ICT4GOV PROJECT MANAGEMENT

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ICT4GOV PROJECT MANAGEMENT

  1. 1. eGOV: Essentials of Project Management open references to guide management of ICT project
  2. 2. Facilitator: <ul><li>John J. Macasio </li></ul><ul><li>[email_address] </li></ul>
  3. 3. eGOV: Essentials of Project Management open references to guide management of ICT project <ul><li>Desired Objectives: </li></ul><ul><li>To describe project, project management, and project manager </li></ul><ul><li>To know the best practice framework to guide the formulation of a project management methodology. </li></ul><ul><li>To identify the different process and knowledge components of managing project </li></ul><ul><li>To know and explore features of project management software </li></ul><ul><li>To define the tasks and to describe the key deliverables of a systems development project. </li></ul><ul><li>At the end of the training the participants will be asked to submit a proposed content outline of a project management methodology handbook. </li></ul>
  4. 4. Licensing Stuff and Copyright <ul><li>The information, documents and software provided in this educational presentation are derived from cited references, and subject to the copyright and licensing terms of the original author/s. </li></ul><ul><li>This educational presentation does not claim to be connected or representing the cited products or corporation. </li></ul><ul><li>All brand names and logos cited in this educational presentation are copyrighted to the original author or corporation. </li></ul><ul><li>This educational presentations adheres to applicable open source/content license, and freely reusable clause provided by the source of the materials. </li></ul>
  5. 5. Session 1: Project Management Framework <ul><li>Definition of Project and Project Management </li></ul><ul><li>The Profile of a Project Manager </li></ul><ul><li>The Prince2 Project Management Framework </li></ul><ul><li>The PMBoK Project Management Framework </li></ul>
  6. 6. Session 2: Components of ICT Project Management Cycle <ul><li>Project Initiation - Tasks and Deliverables </li></ul><ul><li>Project Planning – Tasks and Deliverables </li></ul><ul><li>Project Execution and Control – Tasks and Deliverables </li></ul><ul><li>Project Closure – Tasks and Deliverables </li></ul>
  7. 7. Session 3: Technology Demonstration <ul><li>Documentation Templates </li></ul><ul><li>Work Plan Creation Software </li></ul>
  8. 8. Session 1: Project Management Framework Context, Project, Project Management, Project Manager
  9. 9. Best Practice Framework <ul><li>Do not reinvent the wheel </li></ul><ul><li>Contextualize the practices of others and improve on it to meet your organizational needs </li></ul><ul><li>Go for reusable templates </li></ul><ul><li>Document and share your practice and learning </li></ul>
  10. 10. Context ICT PROJECTS Agency Government Service Goals <ul><li>Mandate </li></ul><ul><li>Agenda </li></ul><ul><li>Appropriation </li></ul><ul><li>Needs </li></ul><ul><li>Strategic Plan </li></ul><ul><li>Program </li></ul><ul><li>Business Process </li></ul>? alignment People Technology Process Vendor
  11. 11. What is a Project <ul><li>Directed to meet “governance strategic needs” </li></ul><ul><li>Have “ownership” support </li></ul><ul><li>Have specific start and end dates. </li></ul><ul><li>Defined scope </li></ul>
  12. 12. What is a Project <ul><li>Finite budget, </li></ul><ul><li>Specific end results –deliverables </li></ul><ul><li>Quality Constrained </li></ul><ul><li>Assigned resources </li></ul>
  13. 13. End-point <ul><li>Delivery of the Project Result </li></ul><ul><ul><li>Based on the Agreed Specification </li></ul></ul><ul><ul><li>Based on the Agreed Time </li></ul></ul><ul><ul><li>Based on the Agreed Budget </li></ul></ul>
  14. 14. Project management <ul><li>A set of principles, practices, techniques applied to 1 lead project teams and </li></ul><ul><li>2 control project schedule , cost , and performance risks to result in delighted customers. </li></ul>
  15. 15. Project Management <ul><li>It involves </li></ul><ul><li>SKILLS </li></ul><ul><li>PROCESS </li></ul><ul><li>TOOLS </li></ul><ul><li>to make the project </li></ul><ul><li>successful. </li></ul>
  16. 16. What to Manage risk issues scope time Workplan quality deliverables communication stakeholders cost
  17. 17. Top Ten Project Management Skills (techrepublic) <ul><li>Define the project </li></ul><ul><li>Plan the work </li></ul><ul><li>Manage the work plan </li></ul><ul><li>Manage issues </li></ul><ul><li>Manage scope </li></ul>
  18. 18. Top Ten Project Management Skills (techrepublic) <ul><li>Manage risks </li></ul><ul><li>Manage communication </li></ul><ul><li>Manage documentation </li></ul><ul><li>Manage quality </li></ul><ul><li>Manage metrics </li></ul>
  19. 19. Project Manager Responsibilities (tenstep) <ul><li>Process Responsibilities </li></ul><ul><li>People Responsibilities </li></ul>
  20. 20. Process Responsibilities <ul><li>Define the project and build the work plan </li></ul><ul><li>Identifying, tracking managing and resolving project issues. </li></ul><ul><li>Proactively disseminating project information to all stakeholders. </li></ul><ul><li>Identifying, managing and mitigating project risk </li></ul><ul><li>Ensuring that the solution is of acceptable quality </li></ul>
  21. 21. Process Responsibilities <ul><li>Proactively managing scope to ensure that only what was agreed to is delivered, unless changes are approved through scope management. </li></ul><ul><li>Defining and collecting metrics to give a sense for how the project is progressing and whether the deliverables produced are acceptable. </li></ul><ul><li>Managing the overall work plan to ensure work is assigned and completed on time and within budget. </li></ul>
  22. 22. People Responsibilities <ul><li>General management skills needed to establish processes and make sure that people follow them. </li></ul><ul><li>Leadership skills to get the team to willingly follow your direction. Leadership is about communicating a vision and getting the team to accept it and strive to get there with you. </li></ul><ul><li>Setting reasonable, challenging and clear expectation of people, and holding them accountable for meeting the expectations. </li></ul>
  23. 23. People Responsibilities <ul><li>The larger the team and the longer the project, it critical to have good team-building skills, so that the people work together well, and feel motivated to work hard for the sake of the project and their other team members. </li></ul><ul><li>Proactive verbal and written communicator skills, including good, active listening skills.  </li></ul><ul><li>Able to give good quality performance feedback to team members </li></ul>
  24. 24. Behavioral Characteristics of Project Management Professional (APMBoK) <ul><li>Attitude – an open positive “can do” attitude which encourages communication and motivation, and fosters co-operation. </li></ul>
  25. 25. Behavioral Characteristics of Project Management Professional (APMBoK) <ul><li>Common Sense – the ability to spot sensible, effective, straight forward, least risky, least complex solutions i.e. 90% right on time is better than 100% far too late! </li></ul>
  26. 26. Behavioral Characteristics of Project Management Professional (APMBoK) <ul><li>Open Mindedness – an approach where one is always open to new ideas, practices and methods and in particular gives equal weight to the various disciplines involved on the project. </li></ul>
  27. 27. Behavioral Characteristics of Project Management Professional (APMBoK) <ul><li>Adaptability – a propensity to be flexible where necessary and avoid rigid patterns of thinking or behavior, to adapt to the requirements of the project, the needs of the sponsors, its environment and people working on it – to ensure a successful outcome. </li></ul>
  28. 28. Behavioral Characteristics of Project Management Professional (APMBoK) <ul><li>Inventiveness – an ability to discover innovative strategies and solutions from within oneself or by encouragement with other members of the project team, and to identify ways of working with disparate resources to achieve project objectives. </li></ul>
  29. 29. Behavioral Characteristics of Project Management Professional (APMBoK) <ul><li>Prudent Risk Taker – a willingness and ability to identify and understand risks but not to take a risky approach in an unwise or reckless fashion. </li></ul>
  30. 30. Behavioral Characteristics of Project Management Professional (APMBoK) <ul><li>Fairness – a fair and open attitude which respects all human values. </li></ul>
  31. 31. Behavioral Characteristics of Project Management Professional (APMBoK) <ul><li>Commitment – an over-riding commitment to the project’s success, user satisfaction and team working. A strong orientation towards goal achievement. </li></ul><ul><li>The APMBoK </li></ul>
  32. 32. Activity: 10 Key Responsibilities of Project Manager
  33. 33. Session 2: Components of Project Management Cycle
  34. 34. Project Management Methodology Framework <ul><li>PRINCE2 </li></ul><ul><li>Project IN Controlled Environment </li></ul><ul><li>Maintained by: </li></ul><ul><li>Office of Government Commerce, UK Govt. </li></ul>
  35. 35. Project Management Methodology Framework <ul><li>PMBoK </li></ul><ul><li>Project Management Body of Knowledge </li></ul><ul><li>Maintained by: </li></ul><ul><li>Project Management Institute </li></ul>
  36. 36. Project IN Controlled Environment (Prince2) PRINCE2 is a generic methodology for managing a project. It stands for PRojects IN Controlled Environments
  37. 37. Directing a Project <ul><li>Starting Up the Project (SU) (pre-project process) </li></ul><ul><ul><li>Project Mandate </li></ul></ul><ul><ul><li>Project Approach </li></ul></ul><ul><ul><li>Project Team </li></ul></ul><ul><ul><li>Initiation Stage Plan </li></ul></ul><ul><li>Initiating a Project (IP) (build the project justification) </li></ul><ul><ul><li>Project Initiation Document </li></ul></ul><ul><ul><li>Business Case </li></ul></ul><ul><ul><li>Project Plan </li></ul></ul>
  38. 38. <ul><li>Planning (PL) </li></ul><ul><ul><li>Product Checklist </li></ul></ul><ul><li>Managing Stage Boundaries (SB) </li></ul><ul><ul><li>Deliverables </li></ul></ul><ul><ul><li>Revised Project Plan </li></ul></ul><ul><li>Controlling Stage (CS) </li></ul><ul><ul><li>Work Packages </li></ul></ul><ul><ul><li>Project Issues and Risks </li></ul></ul>
  39. 39. <ul><li>Managing Product Delivery (MP) </li></ul><ul><ul><li>Deliverables Quality </li></ul></ul><ul><li>Closing a Project (CP) </li></ul><ul><ul><li>Customer Acceptance </li></ul></ul><ul><ul><li>End Project Report </li></ul></ul>
  40. 40. Project Management Book of Knowledge (PMBoK)
  41. 41. Prince2: PM Components <ul><li>Business Case </li></ul><ul><li>Organization </li></ul><ul><li>Plans </li></ul><ul><li>Controls </li></ul><ul><li>Risk Management </li></ul><ul><li>Project Environment Quality </li></ul><ul><li>Configuration Management </li></ul><ul><li>Change Control </li></ul>
  42. 42. PMBOK: Project Process <ul><li>Initiating - defining the project and to acquire the proper authorization. </li></ul><ul><li>Planning -  identifying what to be performed, timelines, and looking forward requirements to fulfill the end of the project. </li></ul><ul><li>Executing - coordinating people and resources to carry out the plan. </li></ul><ul><li>Controlling - monitoring of progress, and adjustment to insure hitting the targets of the project. </li></ul><ul><li>Closure - insuring project acceptance and orderly conclusion of the project. </li></ul>
  43. 43. PMBOK: Knowledge Areas <ul><li>Project Integration Management </li></ul><ul><li>Project Scope Management </li></ul><ul><li>Project Time Management </li></ul><ul><li>Project Cost Management </li></ul><ul><li>Project Quality Management </li></ul>
  44. 44. PMBOK: Knowledge Areas <ul><li>Project Human Resource Management </li></ul><ul><li>Project Communication Management </li></ul><ul><li>Project Risk Management </li></ul><ul><li>Project Procurement Management </li></ul>
  45. 45. Application Development Process <ul><li>Envisioning </li></ul><ul><li>Functional Specification </li></ul><ul><li>Technical Specification </li></ul><ul><li>Programming Development </li></ul><ul><li>Testing and Quality Assurance </li></ul><ul><li>Training </li></ul><ul><li>Piloting </li></ul><ul><li>Release </li></ul>
  46. 46. Session 2: Components of ICT Project Management Cycle Project Management Process and Body of Knowledge
  47. 47. Initiation <ul><li>1.1. Justify your project to management </li></ul><ul><li>1.2. Get the funding needed to proceed </li></ul><ul><li>1.3. Clearly define the scope of the project </li></ul><ul><li>1.4. Identify the feasibility of the project solution </li></ul><ul><li>1.5. Document all roles and responsibilities </li></ul><ul><li>1.6. Setup and run a project office </li></ul>
  48. 48. Planning <ul><li>2.1. Formulate efficient scheduling </li></ul><ul><li>2.2. Identify the risk and formulate effective risk management plan </li></ul><ul><li>2.3. Forecast accurate cost and create budge plan </li></ul><ul><li>2.4. improved project communication </li></ul><ul><li>2.5. identify and obtain right resources </li></ul><ul><li>2.6. stronger supplier relationship </li></ul><ul><li>2.7. tight contractual agreement </li></ul><ul><li>2.8. gain customer acceptance </li></ul>
  49. 49. Execution <ul><li>3.1. Control change request </li></ul><ul><li>3.2. formalize communication of project status </li></ul><ul><li>3.3. insure quality of project deliverables </li></ul><ul><li>3.4. gain acceptance of deliverables from customers </li></ul><ul><li>3.5. accuracy of time and expense recording </li></ul><ul><li>3.6. efficient procurement of goods and services from suppliers </li></ul>
  50. 50. Closure <ul><li>4.1. Define the closure criteria </li></ul><ul><li>4.2. Plan the deliverables handover </li></ul><ul><li>4.3. Identify outstanding tasks </li></ul><ul><li>4.4. Finish supplier contracts </li></ul><ul><li>4.5. Release project resources </li></ul><ul><li>4.6. Review project performance </li></ul><ul><li>4.7. Report the project success </li></ul>
  51. 51. Basic Deliverables <ul><li>Project Charter </li></ul><ul><li>Project Scope Statement </li></ul><ul><li>Project Plan </li></ul><ul><li>Quality Plan </li></ul><ul><li>Risk Management Plan </li></ul><ul><li>Budget Plan </li></ul><ul><li>Procurement Plan </li></ul><ul><li>Resource Plan </li></ul>
  52. 52. <ul><li>Risk Assessment Questionnaire </li></ul><ul><li>Change Management Plan </li></ul><ul><li>Cost Benefit Analysis </li></ul><ul><li>Issues Document </li></ul><ul><li>Monthly Status Report </li></ul><ul><li>Phase Exit Plan </li></ul>
  53. 53. Project Management Software Managing Documentation
  54. 54. Project Folder <ul><li>Create Project File Folder </li></ul><ul><ul><li>Folder Name: Project Code Name </li></ul></ul><ul><ul><li>Project Sub Folder </li></ul></ul><ul><ul><ul><li>Initiation </li></ul></ul></ul><ul><ul><ul><ul><li>Documentation Files </li></ul></ul></ul></ul><ul><ul><ul><li>Planning </li></ul></ul></ul><ul><ul><ul><ul><li>Documentation Files </li></ul></ul></ul></ul><ul><ul><ul><li>Execution </li></ul></ul></ul><ul><ul><ul><ul><li>Documentation Files </li></ul></ul></ul></ul><ul><ul><ul><li>Closure </li></ul></ul></ul><ul><ul><ul><ul><li>Documentation Files </li></ul></ul></ul></ul>
  55. 55. Document Managing Solution <ul><li>Templates </li></ul><ul><li>Introducing Project in a Box </li></ul>
  56. 56. Project Management Software Managing Work Plan
  57. 57. Functional Features <ul><li>Demonstrate: Imendio Planner </li></ul><ul><li>Demonstrate: Open Workbench </li></ul>
  58. 58. Exercise <ul><li>Create Content Outline of a Project Management Handbook </li></ul><ul><li>Create Work Plan through the use of Imendio Planner </li></ul>
  59. 59. Q.A.

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