Chapter 4 (IT Projects)
Key objectives of a project charter
It documents the project's problem statement, purpose, MOV, scope, value proposition, main features and components, Defines the project's governance structure and infrastructure, summarizes the details of the project plan, Shows explicit commitment to the project(sponsor, main stakeholders, resources, implementation approach).
When should a project charter be completed?
Developed during the planning phase in conjunction with project plan.
Project Governance
Is the management framework within which project decisions are made. *Critical element of any project.
Project Infrastructure
It is documented in the project charter and identifies the project governance structure and all of the project resources. *According to the diagram, the project governance structure and resources provide a foundation for defining the project's scope, schedule, budget, and quality objectives needed to support and achieve the project's MOV.
What is project's infrastructure?
It is documented in the project charter and identifies the project's governance structure and all of the project resources. *According to the diagram, the project governance structure and resources provide a foundation for defining the project scope, schedule, budget, and quality objectives needed to support and achieve the project's MOV.
What needs to be chosen at the beginning of a project?
Project manager (one of the most critical decision is the selection of this person)
What is the PM diamond in order?
Scope, cost, quality and time (expectations is in the middle of the diamond)
Project Charter (purpose and what it is)
Serves as an agreement and as a communication tool for all of the project stakeholders.
Components of a project charter
Project Identification- a project name is important to distinguish projects and give the project team and stakeholders a sense of identity and ownership. Project Stakeholders- Has to name the project sponsor, the project manager and members of the governance committee, and also naming the project team (titles and roles, phone numbers, email). Project description- Project charter should be a single source of information. The project description helps someone new/unfamiliar with project to understand the full details and the big picture of the project (e.g. brief overview/background, problem/opportunity, purpose, vision of the project. MOV- Should be clear, concise, agreed on and made explicit to all of the project stakeholders. Must be highlighted and easily identifiable in a project charter. Project Schedule- It is important to summarize the detail of the plan (have expected start and end dates), also the major deliverables, milestones, phases should be highlighted.
(Outsourcing) Procurement
RFI (Request For Information) RFP (Request For Proposal) RFQ (Request for Quote)
Key roles of a project governance committee
- Establishes stakeholder roles - Establishes the process for decision and escalation. - Monitors progress of the project - Ensures that the project has adequate funding and resources.
The common approaches to procure or source project resources
- Full Insourcing: Means all internally resourced. The project team is responsible for all project processes and delivery of the project - Selective Outsourcing: Some resources are internally sourced (project team is responsible for many of the processes), and some are externally resourced(outsourced) - Full Outsourcing: All of the project's resources and processes are externally resourced.
the 3 types of organizational structures with advantages and disadvantages
- Functional Organization: Advantages (Increased flexibility, breadth and depth of knowledge & experience, less duplication) and Disadvantages (Determining authority and responsibility, poor response time, poor integration) - Matrix Organization: Advantages (High level of integration, improved communication, increased project focus) and Disadvantages (Higher potential for conflict, poorer response time) - Project Organization: Advantages (Clear authority and responsibility, improved communication, high level of integration) and disadvantages (Project isolation, duplication of efforts, projectitis)
RFP (Request For Proposal)
- Purchaser has interest in solution(s) to meet their needs, likely lacks clear specification, has flexibility on solutions and may be binding. It is commonly used for professional services or products/solutions. - Each RFP is unique but have standard templates, should contain enough information so that bidders can understand what is fully required and expected (information about your organization, information about the project (methodology, scope, skills, technology), bidder qualification requirements, process, timeline, and guidelines for the proposal.
The governance defines a projects:
- Structure e.g PMO, Steering Committee, Project board. -Authorization (AND APPROVAL) -Oversight and Accountability - Decision and Escalation - Resources (sourcing)
Project Teams
-Help plan the project -Complete the deliverables as agreed Must have skills such as: - Technology skills: Members with specific technology skillset such as engineers, programmers, system analysts, network specialists will be required. - Business/organization knowledge: Must have people with domain knowledge and in an industry such as compensation planning and healthcare respectively - Interpersonal skills: The ability to communicate with other stakeholders, understand the project sponsor's needs, and have creativity, tolerance for ambiguity, diversity and flexibility.
Decision Makers
-Make decisions about time, scope, cost and quality.
Project resources require:
-People -Technology -Facilities to complete the project work
Project manager
-Plan and control the project together with teams. -Managerial role that focuses on planning, organizing and controlling -Accountability and responsibility for developing the project plan, organizing the project resources and overseeing execution of the plan -Administrative functions .e.g. status updates, reviews e.t.c. *Most critical decisions is the selection of this leader.
Project Sponsor
-Provide financial resources -Create or terminate the project -Ultimate decision maker
RFI (Request For Information)
-The purchaser does not have sufficient information to write a detailed report, has no commitment to buying, and is likely to involve a further request before final decision(RFP). -Used to compile detail about potential about potential suppliers, and their capabilities, to advise potential suppliers that you intend to source this product/service competitively, to show that you are acting fairly and including all participants, to gather information in a way to determine the next step.
The planning phase
-Transitions from a strategic mindset to a more tactical one. - Integrates a number of subplans to *Identify *Coordinate * Authorize *Manage and *Control the project work - A project plan defines in detail the scope, schedule, and budget objectives that can support the project's MOV. The planning phase generally requires more time, effort and resources than was invested in developing the business case.
Project Management Office (PMO)
A group within the organization that oversees all of the project management standards, methods, and policies based on either PMBOK or PRINCE2.
What does the planning phase attempt to answer?
A project plan defines in detail the 1. Who (Resources) 2. What (Scope) 3. When (Schedule) 4. How much (Budget) to support the MOV.
What strategic decision is made before creating a project charter?
Go/No-Go decision
What happens after the business case?
Go/No-Go decision is made
What are the sub plans in the planning phase?
Identify, authorize, manage and control work.
Project governance framework
In order to develop the right culture and capability, it must - Selecting the Right projects and programs to do. - Doing the selected project and program Right. -Implementing the Right systems to monitor and adjust the framework as needed.
Project Infrastructure (How to draw diagram)
MOV (at the top) Governance (at left) Project objectives (in the middle) Resources (at the right)
Who/what has the greatest influence on a project?
People
RFQ (Request for Quote)
Purchaser has clearly defined criteria or specifications, bases decisions on specific criteria and price, and is committed to buying. A type of procurement solicitations in which a company ask outside vendors to submit a quote for the completion of specific task/project. THIS IS THE KEY TO SELECTING THE BEST VENDOR AT THE BEST VALUE FOR YOUR COMPANY. Decisions may be based on specific criteria in addition to price.
Project Stakeholders
The success of the project depends on the project team and the contributions and support of all project Stakeholders.
What does the planning phase do?
Transitions from a more strategic mindset to a more tactical one.
Project Environment
• It includes not only the physical space where the team works but also the project culture. • It includes a place to call home (adequate space to work and meet), technology (allows for meetings without being physically there...requires personal computer, and appropriate software, internet access, email and telephone), office supplies (paper, pens etc.), culture (reflects the values and norms of the team. E.g. developing a team charter which includes "what is expected from each member?", "What role will each team member play?", "How will conflicts be resolved?"