delivery and acceptance)
    • Project resources & structure
      Resource types:
      Staff (roles, quantity, quality)
      Funds
      Facilities
      External services
      Project structure options (next pages):
      Independent structure
      Delegation structure
      Matrix structure
    • Independent structure
      User organization
      ICT organization
      Project
    • Delegation structure – Iexternal manager
      Project
      User organization
      ICT organization
    • Delegation structure – IIuser - managed
      Project
      User organization
      ICT organization
    • Delegation structure – IIIICT - managed
      Project
      User organization
      ICT organization
    • Matrix structure – IICT - managed
      ICT organization
      User organization
    • Matrix structure – IIUser - managed
      User organization
      ICT organization
    • Matrix structure – IIIexternal manager
      User organization
      ICT organization
      Project
    • Project activities & time plan
      Define activities directly related to the delivery of milestones and/or outcomes
      Link activities to roles
      Identify dependencies between activities
      In case of dependency, check whether a milestone delivery is required
      Combine all into a time plan
      This is an iterative planning process!
    • Sample ICT Project Plan 
      Implementing the Virtual Learning Environment ‘Moodle’ at the UNESCO/IHE Institute for Water Education
      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
      Starting from a context of little experience with techhnology enhanced learning
    • Thank you
      eric.kluijfhout@gmail.com