Integrated Project Management and Solution Delivery Process

Project Management and Solution Delivery Process

Alan McSweeney

November 26, 2009 2

Agenda

• Process Introduction

• Solution Delivery and Project Management Processes

• Solution Delivery

• Project Management

•Using the Process

•Using the Template Documents

• Feedback and Process Development

November 26, 2009 3

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

November 26, 2009 4

Process IntroductionProcess IntroductionProcess IntroductionProcess Introduction

November 26, 2009 5

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

November 26, 2009 6

Project

•Deliver defined objective/solution

•Must have a defined start and end

• Project management is concerned about delivering what has been committed

November 26, 2009 7

Why Use Processes

• Increase credibility

• Increase visibility of the customer engagement− Improving customer confidence and facilitating smoother engagements

• Improve profitability by customising pre-defined proven processes rather than developing new ones

• Reduce risk through improve planning

• competitors have them

• Eliminate surprises

November 26, 2009 8

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

November 26, 2009 9

Why Use Processes

• Initially painful

•Can seem to be longwinded

• They really do help

•Add value

November 26, 2009 10

Methodology and Processes

•Methodology without process is meaningless

• Process without usage is pointless

Methodology

(General Framework)

Process

(Actualises the

Methodology)

Use the Process

(Achieve the Benefits)


Solution Delivery and Project Management Solution Delivery and Project Management Solution Delivery and Project Management Solution Delivery and Project Management ProcessesProcessesProcessesProcesses


Project and Solution Delivery Process

• Two processes running in parallel− Solution DeliverySolution DeliverySolution DeliverySolution Delivery — delivery of the solution to the customer

− Project ManagementProject ManagementProject ManagementProject Management — management of the delivery of the solution

• Processes must work together

• Processes supported by document templates

• Templates used to capture and document information

• Templates provide a framework for management and control


Document Templates

• Full set of project template documents Project Management -

• \PMO\PROJECT MANAGEMENT\

− Solution Delivery• \PMO\SOLUTION DELIVERY\


Planning Planning Planning Planning and Analysisand Analysisand Analysisand Analysis

Detailed Detailed Detailed Detailed DesignDesignDesignDesign

Implementation Implementation Implementation Implementation and Installationand Installationand Installationand Installation

TestingTestingTestingTesting

Training Training Training Training and Handoverand Handoverand Handoverand Handover

Support, Support, Support, Support, Administration Administration Administration Administration and Maintenanceand Maintenanceand Maintenanceand Maintenance

InitiationInitiationInitiationInitiation

ScopeScopeScopeScope

QualityQualityQualityQuality

CommunicationCommunicationCommunicationCommunication

Risks, Risks, Risks, Risks, Issues Issues Issues Issues

and Decisionsand Decisionsand Decisionsand Decisions

ClosureClosureClosureClosure

Project ManagementProject ManagementProject ManagementProject Management Solution DeliverySolution DeliverySolution DeliverySolution Delivery


Use of Process

• Tailor process to suit project

•Agree 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


V Lifecycle Approach

Project Project Project Project InitiationInitiationInitiationInitiation

Project Project Project Project ClosureClosureClosureClosure

SystemSystemSystemSystemRequirementsRequirementsRequirementsRequirements

SystemSystemSystemSystemTestingTestingTestingTesting

HighHighHighHigh----LevelLevelLevelLevelDesignDesignDesignDesign

Integration Integration Integration Integration TestingTestingTestingTesting

LowLowLowLow----LevelLevelLevelLevelDesignDesignDesignDesign

Component Component Component Component TestingTestingTestingTesting

Install and Install and Install and Install and ImplementImplementImplementImplement

Define Requirem

ents and Solution

Define Requirem

ents and Solution

Define Requirem

ents and Solution

Define Requirem

ents and SolutionDeliver Solution and Fulfil

Deliver Solution and Fulfil



Requirements

Requirements

Requirements

Requirements


V Lifecycle Approach

•Match project scope and solution design to what is delivered

• Ensure delivery matches what is committed

• Requirement drive delivery and closure−Must identify and document requirements

−Must deliver on requirements

−Requirements may change during the life of the project• Additional revenue


Solution Delivery Phases

• Planning and AnalysisPlanning and AnalysisPlanning and AnalysisPlanning and Analysis — customer requirements are captured and documented

•Detailed DesignDetailed DesignDetailed DesignDetailed Design — the proposed solution is documented is detail

• Implementation and InstallationImplementation and InstallationImplementation and InstallationImplementation and Installation — the solution is installed

• TestingTestingTestingTesting — the solution is tested

• Training and HandoverTraining and HandoverTraining and HandoverTraining and Handover — the solution is handed over to the customer and training is provided

• Support, Administration and MaintenanceSupport, Administration and MaintenanceSupport, Administration and MaintenanceSupport, Administration and Maintenance — the solution is transferred to support


Solution Delivery Process

•Document requirements

•Confirm requirements

•Design solution to meet requirements−High level and detailed design

•Confirm solution design

• Implement solution

• Test solution and confirm requirements are met

•Handover solution and provide training


Project Management Phases

• InitiationInitiationInitiationInitiation — the project is formally initiated

• ScopeScopeScopeScope — project scope is managed and changes are captured

•QualityQualityQualityQuality — project quality is managed

•CommunicationCommunicationCommunicationCommunication — project communications are managed and documented

• Risks, Issues and DecisionsRisks, Issues and DecisionsRisks, Issues and DecisionsRisks, Issues and Decisions — project issues, risks and decisions are managed and documented

•ClosureClosureClosureClosure — the project is closed and moved to maintenance


Project Management

•Not sequential

•Controlling the project will lead to changes in project planning and execution

Initiate Plan Execute

Control

ClosePI E

Cn

Cl


Solution DeliverySolution DeliverySolution DeliverySolution Delivery


Solution Delivery - Planning and Analysis

This logs requirements to provide traceability to ensure they are delivered.

Requirements Traceability Log.doc

This documents the customer’s objectives and requirements.

Objectives and Requirements Specification.doc

This is a checklist to non-functional or operational requirements.

Non-Functional Requirements Checklist.doc

This is a checklist to infrastructure requirements.

Infrastructure Requirements Checklist.doc

This describes the functionality of the solution being delivered.

Functional Specification.doc

This is a checklist to validate requirements.Final Requirements Checklist.doc


Solution Delivery - Detailed Design

This defines the concept of the solutionProposed Solution.doc

This documents the actual solution design at a high level.

High Level Design.doc

This documents the actual solution design in detail.

Detailed Design.doc


Solution Delivery - Implementation and Installation

This documents how the solution will be installed.

Installation Plan.doc


Solution Delivery - Testing

This logs the testing performed.Test Execution Log.doc

This defines the plan for performing testing.System Test Plan.doc

This documents a fault discovered during testing.

Fault Report.doc

This is a log of any faults discovered during testing.

Fault Report Log.doc

This details the set of tests to be performed to validate the solution.

Acceptance Test Specification.doc

This defines the approach to testing of the solution.

Acceptance Test Package.doc


Solution Delivery - Training and Handover

This documents the solution.User Documentation Manual.doc


Solution Delivery - Support, Administration and Maintenance

This documents the transfer of the solution to support.

Transfer to Support.doc

This documents the level of support to be provided.

Solution Support Plan.doc

This defines the service level to be provided.

Service Level Agreement.doc

This documents a plan to provide operational support.

Operational Support Plan.doc


Project ManagementProject ManagementProject ManagementProject Management


Project Management - Initiation

This describes the project organisation.Project Organization Chart.ppt

This defines the scope of the work to be done.

Statement of Work (SOW).doc

This initiates the project.Project Initiation Document (PID).doc


Project Management - Scope

This is the project plan for delivering the solution.

Solution Delivery Plan.mpp

This is used to document a request for a change.

Change Request.doc

This logs requests for changes.Change Request Log.doc

This documents an issue that has been raised that needs to be responded to.

Issue Resolution Request.doc


Project Management - Quality

This is a plan for managing project quality.Quality Plan.doc

This documents results of testing for quality logging.

Quality Log.doc


Project Management - Communication

This is a document for use with a project steering committee.

Steering Committee Meeting Agenda.doc

This is a sample weekly report.Project Weekly Status Report.doc

This is an internal project report.Project Monthly Report.doc

This is used to record meeting minutes.Meeting Agenda and Minutes.doc

This is a request for informationInformation Request.doc

This is a log of requests for information.Information Request Log.doc

This is a formal notification of a project delay.Delay Notification.doc

This is a log of delays that have occurred in the project.Delay Notification Log.doc

This is a sample status report presentationCustomer Status Report Presentation.ppt

This is a sample monthly report.Customer Monthly Status Report.doc

This logs communications.Communication Log.doc

This documents project communication.Communication Distribution Plan.doc


Project Management - Risks, Issues and Decisions

This documents a project issue.Issue Report.doc

This documents a project decision.Decision Request.doc

This is a log of actions, issues and decisions.

Actions-Issues-Decisions Log.doc


Project Management - Closure

This is used to record formal project signoff by the customer.

Project Sign-off.doc

This documents project closure.Project Closeout Report.doc


Using the ProcessUsing the ProcessUsing the ProcessUsing the Process


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


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


Document Storage

• Store template documents to shared location− \PROJECTS\<CUSTOMER>\<PROJECT>

− Create separate folder in PROJECTS for each customer

− Create separate folder in PROJECTS \<CUSTOMER>\ for each project for the customer


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


Requirements Definition and Documentation

• Requirements Definition

• Requirements Management

GatherGatherGatherGather AnalyseAnalyseAnalyseAnalyse ReviewReviewReviewReview

Assess

Assess

Assess

Assess

Captu

re

Captu

re

Captu

re

Captu

re

ChangeChangeChangeChange


Requirements Definition

•GatherGatherGatherGather — Tasks relating to the initial gathering of requirements

•AnalyseAnalyseAnalyseAnalyse — Analysing and categorising requirements and specifying them

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


Requirements Classification

• BusinessBusinessBusinessBusiness — objectives and goals to be delivered as a result of the solution

• FunctionalFunctionalFunctionalFunctional — what it does

• TechnicalTechnicalTechnicalTechnical — operational and procedural constraints

• ImplementationImplementationImplementationImplementation — how the solution will be implemented

• ProjectProjectProjectProject — requirements of the project


Business Requirements

• Financial (Market share increase)

•Customer-related (On-time delivery)

• Business Processes (Business cycle times)

• Innovation and Learning Measures (Speed of completing transactions)

• Regulatory Requirements (Adherence to regulations)


Functional Requirements

• Inputs

•Outputs

•Actions

• Responses

•Outcomes

•Usage


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)


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


Project Requirements

• Implementation

• Testing

• Facilities


Requirements Management

•CaptureCaptureCaptureCapture — Ensure that the new requirements or change requests are captured

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

•ChangeChangeChangeChange — Undertake the changes


Project and Solution Process — 3 — Project Planning and Management

•Complete first draft of project plan


Project Planning and Management

• Standard project plan structure− Initiation

−Planning

− Executing

−Project Management

−Closing

•Customise detail for individual project


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

•Change Management is a systematic process that allows for changes and at the same time aims to minimise the negative consequences of these changes

•Change process must be included in the project initiation material and published to the customer


Change Process


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


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


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


Risk and Issue Management Templates

• \Project Management\50 Risks, Issues and Decisions\−Actions-Issues-Decisions Log.doc

−Decision Request.doc

− Issue Report.doc


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


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


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

• Other communications− Delay Notification Log.doc− Delay Notification.doc− Information Request Log.doc− Information Request.doc


Project and Solution Process — 5 — Delivery and Testing

•Deliver solution− \Solution Delivery\30 Implementation and Installation\

• Testing− \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


Project Quality

• \Project Management\30 Quality\−Quality Log.doc

−Quality Plan.doc

• Ensures that quality is built into project from the start

•Delivers real benefits−Reduced testing

−Reduced rework

− Increased customer satisfaction

− Increased project profitability


Project and Solution Process — 6 — Training and Handover

•Handover− \50 Training and Handover\


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


More Information

Alan McSweeney

[email protected]

Integrated Project Management and Solution Delivery Process

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