Introduction Critical Best Practices for Project Delivery Objectives: Presented By: S. Elaine Walton MBA, PMP, RCA, CQM Copyright (c) 2009 Ms S Elaine Walton Copyright (c) 2009 Ms S Elaine Walton Why Project Management? Introduction The Chaos Report (1995) by Standish Group IT executive managers. (365 respondents) Large, medium, and small companies across major industry segments Key Findings 3 the landmark study of IT project failure. Scope of the Study Copyright (c) 2009 Ms S Elaine Walton 2 31.1% of projects canceled before they ever get completed. 52.7% of projects will cost over 189% of their original estimates. average is only 16.2% for software projects that are completed on-time and on-budget. Copyright (c) 2009 Ms S Elaine Walton 4 Fundamentals Fundamentals General Project Life Cycle: Common characteristics of a Project: ¾ Projects are temporary ¾ Unique product, service or result ¾ Progressive elaboration Source: MPMM.com Copyright (c) 2009 Ms S Elaine Walton 5 Fundamentals Copyright (c) 2009 Ms S Elaine Walton 6 Fundamentals V-Model SW Life Cycle Phases of IT Project Life Cycle: Note: Requirements Drivenstarts with user needs Needs are decomposed into system concepts and specification (left side) Integration, Verification, and Validation directly correlate to decomposition activities Source Singh, IEEE/EIA 12207 Software Life Cycle Processes Copyright (c) 2009 Ms S Elaine Walton 7 Copyright (c) 2009 Ms S Elaine Walton 8 Fundamentals Fundamentals Bohem’s (1988) Spiral Model Key steps Note: Starts with concept Cost increases as project progresses Review increases as project progresses Copyright (c) 2009 Ms S Elaine Walton 9 Copyright (c) 2009 Ms S Elaine Walton IT Project Eccentricities Continuous technology change: Implementation Projects: External - Market driven Internal – Development driven Continuous technology change Balancing Act Copyright (c) 2009 Ms S Elaine Walton 10 IT Project Eccentricities HW/SW Development Projects: Concept PM/Development Planning Execution Controlling Closing External – Supplier Internal customer demand Balancing Act 11 Copyright (c) 2009 Ms S Elaine Walton 12 Systems Approach Systems Approach “Systems” refers to the interaction between seemingly separate functions History Systems have, of course, always existed ◦ Think of the “Butterfly effect” – the sensitivity of chaotic systems to small perturbations “the whole is greater than the sum of its parts” – Aristotle Copyright (c) 2009 Ms S Elaine Walton 13 Systems Approach Copyright (c) 2009 Ms S Elaine Walton 14 Systems Approach Summary Message: For our purposes The Systems Approach is a logical and disciplined process of problem solving which: ¾ Requires an understanding of relationships between subsystems ¾ Dynamically integrates all activities into a single system ¾ Seeks optimal solutions and strategies Copyright (c) 2009 Ms S Elaine Walton The basic philosophy is that systems have a purpose, and the goal of the system is to remain robust, so all actions within the system are directed toward that goal 15 Think “SYSTEM” = “Holistic Approach” Copyright (c) 2009 Ms S Elaine Walton 16 Common IT Project Challenges Common IT Project Challenges Project takes on a life of its own Often through the best of intentions, projects grow to the point where they are no longer viable. This is ultimately the responsibility of the manager to control. Copyright (c) 2009 Ms S Elaine Walton 17 Common IT Project Challenges Copyright (c) 2009 Ms S Elaine Walton Potentially related to the previous issue, this may also be a result of a drop in interest in the project. Copyright (c) 2009 Ms S Elaine Walton Programmers and engineers are notorious for this. They get excited at the prospect of working on a project, and underestimate the amount of work necessary to incorporate the promised features, or miscalculate the current state of technology. 18 Common IT Project Challenges Project takes on a life of its own Over promising Under delivery Project takes on a life of its own Over promising Project takes on a life of its own Over promising Under delivery Unreasonable expectation or business case 19 A project which has been oversold to the client as being of greater benefit than it really is. This is a real danger in many projects, and is one that may have repercussions that fall directly upon the project manager. Copyright (c) 2009 Ms S Elaine Walton 20 Common IT Project Challenges Common IT Project Challenges Project takes on a life of its own Over promising Under delivery Unreasonable expectation or business case Immature/changing technology This is one of the reasons that it is important to be a part of the planning stage. It is management’s duty to question and expect justification for the technology that will underlie the project. Copyright (c) 2009 Ms S Elaine Walton 21 Related to, but separate from the issue above, this can slow down the planning phase, as well as create conflict, quality, and productivity problems during production. Copyright (c) 2009 Ms S Elaine Walton 22 Common IT Project Challenges One of the great challenges for a manager is maintaining control and authority. Copyright (c) 2009 Ms S Elaine Walton Project takes on a life of its own Over promising Under delivery Unreasonable expectation or business case Immature/changing technology Technology choices Project takes on a life of its own Over promising Under delivery Unreasonable expectation or business case Immature/changing technology Technology choices Client retains authority to approve/reject low level designs Common IT Project Challenges Project takes on a life of its own Over promising Under delivery Unreasonable expectation or business case Immature/changing technology Technology choices Client retains authority to approve/reject low level designs Destructive Role 23 These are people who take on roles that are destructive to the project… Copyright (c) 2009 Ms S Elaine Walton 24 Common IT Project Challenges Destructive roles Not aligned with business strategy Should be discovered in business case Requires that you completely understand the business strategy Must be discussed with stakeholders Source: Kersner (1984) Copyright (c) 2009 Ms S Elaine Walton 25 Common IT Project Challenges Not aligned with business strategy Not integrated with business processes Not integrated with business processes Potentially more complex than the above case Can easily occur when working for an outside client Involves long term strategy discussion Copyright (c) 2009 Ms S Elaine Walton 26 Common IT Project Challenges Not aligned with business strategy Copyright (c) 2009 Ms S Elaine Walton Security issues 27 Work product Knowledge Process You must protect your team, company and client Copyright (c) 2009 Ms S Elaine Walton 28 IT Axioms Identified Issues for Case Study# 1 90% rule – 90% of the project is done in half the allotted time, yet the project is still late. Objectives: • Identify list of issues • Apply your experience Brooke’s law: Increasing resources late in an IT project will make the project even later. Copyright (c) 2009 Ms S Elaine Walton 29 Case Study# 1 Copyright (c) 2009 Ms S Elaine Walton Key Success Factors for IT Projects To be discussed Copyright (c) 2009 Ms S Elaine Walton 30 31 Obtain clear and quality customer requirements Control scope creep Adequate progress and technical review Proper testing Test in the production environment High standard of quality assurances Conform to industry standards and best practices Timely communication Careful project time estimation Provide sufficient budget Copyright (c) 2009 Ms S Elaine Walton 32 Why Problem Solving? Problem Solving Steps Copyright (c) 2009 Ms S Elaine Walton 33 Mind Set of Problem Solving Copyright (c) 2009 Ms S Elaine Walton 34 Specific Problem Solving Tools Focus on the solved state. Be clear about all your goals and objectives. Expand your definition of “Define the Problem.” Think of problem solving as a cover-the-bases activity. Draw diagrams and otherwise picture the structure of the problem. Take the concept of cause with a grain of salt. Watch out for “disconnects.” Be aware of your own blinders. Develop your own system for solving problems. Research the subject matter. Copyright (c) 2009 Ms S Elaine Walton 1. Define the problem 2. Identify the potential causes 3. Identify alternatives for approaches to resolve the problem 4. Select an approach to resolve the problem 5. Create implementation/action plan 6. Monitor and control the implementation plan 7. Verify resolution and close out 35 Risk management SWOT PEST Analysis Computer based tools Expert Review Customer Led Review Copyright (c) 2009 Ms S Elaine Walton 36 Specific Problem Solving Tools Specific Problem Solving Tools Risk Management Failure Mode Effect Analysis (FMEA) Severity Level Level Copyright (c) 2009 Ms S Elaine Walton 37 Specific Problem Solving Tools Occurance Improbable 2 Remote Very unlikely, less than 1 in 1,000,000 chance Unlikely, more than 1/1,000,00 and less than 1/100,000 3 Occasional Likely to occur, more than 1/100,000 and less than 1/1,000 4 Probable Probably will occur, more than 1/1,000 and less than 1/100 5 Frequent Frequently Occurs, more than 1/100 chance Copyright (c) 2009 Ms S Elaine Walton Minor injury not requiring medical attention 3 Serious Temporary injury requiring medical attention 4 Critical Permanent impairment or injury 5 Catastrophic Death 38 Failure Mode Effect Analysis (FMEA) Acceptance Level Probability Level Probability Minor Risk Management Failure Mode Effect Analysis (FMEA) 1 2 No injury or temporary discomfort / inconvenience Copyright (c) 2009 Ms S Elaine Walton Level 1 Specific Problem Solving Tools Risk Management Possible Description ommon Term Negligible 39 Copyright (c) 2009 Ms S Elaine Walton As Low As Reasonably Practical (ALARP) Intolerable Broadly Acceptable 40 Specific Problem Solving Tools Specific Problem Solving Tools Risk Management Risk Exposure Calculations In verification & validation (V&V), the question is always “how much is enough?”. Ghezzi & McDermid (1989) provide some insight: 1st step: determine your risk exposure (RE) Risk Exposure Calculations Step 2: To help you determine the appropriate level of risk, risk reduction leverage (RRL) provides further clarification: Given: $ 1M software project, 0.3=Prob(0.5) * Loss(0.6) Where there is a 0.5 chance of failure of a loss that is a 0.6 before any investment in V&V 0.1=Prob(0.2) * Loss(0.5) If a $20k investment in V&V is spent during R&D, probability is reduced to 0.2 and loss is reduced to 0.5 RE = Prob(UO) * Loss(UO) Where: Prob(UO) is the probability of an unsatisfactory outcome and Loss(UO) is the amount of loss in the case of an unsatisfactory outcome. Both are measured on a Likert scale of 0 to 1.0 Copyright (c) 2009 Ms S Elaine Walton 0.05=Prob(0.1) * Loss(0.5) 41 Specific Problem Solving Tools If a $150k investment in V&V is spent during testing, probability is reduced to 0.1 and the loss is reduced to 0.5 Copyright (c) 2009 Ms S Elaine Walton 42 Specific Problem Solving Tools Risk Exposure Calculations Accepted Step 3: To help you determine the appropriate level of risk, risk reduction leverage (RRL) provides further clarification: Shared Transferred RISK TREATMENT Avoid Copyright (c) 2009 Ms S Elaine Walton 43 Control Copyright (c) 2009 Ms S Elaine Walton 44 Specific Problem Solving Tools Specific Problem Solving Tools Other Risk Analysis Techniques: Decision Tree Analysis Fishbone Analysis Force Field Analysis Brainstorming Delphi Method Risk management SWOT Strengths - Positive internal factors Weaknesses – Negative internal factors Opportunities – Positive external factors Threats – Negative external factors This technique is done before the project is begun, but it is also a useful tool for creating a case to argue for or against a proposed change, or determine the nature of a situation. Copyright (c) 2009 Ms S Elaine Walton 45 Specific Problem Solving Tools Copyright (c) 2009 Ms S Elaine Walton 47 Source: Stuart et. al. (2002) Copyright (c) 2009 Ms S Elaine Walton 46 Specific Problem Solving Tools Copyright (c) 2009 Ms S Elaine Walton Source: Stuart et. al (2002) 48 Specific Problem Solving Tools Specific Problem Solving Tools Risk management SWOT PEST Analysis (Political, Economic, SocioCultural and Technological ) Create a list of relevant factors that apply to your situation; Collect information that applies to these factors; Evaluate and make conclusions Copyright (c) 2009 Ms S Elaine Walton 49 Specific Problem Solving Tools MindTools.com 50 This is a growing area of project management. Large projects (particularly IT) require explicit and complex models that go far beyond the mental model capabilities of humans. Examples of the tools: COCOMO – COnstructive COst MOdel CMMI – Capability Maturity Model Integration CASE – Computer Aided Software Engineering Examples of some commercial packages: ESTIMACS – Computer Associates International, Inc. Knowledge Plan – Software Productivity Research, Inc. SLIM –Quantitative Software Management, Inc Create models or roadmaps that provide logical environment in which a decision can be made and validated. Copyright (c) 2009 Ms S Elaine Walton Copyright (c) 2009 Ms S Elaine Walton Specific Problem Solving Tools Risk management SWOT PEST Analysis Computer based tools PEST Analysis 51 Copyright (c) 2009 Ms S Elaine Walton 52 Specific Problem Solving Tools Specific Problem Solving Tools CoCoMo (and CoCoMo II) Developed by Dr. Barry Boehm as a model for estimating cost, effort and schedule for software projects Applies to Organic projects – small projects employing small teams, following flexible requirements. Semi-detached projects – intermediate projects with mid-sized teams following relatively well defined requirements. Embedded projects – tightly defined projects with clear, tight specifications CoCoMo computes an estimate of development time, effort and cost based upon the estimated lines of code and platform. Copyright (c) 2009 Ms S Elaine Walton 53 Specific Problem Solving Tools 54 Specific Problem Solving Tools Compatibility Maturity Model Integration (CMMI) Copyright (c) 2009 Ms S Elaine Walton Developed in response to constantly late, over budget software development projects. Basis for many commercial packages. Five levels of maturity (The pathway to improvement): Compatibility Maturity Model Integration (CMMI) IDEAL approach to software process improvement Initiating – the improvement program Diagnosing – the current state Establishing – plans for improvement Acting – on the plans Leveraging – the lessons learned Source: Paulk, et. al Copyright (c) 2009 Ms S Elaine Walton Source: Paulk, et.55al Copyright (c) 2009 Ms S Elaine Walton 56 Specific Problem Solving Tools Specific Problem Solving Tools CASE tools Computer Aided Software Engineering Automated development of software using a strict engineering approach CASE projects tend to be large, complex, commercial products Used to support analysis, design, construction, and implementation stages Integration of PM tools is a fairly recent development (one of the Workbench functions) Source Wikipedia Copyright (c) 2009 Ms S Elaine Walton CASE environments: Life cycle Integration Construction Knowledge base Used for: Modeling business / real world process and data flow Development of data models in the form of entity-relationship diagrams Development of process and function descriptions Production of database creation SQL and stored procedures 57 Specific Problem Solving Tools The software process can be broken down into: Activity, Goal, Problem, Event, Decision, Rule, Role Here is a highly simplified, fairly high level view (the system can go to much lower levels) of activities and rules followed by humans and tools in a single process within the development a compiler. Copyright (c) 2009 Ms S Elaine Walton Specific Problem Solving Tools Risk management SWOT PEST Analysis Computer based tools Expert Review Copyright (c) 2009 Ms S Elaine Walton 59 Source: Jarzabek & Huang (1998) Source Wikipedia 58 When a trouble issue has been identified, assemble an expert panel who can review the issue and recommend the best course of action. The panel may consist of internal and/or external experts with a cross section of relevant skills. You can probably put together a strong expert review panel while you’re here today! Copyright (c) 2009 Ms S Elaine Walton 60 Specific Problem Solving Tools Breakout Groups Risk management SWOT PEST Analysis Computer based tools Expert Review Customer Led Review In a similar fashion, the customer may have some important input on ongoing problems. There are dangers to this approach, of course, but there are also benefits to a well managed panel. Copyright (c) 2009 Ms S Elaine Walton 61 Case Study# 2 & 3 Process: Read content Open the floor for discussion Identify the issues Use your experience and points discussed previously to resolve problems Wrap up discussion and reassemble Discuss outcomes with the entire group Copyright (c) 2009 Ms S Elaine Walton 62 Runaway Project Remedies To be discussed Copyright (c) 2009 Ms S Elaine Walton 63 Copyright (c) 2009 Ms S Elaine Walton Source: Smith (2001) 64 Wrap Up Q&A Copyright (c) 2009 Ms S Elaine Walton 65 Recommended Reading Copyright (c) 2009 Ms S Elaine Walton Recommended Reading Reference List Bashir, H. A. (2008). "Modeling of development time for hydroelectric generators using factor and multiple regression analyses." International Journal of Project Management 26(4): 457-464. Chachere, J., J. Kunz, et al. "Can you accelerate your project using extreme collaboration?". Collyer, S. and C. M. J. Warren (2009). "Project management approaches for dynamic environments." International Journal of Project Management 27(4): 355-364. European Software Engineering, C., C. Ghezzi, et al. ESEC '89 : 2nd European Software Engineering Conference, University of Warwick, Coventry, UK, September, 11-15, 1989 : proceedings, Berlin; New York, Springer-Verlag. Gelbard, R., N. Pliskin, et al. (2002). "Integrating system analysis and project management tools." International Journal of Project Management 20(6): 461-468. Hwee, N. G. and R. L. K. Tiong (2002). "Model on cash flow forecasting and risk analysis for contracting firms." International Journal of Project Management 20(5): 351-363. Jarzabek, S. and R. Huang (1998). "The case for user-centered CASE tools." Communications of the ACM 41(8): 93 - 99. Kerzner, H. (1984). Project management : a systems approach to planning, scheduling, and controlling. New York, Van Nostrand Reinhold. Lewin, M. D. (2002). Better software project management : a primer for success. New York, John Wiley. Montealegre, R. and M. Keil (2000). "De-Escalating Information Technology Projects: Lessons from the Denver International Airport." MIS Quarterly 24(3): 417 - 447. Morecroft, J. D. W. and J. Sterman (1994). Modeling for learning organizations. Portland, Or., Productivity Press. Copyright (c) 2009 Ms S Elaine Walton 66 67 Reference List Pan, G. S. C. (2005). "Information systems project abandonment: a stakeholder analysis." International Journal of Information Management 25(2): 173-184. Pan, G. S. C., S. L. Pan, et al. (2004). "De-escalation of commitment to information systems projects: a process perspective." The Journal of Strategic Information Systems 13(3): 247270. Paulk, M., C. Weber, et al. "The Capability Maturity Model for Software." Software Engineering Institute, USA. Project Management, I. and I. Books24x. (2008). "A guide to the Project management body of knowledge (Pmbok guide), fourth edition." Stewart, R. A. (2008). "A framework for the life cycle management of information technology projects: ProjectIT." International Journal of Project Management 26(2): 203212. Stewart, R. A., S. Mohamed, et al. (2002) "Strategic implementation of IT/IS projects in construction: a case study ". Team, C. P. (2007) "CMMI® for Acquisition, Version 1.2." Copyright (c) 2009 Ms S Elaine Walton 68 Discussion: Common Project Issues Soft Skills for Project Managers What are the common project management issues in your organization in the context of IT projects? Mr Paul Mau Senior Consultant Copyright (c) by Mr Paul Mau Poor Planning 2 Scope Creeping Roadblocks Encountered Number of outside locations to deploy products increases project complexity and risk exponentially Unknown conflicts and timing issues delay project Unexpected staffing needs Unexpected equipment and supply needs increasing cost of project Copyright (c) by Mr Paul Mau 3 Roadblocks Encountered Development never ends, product changes frequently Modifications to product during initial deployment Drastically increases your risk of failure Getting off the vendor upgrade path Unexpected increase in cost, effort and duration Copyright (c) by Mr Paul Mau 4 Poor Technology Evaluation No User Involvement Roadblocks Encountered Products selected do not work Products selected have never been implemented before The correct components were not budgeted or purchased until later in the project Vendor goes out of business before project completion Copyright (c) by Mr Paul Mau 5 No Executive Sponsorship Roadblocks Encountered Products developed do not meet customer needs New business process reduces productivity Product design takes longer than expected Product is not accepted by the users Products developed do not provide a return on investment or add value to the business Copyright (c) by Mr Paul Mau Other People Issues in a Project? Roadblocks Encountered Project does not get the right level of support when needed Project goes in fragmented directions Issue resolutions are slow to arrive, sometimes causing a stoppage of the project Project lacks focus No leadership No commitment from team members who have other priorities Conflicts among team members resulting in low morale A few team members exercising undue negative influence over the team What else???? Copyright (c) by Mr Paul Mau 6 7 Little or no formal power for project manager Motivational problems of team members Incompetent project manager - Too bossy or out of touch with the team, or too focused on technical tasks Copyright (c) by Mr Paul Mau Organizational change resulting in change of project personnel Unclear roles and responsibilities resulting in conflicts and abdication of responsibilities Lack of resources due to insufficient funding or inappropriate resource planning No leadership 8 Soft Skills for IT Project Management Political Team Political Savvy Definition: Political savvy in the workplace represents the totality of skills for successfully navigating the political dynamics of an agency to accomplish one’s goals. Savvy Building and Development Political savvy enables you to: The Approaches of Negotiation Vendor Management Copyright (c) by Mr Paul Mau People who understand and use office politics to their advantage are much more likely to succeed than their politically naïve counterparts. Determine the requirements of each situation and each person you face. Copyright (c) by Mr Paul Mau Parties 10 Project Sponsor Internal Achieve Project Objectives Provide Funding Project Team Customer Project Procure Parties Seller Procure Manager Contractor Use the networks you have developed as part of your partnering efforts (which we discussed earlier)! Copyright (c) by Mr Paul Mau Adapt your style, tactics and skills to the situation. External Political savvy means knowing not just how to build networks, but how to use them. Relationship of Key Stakeholders To ignore office politics is to ignore those underlying forces that account for the differences in success between equally talented people. Get things done and know who to go to get things done quickly and efficiently. 9 Political Savvy (cont.) Buyer Product / Service Team Team Product / Members Members Service Supplier 11 Copyright (c) by Mr Paul Mau 12 When Forming A Team… Here are some suggestions for improving your teambuilding skills: Look for individuals who are competent Turn constraints into advantages Plan for HR risk factors such as change of personnel Review the personality profile of the team Team-Building Skills MBTI; 4 Social Styles; … Provide constructive feedback in appropriate ways. Critique ideas, do not criticize people. Offer individual or group positive reinforcement for positive team behavior with reward and award (e.g., e-mails, recommendations for awards) Offer staff development. Share leadership responsibilities when appropriate. 13 Copyright (c) by Mr Paul Mau Process where competing sides give their view of the issues, their positions, and exchange proposals There are three approaches to negotiation: Soft negotiator – goal is achieving an agreement – soft on both people and problems Hard negotiator – goal is to win – hard on both people and problems Principled negotiator – goal is to reach a wise decision – soft on people, hard on problems Third-party Intervention Copyright (c) by Mr Paul Mau 14 Vendor Management: THE PROBLEM Negotiation Concepts Appreciate the 5 Stages of Team Formation – Forming, storming, norming, performing, adjourning Observe group mix and balance Copyright (c) by Mr Paul Mau 15 Vendors in control Relationship characteristics Utilizing their contract Time Poorly written contract terms and conditions Poor performance and responsiveness No accountability or monitoring tools Financial Vendor Customer Lack of management support Copyright (c) by Mr Paul Mau 16 Vendor Management: Actively Manage the Project A hands-off project manager is usually surprised when the software is delivered And the surprise is never a pleasant one. Constantly communicate project goals The vendor’s goals always differ from the clients Don’t expect the team to ignore the vendor’s goals Work with the team to establish the goals of the project as an equal or greater priority It’s not enough to just have weekly status meetings with no follow-up Project managers need to know the team. Just like an in-house project! Conduct inspection & Review Regularly Vendor Management: Design, Programming and Software Quality Copyright (c) by Mr Paul Mau 17 Don’t delegate the entire design and programming of the project to the vendor Establish design constraints early on. If possible, design the software in-house, or in collaboration with the vendor. Monitor the code base using code reviews and project automation. Take responsibility for the quality of the software Quality is not just another deliverable that can be bought and paid for. Don’t make decisions that undercut the QA team. Ensure that adequate time and budget is allocated for test planning and execution. Copyright (c) by Mr Paul Mau 18 KEYS TO SUCCESS Develop and implement an effective contract Develop and maintain the relationship Know your vendor Evaluate and rate the vendors regularly Manage the vendor Paul Mau Senior Consultant Email: paul@knowledgecentury.com Web: http://www.knowledgecentury.com Blog: http://knowledgecentury.blogspot.com/ Measurements Monitoring TAKE ACTION THANK YOU! Copyright (c) by Mr Paul Mau 19 Copyright (c) by Mr Paul Mau 20