The document discusses developing and implementing ICT project plans, highlighting the importance of clear project definitions, planning processes, and organizational preparation for exploitation. It outlines various components, characteristics, common mistakes, and types of projects, emphasizing the need for effective resource management, risk analysis, and structured planning. An illustrative example of implementing a virtual learning environment at the UNESCO/IHE Institute is also presented to demonstrate the practical application of these principles.

1. Developing & implementing ICT Project Plansauthor: 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

2. Developing & implementing ICT Project PlansDr Eric KluijfhoutWorkshop on ICT Policy Development, August 24-28, 2009,Bahir Dar University&VU University

3. OutlineContext and purpose of ICT project planningComponents of an ICT project planProject types and their managementStaffing your projectExample

4. Inst. ICT PolicyPlanICT Master PlanProject planProject planProject planICT implementation and ICT exploitationTakes:Responsible for:1 % of stafftime90 % of final ICT succesimplementation9 % of stafftimeexploitation90% of stafftime10 % of finalICT succes

5. Purpose of an ICT Project PlanAn 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 dateduration 3- 6 months, otherwise create sub-projectshas its own budgethas its own staffIf you as a project leader feel any of these four conditions is not met, either redesign your project or do something else!

6. Common mistakes and pitfallsMistaking a Policy Plan (what and why) for a Project Plan (how, when, by whom, with what)Implementing without a specific and approved Project PlanHard- and software installation = implementationPutting ICT in the lead of system implementationImplementation without planning data conversion and addressing organizational change requirementsNot planning for exploitation..................................

7. Project Plan componentsAims & outcomes: whatResources & structure: with what and by whomActivities & time plan: how and whenOptional:Risk analysis & contingency plansEvaluation plan

8. But first ......

9. Project typesTASKSimpleComplexICertain/stableIICONTEXTUncertain/instableIVIII

10. Type I: simple - stable Relatively simple planningPossible to copy plan from elsewhereInternal progress monitoring

11. Type II: complex - stableDetailed analysis & planning requiredExpert validation of planClose milestone and quality monitoring during execution – preferably by external body

12. Type III: simple - unstableEasy to plan taskEmphasis on risk analysis & reduction strategiesSeparately plan for interaction with the environmentClose monitoring of the environment during execution

13. Type IV: complex - unstableDefine ambitions and global time lineSWOT analysisDivide project in sub-projectsPlan various project cycles: plan – implement – learn – (re)plan

14. Project aims & outcomesAims to be copied or derived from the Policy PlanDefine project outcomes that are directly – and veryfiably – derived from the aimsDefine milestones (critical intermediate products or decisions that need formal approval/acceptance)Define responsibilities for each milestone and outcome (delivery and acceptance)

15. Project resources & structureResource types:Staff (roles, quantity, quality)FundsFacilitiesExternal servicesProject structure options (next pages):Independent structureDelegation structureMatrix structure

16. Independent structureUser organizationICT organizationProject

17. Delegation structure – Iexternal managerProjectUser organizationICT organization

18. Delegation structure – IIuser - managedProjectUser organizationICT organization

19. Delegation structure – IIIICT - managedProjectUser organizationICT organization

20. Matrix structure – IICT - managedICT organization User organization

21. Matrix structure – IIUser - managedUser organizationICT organization

22. Matrix structure – IIIexternal managerUser organizationICT organizationProject

23. Project activities & time planDefine activities directly related to the delivery of milestones and/or outcomesLink activities to rolesIdentify dependencies between activitiesIn case of dependency, check whether a milestone delivery is requiredCombine all into a time planThis is an iterative planning process!

24. Sample ICT Project Plan Implementing the Virtual Learning Environment ‘Moodle’ at the UNESCO/IHE Institute for Water EducationAs part of the institution’s vision to strategically employ ICT to remain the number-1 international centre of excellence in the field of Water EducationStarting from a context of little experience with techhnology enhanced learning

25. Thank youeric.kluijfhout@gmail.com