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Chapter 15
CHAPTER 15
EUIS PROJECT MANAGEMENT:
ASSESSMENT AND DESIGN
Learning Objectives
After completing this chapter, students should be able to:
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Identify appropriate person(s)to conduct an EUIS study.
Define the scope of an EUIS project.
Explain the role of a project sponsor.
Explain the role of the project manager.
Define project objectives in demonstrable, measurable terms.
Choose appropriate means of gathering data for assessment.
Prepare a flowchart to describe business processes.
Design an interview guide, questionnaire, and observation guide.
List the components of a project proposal.
Understand the role of the request for proposal (RFP).
Compare vendor responses to RFPs with a view to selecting appropriate hardware and/or software.
Lecture Outline
15.1
15.2
15.3
15.4
Introduction
Step One: Defining the Project Scope
15.2.1 Defining Business Objectives
15.2.2 Defining Job and Business Process Objectives
15.2.3 Identifying the Impact on the Current System
15.2.4 Identifying Stakeholders
15.2.5 Clarifying and Communicating Project Goals
15.2.6 Defining System Objectives
15.2.7 Estimating Resources and Costs Needed
15.2.8 Preparing a Preliminary Cost-Benefit Analysis
Step Two: Planning the Project
15.3.1 Assigning a Project Manager
15.3.2 Assembling an EUIS Project Team or Task Force
15.3.3 The Vendor as Investigator
15.3.4 The Outside Consultant as Investigator
15.3.5 Managing the Project
Step Three: Assessing Project Requirements
15.4.1 Documenting the Current System
15.4.2 Reviewing Existing Documentation
15.4.3 Identifying and Gathering Information
15.4.3.1 Secondary Sources
15.4.3.2 Interviews
15.4.3.3 Telephone interviews
15.4.3.4 Questionnaires
15.4.3.5 Observation
15.4.3.6 Summary of Information-Gathering Techniques
Regan/O’Connor Instructor’s Manual
15.5
15.6
15.7
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15.4.4 Developing Models of Current Systems
15.4.4.1 Representing Information about Systems
15.4.4.2 Equipment and Human Resource Inventory
15.4.4.3 Flowcharts
15.4.4.4 Data Flow Diagrams
15.4.5 Reviewing Findings with Users
15.4.6 Identifying Alternatives
15.4.7 Determining Requirements for a New System
15.4.8 Redefining Project Scope
15.4.9 Preparing the Project Proposal
Step Four: Describing the Solution in Detail
15.5.1 Documenting (Designing) the Proposed System
15.5.2 Internal EUIS Development
15.5.3 Preparing a Request for Proposal (RFP)
15.5.4 Evaluating Vendor Responses to a Request for Proposal
Step Five: Selecting or Developing the Solution
15.6.1 Selecting Application Software
15.6.2 Selecting Hardware, System Software, Networks
15.6.3 Securing Needed Contracts
15.6.4 Modifying / Customizing Software
15.6.5 Constructing Software Solutions, Menus, Interfaces
15.6.6 Testing the System Solution
15.6.7 User-Developed Solutions
15.6.8 Developing Training Programs
15.6.9 Developing Online Help, Reference, or Training
15.6.10 Developing and Documenting New Procedures
15.6.11 Developing Change Management Strategies
15.6.12 Conversion Plans
15.6.13 Physical Site Plans
15.6.14 Implementation Plan
Summary
Chapter Overview
This chapter presents the assessment and design phases of the EUIS project management. While Chapter
14 was theoretical, this chapter is practical. The chapter is divided into five sections, each section
detailing the first five project management steps.
Assessment is the approach used to examine business processes or knowledge work, finding problems or
opportunities to improve productivity or performance. Assessment includes how to begin a systems study
and how to conduct the needs assessment, including who is the best person for the job. Have students
compare the vantage points of the vendor, the outside consultant, and the EUIS task force.
Project management techniques discussed here include timetables and Gantt charts. Emphasis is on
getting the right information the best way.
Design entails analyzing the results of the assessment stage and applying work requirements to available
technologies. One of the best ways to begin the design process is to ask questions: who, what, where,
when, and how (and always why!) to available information. Details are offered in this chapter about how
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Chapter 15
to actually prepare and write feasibility reports and requests for proposals. The design section concludes
with suggestions for actually evaluating hardware and software vendors’ responses.
Teaching Suggestions
Begin the discussion of this chapter with an overview of the EUIS project management model, reminding
students that assessment and design are the overall goals.
1. Case
A brief lecture followed by case analysis may be the most appropriate way to illustrate materials in this
Chapter. Appropriate cases for this purpose can be found at the text Web site.
2. Interview guide and questionnaire development
In groups, have students prepare a sample interview guide and/or questionnaire. Have a spokesperson
from the group put several of their questions on the board. Ask the entire class to critique the questions,
using the guidelines found in this chapter. Actually DOING questionnaire development is very different
than reading about it. This can be a very practical exercise in appreciating the need for writing skills and
knowing audience.
3. Creativity Exercises
Using the resources listed earlier, begin a class with exercises that help students learn to look at a problem
in more than one way. One favorite set of exercises is in vonOech’s “A Kick in the Seat of the Pants;”
pages 46-52 are excellent.