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Overall project management


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The entire process of Project Management needs detailed step-by-step effort. Here is phase-wise plan for you.

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Overall project management

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  2. 2. 1. Project Preparation 2. Blueprint 3. Execution 4. Final Preparation 5. Close A. Scope Management B.Time Management C. Cost and Financial Management D. Quality Management E. Risk and Issue Management F. Resource Management G. Communications Project Management Areas ProjectGovernanceAreas ©
  3. 3. Project Preparation phase helps determine the nature and scope of the project. In this phase it is important to understand the needs of the stakeholders and ensure that these are incorporated into the design. Also crucial is to ensure the relevant controls are in place for the project success. i. Project Charter ii. Project Governance Plan iii. Stakeholder Engagement Strategy Team Members in Place  Steering Committee  Project Manager  Team Leads Activities • Set up the Project Management Office (PMO) and define the Project Steering Committee • Finalize project scope • Develop a High Level Implementation Plan • Establish project and business critical success factors for implementation • Define timeline and budget estimates • Define Project Standards, Policies, Procedures, Tools and Governance Plan • Define project status reporting format ©
  4. 4. Project Charter comprises the overall scope, objectives, goals and the Stakeholders of a Project. It helps to delineate the roles and responsibilities within the project team. Main areas addressed by a Project Charter are: • Reasons for undertaking the project • Objectives and constraints of the project • Strategic direction for the main deliverable • Requirements and Expectations of the main stakeholders 1. Introduction 2. Mission Statement 3. Goals and Objectives 4. Project Scope 5. Roles and Responsibilities 6. Project Organization 7. Constraints 8. Key Success Factors 9. Risk Management 10. Implementation Methodology and Timelines Project Governance Plan activities ensure that proper processes are there for a success execution of a project. Broadly it serves the following purpose: • Establish the basis for project governance, approval and measurement —including defining roles and accountabilities, policies and standards and associated processes • Define the ‘desired business outcomes’ (end states), benefits and value — the business measures of success and overall value proposition • Control the scope, contingency funds, overall project value and so on • Monitor the project’s progress, Stake-holder’s commitment, results achieved and the leading indicators of failure • Act to ‘steer’ the project into the organization, remove obstacles, manage the critical success factors and remediate project or benefit-realization shortfalls 1. High Level Project Plan 2. Project Organization 3. Roles & Responsibilities 4. Project Monitoring process 5. Issues and Risk Management Process 6. Quality Management Process Stakeholder Engagement Strategy comprises of steps and tools to address the requirements and imperatives of the various Stakeholders. Stakeholders’ expectations need to be managed throughout the project in all the phases. Clarity in scope articulation and a rhythmic communications plan help in managing the Stakeholders. This strategy exercise will identify the stakeholders, elicit their requirements and have a rhythm for communication. 1. Stakeholders List 2. RACI Chart 3. Stakeholders' expectations 4. Project Communication Strategy 5. Success Drivers and Metrics ©
  5. 5. Blueprint phase is the time when the final functional and technical design is documented and frozen. The design scope in this document becomes the basis for the project implementation. Any changes are subject to the “Change Control” process. i. Business Blueprint Document ii. Detailed Project Implementation Plan iii. Change Management Plan iv. Resourcing Strategy Activities • Create a central documentation repository • Finalize templates for the documentation • Document the Current State (or “As-is”) for the functional processes and the technical objects (interfaces, etc) • Detail articulation of the Future State (or “To Be”) for the functional processes and technical objects • Do a gap analysis for the process and technical areas and prioritize the gaps • Finalize the Detailed Project Plan and Work plans by team • Define the Change management process including the mode for training • Engage Technical team and users to detail the Security and Control Plan ©
  6. 6. Business Blueprint Document is the most important document for the project. This document acts as the map for the entire implementation. Processes are detailed in detail which become the basis for the Business Process Documents (used in configuration). It also includes the details on any constraints, dependencies, and assumptions. 1. Processes and Scenarios (In-scope, Out-of-Scope) 2. Key Metrics 3. Assumptions 4. Constraints 5. Dependencies 6. Risks 7. Gap Analysis (Current vs Future State) 8. System Requirements 9. Other Requirements (Legal, Statutory etc.) Project Implementation Plan is created at two levels – the High Level PMO project plan and Team wise detailed project plan. The deliverables and work items on the Team-wise plan should dovetail into the higher level PMO. Individual team members may create their own personal work plans based on team plan. A Monitoring cadence and methodology should be created to make sure the plans are followed 1. Comprehensive Project Plan 2. Team wise Work Plans 3. Meeting Schedule for monitoring the plans and completion Change Management Plan readies the users and the organization to meet the Future State. The changed processes and systems require users to update their knowledge and ways of working. Using roles-based requirements, a training and communications plan is created. Change Management stream should be able to finally transfer the knowledge and facilitate post go-live support of the system. 1. Business readiness assessment 2. User Group Identification 3. Leadership Alignment 4. Power User Strategy & Training 5. Post Go-live Support Strategy 6. Knowledge Transfer Plan Resourcing Strategy includes detailed staffing plan. It includes details on how many resources will be required with their profiles. Also include their estimated cost and possible names/sources if available. Make sure that the incidentals and the travelling cost is included in the document. 1. Detailed Staffing plan for the project 2. Resource-wise cost and total staffing cost ©
  7. 7. Execution phase is actual deployment and delivery phase. In this phase, the project delivery is managed via regular project status reports. Total management includes managing various issues and risks. This will entail a Communication cadence with the client and the Top Drishtique Executive body. i. Project Status Report ii. Issues Management Template iii. Risks Management Template iv. Change Request Management Template Activities • Prepare weekly Status reports and discuss with the Client and Drishtique Leadership • Manage the Issues and Risks Template • Manage any changes to the project scope, resources and schedule via the Change Request process ©
  8. 8. Project Status report should provide information on main milestones of the project and the current status. The report should be include a brief on the overall project scope and deliverable. It should have a status of different components and the overall project – Red, Yellow or Green? 1. Project brief 2. Milestone chart 3. Accomplishments this week 4. Main issues and risks and mitigation 5. Color coded status Issues Management Plan includes capturing the details of the issues and driving them to close via continued engagement. Every issue should have a mitigation plan laid out. Risk Management Plan should include all the risks – short term, medium term and long term – that are faced by the project. The risks need to be prioritized and assessed for their impact on the project. A proper mitigation plan should be devised for all the risks to the delivery of the project. Change Request plan should include all the details and approvals for its delivery. All the available options for delivery should be investigated. The timeline, resources and cost impact of the changes should be evaluated and discussed. ©
  9. 9. Final Preparation phase is the final stage before go-live and close. In this phase, the final deliverables are closed out and sign offs are done. i. Go-Live Plan ii. Testing the new processes iii. User Acceptance Sign off iv. End User Training Activities • Conduct testing • Conduct Train-the-Trainer and End-User Training • Ensure helpdesk setup/procedures for new processes • Validate organization is prepared for new processes ©
  10. 10. Go-Live Plan Document details the roles & responsibilities, results and steps for the Go Live. 1. Activities 2. Timeline 3. Risks & Issues 4. Roles and Responsibilities 5. Sign Offs and Approvals Testing process will include three levels of testing: • Unit Test: DW team testing the processes internally • Integration Test: test out each process as a composite whole • User Acceptance Test (UAT): Engage users to test the processes and the new templates in a “live environment”. 1. Test cases and Scenarios 2. Test approvals 3. Issues and mitigation documented User Acceptance Sign off is the most important process step in the project. This is when the users accept the new processes and the results to truly reflect their requirements and the processes. 1. Physical sign off from the Stakeholders at the client End User Training goes throughout this phase. It runs in parallel to the other activities. The training program should include courses for both Super Users / SMEs and the Users in general 1. Identify job roles and requirements 2. Create End user Manuals. 3. Schedule training sessions 4. Sign up users and deliver the training. 5. Complete the online User training documentation ©
  11. 11. Close phase is the stage after the go-live has occurred and the project is closed off from the standpoint of consulting vendor. The knowledge transfer and the sign offs are complete at this point and all the consultants roll off the project. The “support” phase usually, up to 1 or 2 weeks, aims to ensure the business is running smoothly and all business transactions are recorded correctly, before initiating the Project Closure activities. i. Outstanding Issues / Resolution Plan ii. Final Sign Off Activities • Finalize project documentation • Handover to client organization • Complete Handoff ©
  12. 12. © For all your Project Management Needs, please visit