ch3.pptx

Chapter 3: The Project Management Process Groups: A Case Study Information Technology Project Management, Eighth Edition Note: See the text itself for full citations. Learning Objectives Describe the five project management process groups, the typical level of activity for each, and the interacti...

Chapter 3: The Project Management Process Groups: A Case Study Information Technology Project Management, Eighth Edition Note: See the text itself for full citations. Learning Objectives Describe the five project management process groups, the typical level of activity for each, and the interactions among them  Understand how the project management process groups relate to the project management knowledge areas  Discuss how organizations develop information technology (IT) project management methodologies to meet their needs  Information Technology Project Management, Eighth Edition Copyright 2016 2 Learning Objectives    Review a case study of an organization applying the project management process groups to manage an IT project, describe outputs of each process group, and understand the contribution that effective initiating, planning, executing, monitoring and controlling, and closing make to project success Review the same case study of a project managed with an agile focus to illustrate the key differences in approaches Describe several templates for creating documents for each process group Information Technology Project Management, Eighth Edition Copyright 2016 3 Project Management Knowledge Area Integration  Scope  Time  Cost  Quality  Human resources  Communications  Risk  Procurement  Stakeholder management  Copyright 2016 4 Project Management Process Groups Initiating  Planning  Executing  Monitoring and controlling  Closing   Decisions and actions taken in one knowledge area at a certain time usually affect other knowledge areas Copyright 2016 5 Project Management Process Groups I    A process is a series of actions directed toward a particular result Project management can be viewed as a number of interlinked processes The project management process groups include ◦ initiating processes: defining and authorizing a project or project phase. Initiating processes take place during each phase of a project  ensure that the project team completes all the work, that someone documents lessons learned, and that the customer accepts the work. ◦ planning processes: creating project plans e.g scope management plan, schedule management plan, cost management plan, and procurement management plan  represents all knowledge areas  The project management plan coordinates and encompasses information from all other plans. ◦ executing processes: coordinating people and other resources to carry out the various plans and create the products, services, or results of the project or phase Information Technology Project Management, Eighth Edition Copyright 2016 6 Project Management Process Groups II  Monitoring and controlling Process: ◦ regularly measuring and monitoring progress to ensure that the project team meets the project objectives  reporting performance  Closing Process: ◦ formalizing acceptance of the project or project phase and ending it efficiently  e.g documenting lessons learned, and receiving formal acceptance of the delivered work.  “You can apply the process groups for each major phase or iteration of a project, or you can apply the process groups to an entire project.” Copyright 2016 7 Figure 3-1. Percentage of Time Spent on Each Process Group Information Technology Project Management, Eighth Edition Copyright 2016 8 Media Snapshot Just as information technology projects need to follow the project management process groups, so do other projects, such as the production of a movie. Processes involved in making movies might include screenwriting (initiating), producing (planning), acting and directing (executing), editing (monitoring and controlling), and releasing the movie to theaters (closing). Many people enjoy watching the extra features on a DVD that describe how these processes lead to the creation of a movie… This acted “…not as promotional filler but as a serious and meticulously detailed examination of the entire filmmaking process.”* Project managers in any field know how important it is to follow a good process. *Jacks, Brian, “Lord of the Rings: The Two Towers Extended Edition (New Line)”, Underground Online (accessed from www.ugo.com August 4, 2004). Information Technology Project Management, Eighth Edition Copyright 2016 9 Mapping the Process Groups to the Knowledge Areas You can map the main activities of each PM process group into the ten knowledge areas using the PMBOK® Guide, Fifth Edition, 2013  Note that there are activities from each knowledge area under the planning process groups  It is up to each project team to decide what processes and outputs are required based on their specific needs.  Information Technology Project Management, Eighth Edition Copyright 2016 10 Table 3-1. Mapping Project Management Process Groups to Knowledge Areas* *Source: PMBOK® Guide, Fifth Edition, 2013. Information Technology Project Management, Eighth Edition Copyright 2016 11 Table 3-1. continued Information Technology Project Management, Eighth Edition Copyright 2016 12 Developing an IT Project Management Methodology Just as projects are unique, so are approaches to project management  Many organizations develop their own project management methodologies, especially for IT projects  A methodology describes how things should be done; a standard describes what should be done  PRINCE2, Agile, RUP, and Six Sigma provide different project management methodologies  Information Technology Project Management, Eighth Edition Copyright 2016 13 Project Management Methods     PRINCE2: includes Starting up a project, Planning, Initiating a project, Directing a project, Controlling a stage, Managing product delivery, Managing stage boundaries, Closing a project. Agile Methods: iterative workflow and incremental delivery of software in short iterations. Rational Unified Process (RUP) framework: iterative software development process that focuses on team productivity and enables all team members to deliver software best practices to the organization (RAD & JAD) Six Sigma methodologies: Define, Measure, Analyze, Improve, and Control (DMAIC) is used to improve an existing business process, and Define, Measure, Analyze, Design, and Verify (DMADV) is used to create new product or process designs Copyright 2016 14 Global Issues  A 2011 study of organizations across India included the following findings: ◦ Two-thirds of organizations in some stage of Agile adoption are realizing key software and business benefits in terms of faster delivery of products to the customer, an improved ability to manage changing requirements, and higher quality and productivity in IT. ◦ Organizations struggle with the magnitude of the cultural shift required for Agile, opposition to change, a lack of coaching and help in the Agile adoption process, and a lack of qualified people. ◦ The daily stand-up, iteration planning, and release planning are the most commonly used practices, while paired programming and open workspaces are not popular Information Technology Project Management, Eighth Edition Copyright 2016 15 What Went Right? Organizations that excel in project management complete 89 percent of their projects successfully compared to only 36 percent of organizations that do not have good project management processes  PMI estimates that poor project performance costs over $109 million for every $1 billion invested in projects and programs  Information Technology Project Management, Eighth Edition Copyright 2016 16 Case Study: JWD Consulting’s Project Management Intranet Site (Predictive Approach) This case study provides an example of what’s involved in initiating, planning, executing, controlling, and closing an IT project  You can download templates for creating your own project management documents from the companion Web site for this text or the author’s site  Note: This case study provides a big picture view of managing a project. Later chapters provide detailed information on each knowledge area  Information Technology Project Management, Eighth Edition Copyright 2016 17 Project Pre-initiation     It is good practice to lay the groundwork for a project before it officially starts Strategic planning should serve as the foundation for deciding which projects to pursue. An organization may initiate IT projects for several reasons, but the most important reason is to support business objectives Senior managers often perform several pre-initiation tasks, including the following: ◦ ◦ ◦ ◦ ◦ Determine the scope, time, and cost constraints for the project Identify the project sponsor Select the project manager Develop a business case for a project (see Table 3-2 for an example) Meet with the project manager to review the process and expectations for managing the project ◦ Determine if the project should be divided into two or more smaller projects Information Technology Project Management, Eighth Edition Copyright 2016 18 Project Initiation Initiating a project includes recognizing and starting a new project or project phase  The main goal is to formally select and start off projects  Table 3-3 shows the project initiation knowledge areas, processes, and outputs  Information Technology Project Management, Eighth Edition Copyright 2016 19 Table 3-4. Stakeholder Register Information Technology Project Management, Eighth Edition Copyright 2016 20 Table 3-4. Stakeholder Management Strategy • • A stakeholder analysis is a technique that project managers can use to help understand and increase the support of stakeholders throughout the project. Contents are often sensitive, so do not publish this document. Information Technology Project Management, Eighth Edition Copyright 2016 21 Project Charters and Kick-off Meetings See Table 3-6 for an example of a charter  Charters   ◦ short and include key project information and stakeholder signatures  It’s good practice to hold a kick-off meeting at the beginning of a project so that  ◦ stakeholders can meet each other, review the goals of the project, and discuss future plans Information Technology Project Management, Eighth Edition Copyright 2016 22 Project Charter Contents Project Title (Name)  Start Date  Budget Info  PM  Objectives  Success Criteria  Approach (How it will be managed)  Stakeholders  Sign off  Comments from Stakeholders  Copyright 2016 23 Figure 3-2. Kick-off Meeting Agenda Information Technology Project Management, Eighth Edition Copyright 2016 24 Project Planning      The main purpose of project planning is to guide execution Every knowledge area includes planning information (see Table 3-7 on pages 98-99) Plans must be realistic and useful People who are knowledgeable about the work need to plan the work Key outputs included in the JWD project include: ◦ ◦ ◦ ◦ A team contract A project scope statement A work breakdown structure (WBS) A project schedule, in the form of a Gantt chart with all dependencies and resources entered ◦ A list of prioritized risks (part of a risk register)  See sample documents on the book Information Technology Project Management, Eighth Edition Copyright 2016 25 Figure 3-4. JWD Consulting Intranet Site Project Baseline Gantt Chart Information Technology Project Management, Eighth Edition Copyright 2016 26 Table. 3-10. List of Prioritized Risks Information Technology Project Management, Eighth Edition Copyright 2016 27 Project Executing       Involves taking the necessary actions to complete the activities in the project plan  products of the project are created during project execution. Usually takes the most time and resources to perform project execution Project managers must use their leadership skills to handle the many challenges that occur during project execution Table 3-11 lists the executing processes and outputs. Many project sponsors and customers focus on deliverables related to providing the products, services, or results desired from the project It is important to document change requests and update planning documents as part of execution A milestone report can help focus on completing major milestones Information Technology Project Management, Eighth Edition Copyright 2016 28 Part of Milestone Report (Table 3-12, partial) Information Technology Project Management, Eighth Edition Copyright 2016 29 Best Practice One way to learn about best practices in project management is by studying recipients of PMI’s Project of the Year award  The Quartier international de Montreal (QIM), Montreal’s international district, was a 66-acre urban revitalization project in the heart of downtown Montreal  This $90 million, five-year project turned a once unpopular area into a thriving section of the city with a booming real estate market and has generated $770 million in related construction  Information Technology Project Management, Eighth Edition Copyright 2016 30 Project Monitoring and Controlling     Involves measuring progress toward project objectives, monitoring deviation from the plan, and taking correction actions Affects all other process groups and occurs during all phases of the project life cycle Outputs include performance reports, change requests, and updates to various plans See Table 3-13 Information Technology Project Management, Eighth Edition Copyright 2016 31 Project Closing Involves gaining stakeholder and customer acceptance of the final products and services  Even if projects are not completed, they should be closed out  learn from the past  Outputs include project files and lessons-learned reports, part of organizational process assets  Most projects also include a final report and presentation to the sponsor/senior management  It is important to plan for and execute a smooth transition of the project into the normal operations of the company  Information Technology Project Management, Eighth Edition Copyright 2016 32 Case Study 2: JWD Consulting’s Project Management Intranet Site (Agile Approach) This section demonstrates a more agile approach to managing the same project  Differences in using an agile approach are highlighted  An agile project team typically uses several iterations or deliveries of software instead of waiting until the end of the project to provide one product.  Information Technology Project Management, Eighth Edition Copyright 2016 33 An Informed Decision It is not a snap decision whether to use an agile approach or not, just like flying or driving somewhere on a trip  Projects with less rigid constraints, experienced and preferably co-located teams, smaller risks, unclear requirements, and more flexible scheduling would be more compatible with an agile approach  The following example uses Scrum roles, artifacts, and ceremonies  Information Technology Project Management, Eighth Edition Copyright 2016 34 Scrum Roles    Product owner: The person responsible for the business value of the project and for deciding what work to do and in what order, as documented in the product backlog. ScrumMaster: The person who ensures that the team is productive, facilitates the daily Scrum, enables close cooperation across all roles and functions, and removes barriers that prevent the team from being effective. Scrum team or development team: A cross-functional team of five to nine people who organize themselves and the work to produce the desired results for each sprint, which normally lasts 2-4 weeks. Information Technology Project Management, Eighth Edition Copyright 2016 35 Scrum Artifacts An artifact is a useful object created by people  Scrum artifacts include:  ◦ Product backlog: A list of features prioritized by business value ◦ Sprint backlog: The highest-priority items from the product backlog to be completed within a sprint ◦ Burndown chart: Shows the cumulative work remaining in a sprint on a day-by-day basis Information Technology Project Management, Eighth Edition Copyright 2016 36 Scrum Ceremonies     Sprint planning session: A meeting with the team to select a set of work from the product backlog to deliver during a sprint. Daily Scrum: A short meeting for the development team to share progress and challenges and plan work for the day. Sprint reviews: A meeting in which the team demonstrates to the product owner what it has completed during the sprint. Sprint retrospectives: A meeting in which the team looks for ways to improve the product and the process based on a review of the actual performance of the development team. Information Technology Project Management, Eighth Edition Copyright 2016 37 Figure 3-5. Scrum Framework and the Process Groups Information Technology Project Management, Eighth Edition Copyright 2016 38 Table 3-18. unique Scrum Activities by Process Group Information Technology Project Management, Eighth Edition Copyright 2016 39 Planning  Not different from PMBOK® Guide ◦ Still create a scope statement and can use a Gantt chart for the entire project schedule; other planning similar (risk, etc.)  Different: ◦ Descriptions of work are identified in the product and sprint backlogs, more detailed work documented in technical stories, estimate a velocity or capacity for each sprint; release roadmap often used for schedule Information Technology Project Management, Eighth Edition Copyright 2016 40 Figure 3-6. Intranet Site Project Baseline Gantt Chart Using Scrum ApproachApproach 3 software releases vs. 1 Information Technology Project Management, Eighth Edition Copyright 2016 41 Table 3-19. Product and Sprint Backlogs Information Technology Project Management, Eighth Edition Copyright 2016 42 Executing  Not different from PMBOK® Guide ◦ Still produce products, lead people, etc.  Different: ◦ Produce several releases of software - users of the new software might be confused by getting several iterations of the product instead of just one ◦ Communications different because the project team meets every morning, physically or virtually Information Technology Project Management, Eighth Edition Copyright 2016 43 Monitoring and Controlling  Not different from PMBOK® Guide ◦ Still check actual work vs. planned work  Different ◦ Names of key reviews are the daily Scrum and the sprint review ◦ A sprint board is used instead of a tracking Gantt chart or other tools ◦ Use a burndown chart vs. earned value chart Information Technology Project Management, Eighth Edition Copyright 2016 44 Figure 3-7. Burndown Chart Information Technology Project Management, Eighth Edition Copyright 2016 45 Closing  Not different from PMBOK® Guide ◦ Focus is still on acceptance of deliverables and reflection  Different: ◦ The retrospective is similar to a lessons-learned report, but it focuses on a shorter period of time. It is intended to answer two fundamental questions:  What went well during the last sprint that we should continue doing?  What could we do differently to improve the product or process? Information Technology Project Management, Eighth Edition Copyright 2016 46 Templates  Table 3-20 lists the templates available on the companion website and the author’s site at www.pmtexts.com or www.kathyschwalbe.com Information Technology Project Management, Eighth Edition Copyright 2016 47 Chapter Summary      The five project management process groups are initiating, planning, executing, monitoring and controlling, and closing You can map the main activities of each process group to the nine knowledge areas Some organizations develop their own information technology project management methodologies The JWD Consulting case study provides an example of using the process groups and shows several important project documents The second version of the same case study illustrates differences using agile (Scrum). The biggest difference is providing three releases of useable software versus just one Information Technology Project Management, Eighth Edition Copyright 2016 48