Introduction to Project Management (Part 3 of 6) - Visual Paradigm Free Ebook Series

IT Project Management Framework INITIATION

Initiation

Identification

Planning

Initiation

Closeout

Execution & Control © Copyright 2017 Visual Paradigm | All Rights Reserved 1

Overview The Initiation phase involves the assignment of project manager, who are responsible for managing and completing the project on behalf of the project sponsor.

The project manager will then define the overall project scope and develop the project charter, which formally authorizes the existence of project.

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Initiation Project Charter

Project Charter

Project Manager

Approving Authority & Project Sponsor

The performing organization appoints a Project Manager to lead the project team and manage the project.

Approved by approving authority, project sponsor.

The signatures formally empower the project manager Expend resources on the project and begin the planning phase of the project.

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Phase Activity Summary Activities

Deliverables

Assign Project Manager Revise Project Complexity Assessment Develop Project Charter

Project Complexity Assessment (Updated) Project Charter

Approve Project Charter

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Assign Project Manager • A project manager is an individual who are responsible for managing and completing the project on behalf of the project sponsor. • In order to carry on, it is imperative that a project manager is assigned at the beginning of this

Project Manager

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Roles and Responsibilities of a Project Manager

These are just some of the many typical responsibilities of a project manager are listed as follows: (The actual responsibilities vary depending on specific project needs.)

Lead the team to complete a project from its initiation to closeout.

Develop and maintain a list of roles and responsibilities for the both the internal team members and key stakeholders.

Ensure resources are allocated and utilized in an efficient manner.

Scope and develop the project in conjunction with the Project Sponsor Plan based on the inputs from project stakeholders, maintain and execute the plans accordingly Define how to risks management approach and follow the processes defined to identify, analyze and mitigate the risks.

Project Manager

Ensure the project to be delivered on time within budget and satisify the required quality standard.

Develop status reports on regular basis to update stakeholders on how projects are progressing

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Revise Project Complexity Assessment

Project complexity is one of the three major components of the IT Project Management Framework. (The other two components are project management lifecycle and Project management Repository.)

Understanding the project complexity helps determine what sort of management activities should be included the project lifecycle.

318 High

203 Medium

119

Project Sponsor

Project Manager

Low

48 In the Identification phase, the project sponsor has performed the initial complexity assessment by completing the project complexity questionnaire, which helps the project sponsors realize the project’s scale and identify some of the high level project risks.

Basic

In this phase, the questionnaire is revisited by the project manager, by updating the answers based on the latest project status. When finished, a decision of project management scheme has to be made. Let’s see what a project management scheme is.

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Project Complexity Questionnaire 318 High

1. What is the estimated total project cost?

Less than &100,000

2. Has sufficient project funds been budgeted and allocated?

203

Funding not budgeted

Medium 3. How much confidence is there in the expenditure and funding projections?

50% - 85%

119 Low Total score: Project Complexity:

48

267

High

Basic

Identification Project Management Scheme Initiation 8

Project Scheme Project Complexity Levels:

High

Medium

Low

Basic

Project Management Schemes:

High

Medium

Low

Basic

• The result of completing the project complexity questionnaire is a complexity score which determines the classification of project complexity, namely “Basic”, “Low,” “Medium,” or “High”.

• Each of these four levels of project complexity correspond to a specific project management scheme.

• The activities and deliverables required to complete throughout the project are controlled by selection of scheme.

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Project Management Scheme

318

Project Complexity Questionnaire 1. What is the estimated total project cost?

High Less than &100,000

2. Has sufficient project funds been budgeted and allocated?

203

Funding not budgeted

3. How much confidence is there in the expenditure and funding projections?

50% - 85%

Medium

119 Low Total score: Project Complexity:

267

High

48 Basic

• While it’s recommended that project manager should choose the Project Management Scheme based on the result of project complexity assessment.

• It’s up to his/her choice to select the PM Scheme he/she want if deemed beneficial to the success of the project.

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Develop Project Charter Approach & Tools

Project Charter

Process & Solution

Deliverables & Acceptance Criteria

• Project charter is a document that describes what the project is and how to approach it.

• It lists the stakeholders, the final deliverables and their acceptance criteria.

• It's a key document in project management, and the team will refer to it throughout the life cycle of the project.

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Project Charter Revise and Confirm

Project Summary Description of Project Initiator / Sponsor’s roles and responsibilities Customers and Final Deliverables Project Approach Resource Requirements

These five items were written when developing the project proposal in the Identification phase, and are revised and confirmed by the project manager in this phase.

Project Success Criteria Critical Success Factors Assumptions Major Management Milestones Stakeholders Resource Requirements Project Complexity Assessment

Let’s go through them one by one

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Assumptions Statements taken for granted or accepted as true without proof and made in the absence of fact.

Types of assumptions:

Functional Assumptions

(e.g. adequate resources will be made available to manage and maintain the developed system)

Technical Assumptions

(e.g. the current technical architecture will support the projected number of users of this system)

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Major Management Milestones Example Activity

Date

Rationale

Project Start

01/05/2017

N/A

Project Proposal Approval

01/25/2017

N/A

Initiation Phase Start

02/01/2017

N/A

Planning Phase Start

03/01/2017

Must secure the allocation of initial resources

Execution Phase Start

04/01/2017

N/A

Deploy Solution

06/01/2017

N/A

Deploy Solution

06/20/2017

N/A

A list of project management milestones.

Not the same as the products and services provided, but is specific to management of the project.

Note: A set of preliminary estimated milestones are developed during the project proposal. You can revise the list by editing the estimated date and adding more items.

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Stakeholders Users

PMO

Project Sponsor

Vendor Project Management Team

Partners

Performing Organization Other Team Members

Project Manager Project Team

Other Stakeholders

Stakeholders include all persons and organizations involved in a project, or whose interests will be affected by the execution of the project, or the final deliverables.

The figure here shows some of the typical stakeholder, which includes both project team members and other stakeholders. Note that the sponsor may be external or internal to the project manager’s organization.

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Stakeholders - Example Role

Names

Class

Responsibilities

Project Sponsor

Frederick S. Ison

• Develops business case • Provides direction for the project • Secure resources and resolve conflicts • Oversees the project and …

Key Player

Project Manager

Harvey C. Place

• Staffs the project team • Procure resources • Utilize the systems necessary to complete the project objectives…

Key Player

Uni. Education Committee

Hubert J. Jackson, Ron L. Fiore

• Approves project deliverables • Assists with issue resolution

Keep Satisfied

Note: The roles and responsibilities of stakeholders must be clearly defined in any project. Besides roles and responsibilities, you have to list the individuals who take a stakeholder role, and the class of stakeholder.

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Stakeholders - Example Role Project Sponsor

Names

Responsibilities

Frederick S. Ison

Project Manager

Power

Minimal Effort Harvey C. Place Keep Satisfied

Uni. Education Committee

Hubert J. Jackson, Ron L. Fiore

Class

• Develops business case • Provides direction for the project • Secure resources and resolve conflicts • Oversees the project …

Keepand Informed

Key Player

• Staffs the project team • Procure resources • Utilize the systemsKey necessary Playersto complete the project objectives…

Key Player

• Approves project deliverables Level of Interest • Assists with issue resolution

Keep Satisfied

• A class is a classification of the stakeholder, based on the kind and level of involvement he has on the project.

• Some of the stakeholders may have the power either to block or advance. Some may be interested in knowing what’s going on; others may not be so interested.

Note: By stating the class, the team can easily see who have the power and the authority to request changes or to stop any initiatives, and who are likely to support an initiative.

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Stakeholders - Example Name

Address

Mobile

Email

Additional Notes

Frederick S. Ison

N/A

206-382-0789

xxx@xxx.com

Not available after office hour

Harvey C. Place

N/A

918-222-5975

xxx@xxx.com

N/A

Hubert J. Jackson

3607 Tennessee Avenue

707-932-6866

xxx@xxx.com

N/A

Ron L. Fiore

4753 Burnside Avenue

901-580-1610

xxx@xxx.com

N/A

• Besides describing stakeholders’ roles, capture also the contacts of stakeholders, such as their physical address, mobile phone number, email address, and etc.

• If someone cannot be reached at a particular time, describe the details in the additional notes column.

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Resource Requirement - Examples These are just some of the many typical responsibilities of a project manager are listed as follows: Funding Customer Support (e.g. Availability of customer (representative)) Facilities (e.g. Meeting facilities) Equipment / Device (e.g. Smartphone) Software Tools (e.g. License of IDE)

Note: the full scope of resources required to execute a project is usually unclear at this stage, but becomes clear during the Planning phase, which is the next phase. Additional resources may be requested during the project planning.

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Approve Project Charter

Project Charter

Planning

Approving Authority & Project Sponsor

• A completed project charter will be approved by the approving authority and project sponsor. • Their approval formally empowers the project manager to expend resources on the project and continue with the planning phase of the project.

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Summary

Understanding the objective of the Initiation Phase The core activities:

• Assign Project Manager • Revise Project Complexity Assessment • Develop Project Charter • Approve Project Charter

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NEXT

Planning

Identification

Initiation

Closeout

Execution & Control

SEE YOU THERE!

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