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Working as an IT Professional Professional Accountability Commitment Quality A Statement of Principle Version 2.0 January 12, 2010 Quality Cost Scope Schedule

Working as an IT Professional

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Page 1: Working as an IT Professional

 

Working  as  an  IT  Professional  

 

Professional  Accountability  

Commitment  

Quality  

 

A  Statement  of  Principle  

 

Version  2.0  

January  12,  2010  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Quality

Cost

ScopeSchedule

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i   Version  2.0    

Contents  

 Introduction  .....................................................  1  

Characteristics  of  a  Professional  .....................  2  

Professional  Models  ........................................  2  

The  Role  of  the  Specification  ...........................  4  

Commitment  in  Context  ..................................  4  

Quality  as  the  Integrating  Concept  ..................  6  

Responsibilities  of  the  Client  ...........................  7  

Commitment  and  Community  .........................  8  

Summary  .........................................................  8  

References  .......................................................  9  

 

 

 

 

 

 

 

 

 

 

 

Quality

Cost

ScopeSchedule

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Introduction  What  are  the  core  responsibilities  of  an  IT  practitioner  tasked  with  producing  a  quality  deliverable  on  time,  and  within  budget?  There  have  been  many  examples  throughout  the  IT  industry  where  managers  have  asked  teams  to  step  up  to  a  major  challenge.  Sometimes  the  problems  were  not  the  team’s  fault.  Other  times  there  were  insufficient  time  and  resource  to  complete  the  job.  Often,  the  business  organization  could  not  afford  to  miss  an  excellent  opportunity.  In  such  cases,  management  might  ask  practitioners  to  work  longer  hours  than  normal  to  “get  the  job  done.”  Is  this  appropriate,  and  if  so,  why  does  the  practitioner  accept  this  as  a  responsibility?  

Many  developers  have  experienced  two  types  of  project  that  require  working  long  hours:    

• The  death  march  refers  to  a  project  in  which  morale  and  quality  are  poor.  The  client  is  dissatisfied  and  the  developers  are  exhausted.  

• In  an  exceptional  project,  everyone  works  very  hard  to  meet  or  exceed  the  goal.  The  client  is  delighted,  all  team  members  have  a  sense  of  accomplishment  and  everyone  feels  good  about  the  outcome.    

The  difference  in  how  these  two  situations  are  perceived  lies  in  the  sense  of  control  and  commitment  that  the  IT  practitioner  experiences.  However,  the  term  commitment  has  a  special  interpretation  explained  later  in  this  document.    

Challenging  projects  are  a  fact  of  life  for  the  professional.  In  some  cases,  the  time-­‐to-­‐market  demands  outweigh  the  goal  of  optimizing  quality.  In  other  cases,  business  managers  or  external  agencies  may  have  made  estimating  errors,  but  could  not  change  the  dates  due  to  dependencies  with  other  commitments.  So  why  should  the  IT  practitioner  take  responsibility  for  these  problems?  

This  document  discusses  expectations  and  responsibilities,  and  in  doing  so  addresses  the  following  questions:    

• Are  IT  practitioners  in  fact  professionals  –  just  like  accountants  or  lawyers?  

• What  expectations  are  reasonably  placed  on  a  professional?  

• How  is  an  IT  professional  expected  to  behave?  

• How  should  a  professional  interact  with  business  representatives  (as  a  subordinate  or  a  vendor)?  

• During  a  challenging  project,  what  are  the  limits  of  the  responsibility  of  the  professional?  

• Who  judges  quality,  and  how?  

• How  are  professionals  held  accountable  for  their  work?  

• What  is  commitment?  

In  answering  these  questions,  it  will  become  clear  that  a  professional  does  not  act  in  a  vacuum,  but  participates  in  a  protocol  between  IT  professionals  and  the  other  parts  of  the  business  organization.  When  the  conditions  are  right,  the  professional  will  step  up  to  the  challenge  and  achieve  extraordinary  results.  This  is  because  a  professional’s  motivation  generally  originates  from  internal  factors,  but  leadership  and  a  good  client  relationship  can  transform  this  basic,  inner  motivation  into  true  inspiration.  

The  client  organization  has  a  stake  in  engaging  the  IT  professional  in  setting  goals  and  timeframes.  Death  March  projects  rarely  meet  the  target  date  the  way  the  client  expected,  and  the  collateral  damage  is  often  high.  Given  the  opportunity,  most  business  executives  would  prefer  to  know  the  realistic  implementation  date  early  enough  to  make  contingency  plans.  Learning  that  a  team  will  miss  the  implementation  date  just  prior  to  the  fact  reduces  an  executive’s  options.  

 

When  do  executives  want  to  know  that  the  water  will  not  fit  in  the  glass?  

• When  we  measure  it  

• Just  before  it  overflows  

• When  their  feet  are  wet  

Figure  1:  The  Executive’s  Preference  

The  protocol  proposed  in  this  document  is  that  the  Business  will  engage  the  IT  practitioner  as  a  true  professional.  In  turn,  the  professional  will  demonstrate  commitment  by  consciously  accepting  accountability  and  do  what  is  necessary  to  deliver  quality  within  an  agreed  time  and  budget.  

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Characteristics  of  a  Professional  • Business  Economics  is  the  primary  motivation  

Professionals  exhibit  many  desirable  qualities,  such  as  responsiveness,  passion  and  dedication,  but  these  characteristics  are  rooted  in  an  underlying  appreciation  of  business  economics.  Professionals  do  not  need  passion  for  the  job,  and  people  without  passion  are  not  somehow  less  professional.  While  passion  can  leverage  other  motivations,  it  is  not  a  key  element.    

Compared  to  professional,  the  term  amateur  is  often  used  pejoratively.  However,  the  original  meaning  of  amateur  (amāre:  to  love)  referred  to  someone  who  performed  for  the  love  of  the  activity  rather  than  for  payment.  The  professional  was  someone  who  performed  for  money.  Being  an  amateur  was  considered  a  desirable  quality  in  college  sports,  but  not  in  the  workforce.  Do  professionals  need  to  love  their  jobs?  In  fact,  no  -­‐  that  is  a  secondary  motivator  because  it  is  not  driven  by  economics.  

Primarily,  economics  motivates  professionals.  They  sell  a  skill  for  a  reward.  This  is  particularly  obvious  in  the  case  of  those  people  in  a  professional  practice  because  they  bill  the  client  for  every  hour  of  work.  This  distinction  is  important  because  amateurs,  who  work  for  the  love  of  the  discipline,  work  until  they  are  satisfied.  The  professional,  on  the  other  hand,  works  until  the  customer’s  specification  and  their  agreement  are  satisfied.  Amateurs,  along  with  artists,  are  the  judges  of  their  quality.  For  the  professional,  the  specification  provides  the  benchmark  for  quality.    

When  practitioners  argue  that  they  need  to  work  longer  than  planned  on  a  task  because  the  product  is  not  up  their  personal  standards  for  quality,  they  are  not  demonstrating  higher  standards  compared  to  their  peers:  they  are  applying,  instead,  a  subjective  and  amateur  standard.  

• The  motivation  to  exceed  

While  business  economics  and  satisfying  the  client’s  needs  are  the  basic  motivations  that  are  necessary  and  sufficient  for  a  “job  well  done,”  leaders  and  clients  recognize  that  there  are  other  motivations  that  truly  engage  a  professional  employee,  that  leverage  the  basic  motivations  such  that  professionals  will  additionally  devote  their  discretionary  time  and  creativity  to  a  project.  

Most  professionals  receive  a  great  deal  of  satisfaction  from  internal,  personal  motivational  factors  such  as:  performing  what  they  believe  to  be  a  good  job,  sharpening  their  skills,  and  applying  their  creativity  to  an  important  project.  Feeling  that  their  contribution  is  important,  and  matters,  is  especially  significant.  Good  leaders  recognize  that  while  they  can  offer  external  motivators  such  as  recognition  or  a  merit  raise,  showing  how  the  project  goals  align  with  the  professional’s  goals  and  inner  motivations  can  result  in  an  extraordinary  performance:  it  becomes  truly  inspirational.  (Hertzberg’s  The  Motivation  to  work  elaborates  on  this  concept.)  

Before  expanding  on  the  importance  of  the  specification  and  its  role  as  the  benchmark  of  quality,  it  will  be  useful  to  review  the  different  types  of  professional.  

Professional  Models  This  section  provides  IT  practitioners  with  a  basis  to  shape  their  work  practices  and  determine  how  they  relate  to  the  rest  of  the  organization.  Professionals  provide  services  to  clients  while  conforming  to  codes  of  practice  that  protect  the  interests  of  the  public,  employers  and  peers.    

However,  they  do  not  all  work  in  the  same  manner,  and  the  way  some  professional  bodies  operate  is  not  appropriate  to  systems  development.  Comparing  physicians,  lawyers,  auditors,  engineers  and  consultants  demonstrates  the  broad  spectrum  of  professional  behavior.  

• The  Physician  

When  patients  visit  a  doctor,  they  do  not  bring  a  personal  specification  to  the  consultation.  The  physician  has  a  model  of  the  parameters  for  a  healthy  person:  temperature,  blood  pressure,  pulse  rate,  etc.  The  physician  compares  the  patient’s  condition  to  this  model  of  the  healthy  human  being  and  then  tells  the  patient  what  to  do.  The  doctor  knows  what  is  best  for  the  patient  and  prescribes  a  treatment.  

• The  Attorney  /  Advocate  

The  attorney  acts  as  a  voice  for  the  client.  The  attorney  knows  the  complex  legal  codes  and  which  strategies  are  relevant  to  the  case.  The  lawyer  listens  to  the  client’s  story  and  describes  alternative  strategies,  such  as  plead  guilty,  make  a  plea  bargain,  or  plead  innocent.  The  attorney  is  generally  not  

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concerned  whether  the  client’s  story  is  true  or  not:  the  purpose  is  to  be  an  advocate.  The  advocate  will  tell  the  client  what  is  possible,  and  what  the  various  outcomes  could  be,  but  will  leave  the  decision  over  which  course  of  action  to  take  to  the  client.  The  attorney’s  objective  is  to  ensure  the  client  receives  due  process,  not  to  ensure  an  agreed  outcome  or  deliverable.    

• The  Auditor  

Laws  and  regulations  require  a  client  to  engage  an  auditor  who  protects  the  interests  of  third  parties  such  as  shareholders  and  the  IRS.  Statements  of  accounting  principles  defined  by  the  professional  bodies  and  enacted  in  legislation  determine  professional  behavior.  Similar  to  the  advocate,  the  auditor  does  not  have  a  specification  as  such.  Each  client  receives  the  same  process,  but  also  receives  a  standard  deliverable  –  a  statement  regarding  the  audited  accounts.  

• The  Engineer  

The  engineer  listens  to  the  client  and  identifies  requirements.  A  specification  is  built  based  on  the  engineer’s  understanding  of  engineering  principles  and  codes.  The  deliverable  -­‐  a  bridge  or  a  chemical  plant  -­‐  can  be  built  according  to  the  specification.  The  job  is  complete  when  the  specification  is  met.    

Unlike  the  physician,  the  engineer  does  not  have  a  mental  model  of  “what  is  best”  for  the  client.  The  engineer  is  not  a  disinterested  advocate,  promising  only  to  follow  a  process.  The  engineer’s  view  is  that  the  client  “knows  best”  in  terms  of  the  function  of  the  deliverable,  and  to  some  degree,  its  form.  (Note,  this  is  distinct  from  the  consulting  engineer  who  brings  “best  practices”  from  many  years  of  experience  with  other  clients.)  The  engineer  uses  knowledge  of  what  is  physically  possible  and  codes  of  practice  as  a  frame  of  reference  for  the  specification.  The  engineer  will  not  knowingly  build  a  bridge  that  will  fall  down.  The  commitment  is  for  more  than  just  a  process  to  build  a  bridge:  the  commitment  is  the  bridge.  

• The  Consultant  

Clients  engage  a  consultant  as  an  advisor  to  apply  expertise  to  a  problem  and  provide  unbiased  recommendations.  One  of  the  ways  in  which  they  differ  from  engineers  is  that  they  are  not  generally  accountable  to  construct  the  recommended  solution.  

The  Institute  of  Management  Consultants  (IMC)  provides  this  definition  of  a  management  consultant:  

“A  management  consultant  is  a  professional  who,  for  a  fee,  provides  independent  and  objective  advice  to  management  of  client  organizations  to  define  and  achieve  their  goals  through  improved  utilization  of  resources.  He  or  she  may  do  this  by  diagnosing  problems  and/or  opportunities,  recommending  solutions,  and  helping  implement  improvement.”  

This  description  can  easily  extend  to  cover  other  types  of  consultants.  Company  employees  with  the  appropriate  expertise  can  function  as  internal  consultants,  as  long  as  they  follow  the  consultative  approach.  However,  for  very  practical  reasons,  the  employer-­‐employee  relationship  can  interfere  with  their  objectivity  and  independence.  

Consultants  vary  greatly  based  on  the  depth  or  generality  of  their  domain  expertise.  For  example,  an  IT  consultant  might  focus  on  insurance  underwriting  practices,  whereas  a  strategic  planning  consultant  would  need  broad  experience  of  finance,  operations,  human  resources,  marketing  and  sales.  However,  for  all  consultants,  the  domain  knowledge  is  only  one  part  of  their  value  to  an  organization.  It  is  their  training  and  experience  in  the  consultative  approach  that  guides  them  to:  

• Recognize  problems  and  opportunities;  

• Analyze  opportunities  and  diagnose  problems;  

• Devise  or  shape  alternative  solutions  based  on  best  practices  and  experiences  gained  on  other  assignments;  

• Advise  the  client  by  providing  a  detached,  external  view  of  a  company's  practices  and  techniques;  and  

• Recommend  an  approach  

In  many  respects,  the  consultant  provides  value  by  recognizing  problems  that  others  do  not  see,  and  shaping  solutions  based  on  experiences  that  others  do  not  have.  Nevertheless,  the  consultative  approach  guides  the  client  towards  making  the  best  possible  choices  while  recognizing  the  constraints  on  the  business  and  avoiding  any  prejudices  the  consultant  might  have.  

For  all  types  of  professional,  the  client  is  primarily  concerned  about  the  outcome  and  the  costs.  The  time  

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recorded  for  a  project  is  generally  secondary.  For  example,  a  patient  is  more  interested  in  a  cure  than  in  the  actual  time  the  physician  spends  on  the  case.  

The  Role  of  the  Specification  The  major  distinction  between  these  professional  models  concerns  the  role  of  the  specification  and  its  impact  on  the  relationship  between  the  professional  and  the  client.    

The  doctor  has  a  generic  specification  -­‐  a  model  -­‐  for  the  regular  human  being.  The  advocate’s  model  is  the  legal  code  that  defines  a  process  to  which  the  client  is  entitled.  As  such,  the  advocate  does  not  have  a  specification  for  a  deliverable.  The  consultant  uses  domain  knowledge,  and  applies  a  process  –  the  consultative  approach  –  to  reach  an  unbiased  recommendation.  However,  the  consultant’s  deliverable  is  based  on  an  assignment  brief,  not  a  specification.    

The  engineer  has  a  special  relationship  with  the  client  that  is  most  relevant  to  the  role  of  the  IT  developer  and  the  systems  development  process.  IT  professionals  prepare  specifications  and  commit  to  develop  a  deliverable  on  the  principle  that  the  client  knows  best  -­‐  up  to  the  limits  of  codes,  principles  and  the  law.  For  example,  regardless  of  the  client’s  requirements,  an  IT  practitioner  will  not  build  a  system  that  allows  a  manager  to  embezzle,  just  as  the  engineer  will  not  build  a  bridge  designed  to  collapse.    

Clients  engage  consultants,  on  the  other  hand,  to  address  ill-­‐defined  problems  rather  than  specified  problems.  While  consultants  may  in  fact  know  what  is  best  for  the  client  (based  on  best  practices),  they  recognize  that  the  client  is  the  decision-­‐maker.    

The  consultant  plays  a  role  mainly  in  the  investigative  steps  of  an  IT  project,  especially  during  a  feasibility  study  and  business  process  modeling,  and  may  play  a  role  in  defining  the  specification.    

However,  these  two  modes  of  working  –  the  engineer  and  the  consultant,  the  builder  and  the  advisor  -­‐  should  not  be  confused  or  combined  during  key  steps  in  the  systems  development  process.  The  client  has  very  different  expectations  for  these  two  roles.  

One  interesting  distinction  between  IT  practitioners  and  engineers  is  that  regular  engineers  do  not  often  re-­‐create  something  that  is  pre-­‐existing,  such  as  replacing  one  dam  with  another  in  the  same  place.  IT  

professionals,  on  the  other  hand,  often  automate  an  existing  process  and  include  conversion  steps  in  the  project.    Secondly,  many  companies  have  no  experience  of  employing  engineers,  and  are  not  familiar  with  how  to  manage  this  professional  role.    

 

 

 

 

 

 

 

 

 

 

 

Figure  2:  The  Iron  Triangle  

The  well-­‐known  Iron  Triangle  depicts  three  related  constraints  of  scope,  schedule,  and  cost.  At  best,  no  more  than  two  of  these  constraints  can  be  varied  independently:  the  remaining  constraint  becomes  a  function  of  the  other  two.  The  engineer  and  the  client  can  attempt,  for  example,  to  increase  scope  and  reduce  schedule,  but  not  without  increasing  cost.  In  this  example,  cost  cannot  remain  constrained  without  seriously  affecting  quality  -­‐  which  in  objective  terms  means  not  delivering  on  the  specification.  

This  is  the  root  of  many  disagreements  between  the  professional  and  the  client  (or  the  manager),  with  some  parties  believing  incorrectly  that  somehow  a  committed  team  can  overcome  these  constraints.    

However,  engineers  are  not  cheerleaders:  they  do  not  “give  110%”  (because  they  have  highly  developed  computational  skills).  Instead,  it  is  their  practice  to  build  a  factor-­‐of-­‐two  safety  margin  into  their  deliverable.  IT  professionals  are  rarely  given  this  latitude.    

Commitment  in  Context  Commitment  is  a  misunderstood  concept.  Clients  and  managers  often  ask  professionals  if  they  are  committed  to  meeting  a  schedule.  Managers  might  even  ask  if  the  professional  is  committed  110%.  

Quality

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However,  it  is  rare  that  the  parties  discuss  what  they  mean  when  they  use  the  term.  

“Being  committed”  cannot  contribute  to  meeting  a  schedule  if  it  is  used  simply  as  an  affirmation.  The  root  of  commitment  lies  in  the  relationship  between  the  engineer,  the  client  and  the  deliverable,  which  is  shown  in  the  delivery  triangle.  

 

 

 

 

 

 

 

 

 

Figure  3:  The  Delivery  Triangle  

The  deliverable  is  the  concrete  product  resulting  from  the  requirements.  The  performer  agrees  to  create  the  deliverable.  The  acceptor  agrees  to  provide  requirements  and  then  accept  the  deliverable  based  on  it  meeting  those  requirements.  This  cycle  repeats.  In  an  early  phase  of  the  project,  the  performer  takes  user  requirements  and  creates  a  specification  as  a  deliverable.  In  subsequent  phases,  performers  use  the  specification  to  create  a  system  as  a  deliverable.  

According  to  this  concept,  the  professional  (the  performer)  is  accountable  to  the  client  (the  acceptor)  for  the  delivery.    

What  does  this  accountability  mean?  It  must  be  informed  accountability,  based  on  as  complete  an  understanding  of  the  specification  as  is  reasonable.  The  requirements  must  be  complete  and  visible  to  all  concerned.  Progress  throughout  the  project  must  also  be  visible  to  all  concerned  –  this  is  one  purpose  of  the  peer  review.  In  other  words,  a  commitment  to  deliver  without  this  understanding  is  empty.  

To  elaborate,  the  key  factors  are:  

• Visibility:  Information  about  the  requirements,  the  deliverable,  and  the  project  status  must  be  openly  discussed  in  order  that  the  right  decisions  are  made.  Production  of  the  deliverable  must  be  transparent  by  being  open  to  peer  review  and  

testing.  Information  must  be  shared  as  early  as  possible  to  allow  departments,  divisions,  teams  and  individuals  to  see  each  other’s  commitments,  and  to  adjust  to  change  where  necessary.  

• Accountability:  The  performer  is  the  one  who  must  accept  accountability  for  the  deliverable  based  on  a  complete  understanding  of  the  specification,  the  business  constraints  and  the  technical  frame  of  reference,  according  to  the  principle  of  Visibility.  Clearly  defined  accountability  for  each  participant  within  the  project  shows  who  is  responsible  for  each  risk,  each  deliverable  component,  and  each  decision.  

• Commitment:  This  can  now  be  defined  in  terms  of  an  informed  consent  based  on  participation  in  the  preparation  and  negotiation  of  estimates  and  schedules.  Professionals  are  committed  when  they  accept  accountability  for  the  deliverable.  One  cannot  give  accountability  to  a  professional.  A  manager  cannot  promise  commitment  on  behalf  of  another  person  –  only  a  person  who  recognizes  accountability  can  accept  it.  

• Peer  Review:  Visibility  into  plans,  commitments,  status,  and  achievements  of  peer  organizations  and  participants  can  provide  encouragement  (peer  pressure)  to  fulfill  commitments.  Group  dynamics  and  team  cohesion  play  an  important  part  in  making  peer  review  effective.  

Once  committed,  the  professional  is  responsible  and  accountable  for  timely,  on-­‐budget  delivery.  This  might  require  working  longer  and  harder  than  originally  estimated  to  meet  the  committed  date  with  a  quality  deliverable.  This  commitment  does  not  occur  at  the  end  of  the  schedule  when  a  project  is  in  trouble.  Every  day,  the  professional  reviews  progress  and  does  not  quit  after  a  specific  number  of  hours,  but  works  until  the  day’s  commitments  are  met.  This  principle  is  part  of  being  a  professional  and  helps  to  define  the  limits  of  the  professional’s  responsibility.  The  team  can  expect  professionals  to  work  as  hard  as  necessary  to  meet  their  commitments,  but  only  to  the  extent  of  those  commitments.  Teams  cannot  assign  work  to  an  uncommitted  person  and  expect  good  results.  

This  last  point  brings  the  discussion  back  to  a  comment  made  in  the  Introduction  comparing  the  death  march  and  the  truly  exceptional  project.  Both  require  extraordinary  effort  by  practitioners,  but  the  outcomes  (and  memories)  are  very  different.  It  was  

Deliverable

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Deliverable

AcceptorPerformer

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stated  that  a  significant  distinction  between  these  two  types  of  project  was  based  in  the  professional’s  perception  of  commitment  and  sense  of  control  –  or  Locus  of  Control.  

Locus  of  Control  is  a  concept  proposed  by  psychologists  such  as  J  Rotter  and  P  Zimbardo  to  describe  peoples’  perception  about  the  underlying  causes  of  events  in  their  lives.  Individuals  with  an  internal  locus  of  control  believe  that  outcomes  result  mainly  from  their  own  actions.  People  with  an  external  locus  of  control  believe  events  in  their  lives  are  contingent  on  fate  or  the  actions  of  other,  more  powerful  people  (i.e.,  outside  their  personal  control).  They  are  not  convinced  that  their  contribution  will  affect  the  outcome  of  a  project.  

This  is  an  important  concept  for  professionals  and  their  relationship  to  the  client  for  two  reasons:  

• Competent  individuals  with  a  high  internal  locus  of  control  tend  to  handle  stressful  projects  better.  That  is,  stress  does  not  have  such  a  negative  effect  upon  their  performance.  They  are  likely  to  make  more  of  an  effort  and  persist  longer  at  a  task.  

• Professionals  with  a  high  internal  locus  of  control  feel  empowered  to  take  responsibility  and  make  a  commitment.    

Several  factors  discussed  so  far  contribute  to  supporting  an  individual’s  perception  of  control:  

• Participating  in  the  estimation  process;    

• Being  able  to  accept  accountability  (rather  than  complying  with  demands);  

• Having  visibility  into  project  progress  and  the  commitments  of  others;  and  

• Participating  in  a  peer-­‐review  process.  

An  internal  locus  of  control,  supported  by  professional  competence,  ultimately  validates  and  strengthens  the  professional’s  commitment.  

All  team  members,  including  those  with  less  experience,  should  have  input  into  estimates.  Team  leaders  and  managers  “negotiate”  the  estimates  by  bringing  their  own  experience  to  the  discussion.  Nevertheless,  each  project  participant  must  be  committed  in  the  sense  of  accepting  accountability  to  deliver  a  clearly  identified  piece  of  the  deliverable  on  time.  

Quality  as  the  Integrating  Concept  This  document  argues  that  a  certain  type  of  professional,  the  engineer,  is  the  proper  model  for  the  IT  professional.  Further,  professionals  are  distinguished  from  amateurs  because  amateurs  work  for  the  love  of  the  task,  defining  quality  according  to  their  own,  often  high  but  nonetheless  subjective,  standards.  

The  Iron  Triangle  depicts  quality  at  its  center  because  for  a  given  degree  of  quality,  the  relationship  between  cost,  schedule  and  scope  is  constrained.  Therefore,  professionals  need  a  measure  or  benchmark  for  quality  that  is  not  subjective  and  is  not  “artistic.”  The  specification  provides  an  objective  basis  for  assessment.  In  professional  terms:  

Quality  is  Conformance  to  the  Specification  

This  is  not  a  recent  idea.  In  25BC,  Vitruvius  wrote  in  “The  Ten  Books  on  Architecture”  of  three  principles  for  designing  a  building:  

• Strength,  Utility,  and  Beauty  

By  utility,  Vitruvius  meant  that  a  building  must  serve  a  purpose  or  function  according  to  a  specification,  and  it  must  be  “well  adjusted  to  its  site.”  By  strength,  the  architect  meant  that  the  building  must  be  fit  for  the  purpose  for  which  it  was  constructed,  and  not  have  defects  causing  it  to  collapse.  Finally,  by  beauty,  this  architect  was  referring  to  the  appearance  and  use  of  the  building,  which  is  pleasing  to  the  eye  and  which  appeals  to  the  senses  according  to  principles  of  symmetry.  

How  does  this  apply  to  IT  professionals?    

The  translation  is  clear.  IT  deliverables  must  satisfy  the  functional  requirement  (provide  utility);  they  must  be  shown  to  be  fit  for  the  purpose  for  which  they  were  designed,  perform  under  load  and  in  conjunction  with  other  systems  (strength);  and  they  must  be  user-­‐friendly  (beauty)  and  consistent  with  architectural  principles.  

The  specification  describes  these  elements  and  expectations,  and  a  team  achieves  quality  through  conformance  to  the  specification.  The  professional  is  accountable  to  the  acceptor  to  deliver  quality  in  these  terms.    

However,  clients  should  recognize  that  there  is  a  legal  distinction  between  a  professional  and  an  expert:  

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courts  hold  experts  to  a  much  higher  standard.  Professionals  are  allowed  to  make  mistakes  –  and  will  do  so  –  but  the  delivery  process  should  catch  and  fix  these  errors.  Resolving  these  types  of  problems  is  a  natural  part  of  the  development  process,  and  should  not  become  a  source  of  conflict.  

Responsibilities  of  the  Client  Within  this  model  of  professionalism,  the  client  has  clear  responsibilities  as  the  project  sponsor  or  champion,  and  as  the  budget  authority.  Usually,  a  client  appoints  delegates  for  day-­‐to-­‐day  project  activities.  The  professional  must  understand  the  limits  of  the  delegate’s  authority  and  remain  focused  on  satisfying  the  client’s  requirements  rather  than  diverting  resources  to  the  delegate’s  other  projects.  The  client  or  the  client-­‐delegates  must:  

• Be  available  and  actively  engaged  in  the  definition  of  the  requirements  and,  sometimes,  in  the  creation  of  the  specification;  

• Understand  the  limitations  of  accuracy  of  most  estimates,  particularly  when  problems  are  ill-­‐defined  or  requirements  and  technologies  are  novel;  

• Be  capable  of  defining  tests,  based  on  the  requirements  and  specification,  which  can  validate  and  verify  the  proper  functioning  of  the  deliverable;  and    

• Accept  the  deliverable  once  it  satisfies  the  test  criteria  and,  therefore,  conforms  to  the  specification.  

Clients  should  realize  that  the  transformation  of  user  requirements  into  a  working  system  is  similar  to  a  translation  from  English  to  French:  users  and  technicians  each  have  their  own  business  languages  and  cultural  contexts.  Therefore,  it  is  not  unusual  for  something  to  “get  lost  in  translation.”    

Earlier  it  was  stated  that  the  engineer,  and  therefore  the  IT  development  professional,  does  not  claim  to  know  what  is  best  for  the  client  –  it  is  the  client’s  responsibility  to  provide  requirements  and  ensure  that  they  have  been  captured  correctly  (through  acceptance  and  sign-­‐off).  As  a  result,  when  addressing  misunderstandings,  the  client  cannot  expect  that  the  IT  developer  “Should  have  known  what  I  wanted,”  or  “Should  know  how  we  do  business  in  the  field,”  or  

should  have  understood  some  esoteric  implication  of  a  requirement,  if  it  is  not  stated  in  the  requirements.    

The  client  can  avoid  this  problem  by:  

• Engaging  a  subject  matter  expert  in  the  role  of  a  consultant  during  analysis;  and  

• Following  the  consultant’s  advice  when  finalizing  requirements.  

In  this  case,  the  consultant  would  be  responsible  for  errors  and  omissions.  However,  the  client  must  be  made  aware  of  the  distinction  between  these  very  different  roles  that  any  specific  IT  professional  can  fill  –  the  engineer  and  the  consultant  -­‐  and  the  two  should  not  be  confused.  Otherwise,  a  key  element  of  scope  control  will  be  lost.  

When  the  requirements  are  silent  on  a  topic,  either  party’s  interpretation  could  be  correct.  Clients  can  validly  question  why  requirements  are  deficient  if  they  engaged  an  IT  professional  in  the  role  of  a  consultant.  In  such  cases,  the  client  can  expect  the  consultant  to  modify  the  requirements,  but  there  may  be  a  consequential  change  in  the  estimates.  However,  clients  have  the  ultimate  responsibility  for  oversights  in  requirements,  given  that  they  are  ultimately  responsibility  for  their  line  of  business.    

The  client-­‐professional  relationship  works  best  when  both  parties  view  it  as  a  customer-­‐vendor  arrangement,  rather  than  as  an  employer-­‐employee  arrangement  because  the  latter  relationship  has  an  unbalanced  authority  structure.  Similarly,  the  professional  should  not  exploit  technical  knowledge  to  influence  the  client  unfairly.  

Clients  and  IT  professionals  should  work  as  partners;  approaching  errors,  omissions  and  change  orders  from  a  balanced  perspective  and  not  using  deadlines  or  other  constraints  to  force  one  party  or  the  other  to  absorb  the  impact  of  discoveries  and  change.  

The  client  should  be  a  champion  for  the  project  and  regularly  communicate  its  importance  to  the  team.  This  helps  professionals  to  build  the  linkage  between  the  project  goals  and  their  own  internally  driven  motivations.  

Often,  there  is  a  gap  between  theory  and  practice,  and  some  users  may  not  share  these  principles,  nor  be  ready  to  adopt  the  role  as  client.  However,  the  IT  professional  can  lead  by  example  and  clearly  demonstrate  the  benefits  of  this  approach  over  time.  

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Commitment  and  Community  Looking  at  the  implications  of  commitment  within  the  organizational  context,  Rosabeth  Moss  Kanter  (A  previous  editor  of  the  Harvard  Business  Review)  provided  several  insights  in  “Commitment  and  Community”  (Kanter  1972)  in  which  she  studied  the  foundations  and  characteristics  of  commitment  in  utopian  communal  orders.  Kanter  determined  that:  

• A  committed  person  is  invested,  loyal,  and  involved,  and  feels  that  the  team  is  an  extension  of  the  person.  

• Investment  by  an  individual  occurs  when  the  person  gains  a  stake  in  the  organization.  

• The  group  must  provide  guidance  in  the  form  of  specific  behavioral  norms  and  detailed  instructions.  

• Regarding  group  pressure  and  social  control,  groups  can  replace  the  repressive,  distant  control  of  impersonal  institutions  with  the  pressure  of  an  intimate,  face-­‐to-­‐face  group  of  peers  (peer  pressure).  

• Peer  pressure  can  be  a  very  strong  force  in  influencing  members  to  meet  commitments.  

• Openness,  or  visibility  into  performance  and  commitments,  is  a  strong  sanctioning  motivation  to  conform.  

• Regular  contact  between  group  members  increases  commitment.  

• Successful  organizations  employed  mutual  criticism  and  feedback,  and  had  frequent  meetings  to  share  information.  

• Group  pressure  plays  a  large  role  in  the  life  of  the  community,  and  in  some  communities  was  the  primary  form  of  social  control.  Members  reported  great  unease  at  “letting  down  the  group.”  

• Those  communities  that  worked  best  managed  to  generate  commitment  and  loyalty  in  their  members,  immersing  them  in  a  strong  group  that  often  asked  them  to  make  sacrifices.  

These  points  support  the  view  that  the  role  of  the  peer  review  in  IT  delivery  is  crucial.  Within  a  team  of  professionals,  the  openness  and  visibility  associated  with  peer  review  leads  to  peer-­‐pressure  to  conform  to  the  organization’s  standards  and  to  support  the  team.  

This  mechanism  helps  to  engage  and  monitor  commitment.  Team  members  are  more  than  an  aggregate  of  individuals;  they  are  part  of  a  group  with  responsibilities  for  the  success  of  that  group.  Professionals  recognize  that,  for  the  group’s  benefit,  they  may  need  to  extend  their  original  commitments  as  conditions  change.  However,  any  increase  in  commitment  should  be  accepted  according  to  the  principles  outlined  in  this  document.    

Summary  • Engineering  provides  the  best  professional  role  

models  for  the  IT  practitioner  during  a  development  project.  

• Consultants  are  good  role  models  for  subject  matter  experts  during  business  process  modeling,  feasibility  studies  and  other  activities  where  the  client  wants  unbiased  advice.  

• Professionals  should  clearly  define  whether  they  are  acting  in  the  role  of  the  engineer  or  the  consultant.  

• The  specification  is  a  distinguishing  factor  in  the  relationship  between  the  professional  (the  performer)  and  the  client  (the  acceptor).  

• The  Scope  in  the  Iron  Triangle  (of  Resources  –  Schedule  –  Scope),  becomes  the  Specification  in  the  Delivery  Triangle  (of  Performer  –  Deliverable  –  Acceptor).  

• The  Delivery  Triangle  explains  the  accountability  of  the  performer,  to  the  acceptor,  to  create  the  deliverable.  

• Through  an  understanding  of  the  requirements  in  the  specification,  and  through  participation  in  setting  the  three  constraints  of  the  Iron  Triangle,  the  performer  becomes  accountable.  Only  by  accepting  accountability  does  the  performer  become  truly  committed.  

• Accountability  and  commitment  require  visibility  and  peer  review.  

• The  limits  of  a  professional’s  responsibility  are  defined  within  the  specification  to  the  extent  that  the  professional  has  accepted  accountability  and  is  committed.  

• Professionals  define  quality  as  conformance  to  the  specification.  Its  characteristics  include  

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functionality,  fitness  for  purpose,  and  user-­‐friendliness.    

• Peer  review  and  visibility  are  essential  for  ensuring  quality.  

• The  client  (the  acceptor)  judges  quality  against  the  specification.  

• Professionals  are  not  necessarily  experts  –  they  make  mistakes.  Clients  recognize  that  there  is  a  process  to  manage  errors.  

• A  balanced  power  structure  between  client  and  professional  fosters  project  success.  

In  conclusion,  the  committed  professional  understands  the  relationship  with  the  client,  accepts  accountability  for  the  deliverable,  accepts  peer  review  as  a  normal  part  of  the  process  and  works  towards  a  team  goal  of  delivering  the  scope  with  quality  within  a  schedule  and  budget.  In  collaborating  with  the  client  to  set  the  parameters  of  the  Iron  Triangle,  the  professional  becomes  accountable  and  committed  according  to  the  Delivery  Triangle.  Commitment  does  not  end  after  a  specific  number  of  hours  –  it  continues  until  the  day’s  tasks  are  complete.  Combining  this  type  of  commitment  with  inspirational  leadership  will  result  in  the  fully  motivated  engagement  of  the  professional  -­‐  and  startling  achievements.    

Note  that  the  principles  presented  in  this  paper  are  not  dependent  upon  a  specific  delivery  methodology.  While  the  granularity  of  deliverables  is  finer  and  the  interactions  between  clients  and  other  project  team  members  are  more  continuous  and  iterative  in  Agile  environments  than  in,  say,  waterfall  projects,  the  overarching  professional  relationship  remains  the  same.  

There  are  practical  challenges  with  this  paper’s  proposition:    

• In  some  cases,  users  might  not  accept  the  role  and  responsibilities  of  being  the  client.    

• When  IT  professionals  are  employees  of  the  client’s  organization,  it  can  interfere  with  their  objectivity  and  independence.  It  can  also  result  in  an  unbalanced  authority  structure  because,  unlike  a  vendor,  internal  teams  do  not  have  a  contract.    

• Short-­‐term  thinking  can  lead  managers  to  believe,  mistakenly,  that  they  can  get  extra  productivity  simply  by  demanding  more  –  by  asking  for  

“110%”.  However,  this  will  inevitably  undermine  the  commitment  of  the  most  productive  employees.  

These  conditions  can  make  it  harder  for  the  IT  practitioner  to  perform  according  to  the  model  outlined  in  this  document.  Arguably,  both  parties  in  the  Delivery  Triangle  need  to  agree  to  the  same  protocol  for  the  process  to  function  smoothly.  However,  it  is  the  responsibility  of  professionals  to  lead  by  example  and  take  the  first  step.  In  doing  so,  they  can  define  themselves  by  shaping  their  own  principles  and  practices.    

                                 

References  

Herzberg,  F.,  Mausner,  B.,  &  Snyderman,  B.  B.  (1959).  “The  Motivation  to  Work”    

IMC  (Institute  of  Management  Consultants)  website,  referenced  December  2009  at:  http://www.imcusa.org/  

Kanter  R.  M.  (1972),  “Commitment  and  Community,”  Harvard  University  Press.    

Maslow,  A.  H.  (1970).  “Motivation  and  Personality”  

Roth,  L.  M.,  (1993),  “Understanding  Architecture,”  HarperCollins.  

Rotter,  J.B.  (1954).  “Social  learning  and  clinical  psychology”  New  York:  Prentice-­‐Hall.  

USAID  (1998):  Charles  C.,  McNulty  S.,  &  Pennell  J.  “Partnering  For  Results:  A  Users  Guide  to  Intersectoral  Partnering,”  US  Agency  for  International  Development.  

Vitruvius,  (1960),  “The  Ten  Books  on  Architecture,”  Dover  Publishing.  (Written  in  25BC)