IT Project Management Essentials

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Questions and Answers

What does Thomas Edison emphasize as crucial for success?

Ignoring failures and focusing only on success

Consistently pursuing every project to completion

Investing more resources in failed projects

Recognizing when to abandon unproductive efforts (correct)

What role does an executive steering committee play in project management?

To assist in keeping projects on track (correct)

To increase the budget of failing projects

To delay project timelines for further analysis

To approve all project changes without question

Which of the following accurately describes the nature of IT projects?

They are always simple and straightforward.

They vary in size, complexity, and resource requirements. (correct)

They primarily focus on one application area.

They typically have a fixed set of technologies used.

What was one major issue with state IT projects?

Inability to complete projects within the planned timeline Signup and view all the answers

What mistake should a project manager avoid in software development projects?

Underestimating project resource needs Signup and view all the answers

What primary focus differentiates a leader from a manager?

Focusing on long-term goals Signup and view all the answers

In what type of projects are project managers especially important?

High uncertainty projects Signup and view all the answers

Which skill ranked second among IT executives for hiring in 2013?

Project Management Signup and view all the answers

According to the 2012 survey, which skill had the highest percentage of respondents indicating it as a hot skill?

Programming and Application Development Signup and view all the answers

Which of the following job categories was NOT listed among the nine hottest skills?

Artificial Intelligence Signup and view all the answers

What is a common role that project managers assume?

Both leader and manager Signup and view all the answers

What type of projects generally require project managers to employ different skills?

High uncertainty projects Signup and view all the answers

Among the IT skills, which one had the lowest reported percentage of respondents indicating it as essential?

Data Center Signup and view all the answers

What is a key reason why stakeholder management is critical for project success?

It builds a supportive environment for project objectives. Signup and view all the answers

How does the systems view of project management influence IT projects?

It emphasizes the analytical approach in managing projects. Signup and view all the answers

Which of the following is NOT part of the systems approach to management?

Systems alignment Signup and view all the answers

What trend significantly affects IT project management today?

Outsourcing and virtual teams Signup and view all the answers

Regarding project phases and project life cycles, which statement is true?

Project phases are part of the broader project life cycle. Signup and view all the answers

Why is top management commitment important in IT projects?

It ensures alignment with business objectives and provides necessary resources. Signup and view all the answers

What was the success rate of IT projects examined in the study referenced?

12.5 percent Signup and view all the answers

Which of the following reflects a characteristic of IT projects?

They often require collaboration across various areas of expertise. Signup and view all the answers

What is the primary purpose of project planning?

To guide execution Signup and view all the answers

Which of the following best describes the role of project charters?

They include key project information and stakeholder signatures. Signup and view all the answers

In the project execution phase, which task is usually the most resource-intensive?

Acquiring project team and resources Signup and view all the answers

What is a key component of the project monitoring and controlling process?

Measuring progress against all plans Signup and view all the answers

Which action is part of the project closing process?

Receiving formal acceptance of delivered work Signup and view all the answers

What characterizes the project initiation phase?

Recognizing and starting a new project or phase Signup and view all the answers

What is the primary purpose of a project management plan?

To coordinate all project planning documents Signup and view all the answers

Which of the following is NOT considered an organizational process asset?

Project staff qualifications Signup and view all the answers

What is the main objective of stakeholder management during the project execution phase?

To manage stakeholder expectations Signup and view all the answers

What does project monitoring and controlling involve?

Taking corrective actions for deviations Signup and view all the answers

How should project managers approach project planning and execution?

They are intertwined and should involve input from those doing the work Signup and view all the answers

What is typically an output of the project planning process?

Establishing performance metrics Signup and view all the answers

What is essential for effective project execution according to the content?

Support from senior management for necessary rule-breaking Signup and view all the answers

In the context of IT project management, what is considered beneficial for project managers?

Prior technical experience and understanding of the project area Signup and view all the answers

What activity would NOT be expected during the project closing phase?

Managing stakeholder expectations Signup and view all the answers

Why are meetings important in project management?

They help develop relationships and resolve issues through dialogue Signup and view all the answers

What aspect of project management is significantly influenced by organizational culture?

Guidelines and performance tracking based on plans Signup and view all the answers

What role do expert judgments play in project management?

They assist in making important decisions related to project execution Signup and view all the answers

What is the primary purpose of activity definition in project management?

To estimate costs and durations accurately Signup and view all the answers

Which of the following accurately describes a milestone in project management?

A significant event with no duration Signup and view all the answers

What information is typically included in an activity list?

Activity name, identifier, and a brief description Signup and view all the answers

What do activity attributes provide regarding project activities?

Comprehensive information such as logical relationships Signup and view all the answers

How do reporting formats impact project management?

They establish how and when schedule reports are issued Signup and view all the answers

Which of the following is NOT typically a component of the rules of performance measurement?

Detailed resource allocation methods Signup and view all the answers

What is a potential benefit of defining activities in a project?

Ensuring complete understanding of project scope Signup and view all the answers

Which of the following elements is generally found in the work breakdown structure (WBS)?

Activities with expected duration and cost Signup and view all the answers

Study Notes

Introduction to Project Management

The global economy spends nearly $10 trillion on projects.
Over 16 million people professionally practice project management.
IT projects frequently have poor results, often under scrutiny.
Formal project management improves control of resources, customer relations, and development times, leading to cost reductions and higher quality.

Project Attributes

A project has a unique purpose and is temporary.
It's developed through progressive elaboration, requiring resources from various areas.
A primary customer or sponsor provides direction and funding.
Projects often involve uncertainty.

Project and Program Managers

Project managers work with stakeholders, teams, and other people to reach project goals.
A program encompasses a group of related projects.
Programs are managed to obtain coordinated benefits and control over individual projects.

Project Portfolio Management

Organizations manage projects and/or programs as a portfolio, treating them as investments contributing to the enterprise's success.
Categories of IT projects: ventures, growth, and core projects.
Venture: Transform the business.
Growth: Grow the business.
Core: Run the business.

Project Management Offices (PMOs)

A PMO is an organizational group coordinating project management throughout an organization.
PMOs are becoming more common, with increased use between 2000 and 2010.
Reasons for PMO failure: Lack of executive support, too rigidly structured, not adapting to changed project needs, not aligned with corporate goals.

The Triple Constraint of Project Management

Successful project management means balancing scope, time, and cost goals, satisfying the sponsor.

What is Project Management?

Project management is applying knowledge, skills, tools, and techniques to project activities to ensure project requirements are met.
Nine knowledge areas.
Core functions: Activities within a project.
Facilitating functions: Supporting project activities.
Integration function: Coordinates all other functions.

Project Management Tools and Techniques

Project management tools and techniques aid in various aspects of project management, like Gantt charts and network diagrams.

Project Stakeholders

Stakeholders are people involved in or affected by a project.

What Went Right? Improved Project Performance

Successful IT project percentages have improved over time (from 1994 to 2010).
Factors influencing the increase in successful projects: better project management practices & commitment by stakeholders.

Project Success

Project success can be defined by meeting objectives, satisfying the sponsor/customer, or exhibiting a good balance of scope, time, and cost.

What Helps Projects Succeed?

User involvement, executive support, clear business objectives, emotional maturity, optimizing scope, project management expertise, skilled resources, strong execution, and appropriate tools/infrastructure are critical for project success.

The Role of the Project Manager

Project managers typically handle planning, scheduling, coordination, and working with various people to reach project goals.
Experienced project managers influence success factors.

Suggested Skills for Project Managers

Project Management Body of Knowledge (PMBOK® Guide), application area knowledge, standards, and regulations; along with project environment knowledge; general management knowledge and soft skills, are key skills for successful project management.

Important Skills and Competencies for Project Managers

Project managers need strong people skills, leadership qualities, effective listening skills, integrity, and the ability to build trust. Conflict resolution, critical thinking, problem-solving, and balancing priorities.

Importance of Leadership Skills

Leadership by example, long-term vision, and inspiring team members are crucial in project management.
A project manager combines leadership and managing the details of meeting daily goals.
Experienced project managers often need to be both leader and manager.

Different Skills Needed in Different Situations

Project skills needed differ for large projects, those with high uncertainty, and novel projects.

Careers for IT Project Managers

Job categories for IT project managers include Big Data/Analyst, Business/Systems Analyst, Database Admin/ Analyst, Networks/Security, Project Management, Software Development and Other IT skills.

Nine Hottest Skills

Programming and application development, project management, help desk/technical support, networking, business intelligence, data centers, web 2.0, security, telecommunications.

The Project Management Profession

The project management profession is growing due to increasing project complexity and globalization, and the role of professional organizations like the Project Management Institute (PMI).

Global Issues

Worldwide business dynamics influence organizations' need to rethink project practices.
Factors include the need for development of project managers; good portfolio management; effective utilization of project management techniques; applying Agile approaches; & clear project benefit metrics.

Project Management Certification

The Project Management Institute (PMI) is an international professional society for project managers with over 380,000 members, offering Project Management Professional (PMP) and Certified Associate in Project Management (CAPM) certification.
CompTIA offers project+ certification.

Ethics in Project Management

Project managers must adhere to ethical principles in their decision-making.
The PMI Code of Ethics and Professional Conduct is crucial for certification.

Project Management Software

Many software products assist in performing project management tasks.
Categories of software: Low-end, Midrange, and High-end tools.

Course Outline

Covers Introduction to Project Management; Project Management Framework; Project Management Knowledge Areas; Healthcare IT Project Management.

Class Summary

Covers Project Definition, Difference between projects, programs, and portfolios; Project Management Office.
Includes certification opportunities for Project Managers

Chapter 2: Project Management & Information Technology

Learning Objectives: Describes the systems view of project management in relation to IT.
Understands organizations, organizational structures and culture.
Explains importance of stakeholder management and top management commitment.

Projects Cannot Be Run In Isolation

Projects cannot be run in isolation, they need to be managed.
Project managers need to think systemically.
Project managers need to consider how projects relate to the current business needs.

A Systems View of Project Management

A systems approach to project management emerged in the 1950's.
It includes systems philosophy, systems analysis, and systems management.

Three Sphere Model for Systems Management

Discusses factors, like the business, the organization, and the technology, that influence the successful design and execution of projects.
Questions are posed to understand the scope, costs, and impact on enrollment related to an IT project.
Factors like the impact of the use of tablets on the college, costs, and enrolling students.

Perspectives on Organizations

Different perspectives of organizations including the structural, human resources, political, and symbolic frame.

What Went Wrong?

Only 12.5% of IT projects are successful.
Poor leadership, lack of stakeholder management, and ineffective risk management contribute to the failure of projects.

Factors Influencing Success

Organizational structure, culture, top management commitment, stakeholder management, commitment to IT, IT governance standards are important for influencing project success.

Organizational Structures

Functional, Project, and Matrix are the three basic organizational structures.

Organizational Structure Influences on Projects

A table comparing organizational structures and relating them to project characteristics.

Organizational Culture

Organizational culture is a set of shared assumptions, values, and behaviors that characterizes organizational functioning.
Includes member identity, group emphasis, people focus, unit integration, and control as key characteristics.

Top Management Commitment

Top managers are key stakeholders in projects.
Their commitment and support greatly influence project success.

Stakeholder Management

Project managers must identify, understand, and manage relationships with all project stakeholders.
Use organizational frames effectively to help meet stakeholder needs and expectations.

Organizational Commitment to IT

Negative organizational attitudes toward IT make project success difficult.
Having a CIO at an appropriate level helps projects succeed.
Involvement by non-IT personnel to manage projects also improves commitment to IT projects.

IT Governance / Standards

IT governance sets rules and controls key IT activities, including IT infrastructure, IT use, project management.
Standards define guidelines, rules, procedures, and documentation for handling projects such as, the use of templates and forms.

Project Phases and the Project Life Cycle

A project life cycle outlines project phases, defining deliverables, roles, and approval processes within each phase.
A deliverable is a product or a service created or provided during a project.

Phases of the Traditional Project Life Cycle

Key Phases: Project feasibility, Project acquisition, Concept, Development, Implementation, and Close-out are described to show a typical project timeline and phases.

Product Life Cycles

The Systems Development Life Cycle (SDLC) is a framework for describing project phases involved in developing and maintaining information systems.
Predictive (Waterfall, Incremental Build, Prototyping, Spiral, RAD) and Adaptive (Adaptive Software Development) life cycle approaches are described.

Agile Software Development

Agile software development centers on close collaboration among stakeholders and programming teams.

The Importance of Project Phases and Management Reviews

Projects must succeed in passing through each phase and have management reviews at the end of each phase to ensure progress.
These reviews are used to evaluate the project's progress, anticipate likely success, and determine ongoing compatibility with organizational goals.

What Went Right?

The key to project success lies in recognizing when to stop working on a dead-end project rather than pushing through it.
It's important to have mechanisms like executive steering committees to track projects throughout the process.

The Context of IT Projects

IT projects are variable due to complexity, products created, involved application areas, and resource requirements.
The project team members and technologies utilized are also factors influencing the project.

Article: Tech Project and Direction

Discusses present trends in technology projects, their direction, and changes in projects due to economic situations.
Identifies key projects & industries with high-growth potential.

Article: Project Management & Software Development

Characteristics of software development projects are distinct from other project types.
Common mistakes in project management.

Closer to Home... State Projects

Discusses the success/failures of state IT projects, including main issues, recommendations, and their overall success.

Improving Likelihood of Success for IT Projects

Several approaches to improve the likelihood of IT project success: value-driven, socio-technical, adherence to project management principles, and knowledge management.

Recent Trends Affecting IT Project Management

Globalization, outsourcing, and virtual teams have a significant effect on IT project management.

Globalization

Key issues and suggestions related to globalization that need to be considered by project managers.

Outsourcing

Organizations frequently use outsourcing as a way to reduce costs.
To successfully integrate with outsourcing, organizations must focus on strategic IT investments that improve overall enterprise architecture.

Virtual Teams: Advantages/Disadvantages

Virtual teams have advantages such as increased competitiveness, lower costs, more flexibility, and better work-life balance.
They also have disadvantages like isolation, interpersonal issues, and communication difficulties and dependability on technology.

Approaches and Philosophy

eXtreme Project Management (XPM) and Agile Project Management approaches are discussed.

Discussion

Discusses the challenges in IT project management contrasted with traditional project management, and stakeholder management approaches.

Chapter Summary (Chapter 2)

Summarizes important concepts: Systems approach, organizational frameworks (structural, human resource, political, and symbolic frames), project manager considerations in IT projects, and factors related to projects.

Chapter 3.1 Agile Project Management

Gartner predicts agile development will be used in 80% of software development projects starting in 2012.
Agile's gaining popularity reflects its ability to adapt to changing needs and demands of projects and is valuable in projects where the needs are not fully understood initially.
Includes certifications, such as APMG-International and PMI—Agile Certified Practitioner (ACP), and Certified Scrum Master.

Agile Makes Sense for Some Projects, But Not All

Discusses the ideal cases for applying agile approaches.
Also identifies when they may not be appropriate.

PM Network: At Odds?

Discusses misunderstandings and myths surrounding Agile projects.

Manifesto for Agile Software Development

Describes the main tenets of agile development including the values of individuals, working software, customer collaboration, and responding to change.
Also describes the importance of iterative and incremental software development and processes.

Scrum Framework

Agile approaches, such as Scrum, are discussed in more detail, and the steps involved are presented.

Scrum Roles

The roles needed for a Scrum approach to project management are described, including the product owner, the Scrum master, and the project team, in addition to stakeholders and agile mentors.

Scrum Artifacts

A list of the artifacts (products or files) used for documentation in a scrum approach to project management, including the product backlog, the sprint backlog, and the burndown chart.

Scrum Ceremonies

The ceremonies (meetings) in the Scrum framework, including sprint planning sessions, daily scrums, sprint reviews, and sprint retrospectives.

Product Backlog

A product backlog is a prioritized list of requirements for the project.

Sprint Backlog

List of requirements for a sprint (a time-box project).

Product vs. Sprint Backlog

Describes the differences between product backlog and sprint backlog.

Burndown Chart

A burndown chart helps visualize the remaining work in a project and how it relates to the schedule.

PM Network: Agile to the Rescue

Discusses how an agile project was implemented.

Agile, the PMBOK® Guide, and a New Certification

The PMI recognizes Agile methodology and offers certification.

Chapter 3.2 Process Groups: Case Study

Describes the process groups that are used in project management: Initiating, Planning, Executing, Monitoring and Controlling, and Closing.

Percentage of Time Spent on Each Process Group

Table illustrating percentages illustrating the time spent on each process for other project managers and alpha project managers.

IRS and PM Process

IRS project management processes are discussed along with a statement about who is ultimately responsible for projects success/failure.

Process Groups & Knowledge Areas

Comparing and contrasting process groups and knowledge areas, with specific examples in the process groups such as Planning.

Project Management Process Groups and Knowledge Area Mapping

Table illustrating the process groups and knowledge area mapping that helps explain the intersection between these items.

Developing an IT Project Management Methodology

Various methodologies utilized in IT Project Management.
Examples include PRINCE2®, Agile®, RUP, and Six Sigma

Case Study: JWD Consulting's Project Management Intranet Site

Presents a case study outlining the background, PM, Sponsor, and Stakeholders, & Project Description.

Project Pre-initiation

Tasks performed by senior managers before starting a project, including defining constraints; identifying sponsor
Selecting a project manager; and developing a business case.

JWD Pre-initiation

The process of pre-initiation for a JWD project, including the costs, benefits, and calculation of ROI and payback time.

Project Initiation

Tasks involved in recognizing, and starting a new project or phase, including development of a project charter and stakeholder register.

JWD Project Charters and Kick-off Meetings

Discusses the format for a project charter; and details about a typical kick-off meeting.

JWD Stakeholder Mgmt Output: Register and Strategy

Presents a stakeholder management register that includes names, titles, role.
Provides potential strategies for managing stakeholders based on their level of interest and influence.

Project Planning

The purpose is to guide execution. Every knowledge area includes planning information.
This section describes the process and documentation employed in the JWD project.

Figure 3-4. JWD Consulting Intranet Site Project Baseline Gantt Chart

Presents a Gantt chart for the project, outlining tasks, milestones, and expected duration.

List of Prioritized Risks

A list of prioritized risks associated with the JWD consulting intranet site project.

Project Executing

Illustrates an example report on JWD project milestones, focusing on each phase of the project, identifying the person or people responsible, and reporting status and issues.

Execution Processes

The tasks involved in executing a project plan.

Project Monitoring and Controlling

The responsibilities of monitoring and adjusting project activities to meet objectives are outlined.

Project Closing

Procedures and activities involved with project completion.

Chapter Summary (Chapter 5)

Summary of what was discussed in this chapter including the topics within Project Scope Management, and the roles and responsibilities during each phase.

Chapter 6: Project Time Management

Focuses on the significance of project schedules and aspects impacting schedule conflicts.

Planning Schedule Management

Explains project scheduling management policies and procedures.
Includes accuracy levels and formats for schedule reports and work descriptions to achieve projects objectives.

Defining Activities

Explanation of work breakdown structures (WBS) and their function and components.
Activity definition and the detail levels needed for tasks and scheduling.

Activity Lists and Attributes

Discusses the components of an activity list and activity attributes for project scheduling.

Milestones

Briefly examines milestones in project management, which are key events with no duration, contributing to project schedule management.

Sequencing Activities

Emphasizes the importance of dependencies, logical relationships, and sequencing in project scheduling.
Three types of dependencies are discussed: mandatory, discretionary, and external.

Network Diagrams

Explain the role of network diagrams and their use in project scheduling.

Arrow Diagramming Method

Explains the Arrow Diagramming Method's role in project scheduling as a schematic displaying project activities and sequencing.

Estimating Activity Resources

Importance of understanding the type and quantity of resources involved (people, equipment, and materials) for estimating activity durations.

Activity Duration Estimating

Explains the difference between estimating duration time and effort required to complete a task.

Three-Point Estimates

Describes how to use optimistic, most likely, and pessimistic duration estimates for activity durations.

Developing the Schedule

Explains how to develop project schedules using established time management processes.
Explains types of important tools and techniques in project scheduling.

Gantt Charts

Explains the use of Gantt charts for visually displaying project schedules to determine dependencies and timelines.

Adding Milestones to Gantt Charts

Explains how milestones help in project management for tracking progress and success.

Tracking Gantt Chart

Demonstrates how to use tracking Gantt charts for project progress evaluation, by comparing planned and actual schedules.

Critical Path Method (CPM)

Explains the Critical Path Method (CPM), its importance in project time management, and how to calculate the longest path.

Calculating the Critical Path

Steps of how to calculate the critical path, the longest path, on a project using its network diagram.

Using the Critical Path to Shorten a Project Schedule

Discusses how to shorten critical paths through scheduling adjustments using various techniques.

Importance of Updating Critical Path Data

Importance of frequent updates to the project schedule to ensure appropriate time management and the ability to respond to unexpected circumstances.

Controlling the Schedule

Discusses the goals for project schedule control and how to apply various tools and techniques to analyze and manage schedule changes.

Reality Checks on Scheduling

Discusses reality checks to ensure schedule management plans are realistic and to prepare for potential problems.

Using Software to Assist in Time Management

Discusses use of software, such as spreadsheet and project management software, to assist in project time management.

Chapter Summary (Chapter 6)

Summarizes critical concepts in time management.

Chapter 7: Project Cost Management

Introduction to project cost management and its importance.

Importance of Project Cost Management

Importance of meeting budget goals in projects, and studies showing average cost overruns for IT projects in the past.
Ranges from 180% in 1994 to 43% in 2010.

What is Cost and Project Cost Management?

Discusses what costs are and why cost management is important for project management.
Importance of preparing good cost estimates.

Project Cost Management Processes

Describes three important processes in managing project costs including: Planning, Estimating, and Budgeting.

Figure 7-1. Project Cost Management Summary

Summary of the main processes for project cost management: Planning and Monitoring & controlling.

Basic Principles of Cost Management

Discusses basic principles including profit margins, life-cycle costing, & cash flow analysis and the need to account for intangible, direct, and indirect costs and to use time value of money as resources are used over time.