Project Management and Solution Delivery Process

Alan McSweeney

Agenda
• Process

Introduction Delivery and Project Management Processes Delivery

• Solution • Solution • Project • Using • Using

Management

the Process the Template Documents and Process Development

• Feedback

November 26, 2009

2

Objective
• To

provide you with an introduction to the proposed process and its operation and use in order to get feedback prior to its full implementation

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3

Process Introduction

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4

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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5

Project
• Deliver • Must

defined objective/solution

have a defined start and end

• Project

management is concerned about delivering what has been committed

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Why Use Processes
• Increase • Increase

credibility visibility of the customer engagement

− Improving customer confidence and facilitating smoother engagements
• Improve • Reduce

profitability by customising pre-defined proven processes rather than developing new ones risk through improve planning have them surprises

• competitors • Eliminate

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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 significant reduction 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 • Can

painful

seem to be longwinded really do help value

• They • Add

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Methodology and Processes
• Methodology • Process

without process is meaningless

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 Management Processes

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11

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 the solution
• Processes • Processes

must work together supported by document templates used to capture and document information provide a framework for management and

• Templates • Templates

control

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12

Document Templates
• Full

set of project template documents Project Management • \PMO\PROJECT MANAGEMENT\

− Solution Delivery
• \PMO\SOLUTION DELIVERY\

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13

Project Management
Initiation

Solution Delivery
Planning and Analysis

Scope

Detailed Design

Quality

Implementation and Installation

Communication

Testing

Risks, Issues and Decisions

Training and Handover Support, Administration and Maintenance

Closure
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Use of Process
• Tailor • Agree

process to suit project 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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V Lifecycle Approach
Project Initiation Project Closure System Testing Integration Testing Component Testing

HighHigh-Level Design LowLow-Level Design

Install and Implement

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De liv er S Re oluti qu on ire me and nts Ful fil

n ion ion ion tio lut lut lut olu So So So dS nd nd nd an ts ts ts ts en en en en em em em ie uir uir uir eq eq eq eq e eR e fn fin fn fn De De De De

System Requirements

16

V Lifecycle Approach
• Match

project scope and solution design to what is delivered delivery matches what is committed drive delivery and closure

• Ensure

• Requirement

− Must identify and document requirements − Must deliver on requirements − Requirements may change during the life of the project
• Additional revenue

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Solution Delivery Phases
• Planning

and Analysis — customer requirements are captured and documented • Detailed Design — the proposed solution is documented is detail • Implementation and Installation — the solution is installed • Testing — the solution is tested • Training and Handover — the solution is handed over to the customer and training is provided • Support, Administration and Maintenance — the solution is transferred to support
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Solution Delivery Process
• Document • Confirm • Design

requirements

requirements

solution to meet requirements solution design solution

− High level and detailed design
• Confirm • Implement • Test

solution and confirm requirements are met solution and provide training

• Handover

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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 are managed and documented • Risks, Issues and Decisions — project issues, risks and decisions are managed and documented • Closure — the project is closed and moved to maintenance

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Project Management
• Not

sequential

• Controlling

the project will lead to changes in project planning and execution
I Initiate P Plan E Execute Cl Close

Cn Control
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Solution Delivery

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Solution Delivery - Planning and Analysis
Final Requirements Checklist.doc Functional Specification.doc Infrastructure Requirements Checklist.doc Non-Functional Requirements Checklist.doc Objectives and Requirements Specification.doc Requirements Traceability Log.doc This is a checklist to validate requirements. This describes the functionality of the solution being delivered. This is a checklist to infrastructure requirements. This is a checklist to non-functional or operational requirements. This documents the customer’s objectives and requirements. This logs requirements to provide traceability to ensure they are delivered.

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Solution Delivery - Detailed Design
Detailed Design.doc High Level Design.doc Proposed Solution.doc This documents the actual solution design in detail. This documents the actual solution design at a high level. This defines the concept of the solution

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Solution Delivery - Implementation and Installation
Installation Plan.doc This documents how the solution will be installed.

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Solution Delivery - Testing
Acceptance Test Package.doc Acceptance Test Specification.doc Fault Report Log.doc Fault Report.doc System Test Plan.doc This defines the approach to testing of the solution. This details the set of tests to be performed to validate the solution. This is a log of any faults discovered during testing. This documents a fault discovered during testing. This defines the plan for performing testing.

Test Execution Log.doc

This logs the testing performed.

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Solution Delivery - Training and Handover
User Documentation Manual.doc This documents the solution.

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Solution Delivery - Support, Administration and Maintenance
Operational Support Plan.doc Service Level Agreement.doc Solution Support Plan.doc Transfer to Support.doc This documents a plan to provide operational support. This defines the service level to be provided. This documents the level of support to be provided. This documents the transfer of the solution to support.

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Project Management

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Project Management - Initiation
Project Initiation Document (PID).doc Statement of Work (SOW).doc Project Organization Chart.ppt This initiates the project. This defines the scope of the work to be done. This describes the project organisation.

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Project Management - Scope
Issue Resolution Request.doc This documents an issue that has been raised that needs to be responded to. This logs requests for changes. This is used to document a request for a change. This is the project plan for delivering the solution.

Change Request Log.doc Change Request.doc Solution Delivery Plan.mpp

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Project Management - Quality
Quality Log.doc Quality Plan.doc This documents results of testing for quality logging. This is a plan for managing project quality.

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Project Management - Communication
Communication Distribution Plan.doc Communication Log.doc Customer Monthly Status Report.doc Customer Status Report Presentation.ppt Delay Notification Log.doc Delay Notification.doc Information Request Log.doc Information Request.doc Meeting Agenda and Minutes.doc Project Monthly Report.doc Project Weekly Status Report.doc Steering Committee Meeting Agenda.doc
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This documents project communication. This logs communications. This is a sample monthly report. This is a sample status report presentation This is a log of delays that have occurred in the project. This is a formal notification of a project delay. This is a log of requests for information. This is a request for information This is used to record meeting minutes. This is an internal project report. This is a sample weekly report. This is a document for use with a project steering committee.
33

Project Management - Risks, Issues and Decisions
Actions-Issues-Decisions Log.doc Decision Request.doc Issue Report.doc This is a log of actions, issues and decisions. This documents a project decision. This documents a project issue.

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Project Management - Closure
Project Closeout Report.doc Project Sign-off.doc This documents project closure. This is used to record formal project signoff by the customer.

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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

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Project and Solution Process — 1 - Initiation

• •

Copy folder structure into project location such as PROJECTS\<CUSTOMER>\<PROJECT> on shared folder Take project scope from previously submitted sales proposals Complete \Project Management\10 Initiation\Statement of Work (SOW).doc and send to customer for review and signoff Complete \Project Management\10 Initiation\Project Initiation Document (PID).doc if project justifies it (greater than 20 days effort) Rename the documents to include customer and project name
− <Customer> <Project> Project Initiation Document (PID).doc
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Document Storage

Store template documents to shared location
− \PROJECTS\<CUSTOMER>\<PR OJECT> − Create separate folder in PROJECTS for each customer − Create separate folder in PROJECTS \<CUSTOMER>\ for each project for the customer

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Project and Solution Process — 2 - Requirements

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
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Requirements Definition and Documentation
• Requirements
Gather

Definition
Analyse Review

• Requirements

Management
e tur p Ca

ss ss ss ss Asse Asse Asse Asse

Cha nge
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Requirements Definition
• Gather

— Tasks relating to the initial gathering of requirements — Analysing and categorising requirements and specifying them

• Analyse

• Review

— Agreeing (with the customer) exactly what the requirements are. Modify if necessary to reach agreement.

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Requirements Classification
• Business

— objectives and goals to be delivered as a result of the solution — what it does — how the solution will be — operational and procedural constraints

• Functional • Technical

• Implementation

implemented
• Project

— requirements of the project

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Business Requirements
• Financial

(Market share increase) (On-time delivery)

• Customer-related • Business

Processes (Business cycle times)

• Innovation

and Learning Measures (Speed of completing transactions) Requirements (Adherence to regulations)

• Regulatory

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Functional Requirements
• Inputs • Outputs • Actions • Responses • Outcomes • Usage

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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 be available) Resilience (No single point of failure, MTBF of components, switchover times) Recoverability (Backup times, tolerable data loss, offsite needs, recovery timescales) 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)

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Implementation Requirements
Timescales (What are the desired target dates) • Disruption and Impact (What levels of disruption can be tolerated) • Data Conversion (What data needs to be migrated, how, and with 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

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Project Requirements
• Implementation • Testing • Facilities

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Requirements Management
• Capture

— Ensure that the new requirements or change requests are captured

• Assess

— Consider whether the changes will be actioned. Approve or reject — Undertake the changes

• Change

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Project and Solution Process — 3 — Project Planning and Management
• Complete

first draft of project plan

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Project Planning and Management
• Standard

project plan structure

− Initiation − Planning − Executing − Project Management − Closing
• Customise

detail for individual project

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Managing Change
• 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 the project team Management is a systematic process that allows for changes and at the same time aims to minimise the negative consequences of these changes process must be included in the project initiation material and published to the customer

• Change

• Change

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Change Process

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Change Control Templates
• \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 and document outcome

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Risk Management

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

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Issue Management

Issue management
− Identifying, tracking, resolving, and communicating to project stakeholders the issues that arise out of day-to-day project execution − ongoing process, from start to closure of any project and it is a critical component 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
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Risk and Issue Management Templates
• \Project

Management\50 Risks, Issues and Decisions\

− Actions-Issues-Decisions Log.doc − Decision Request.doc − Issue Report.doc

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Project and Solution Process — 4 — Solution 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

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Project Reporting
• 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

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Project Reporting
• • • •

Use documents in \Project Management\40 Communication\ Document how communication is handled - Communication Distribution Plan.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 Delay Notification Log.doc Delay Notification.doc Information Request Log.doc Information Request.doc

Other communications
− − − −

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Project and Solution Process — 5 — Delivery and Testing
• Deliver • Testing

solution

− \Solution Delivery\30 Implementation and Installation\ − \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
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Project Quality
• \Project

Management\30 Quality\

− Quality Log.doc − Quality Plan.doc
• Ensures

that quality is built into project from the start real benefits

• Delivers

− Reduced testing − Reduced rework − Increased customer satisfaction − Increased project profitability

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Project and Solution Process — 6 — Training and Handover
• Handover

− \50 Training and Handover\

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Project and Solution Process — 7 — Closure and Move to Maintenance
• Closure

and Move to Maintenance

− \Project Management\60 Closure\
• Project Closeout Report.doc • Project Sign-off.doc

− \Solution Delivery\60 Support, Administration and Maintenance\
• Operational Support Plan.doc • Service Level Agreement.doc • Solution Support Plan.doc • Transfer to Support.doc

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More Information
Alan McSweeney alan@alanmcsweeney.com

November 26, 2009

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