Unit 02 Planning - 2

D. Suleiman H.
Mustafa 1
System Planning
Reviewed and Modified

by Dr. Suleiman H. Mustafa
2.1
Dr. Suleiman H. Mustafa
UNIT 02
(Part-2)
D. Suleiman H. Mustafa 3
Managing the Information
System Project
Reviewed and Modified

by Dr. Suleiman H. Mustafa
2.1
Planning Activities

IS Project Management
1.1
Project Management
• Project is a planned undertaking of related
activities to reach an objective that has a
beginning and an end
• Project management is the process of leading
the work of a team to achieve all project goals
within the given constraints.
– The primary constraints are: scope, time, and budget
• Project information is usually described in
project documentation and created at the
beginning of the development process.

Focus and Phases
• Focus of project management is assuring that
information system projects meet customer
expectations
• Delivered in a timely manner
• Meet constraints and
• Meet requirements
• The five phases of project management include
– conception and initiation, planning, execution,
performance/monitoring, and project close.
3.8
Project Manager
• Project Manager (see next slide):
– Systems Analyst responsible for
• Project initiation
• Planning
• Execution
• Closing down
– Requires diverse set of skills
• Management
• Leadership
• Technical
• Conflict management
• Customer relations
3.9
3.10
Project Management Process
• Project Phases
– Initiating
– Planning
– Executing
– Monitoring and control
– Closing down
3.11
Initiating and Planning the
Project
1.1
Initiating the Project
1. Establish the project initiation team
2. Establish a relationship with the customer
3. Establish the project initiation plan
4. Establish management procedures
5. Establish the project management
environment and workbook
6. Develop the project charter
3.15
Planning the Project
1. Describe project scope, alternatives and

feasibility
– Scope and Feasibility
• Understand the project
• What problem is to be addressed
• What results are to be achieved
• Measures of success
• Completion criteria
2. Divide the project into manageable tasks
• Work breakdown structure
• Gantt chart/network diagram
3.16
Work breakdown structure
Planning the Project (continued)
3. Estimate resources and create a resource
plan.
4. Develop a preliminary schedule
• Utilize Gantt Charts and Network Diagrams
5. Develop a communication plan
› Outline communication processes among
customers, team members and management
› Define types of reports and their distribution
› Determine frequency of reports
3.18
3.19
Planning the Project (continued)
6. Determine project standards and procedures
› Specify how deliverables are tested and produced
7. Identify and assess risk
› Identify sources of risk
› Estimate consequences of risk
8. Create a preliminary budget
9. Develop a project scope statement
› Describe what the project will deliver
10. Set a baseline project plan
› Estimate of project’s tasks and resources
3.20
Executing, Monitoring and
Closing the Project
1.1
Executing the Project
1. Execute baseline project plan
› Acquire and assign resources
› Train new team members
› Keep project on schedule
2. Assign tasks and delegate responsibilities to get
work done
3. Maintain project workbook, collect data, and track
project status
4. Measure progress regularly and provide progress
updates
5. Manage the communication and be open to new
ideas.
3.22
Executing the Project (continued)
6. Manage changes to baseline project plan
› Slipped completion dates
› Bungled activity that must be redone
› Changes in personnel
› New activities
3.23
Project Monitoring
• Project monitoring is the process of keeping a
close eye on the entire project management life
cycle and ensuring project activities are on the
right track.
– This phase coincides with the execution phase of the
project lifecycle.
• Project monitoring helps you measure project
performance and progress.
– The success of a project execution depends on a
clearly defined structure.

Project Monitoring
• Use the project monitoring process to look at the
– project plan,
– review project status,
– identify potential problems, and
– implement changes when necessary.
• Based on this evaluation we may need to
• Adjust resources, budget, and/or activities

Closing Down the Project
1. Termination
› Types of termination:
• Natural
• Requirements have been met
• Unnatural
• Project stopped
› Documentation
› Personnel Appraisal
3.28
Closing Down the Project (continued)
2. Conduct post-project reviews

› Determine strengths and weaknesses of
 Project deliverables
 Project management process
 Development process
3. Close customer contract
3.29
Representing Project
Schedules
1.1
Gant Charts and Network
Diagrams
• Gantt charts and Network diagrams are
– tools to help visualize projects from beginning to end,
along with the individual tasks associated with them.
• Both of these charts are used for
– task scheduling,
– controlling, and
– administering the tasks necessary for the completion
of a project.
• While both are useful, one of them can be
sufficient.
Gant Charts and Network Diagrams
• The key differences between the two charts is
how they present project data.
– A Gantt chart is a stacked bar chart that lays out
project tasks and timelines linearly. It shows start and
completion dates for individual tasks.
– A Networks diagram is a flow chart representation of
sequential workflow of the project tasks. It shows the
order of activities and visually shows which tasks
can be done in parallel.

Gant Charts and Network Diagrams
• Gantt Charts • Network Diagrams
– Visually show duration – Visually show
of tasks dependencies between
– Visually show time tasks
overlap between tasks – Visually show which
– Visually show slack time tasks can be done in
parallel
– Show slack time by data
in rectangles
Slack time = Latest start time - Earliest start time
3.33
3.36
How To Create A Gantt Chart
• Step 1: Identify essential project tasks.
• Step 2: Determine time estimates (start and
completion dates and expected time duration) for
each activity
• Step 3: Identify task sequence relationships (which
tasks can run in parallel and which are dependent
on one another).
• Step 4: Determine the start date and expected
completion date of the project.
• Step 5: Show the project milestones along the
timeline.

Gant Chart
Software Project Example

Network Diagrams
• Network diagramming is a critical path
scheduling technique.
• Used when tasks
– Are well-defined, ordered, and have a clear beginning
and end points.
• PERT chart is the most commonly used network
diagram for project scheduling.
• Major strength is the ability to show the critical
path of the project which shows the sequence of
tasks upon which we determine the total
duration of the project.
3.40
The Critical Path Method
• The critical path method (CPM) is a technique
whereby you identify tasks that are necessary
for project completion and determine scheduling
flexibilities.
• A critical path in project management is the
longest sequence of activities that must be
finished on time in order for the entire project to
be complete.
• The CPM gives the total expected completion
duration.

Case Study
1.1
Pine Valley Furniture
• Manufacturing Company
– Product: Wood Furniture
– Market: United States
– Organized into functional areas
• Manufacturing
• Sales
– Three independent computer systems were
converted to a database in 1990s
3.48
3.49
Gantt Chart and Network Diagram for
Pine Valley Furniture
 Steps
1. Identify each activity
 Requirements collection
 Screen design
 Report design
 Database construction
 User documentation creation
 Software programming
 Installation and testing
3.50
Gantt Chart and Network Diagram for Pine
Valley Furniture (continued)
2. Determine time estimates and expected
completion times for each activity
E (Mean Average) =
(O+4ML+P)/6 (by giving more weightage to most
likely estimate);
Standard Deviation (SD) = (P-O)/6
3.51
3. Determine sequence of activities
3.53
4. Construct a Gantt chart and Network diagram of the
project’s activities

4. Determine the critical path
• Sequence of events that will affect the final project
delivery date
3.55
Case Study-2
https://www.simplilearn.com/tutorials/project-management-
tutorial/critical-path-method
1.1
Node 1, the earliest start time is always zero
Node 2, it would be, Es2 = 0 (earliest start time for node 1) + 3
(duration between 1 and 2) = 3
Node 3, it would be, Es3 = 0(Es1) + 4(D1 to 3) = 4
Node 4, the two options available to us: Es4 = 0(Es0) + 6 = 6 or
Es4 = 4(Es3) + 3 = 7. We choose 7 since it’s larger.

Finally, Node 9 has 3 nodes connecting it.
Es9 = 18(Es8) + 9(D8-9) = 27, Es9 = 12(Es6) + 3(D6-9) = 15, Es9
= 11(Es7) + 6(D7-9) = 17

Now, for the second part of the critical path method. Let’s take up the
backward pass. For that’ we will be using the following formula.
Lci = min(Lcj - Dij)
This simply means that the latest completion time of the tail node is
equal to the latest completion time of the head node minus the distance
between the two.
The Lc for node 9 will always be equal to its Es. So, Lc9 = 27.

Node 8: Since it’s directly connected only to the 9th node, we can
directly apply the formula mentioned earlier.
Lc8 = 27(Lc9) - 9(D9-8) = 18
Node 7: Since there’s a direct connection between nodes 9 and 7.
Lc7 = 27(Lc9) - 6(D9-7) = 21
Node 6: We have two options to choose from. Lc6 = 18(Ls8) -
6(D6-8) = 12 or Lc6 = 27(Ls9) - 3(D6-9) = 24

Finally Node 1: Since there are connections to 2, 3, and 4 from 1,
we’ll need to choose from the three. Lc1 = 6(Lc2) - 3(D1-2) = 3,
Lc1 = 4(Lc3) - 4(D1-3) = 0, Lc1 = 7(Lc4) - 6(D1-4) = 1
We’ll choose 0 as the latest completion time for the node.

Final Step: Finding the CP
• To determine the critical path, there are three major
criteria that need to be satisfied.
Esi = Lci
Esj = Lcj
Esj - Esi = Lcj - Lci = Dij
• From the diagram, we can see that nodes that satisfy
the requirements are: 1, 3, 4, 6, 8, and 9.
• Hence the activities on the critical path are B - D - H - K
- N.
– The critical path is B + D + H + K + N = 4 + 3 + 5 + 6 + 9 =
27.

Commercial Project Management
Software
• Many systems are available
– Example: MS Project Manager
• Three activities are required:
– Establish project start or end date
– Enter tasks and assign task relationships
– Select scheduling method to review project
reports
3.70
Homework: Find the Critical Path on the
following Network Diagram

END

Unit 02 Planning - 2

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D. Suleiman H.

Reviewed and Modified

Reviewed and Modified

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

1. Describe project scope, alternatives and

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

2. Conduct post-project reviews

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Standard Deviation (SD) = (P-O)/6

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

Dr. Suleiman H. Mustafa

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