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7/29/2019 Fundementals of Project Management http://slidepdf.com/reader/full/fundementals-of-project-management 1/65 Project Management and Solution Delivery Process  Alan McSweeney

Fundementals of Project Management

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Page 1: Fundementals of Project Management

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Project Management andSolution Delivery Process

 Alan McSweeney

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February 22, 2013 3

Objective

• To provide you with an introduction to the proposedprocess and its operation and use in order to getfeedback prior to its full implementation

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February 22, 2013 4

Process Introduction

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Project and Solution Delivery Process

• Benefits

− Consistency

− Speed

− Drives Delivery

− Ensures Acceptance

− Productivity

− Reuse

− Professionalism− Customer Confidence

− Speed

−  Accuracy

−  Audit Trail

− Cost Saving

− Risk Management and Reduction− Change Management and Additional Work

− Formal Project Closure

• Potential Disadvantages

− Time to Adopt

− Suitability

− Too Comprehensive

− Cost of Use

− Not Currently In Use

− Risk

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Project

• Deliver defined objective/solution• Must have a defined start and end

• Project management is concerned about deliveringwhat has been committed

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Why Use Processes

• Increase credibility• Increase visibility of the customer engagement

− Improving customer confidence and facilitating smoother engagements

• Improve profitability by customising pre-definedproven processes rather than developing new ones

• Reduce risk through improve planning

• competitors have them

• Eliminate surprises

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Why Use Processes

• Structure and mechanism for knowledge capture and reuse− A means for the retention and application of company knowledge

− Reuse encouraged and will become the normal practice, with significantreduction in the development of non-reusable collateral

•  Adaptive and creative

− Allowing personnel to follow a structure and focus on adding value− New and developing resources are brought up to speed more quickly

• Resource Management− Better understanding and definition of required skills

− Training based around methodologies, standard techniques, and tools

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Why Use Processes

• Initially painful• Can seem to be longwinded

• They really do help

•  Add value

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Methodology and Processes

• Methodology without process is meaningless• Process without usage is pointless

Methodology

(General Framework)

Process

(Actualises the

Methodology)

Use the Process

(Achieve the Benefits)

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Solution Delivery and Project ManagementProcesses

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Project and Solution Delivery Process

• Two processes running in parallel− Solution Delivery  – delivery of the solution to the customer 

− Project Management  – management of the delivery of thesolution

• Processes must work together • Processes supported by document templates

• Templates used to capture and document information

• Templates provide a framework for management andcontrol

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February 22, 2013 13

Document Templates

• Full set of project template documents ProjectManagement -• \PMO\PROJECT MANAGEMENT\

− Solution Delivery• \PMO\SOLUTION DELIVERY\

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February 22, 2013 14

Planning

and Analysis

Detailed

Design

Implementation

and Installation

Testing

Trainingand Handover 

Support,

Administration

and Maintenance

Initiation

Scope

Quality

Communication

Risks,

Issuesand Decisions

Closure

Project Management Solution Delivery

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February 22, 2013 15

Use of Process

• Tailor process to suit project•  Agree in advance how project is to be handled:

− Project management

− Solution delivery

• Use process appropriate for − Project size

− Project complexity

− Number of participants

− role− Customer 

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February 22, 2013 16

V Lifecycle Approach

Project

Initiation

Project

Closure

System

Requirements

System

Testing

High-Level

Design

Integration

Testing

Low-Level

Design

Component

Testing

Install and

Implement

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February 22, 2013 17

V Lifecycle Approach

• Match project scope and solution design to what isdelivered

• Ensure delivery matches what is committed

• Requirement drive delivery and closure

− Must identify and document requirements− Must deliver on requirements

− Requirements may change during the life of the project•  Additional revenue

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February 22, 2013 18

Solution Delivery Phases

Planning and Analysis  – customer requirements arecaptured and documented

• Detailed Design  – the proposed solution isdocumented is detail

• Implementation and Installation  – the solution isinstalled

• Testing  – the solution is tested

• Training and Handover   – the solution is handed over to the customer and training is provided

• Support, Administration and Maintenance  – thesolution is transferred to support

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February 22, 2013 19

Solution Delivery Process

• Document requirements• Confirm requirements

• Design solution to meet requirements

− High level and detailed design

• Confirm solution design

• Implement solution

• Test solution and confirm requirements are met

• Handover solution and provide training

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February 22, 2013 20

Project Management Phases

Initiation  – the project is formally initiated• Scope  – project scope is managed and changes are

captured

• Quality  – project quality is managed

• Communication  – project communications aremanaged and documented

• Risks, Issues and Decisions  – project issues, risksand decisions are managed and documented

• Closure  – the project is closed and moved tomaintenance

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February 22, 2013 21

Project Management

• Not sequential• Controlling the project will lead to changes in project

planning and execution

Initiate Plan Execute

Control

ClosePI E

Cn

Cl

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February 22, 2013 22

Solution Delivery

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February 22, 2013 23

Solution Delivery - Planning and Analysis

Final Requirements Checklist.doc This is a checklist to validate

requirements.

Functional Specification.doc This describes the functionality of thesolution being delivered.

Infrastructure Requirements Checklist.doc This is a checklist to infrastructurerequirements.

Non-Functional RequirementsChecklist.doc

This is a checklist to non-functional or operational requirements.

Objectives and RequirementsSpecification.doc

This documents the customer’s objectivesand requirements.

Requirements Traceability Log.doc This logs requirements to providetraceability to ensure they are delivered.

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February 22, 2013 24

Solution Delivery - Detailed Design

Detailed Design.doc This documents the actual solution

design in detail.

High Level Design.doc This documents the actual solutiondesign at a high level.

Proposed Solution.doc This defines the concept of the

solution

Solution Delivery Implementation and

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February 22, 2013 25

Solution Delivery - Implementation andInstallation

Installation Plan.doc This documents how the solution will be

installed.

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February 22, 2013 26

Solution Delivery - Testing

 Acceptance Test Package.doc This defines the approach to testing of the

solution.

 Acceptance Test Specification.doc This details the set of tests to beperformed to validate the solution.

Fault Report Log.doc This is a log of any faults discoveredduring testing.

Fault Report.doc This documents a fault discovered duringtesting.

System Test Plan.doc This defines the plan for performingtesting.

Test Execution Log.doc This logs the testing performed.

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February 22, 2013 27

Solution Delivery - Training and Handover 

User Documentation Manual.doc This documents the solution.

Solution Delivery Support Administration and

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February 22, 2013 28

Solution Delivery - Support, Administration andMaintenance

Operational Support Plan.doc This documents a plan to provide

operational support.

Service Level Agreement.doc This defines the service level to beprovided.

Solution Support Plan.doc This documents the level of support to beprovided.

Transfer to Support.doc This documents the transfer of thesolution to support.

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February 22, 2013 29

Project Management

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February 22, 2013 30

Project Management - Initiation

Project Initiation Document (PID).doc This initiates the project.

Statement of Work (SOW).doc This defines the scope of the work to bedone.

Project Organization Chart.ppt This describes the project organisation.

Project Management - Scope

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February 22, 2013 31

Project Management - Scope

Issue Resolution Request.doc This documents an issue that has been

raised that needs to be responded to.

Change Request Log.doc This logs requests for changes.

Change Request.doc This is used to document a request for achange.

Solution Delivery Plan.mpp This is the project plan for delivering thesolution.

P j M Q li

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February 22, 2013 32

Project Management - Quality

Quality Log.doc This documents results of testing for 

quality logging.Quality Plan.doc This is a plan for managing project quality.

P j t M t C i ti

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February 22, 2013 33

Project Management - Communication

Communication Distribution Plan.doc This documents project communication.

Communication Log.doc This logs communications.

Customer Monthly Status Report.doc This is a sample monthly report.

Customer Status Report Presentation.ppt This is a sample status report presentation

Delay Notification Log.doc This is a log of delays that have occurred in the

project.Delay Notification.doc This is a formal notification of a project delay.

Information Request Log.doc This is a log of requests for information.

Information Request.doc This is a request for information

Meeting Agenda and Minutes.doc This is used to record meeting minutes.

Project Monthly Report.doc This is an internal project report.

Project Weekly Status Report.doc This is a sample weekly report.

Steering Committee Meeting Agenda.doc This is a document for use with a project steeringcommittee.

Project Management - Risks, Issues and

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February 22, 2013 34

Project Management Risks, Issues andDecisions

 Actions-Issues-Decisions Log.doc This is a log of actions, issues and

decisions.Decision Request.doc This documents a project decision.

Issue Report.doc This documents a project issue.

P j t M t Cl

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February 22, 2013 35

Project Management - Closure

Project Closeout Report.doc This documents project closure.

Project Sign-off.doc This is used to record formal projectsignoff by the customer.

U i th P

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February 22, 2013 36

Using the Process

Using the Process

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Using the Process

• Effective project and solution delivery steps

− 1 – Initiation

− 2 – Requirements

− 3 – Project Planning

− 4 – Solution Design

− 5 – Delivery and Testing

− 6 – Training and Handover 

− 7 – Closure and Move to Maintenance

Project and Solution Process 1 Initiation

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Project and Solution Process – 1 - Initiation

• Copy folder structure into project location

such asPROJECTS\<CUSTOMER>\<PROJECT> onshared folder 

• Take project scope from previouslysubmitted sales proposals

• Complete \Project Management\10

Initiation\Statement of Work (SOW).doc andsend to customer for review and signoff 

• Complete \Project Management\10Initiation\Project Initiation Document(PID).doc if project justifies it (greater than20 days effort)

Rename the documents to include customer and project name− <Customer> <Project> Project Initiation

Document (PID).doc

Document Storage

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Document Storage

• Store template documents to

shared location− \PROJECTS\<CUSTOMER>\<P

ROJECT>

− Create separate folder inPROJECTS for each customer 

− Create separate folder inPROJECTS \<CUSTOMER>\for each project for thecustomer 

Project and Solution Process – 2 -

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jRequirements

• Gather and define customer requirements using documents in

\Solution Delivery\10 Planning and Analysis\:− Objectives and Requirements Specification.doc

− Final Requirements Checklist.doc

− Infrastructure Requirements Checklist.doc

− Non-Functional Requirements Checklist.doc

• Manage requirements through life of project− Requirements Traceability Log.doc

• Complete functional specification – defines what is to be done(not how)

− Functional Specification.doc• See separate Requirements Management process to be used

for larger projects

Requirements Definition and Documentation

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Requirements Definition and Documentation

• Requirements Definition

• Requirements Management

Gather  Analyse Review

Requirements Definition

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Requirements Definition

• Gather   – Tasks relating to the initial gathering of requirements

• Analyse  – Analysing and categorising requirements

and specifying them

• Review  – Agreeing (with the customer) exactly whatthe requirements are. Modify if necessary to reach

agreement.

Requirements Classification

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Requirements Classification

• Business  – objectives and goals to be delivered as aresult of the solution

• Functional  – what it does

• Technical  – operational and procedural constraints

• Implementation  – how the solution will beimplemented

• Project  – requirements of the project

Business Requirements

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Business Requirements

• Financial (Market share increase)

• Customer-related (On-time delivery)

• Business Processes (Business cycle times)

• Innovation and Learning Measures (Speed of 

completing transactions)

• Regulatory Requirements (Adherence to regulations)

Functional Requirements

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Functional Requirements

• Inputs

• Outputs

•  Actions

• Responses

• Outcomes

• Usage

Technical Requirements

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Technical Requirements

• Performance (Response times, transaction throughput rates, batch job

durations.)• Volumes (Data capacity, network bandwidth, business units)

•  Availability (Required uptime, daytime periods for which the system must beavailable)

• Resilience (No single point of failure, MTBF of components, switchover times)

• Recoverability (Backup times, tolerable data loss, offsite needs, recoverytimescales)

• Scalability (How the solution will deal with more users/data, capability for predicted growth)

• Integrity (Degree of problems tolerated, problem detection needs)

• Interfaces (Internal and external, user, hardware, software,communications)

• IT Management (Event handling and classification, detection needs,management roles and processes)

Implementation Requirements

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Implementation Requirements

• Timescales (What are the desired target dates)

• Disruption and Impact (What levels of disruption can betolerated)

• Data Conversion (What data needs to be migrated, how, andwith what constraints)

Supportability (What levels of support will be needed)• Training (What staff require what new skills)

• Handover (Process of transfer of control, parallel run)

• Support

• Warranty (Coverage during warranty)• Post-Warranty

• Operation

Project Requirements

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Project Requirements

• Implementation

• Testing

• Facilities

Requirements Management

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equ e e s a age e

• Capture  – Ensure that the new requirements or change requests are captured

• Assess  – Consider whether the changes will be

actioned. Approve or reject

• Change  – Undertake the changes

Project and Solution Process – 3 – ProjectPlanning and Management

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Planning and Management

• Complete first draft of project plan

Project Planning and Management

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j g g

• Standard project plan structure

− Initiation

− Planning

− Executing

− Project Management

− Closing

• Customise detail for individual project

Managing Change

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g g g

• Changes during the course of a project are inevitable

and can affect the scope, cost, delivery, and nature of the deliverables as well as the functioning of theproject team

• Change Management is a systematic process that

allows for changes and at the same time aims tominimise the negative consequences of thesechanges

• Change process must be included in the project

initiation material and published to the customer 

Change Process

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February 22, 2013 53

g

Change Control Templates

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• \Project Management\20 Scope\

− Issue Resolution Request.doc – document issues

− Change Request Log.doc – maintain log of change requests

− Change Request.doc – document change request anddocument outcome

Risk Management

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• Risk

− All projects have risks− Need to identify and manage− Action can be taken to mitigate/circumvent risks− Minimise the negative risk impacts

• Risk management steps− Risk Management Planning – determine the approach to risk

management− Risk identification - identify all known project risks− Risk Analysis - perform an assessment of the probability of occurrence

and potential impact− Risk Response Planning - create action plans to manage the identified

risks− Risk Monitoring and Control – monitor, review and update risk status and

plans− Risk Closeout – document lessons learned

• Take appropriate approach to managing risk

Issue Management

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• Issue management

− Identifying, tracking, resolving, and communicating to projectstakeholders the issues that arise out of day-to-day project execution

− ongoing process, from start to closure of any project and it is a criticalcomponent of project monitoring and control activities

• Steps

− Identify Project Issues− Establish Issue Tracking

− Evaluate the Issue

− Determine Issue Resolution

− Implement Issue Resolution

− Close the Issue• Take appropriate approach to managing risk

Risk and Issue Management Templates

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• \Project Management\50 Risks, Issues and Decisions\

− Actions-Issues-Decisions Log.doc

− Decision Request.doc

− Issue Report.doc

Project and Solution Process – 4 – SolutionDesign

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Design

• Complete solution design using documents contained

in \Solution Delivery\20 Detailed Design\− High Level Design.doc

− Detailed Design.doc

− Proposed Solution.doc

• Not always necessary to use all documents− Depends on project size and approach

− Could have single design document

Project Reporting

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• Define communication structure during initiation

− Status reports• Frequency - weekly, fortnightly, monthly

• Content/agenda

− Meetings• Frequency - weekly, fortnightly, monthly

• Content/agenda

• Levels – project team, project steering group

Project Reporting

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• Use documents in \Project Management\40 Communication\

• Document how communication is handled - Communication DistributionPlan.doc

• Log communications - Communication Log.doc

• Meetings− Meeting Agenda and Minutes.doc− Steering Committee Meeting Agenda.doc

• Reports− Customer Monthly Status Report.doc− Customer Status Report Presentation.ppt− Project Monthly Report.doc− Project Weekly Status Report.doc

• Other communications− Delay Notification Log.doc

− Delay Notification.doc− Information Request Log.doc− Information Request.doc

Project and Solution Process – 5 – Delivery andTesting

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Testing

• Deliver solution

− \Solution Delivery\30 Implementation and Installation\

• Testing

− \Solution Delivery\40 Testing\•  Acceptance Test Package.doc

•  Acceptance Test Specification.doc• Fault Report Log.doc

• Fault Report.doc

• System Test Plan.doc

• Test Execution Log.doc

− Test against requirements− Log results of tests to establish audit trail

Project Quality

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• \Project Management\30 Quality\

− Quality Log.doc

− Quality Plan.doc

• Ensures that quality is built into project from the start

• Delivers real benefits− Reduced testing

− Reduced rework

− Increased customer satisfaction

− Increased project profitability

Project and Solution Process – 6 – Training andHandover 

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• Handover 

− \50 Training and Handover\

Project and Solution Process – 7 – Closure andMove to Maintenance

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• Closure and Move to Maintenance

− \Project Management\60 Closure\• Project Closeout Report.doc

• Project Sign-off.doc

− \Solution Delivery\60 Support, Administration andMaintenance\• Operational Support Plan.doc

• Service Level Agreement.doc

• Solution Support Plan.doc

• Transfer to Support.doc

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February 22, 2013 65

 Alan McSweeney

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