Project Management in Information Technology

1. Project Managementin Information Technology Norbert Mika N. J. Mika Consulting Inc. norbert@njmconsulting.com

2. Agenda Role of IT in Business Types of Projects IT should be engaged in Strategies for IT Project Management Tools to Assist in Project Management

3. Role of IT in Business To provide the systems and technological infrastructure to support improvements in operational efficiency and responsiveness

4. IT Should be Engaged In… Process and Product Design Analysis and Design Tools Knowledge Management Production Systems Equipment controls Scheduling Simulators Infrastructure Data Communications Networks Database Systems Intranet, Intranet and Extranet, EDI Disaster Recovery Administration and Management Productivity tools Supply Chain Management Decision Support Systems IT Focused Education

5. Challenges

6. Some facts… IT projects have a terrible track record A 1995 Standish Group study (CHAOS) found that only 16.2% of IT projects were successful and over 31% were canceled before completion, costing over $81 B in the U.S. alone The need for IT projects keeps increasing In 2000, there were 300,000 new IT projects In 2001, over 500,000 new IT projects were started In 2004, IT spending in the US increased an estimated 4.4% over 2003 (Forrester Research) In 2005, another 5.7% growth is estimated (Forrester Research)

7. More facts… Improvements by 2001 (compared to 1995) Time overruns significantly decreased to 163% compared to 222% Cost overruns were down to 145% compared to 189% Required features and functions were up to 67% compared to 61% 78,000 U.S. projects were successful compared to 28,000 28% of IT projects succeeded compared to 16% "The reasons for the increase in successful projects vary. First, the average cost of a project has been more than cut in half. Better tools have been created to monitor and control progress and better skilled project managers with better management processes are being used. The fact that there are processes is significant in itself.“* The Standish Group, "CHAOS 2001: A Recipe for Success" (2001)

8. What is Project Management? A project is “a temporary endeavor undertaken to accomplish a unique product or service” Project management is “the application of knowledge, skills, tools, and techniques to project activities to meet project requirements” Project Management Body of Knowledge (PMBOK® Guide), 2004

9. Most in Demand IT Skills

10. Project Success Factors In order of importance: Executive support User involvement Experienced project manager Clear business objectives Minimized scope Standard software infrastructure Firm basic requirements Formal methodology Reliable estimates

11. Strategies for IT Project Management Hire (or develop someone) with great project management skills Adopt the Project Management Institute’s PMBOK (Project Management Body of Knowledge) Adopt a methodology or framework for operations or systems development (ITIL/MOF, MSF, etc) or develop your own (State of Michigan, Department of Information Technology) Use technology to assist in managing projects Create a Project Management Office

12. Skills of a Project Manager Communication skills: listening, persuading Organizational skills: planning, goal-setting, analyzing Team Building skills: empathy, motivation, esprit de corps Leadership skills: set examples, be energetic, have vision (big picture), delegate, be positive Coping skills: flexibility, creativity, patience, persistence Technological skills: experience, project knowledge

13. Project Management Body of Knowledge(PMBOK) A compilation of proven practices used in the profession of project management Extends to the sum of knowledge of practitioners and academics that apply it Also acts as a common lexicon within the profession

14. PMBOK Defines the Knowledge areas and Process Groups Maps the Knowledge areas into the Process Groups Identifies tools and techniques for each Knowledge area

15. PMBOK – Project Management Framework

16. Process Groups in a Project

17. IT Project Lifecycle (Microsoft)

18. MOF Team Model

19. MOF Process Model

20. MOF Process Model and Service Management Functions

21. MSF Team Model

22. MSF Process Model

23. MSF Process Model – Iterations

24. Tools Word processor and spreadsheet Communication software (email, virtual meeting, portal, etc.) PMBOK – tools identified for each knowledge area Project management software (like MS Project)

25. Portal A site giving you access to a set of commonly used services, often as a gateway to other sites and services.Includes: Search capabilities News Document collaboration Email integration Personalization Alerts Microsoft SharePoint Portal Demo www.microsoft.com/office/sharepoint/prodinfo/demo.mspx

26. PM Tools and Techniques by Knowledge Area Integration Management Stakeholder analysis Project Plans Project Mgmt Software Change Control Boards Configuration Management Project Review Meetings Work Authorization Systems Project Leadership Executive Sponsorship

27. PM Tools and Techniques by Knowledge Area Scope Management NPV, ROI Weighted Scoring Models Business Cases Project Charters Scope Statements WBS Statements of Work Requirements Analysis Scope Change Control

28. PM Tools and Techniques by Knowledge Area Time Management Gantt Charts Network Diagrams Critical Path Analysis Program Evaluation Review Technique Critical Chain Scheduling Crashing Fast Tracking Milestone Reviews

29. PM Tools and Techniques by Knowledge Area Cost Management Earned Value Management Project Portfolio Management Cost Estimates Cost Management Plan Financial Software

30. PM Tools and Techniques by Knowledge Area Quality Management Six Sigma Quality Control Charts Pareto Diagrams Fishbone Diagrams Quality Audits Statistical Models

31. PM Tools and Techniques by Knowledge Area Human Resource Management Motivation Techniques Empathic Listening Team Contracts Responsibility Assignment Matrices Resource Histograms Resource Loading Resource Leveling Team-building exercises

32. PM Tools and Techniques by Knowledge Area Communication Management Communication Management Plan Conflict Management Communications Media Selection Communications Infrastructure Status Reports Meetings Virtual Communications Templates Project Web Sites

33. PM Tools and Techniques by Knowledge Area Procurement Management Make-or-Buy Analysis Contracts RFPs and RFQs Source Selection Negotiating E-Procurement

34. PM Tools and Techniques by Knowledge Area Risk Management Risk Management Plan Probability/Impact Matrix Risk Ranking Monte Carlo Simulation Top-Ten Risk Item Tracking

35. Project Management Software Small projects TurboProject, Milestone Simplicity, Project Vision, Quick Gantt, Microsoft Project, Primavera SureTrak Larger Cross-functional Projects Microsoft Project and Primavera Multi-Project management Microsoft Project Server, Primavera, Open Plan, Cobra, Enterprise PM, Micro Planner X-Pert Microsoft Demos: http://www.microsoft.com/office/project/prodinfo/demo.mspx

36. Project Management OfficeBenefits Project Support Project Management Methodology Training Home Base for Project Managers Internal Consulting and Mentoring Software Tools Portfolio Management

37. Project Management OfficeChallenges ROI is not quick Corporate culture could be resistant Difficult to develop metrics to track success Which model do you choose – central project management or consulting?

38. References Project Management Institute www.pmi.org IT Infrastructure Library (ITIL) www.itil.co.uk Microsoft Operations Framework www.microsoft.com/technet Microsoft Solutions Framework www.microsoft.com/technet Selecting Project Management Software www.4pm.com/articles/selpmsw.html Example of a complete Project Management Strategy http://michigan.gov/dit Canadian Government - An Enhanced Framework for the Management of Information Technology Projects - Project Management Core Competencies http://www.cio-dpi.gc.ca/emf-cag/corecompetencies/cc-cb00_e.asp Various articles – CIO Magazine www.cio.com Information Technology Project Management Kath Schwalbe, Thomson Course TechnologyISBN 0-619-15984-7