THINKICT FOR MANAGERS PROCESS & SOFTWARE FOR PROJECT MANAGEMENTJohn J. Macasio

Business Management Stages of the Project

Stages Tasks Results

INITIATION Data gathering for the baseline information to define the need for the project, value justification of the project, solution and requirements, the available options

Agreement on the project methodology, estimation tools, and financial valuation formula.

Elaboration of the needs, key performance indicators, critical success factors, financial valuation metrics

Formulation and approval of the business case

Composition, approval and release of the request for proposal with project terms of reference

Acceptance, review and approval of project proposal

Composition, approval and release of the project contracts, and project implementation terms of reference based on the approved project proposal

Setting up of the project organization and the appointment of the project manager

Research data and information

Approved business case

Request for Proposal and Project Terms of Reference

Approved Project Proposal

Project Contracts

Project Implementation Terms of References

Project Manager Appointment

PLANNINGINITIATION EXECUTION CLOSINGCONTROLL

PLANNINGDefinition of the tasks and requirements to be planned for execution and utilization

Elaboration and agreement on of the applicable input, procedures, methodology and tools to be use in planning the project development.

Composition of the Project Management Plan to integrated the following plans

Work Plan –work breakdown schedule, organization breakdown schedules

Resource Plan – organization, skills needs, recruitment, people training, deployment schedules

Procurement Plan – bills of materials, acquisition strategy, contract handling

Communication Plan – reporting instruments, kinds of communications, audience definition and information needs

Risk Management Plan – What if identification process and the mitigation and action requirements

Budget Plan – Budget Items, Cost and Scheduling

Quality Plan – Quality assurance procedures and tools specifications

Training Plan – capability requirement matrix and training design, and schedules

Technology Plan – technology items, approaches, standards, and delivery, installation, and configuration, and testing schedules

Change Management Plan –request for changes as a result of problem, incident, etc…

Work Breakdown Schedule

Organization Breakdown Schedule

Estimation Techniques

Project Management Plan

Issues and Problem Management Plan

Change Management Organization

EXECUTIONDefinition of solutions requirement

Design the solution model

Create the solution model prototype

Verify and Validate solution model prototype

Build the beta version of the solution

Internal Team verification and validation of beta version of the solution

Train users to test the beta version release

Process Model

Information Model

Technology Model

Work Packages

Delivery Report

Accomplishment Reports

Minutes of the Meeting

User’s Approval, Sign-in and

Test and Approve the beta version

Integration and normalization of the final version

Test and approve the final version

Release the final version

Handle incident, problem and change request

Sign-Off document

Training Report

Configuration Documentation

User’s Manual

CONTROLInstitute and enforce compliance report

Issues reporting and change management handling

Compliance Checklist

Issues Documentation

Attendance Reporting

Testing and Quality Assurance Documents

CLOSURELessons Learned

Contracts closure

Handing over

Project document archived

Lesson Learned Document

Payment

Project Acceptance Documentation

Turn-over Documentations

Solution Development Management Stages Tasks Results

VISIONING & PLANNING Setting the goals, strategy, approach, configuration, and plan of developing the solution based on the approved business case and project proposal of the project.

Project Work Plan

REQUIREMENT ANALYSIS Elicitation and documentation of information to compose the input, process, output, and technology architecture specifications of the proposed solutionAnalysis and definition of the functional and non-functional requirements of the proposed solution.

Business, Information, Technology Configuration DocumentationFunctional and non-functional requirement checklists

SOLUTION DESIGN Visual drawing of the application, data, and technology model, and prototype making of the solution

Generate mock-ups and prototypes of processes, screen, reports

Validation, verification and approval of the visual drawing and prototype.

Process, application, data, and technology models

Application conceptual model

Database model

Technology platform model

VISIONINGPLANNING

REQUIREMENTDEFINITION

DESIGN BUILDING TESTINGINTEGRATION

RELEASE SUPPORTMAINTENANCE

SOLUTION BUILDING Coding of the approved application, data and technology prototype.Internal testing on the conformance of the coded solution to approved design of the solution requirements

Work Packages

Conformance Testing Report – Pass – Fail –

Revision Report

SOLUTION TESTING Validation and verification of the functional and non-functional requirements of the alpha version of the application model and database tablesIssues reporting and change request

List of approved work packagesChange Requests

SOLUTION INTEGRATION Putting together the functionally accepted modules, databases, network services and security services to run the integrated version of the solutionIntegration testing to validate and verify the inter-operational performance

Integrated work package beta versionTesting report and change requests

SOLUTION ACCEPTANCE Conduct of user’s training on using the functional beta version of the solution

Perform user’s testing and acceptance of the completed solution version

Solution business readiness assessment of the final solution version for release

Training Design

Testing Scripts

Testing Report

Change Request

List of accepted functional and non-functional features

SOLUTION RELEASE Normalization of the configuration requirements for the solution final version release

Deploying by installing and configuring the release version of the solution to business production area.

Training of the production users.

Final Release Version of the work packages

User manual

List of location and users for deployment, and status of installation and configuration

Users training schedules

SOLUTION SUPPORT Setting up of the organization and procedures for Incident, problem and change handling

Accepting incident and

Service Desk

problems for documentation, reporting, analysis and resolution

E. ICT PROJECT MANAGEMENT TEMPLATES

Project Initial Definition and Planning

Logical Framework

OBJECTIVES MEASURABLE INDICATORS

MEANS OF VERIFICATION

IMPORTANT ASSUMPTIONS

GOAL: Wider problem the project will help to resolve

Quantitative ways of measuring or qualitative ways of judging timed achievement of goal

Cost-effective methods and sources to quantify or assess indicators

External factors necessary to sustain in the long run

PURPOSE: The immediate impact on the project area or target group i.e. the change or benefit to be achieved by the project

Quantitative ways of measuring or qualitative ways of judging timed achievement of purpose

Cost-effective methods and sources to quantify or assess indicators

External conditions necessary if achieved project purpose is to contribute to reaching project goal

OUTPUTS: These are the specifically deliverable results expected from the project to attain the purpose

Quantitative ways of measuring or qualitative ways of judging timed production of outputs

Cost-effective methods and sources to quantify or assess indicators

Factors out of project control which, if present could restrict progress from outputs to achieving project purpose.

ACTIVITIES: These are the tasks to be done to produce the outputs.

Quantitative ways of measuring or qualitative ways of judging timed performance of the activities

Cost-effective methods and sources to quantify or assess indicators

Factors out of project control which, if present, could restrict progress from activities to achieving outputs

INPUT: These are the resources and budget to be made available to realize the activities and to produce the outputs.

Quantitative ways of measuring or qualitative ways of judging timed performance of the activities

Cost-effective methods and sources to quantify or assess indicators

Financial report as required by the project fund sources

Factors out of project control which, if present, could restrict the provision of input to initiate the activities to achieving outputs

ICT Project Visioning and Scoping

MSF v3.0 Project Visioning and Scoping

BUSINESS OPPORTUNITY

SOLUTION CONCEPT

SCOPESOLUTION

DESIGN STRATEGY

Opportunity Statement

Goals Feature/Functions List

Architectural Design Strategy

Vision Statement Objectives Out of Scope Technical Design Strategy

Benefit Analysis Assumptions Version Release Strategy

Constraints Acceptance Criteria

User Profile Operational Criteria

Usage Scenario

Business Requirements

Users Requirements

Operation Requirement

Systems Requirements

ICT Project Business Case

Decision Points for E-Gov Project Justification

DECISION POINTSINPUT

Project Needs, Goals and Objectives,

Project Log Frame

Key Performance Indicators, Critical Success Factors, and Performance Metrics

Project Log Frame

Target Beneficiary and Stakeholders

Stakeholder Analysis

Mandate or Developmental Agenda Alignment

Agency R.A., Medium Term Developmental Goals, Incumbent President Agenda, Approved Strategic Plan

Resulting Value to the Agency, Citizen, and Government

Applied Information Economics, Balanced Score Card, Economic Value Added, Economic Value Sourced, Portfolio Management, Real Option Valuation, Break Even Analysis,

Technology Solution Options and the Value of Choosing the Option

Enterprise Architecture, Information Systems Strategic Plan, Request for Information

Risks Risk Analysis, Costs of Risk, Costs of Mitigation, Risk Probability and Impact,

Timeframe Project Timelines, Work Breakdown Schedule

Project Requirements and Cost

One-Time Development Expenses, One-Time Implementation Expenses, Capital Costs, Maintenance/Continuing Cost

Financial Valuation Cost Benefit Analysis, Net Present Value, Payback, Total Cost of Ownership, Internal Rate of Return, Opportunity Cost, Payback

Maintenance and Sustainability

Service Support Plan and Service Management, Business Continuity Plan, Business Plan

LOGICAL PROJECT DEFINITION MATRIXJUSTIFICATION REQUIREMENT ACQUISITION

STAKEHOLDERS

Whose interest will be affected

InternalExternal

NEEDS Problem,

Improvement, Regulation

OBJECTIVES Measurable End-Result to Solve

Problem, Improvement

Targets, Compliance

Registration for the Stakeholders

ICT SERVICES SOLUTION

Product Deliverables to be Purchased

or Constructed

PRIMARY FUNCTIONAL

REQUIREMENTCore/Cutting

AcrossTasks,

Information and Results

PRIMARY NON-FUNCTIONAL

REQUIREMENTCore/Cutting

AcrossQuality

Characteristics in the Tasks, Information and Results

SECONDARYFUNCTIONAL

REQUIREMENTServes

particular interest or

handle special exceptions

SECONDARY NON-FUNCTIONAL REQUIREMENTServes particular interest or handle special exceptions

DEVELOPMENT APPROACH or

STRATEGYProcedures

MethodsStandards

ToolsInfrastructure

PlatformsSkills

Organization

INPUTGOOD AND SERVICES

SUPPLIER

ICT Solution Development Project ScopingPROJECT TASKS REQUIREMENTS

PROJECT PHASES ACTIVITY DURATION SERVICES GOODS01. Business Case Preparation02. Business Case Review and Approval03. Budget Requirement Preparation, Allocation Request Processing, Approval and Actual Allocation04. Request for Proposal Preparation and Project Terms of Reference Definition05. Request for Proposal Review and Approval of the Project Terms of Reference06. Procurement Preparation, Bidding, Evaluation, Awards, Contract Approval07. Activation of Project Implementation Organization08. Detailed Project Implementation Planning, Scope Breakdown Refinement, Budget Alignment, Delivery Schedules, responsibility matrix09. Developmental Platform Delivery, Installation and Configuration10. Solution Requirement Elicitation and Design Definition11.Solution Prototype Building, Validation and Verification12. Solution Beta Version Coding, Internal Testing and Integration13. Production Platform Delivery, Installation and Configuration14. User’s Training for Solution’s Beta Version Testing 15. Solution First Production Release Version normalization 16. User’s Approval of Production Version; and release of solution to the users environment17. Service Support and Maintenance

18. Project Closing and Turn-over

ICT Project Cost and Budget: Item Spreadsheet

SERVICES COST ITEMS AND BUDGET ESTIMATE

PROJECT DELIVERABLES

SERVICES DETAILSExpert &

Skills Requiremen

t

Salary Rate

HR/DAY

Total Hours

or Manda

ys

Total Salary

Travel, Accommodation Expenses

Insurance

01. Business Case

02. Financial Work Plan, Budget Requirements and Approved Allocation02. Request for Proposal & Project Terms of References03. Reviewed and Approved Bids04. Project Office and Skilled Personnel05. Project Meetings and Workshops and Project Training06. Project Work Plan07. Development Platform Hardware, Software and Bandwidth08. Approved Requirement Documentation and Solution Design, Architecture and Functional Models09. Validated and Verified Solution Prototype Program – application interfaces prototypes, database tables, and network interfaces10. Beta Version Program Module –working business application, data, security, integration interfaces, and network11. User’s Documentation and User’s Training12. User’s Testing and Change Documentation13. Normalized Production Version of the Solution14. Solution Roll Out Support. 15. Incident Management and Maintenance

COMPUTER GOODS REQUIREMENT AND BUDGET ESTIMATE

Project Management Office

COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTHItem Name No. &

Cost of Units

Total Cost

Software Type

License Numbe

r

Total Cost

Capacity

Duration Cost

Workstation Operating System

Network Hub Productivity Tools

Server Scheduling Program

Network Cables/Peripheral

Security Software

Solution Development Platform

COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTHItem Name No. &

Cost of Units

Total Cost

Software Type

License Numbe

r

Total Cost

Capacity

Duration Cost

Workstation ModelerNetwork Hub EditorServer Application

ServerNetwork Cables/Peripherals

Database Server

Network Server

Business Production Roll-Out

COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTHItem Name No. &

Cost of Units

Total Cost

Software Type

License Number

Total Cost Capacity

Duration Cost

Service Support Management

COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTHItem Name No. & Total Softwar License Total Cost Capacit Duratio

Cost of Units

Cost e Type Number y n Cost

Service DeskService Monitoring

ICT Project Investment Requirement and Cost

Investment Component

Unit

Duration

Estimated

Unit Cost

Estimated Total Cost

Total Cost %

Source of Fund

SERVICES 000%Project

TeamExternal

ConsultantsTraining Venues

TransportationAccommodations

RentalsBandwidth

Electricity, Water

GOODS 000%User’s Access

ComputerComputer Server

Network ServerInternet Server

Application ServerDatabase Server

Security ServerBackup Server

Network DevicesCabling and

PeripheralSoftware Installer

and LicensesOffice Supplies

Other Equiptments

MAINTENANCE 000%Computer Devices

Network DevicesOther

EquiptmentsSoftwareBuilding

TOTAL INVESTMENT COST

Project Organization: Roles Matrix

PROJECT TASKS: ROLES MATRIX

Date of First Draft: Version No. Current Version Date:

PROJECT NAME

PROJECT DURATION

PROJECT OUTCOME

PROJECT OWNER

PROJECT BENEFICIARY

SOURCING STRATEGY

PROJECT TASKS

DELIVERABLES PROJECT ROLES

Responsible Accountable Expert Work

PROJECT ACTIONS: RESPONSIBILITY MATRIX

Date of First Draft: Version No. Current Version Date:

PROJECT NAME

PROJECT DURATION

PROJECT OUTCOME

PROJECT OWNER

PROJECT BENEFICIA

RY

SOURCING STRATEGY

PROJECT ACTION ITEMS

PROJECT RESPONSIBILITY MATRIX

ACTION IMPLEMENT

OR

APPROVING

AUTHORITY

DECISION PROVIDER

ANALYSIS, EVALUATION & RECOMMENDATION MAKER

INTERNAL SUBJECT MATTER EXPERT

EXTERNAL SUBJECT MATTER EXPERT

REQUIREMENT TRACEABILITY MATRIX

Unique No.

Requirement Statement

Requirement Source

Software Requirement Specification or Functional Requirement Document Reference Number

Design Specification Document Reference Number

Program Module Name and Reference Number

Requirement Test Specification Document Reference Number

Successful Test Verification

Modification of Requirements

Remarks

F. ICT PROJECT MANAGEMENT OPEN STANDARD SOFTWARE

Project Documentation Software1. OpenOffice Writer2. OpenOffice Calc3. OpenOffice Draw4. OpenOffice Impress

Project Gantt chart Software1. OpenProject

Project Modeling Software

Project File Security Software1. Antivirus2. Unwanted File Cleaner3. File Backup