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Project Management
5 Basic Functions of Managing
PlanStaffOrganizeDirectControl
A Review…
What do these terms mean to
you relative to your project?
Key DefinitionsProject management is the process
of planning and controlling the development of a system within a specified timeframe at a minimum cost with the right functionality.
A project manager has the primary responsibility for managing the hundreds of tasks and roles that need to be carefully coordinated.
Without a project manager, how will you make sure the tasks and roles in your teams will be managed &
coordinated?
CREATING THE WORK PLAN
A Workplan Example
Work Plan Information Example
Name of task Perform economic feasibilityStart date ` Jan 05, 2001Completion date Jan 19, 2001Person assigned Mary Smith, sponsorDeliverable(s) Cost-benefit analysisCompletion status OpenPriority HighResources needed SpreadsheetEstimated time 16 hoursActual time 14.5 hours
Note, you would have one of these
for each TASK.
Identifying Tasks
Top-down approachIdentify highest level tasksBreak them into increasingly
smaller units
Top Down Task Identification
PhasesPhases with
high level steps
Work Plan Deliverables Estimated Actual Assignedhours hours To
****
Getting the Right Numbers for Estimation
Prior projectsPast experience
Detailed analysis
Increasing Complexity with Larger Teams
Timeboxing
Fixed deadlineReduced functionality, if
necessaryFewer “finishing touches”
There will come a point in time when you will have to say,
“ENOUGH! We have to move on with what we’ve got.”
You will not attain perfection.
Timeboxing StepsSet delivery datePrioritize features by importance (A)Build the core (B)Postpone unfinished functionality (C)Deliver the system with core
functionalityRepeat steps A-C to add refinements
and enhancement as time allows
STAFFING THE PROJECT
Subtitle: Managing the People Element
Teams are Susceptible to Risky Shifts
Groups tend to gamble more than individual members would if each were making the decision aloneFor example: when groups try to do more
with a project than they have time available.Underlying cause: a diffusion of responsibility
E.g., It is not clear who is in charge of the outcome, so no one is
Remedy: Specific roles & responsibilities for members
Roles & ResponsibilitiesRecorder: takes notes on major
points that are raised and summarizes as needed
Timekeeper: monitors the time allocated to discussion and reminds the group of how much time is left
Discussion Leader: provides overall guidance and direction to the group's activities.
Essential to facilitate smooth, efficient functioning of a group.
Spokesperson: reports on the group's activities
Logical Thinker: insures that the positions developed are supported by evidence
Devil's Advocate: challenges what others say
Process Observer: comments on how the group worked together after completion of a group meeting
We will revisit these momentarily...
3 Typical Issues for Teams
Output Quality High
Time Required
Team Acceptance High
High
Low
Low
Low
3 Typical Issues for TeamsScenario 1
Output Quality High
Time Required
Team Acceptance High
High
Low
Low
Low
Hurry Up! I can’t wasteany more time on this!
What happens to Decision Quality & Team Acceptance?
3 Typical Issues for TeamsScenario 1
Output Quality High
Time Required
Team Acceptance High
High
Low
Low
Low
Hurry Up! I can’t wasteany more time on this!
What happens to Decision Quality & Team Acceptance?
3 Typical Issues for TeamsScenario 2
Output Quality High
Time Required
Team Acceptance High
High
Low
Low
Low
What happens Time Required?
I refuse to settle for anygrade lower than an A!
3 Typical Issues for TeamsScenario 2
Output Quality High
Time Required
Team Acceptance High
High
Low
Low
Low
What happens Time Required?
I refuse to settle for anygrade lower than an A!
Conflict Avoidance Strategies
Clearly define roles and project plans
Hold individuals accountableCreate project charter listing norms
and groundrulesDevelop schedule commitments
ahead of timeForecast other priorities and their
possible impact on the project
Beware! Teams Can Fall Victim to Groupthink ...
Essentially groups come to believe:
"There is only one way to do things -- our way."
"We can do no wrong here."
Indicators of Groupthink
push all team members to think alike ignore or discount alternative points
of viewbelieve that the group is incapable of
making a bad decisionput down or chastise those who
criticize the "will of the majority" to ignore or discount criticism of the
group's work or the product it produces
Groupthink ...
affects groups working on almost any task where there is pressure to finish a task in a relatively short amount of time.
Remedy: members assume the roles ofdevil's advocate logical thinkerprocess observer
CONTROLLING AND DIRECTING THE
PROJECT
Hurricane Model
The rest of the team swirls around one dominant person
Tornado Model
Destructive whirlwind of activity
Team Model
Planned activity where each team member creates a piece that fits
into and completes the whole
Tracking Tasks Using Gantt Chart
Go to Library
Go to Bookstore
Select and Purchase Book
Skim Book
Write Phase One
Read Book Carefully
Write Phase Two
Action Week 2 3 4 5 6 7 8 9 10 11 12 13
Documentation
Project binderTable of contentsContinual updating
Managing Scope
Scope creep -- a major cause of problemsFormal change approval
We’ve already been through this … 30 minutes -> 3 hour
presentations
Classic Mistakes
Overly optimistic scheduleFailing to monitor scheduleFailing to update schedule
Summary
Project management is critical to successful development of new systems
Project management involves planning, organizing, directing, controlling and reporting on time and labor.
Resources:
PowerPoint Presentation for Chapter 4, Project Management, in Dennis, Wixom & Tegardem, Systems Analysis and Design, 2001, John Wiley & Sons, Inc.
Anthony Grasha, Teaching with Style, 1996, Alliance Publishers
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