Project Management and Solution Delivery Process
Alan McSweeney
November 26, 2009 2
Agenda
• Process Introduction
• Solution Delivery and Project Management Processes
• Solution Delivery
• Project Management
•Using the Process
•Using the Template Documents
• Feedback and Process Development
November 26, 2009 3
Objective
• To provide you with an introduction to the proposed process and its operation and use in order to get feedback prior to its full implementation
November 26, 2009 4
Process IntroductionProcess IntroductionProcess IntroductionProcess Introduction
November 26, 2009 5
Project and Solution Delivery Process
• Benefits− Consistency− Speed− Drives Delivery− Ensures Acceptance− Productivity− Reuse− Professionalism− Customer Confidence− Speed− Accuracy− Audit Trail− Cost Saving− Risk Management and Reduction− Change Management and Additional Work
− Formal Project Closure
• Potential Disadvantages− Time to Adopt− Suitability− Too Comprehensive− Cost of Use− Not Currently In Use− Risk
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Project
•Deliver defined objective/solution
•Must have a defined start and end
• Project management is concerned about delivering what has been committed
November 26, 2009 7
Why Use Processes
• Increase credibility
• Increase visibility of the customer engagement− Improving customer confidence and facilitating smoother engagements
• Improve profitability by customising pre-defined proven processes rather than developing new ones
• Reduce risk through improve planning
• competitors have them
• Eliminate surprises
November 26, 2009 8
Why Use Processes
• Structure and mechanism for knowledge capture and reuse− A means for the retention and application of company knowledge
− Reuse encouraged and will become the normal practice, with significant reduction in the development of non-reusable collateral
• Adaptive and creative − Allowing personnel to follow a structure and focus on adding value
− New and developing resources are brought up to speed more quickly
• Resource Management − Better understanding and definition of required skills
− Training based around methodologies, standard techniques, and tools
November 26, 2009 9
Why Use Processes
• Initially painful
•Can seem to be longwinded
• They really do help
•Add value
November 26, 2009 10
Methodology and Processes
•Methodology without process is meaningless
• Process without usage is pointless
Methodology
(General Framework)
Process
(Actualises the
Methodology)
Use the Process
(Achieve the Benefits)
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Solution Delivery and Project Management Solution Delivery and Project Management Solution Delivery and Project Management Solution Delivery and Project Management ProcessesProcessesProcessesProcesses
November 26, 2009 12
Project and Solution Delivery Process
• Two processes running in parallel− Solution DeliverySolution DeliverySolution DeliverySolution Delivery — delivery of the solution to the customer
− Project ManagementProject ManagementProject ManagementProject Management — management of the delivery of the solution
• Processes must work together
• Processes supported by document templates
• Templates used to capture and document information
• Templates provide a framework for management and control
November 26, 2009 13
Document Templates
• Full set of project template documents Project Management -
• \PMO\PROJECT MANAGEMENT\
− Solution Delivery• \PMO\SOLUTION DELIVERY\
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Planning Planning Planning Planning and Analysisand Analysisand Analysisand Analysis
Detailed Detailed Detailed Detailed DesignDesignDesignDesign
Implementation Implementation Implementation Implementation and Installationand Installationand Installationand Installation
TestingTestingTestingTesting
Training Training Training Training and Handoverand Handoverand Handoverand Handover
Support, Support, Support, Support, Administration Administration Administration Administration and Maintenanceand Maintenanceand Maintenanceand Maintenance
InitiationInitiationInitiationInitiation
ScopeScopeScopeScope
QualityQualityQualityQuality
CommunicationCommunicationCommunicationCommunication
Risks, Risks, Risks, Risks, Issues Issues Issues Issues
and Decisionsand Decisionsand Decisionsand Decisions
ClosureClosureClosureClosure
Project ManagementProject ManagementProject ManagementProject Management Solution DeliverySolution DeliverySolution DeliverySolution Delivery
November 26, 2009 15
Use of Process
• Tailor process to suit project
•Agree in advance how project is to be handled:−Project management
− Solution delivery
•Use process appropriate for−Project size
−Project complexity
−Number of participants
− role
−Customer
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V Lifecycle Approach
Project Project Project Project InitiationInitiationInitiationInitiation
Project Project Project Project ClosureClosureClosureClosure
SystemSystemSystemSystemRequirementsRequirementsRequirementsRequirements
SystemSystemSystemSystemTestingTestingTestingTesting
HighHighHighHigh----LevelLevelLevelLevelDesignDesignDesignDesign
Integration Integration Integration Integration TestingTestingTestingTesting
LowLowLowLow----LevelLevelLevelLevelDesignDesignDesignDesign
Component Component Component Component TestingTestingTestingTesting
Install and Install and Install and Install and ImplementImplementImplementImplement
Define Requirem
ents and Solution
Define Requirem
ents and Solution
Define Requirem
ents and Solution
Define Requirem
ents and SolutionDeliver Solution and Fulfil
Deliver Solution and Fulfil
Deliver Solution and Fulfil
Deliver Solution and Fulfil
Requirements
Requirements
Requirements
Requirements
November 26, 2009 17
V Lifecycle Approach
•Match project scope and solution design to what is delivered
• Ensure delivery matches what is committed
• Requirement drive delivery and closure−Must identify and document requirements
−Must deliver on requirements
−Requirements may change during the life of the project• Additional revenue
November 26, 2009 18
Solution Delivery Phases
• Planning and AnalysisPlanning and AnalysisPlanning and AnalysisPlanning and Analysis — customer requirements are captured and documented
•Detailed DesignDetailed DesignDetailed DesignDetailed Design — the proposed solution is documented is detail
• Implementation and InstallationImplementation and InstallationImplementation and InstallationImplementation and Installation — the solution is installed
• TestingTestingTestingTesting — the solution is tested
• Training and HandoverTraining and HandoverTraining and HandoverTraining and Handover — the solution is handed over to the customer and training is provided
• Support, Administration and MaintenanceSupport, Administration and MaintenanceSupport, Administration and MaintenanceSupport, Administration and Maintenance — the solution is transferred to support
November 26, 2009 19
Solution Delivery Process
•Document requirements
•Confirm requirements
•Design solution to meet requirements−High level and detailed design
•Confirm solution design
• Implement solution
• Test solution and confirm requirements are met
•Handover solution and provide training
November 26, 2009 20
Project Management Phases
• InitiationInitiationInitiationInitiation — the project is formally initiated
• ScopeScopeScopeScope — project scope is managed and changes are captured
•QualityQualityQualityQuality — project quality is managed
•CommunicationCommunicationCommunicationCommunication — project communications are managed and documented
• Risks, Issues and DecisionsRisks, Issues and DecisionsRisks, Issues and DecisionsRisks, Issues and Decisions — project issues, risks and decisions are managed and documented
•ClosureClosureClosureClosure — the project is closed and moved to maintenance
November 26, 2009 21
Project Management
•Not sequential
•Controlling the project will lead to changes in project planning and execution
Initiate Plan Execute
Control
ClosePI E
Cn
Cl
November 26, 2009 22
Solution DeliverySolution DeliverySolution DeliverySolution Delivery
November 26, 2009 23
Solution Delivery - Planning and Analysis
This logs requirements to provide traceability to ensure they are delivered.
Requirements Traceability Log.doc
This documents the customer’s objectives and requirements.
Objectives and Requirements Specification.doc
This is a checklist to non-functional or operational requirements.
Non-Functional Requirements Checklist.doc
This is a checklist to infrastructure requirements.
Infrastructure Requirements Checklist.doc
This describes the functionality of the solution being delivered.
Functional Specification.doc
This is a checklist to validate requirements.Final Requirements Checklist.doc
November 26, 2009 24
Solution Delivery - Detailed Design
This defines the concept of the solutionProposed Solution.doc
This documents the actual solution design at a high level.
High Level Design.doc
This documents the actual solution design in detail.
Detailed Design.doc
November 26, 2009 25
Solution Delivery - Implementation and Installation
This documents how the solution will be installed.
Installation Plan.doc
November 26, 2009 26
Solution Delivery - Testing
This logs the testing performed.Test Execution Log.doc
This defines the plan for performing testing.System Test Plan.doc
This documents a fault discovered during testing.
Fault Report.doc
This is a log of any faults discovered during testing.
Fault Report Log.doc
This details the set of tests to be performed to validate the solution.
Acceptance Test Specification.doc
This defines the approach to testing of the solution.
Acceptance Test Package.doc
November 26, 2009 27
Solution Delivery - Training and Handover
This documents the solution.User Documentation Manual.doc
November 26, 2009 28
Solution Delivery - Support, Administration and Maintenance
This documents the transfer of the solution to support.
Transfer to Support.doc
This documents the level of support to be provided.
Solution Support Plan.doc
This defines the service level to be provided.
Service Level Agreement.doc
This documents a plan to provide operational support.
Operational Support Plan.doc
November 26, 2009 29
Project ManagementProject ManagementProject ManagementProject Management
November 26, 2009 30
Project Management - Initiation
This describes the project organisation.Project Organization Chart.ppt
This defines the scope of the work to be done.
Statement of Work (SOW).doc
This initiates the project.Project Initiation Document (PID).doc
November 26, 2009 31
Project Management - Scope
This is the project plan for delivering the solution.
Solution Delivery Plan.mpp
This is used to document a request for a change.
Change Request.doc
This logs requests for changes.Change Request Log.doc
This documents an issue that has been raised that needs to be responded to.
Issue Resolution Request.doc
November 26, 2009 32
Project Management - Quality
This is a plan for managing project quality.Quality Plan.doc
This documents results of testing for quality logging.
Quality Log.doc
November 26, 2009 33
Project Management - Communication
This is a document for use with a project steering committee.
Steering Committee Meeting Agenda.doc
This is a sample weekly report.Project Weekly Status Report.doc
This is an internal project report.Project Monthly Report.doc
This is used to record meeting minutes.Meeting Agenda and Minutes.doc
This is a request for informationInformation Request.doc
This is a log of requests for information.Information Request Log.doc
This is a formal notification of a project delay.Delay Notification.doc
This is a log of delays that have occurred in the project.Delay Notification Log.doc
This is a sample status report presentationCustomer Status Report Presentation.ppt
This is a sample monthly report.Customer Monthly Status Report.doc
This logs communications.Communication Log.doc
This documents project communication.Communication Distribution Plan.doc
November 26, 2009 34
Project Management - Risks, Issues and Decisions
This documents a project issue.Issue Report.doc
This documents a project decision.Decision Request.doc
This is a log of actions, issues and decisions.
Actions-Issues-Decisions Log.doc
November 26, 2009 35
Project Management - Closure
This is used to record formal project signoff by the customer.
Project Sign-off.doc
This documents project closure.Project Closeout Report.doc
November 26, 2009 36
Using the ProcessUsing the ProcessUsing the ProcessUsing the Process
November 26, 2009 37
Using the Process
• Effective project and solution delivery steps−1 — Initiation
−2 — Requirements
−3 — Project Planning
−4 — Solution Design
−5 — Delivery and Testing
−6 — Training and Handover
−7 — Closure and Move to Maintenance
November 26, 2009 38
Project and Solution Process — 1 - Initiation
• Copy folder structure into project location such as PROJECTS\<CUSTOMER>\<PROJECT> on shared folder
• Take project scope from previously submitted sales proposals
• Complete \Project Management\10 Initiation\Statement of Work (SOW).doc and send to customer for review and signoff
• Complete \Project Management\10 Initiation\Project Initiation Document (PID).doc if project justifies it (greater than 20 days effort)
• Rename the documents to include customer and project name− <Customer> <Project> Project Initiation Document (PID).doc
November 26, 2009 39
Document Storage
• Store template documents to shared location− \PROJECTS\<CUSTOMER>\<PROJECT>
− Create separate folder in PROJECTS for each customer
− Create separate folder in PROJECTS \<CUSTOMER>\ for each project for the customer
November 26, 2009 40
Project and Solution Process — 2 - Requirements
• Gather and define customer requirements using documents in \Solution Delivery\10 Planning and Analysis\:− Objectives and Requirements Specification.doc
− Final Requirements Checklist.doc
− Infrastructure Requirements Checklist.doc
− Non-Functional Requirements Checklist.doc
• Manage requirements through life of project− Requirements Traceability Log.doc
• Complete functional specification — defines what is to be done (not how)− Functional Specification.doc
• See separate Requirements Management process to be used for larger projects
November 26, 2009 41
Requirements Definition and Documentation
• Requirements Definition
• Requirements Management
GatherGatherGatherGather AnalyseAnalyseAnalyseAnalyse ReviewReviewReviewReview
Assess
Assess
Assess
Assess
Captu
re
Captu
re
Captu
re
Captu
re
ChangeChangeChangeChange
November 26, 2009 42
Requirements Definition
•GatherGatherGatherGather — Tasks relating to the initial gathering of requirements
•AnalyseAnalyseAnalyseAnalyse — Analysing and categorising requirements and specifying them
• ReviewReviewReviewReview — Agreeing (with the customer) exactly what the requirements are. Modify if necessary to reach agreement.
November 26, 2009 43
Requirements Classification
• BusinessBusinessBusinessBusiness — objectives and goals to be delivered as a result of the solution
• FunctionalFunctionalFunctionalFunctional — what it does
• TechnicalTechnicalTechnicalTechnical — operational and procedural constraints
• ImplementationImplementationImplementationImplementation — how the solution will be implemented
• ProjectProjectProjectProject — requirements of the project
November 26, 2009 44
Business Requirements
• Financial (Market share increase)
•Customer-related (On-time delivery)
• Business Processes (Business cycle times)
• Innovation and Learning Measures (Speed of completing transactions)
• Regulatory Requirements (Adherence to regulations)
November 26, 2009 45
Functional Requirements
• Inputs
•Outputs
•Actions
• Responses
•Outcomes
•Usage
November 26, 2009 46
Technical Requirements
• Performance (Response times, transaction throughput rates, batch job durations.)
• Volumes (Data capacity, network bandwidth, business units)
• Availability (Required uptime, daytime periods for which the system must be available)
• Resilience (No single point of failure, MTBF of components, switchover times)
• Recoverability (Backup times, tolerable data loss, offsite needs, recovery timescales)
• Scalability (How the solution will deal with more users/data, capability for predicted growth)
• Integrity (Degree of problems tolerated, problem detection needs)
• Interfaces (Internal and external, user, hardware, software, communications)
• IT Management (Event handling and classification, detection needs, management roles and processes)
November 26, 2009 47
Implementation Requirements
• Timescales (What are the desired target dates)
• Disruption and Impact (What levels of disruption can be tolerated)
• Data Conversion (What data needs to be migrated, how, and with what constraints)
• Supportability (What levels of support will be needed)
• Training (What staff require what new skills)
• Handover (Process of transfer of control, parallel run)
• Support
• Warranty (Coverage during warranty)
• Post-Warranty
• Operation
November 26, 2009 48
Project Requirements
• Implementation
• Testing
• Facilities
November 26, 2009 49
Requirements Management
•CaptureCaptureCaptureCapture — Ensure that the new requirements or change requests are captured
•AssessAssessAssessAssess — Consider whether the changes will be actioned. Approve or reject
•ChangeChangeChangeChange — Undertake the changes
November 26, 2009 50
Project and Solution Process — 3 — Project Planning and Management
•Complete first draft of project plan
November 26, 2009 51
Project Planning and Management
• Standard project plan structure− Initiation
−Planning
− Executing
−Project Management
−Closing
•Customise detail for individual project
November 26, 2009 52
Managing Change
•Changes during the course of a project are inevitable and can affect the scope, cost, delivery, and nature of the deliverables as well as the functioning of the project team
•Change Management is a systematic process that allows for changes and at the same time aims to minimise the negative consequences of these changes
•Change process must be included in the project initiation material and published to the customer
November 26, 2009 53
Change Process
November 26, 2009 54
Change Control Templates
• \Project Management\20 Scope\− Issue Resolution Request.doc — document issues
−Change Request Log.doc — maintain log of change requests
−Change Request.doc — document change request and document outcome
November 26, 2009 55
Risk Management
• Risk − All projects have risks− Need to identify and manage − Action can be taken to mitigate/circumvent risks− Minimise the negative risk impacts
• Risk management steps− Risk Management Planning — determine the approach to risk management− Risk identification - identify all known project risks− Risk Analysis - perform an assessment of the probability of occurrence and potential impact
− Risk Response Planning - create action plans to manage the identified risks− Risk Monitoring and Control — monitor, review and update risk status and plans
− Risk Closeout — document lessons learned
• Take appropriate approach to managing risk
November 26, 2009 56
Issue Management
• Issue management − Identifying, tracking, resolving, and communicating to project stakeholders the issues that arise out of day-to-day project execution
− ongoing process, from start to closure of any project and it is a critical component of project monitoring and control activities
• Steps− Identify Project Issues
− Establish Issue Tracking
− Evaluate the Issue
− Determine Issue Resolution
− Implement Issue Resolution
− Close the Issue
• Take appropriate approach to managing risk
November 26, 2009 57
Risk and Issue Management Templates
• \Project Management\50 Risks, Issues and Decisions\−Actions-Issues-Decisions Log.doc
−Decision Request.doc
− Issue Report.doc
November 26, 2009 58
Project and Solution Process — 4 — Solution Design
•Complete solution design using documents contained in \Solution Delivery\20 Detailed Design\−High Level Design.doc
−Detailed Design.doc
−Proposed Solution.doc
•Not always necessary to use all documents−Depends on project size and approach
−Could have single design document
November 26, 2009 59
Project Reporting
•Define communication structure during initiation− Status reports
• Frequency - weekly, fortnightly, monthly
• Content/agenda
−Meetings• Frequency - weekly, fortnightly, monthly
• Content/agenda
• Levels — project team, project steering group
November 26, 2009 60
Project Reporting
• Use documents in \Project Management\40 Communication\
• Document how communication is handled - Communication Distribution Plan.doc
• Log communications - Communication Log.doc
• Meetings− Meeting Agenda and Minutes.doc− Steering Committee Meeting Agenda.doc
• Reports− Customer Monthly Status Report.doc− Customer Status Report Presentation.ppt− Project Monthly Report.doc− Project Weekly Status Report.doc
• Other communications− Delay Notification Log.doc− Delay Notification.doc− Information Request Log.doc− Information Request.doc
November 26, 2009 61
Project and Solution Process — 5 — Delivery and Testing
•Deliver solution− \Solution Delivery\30 Implementation and Installation\
• Testing− \Solution Delivery\40 Testing\
• Acceptance Test Package.doc
• Acceptance Test Specification.doc
• Fault Report Log.doc
• Fault Report.doc
• System Test Plan.doc
• Test Execution Log.doc
−Test against requirements
− Log results of tests to establish audit trail
November 26, 2009 62
Project Quality
• \Project Management\30 Quality\−Quality Log.doc
−Quality Plan.doc
• Ensures that quality is built into project from the start
•Delivers real benefits−Reduced testing
−Reduced rework
− Increased customer satisfaction
− Increased project profitability
November 26, 2009 63
Project and Solution Process — 6 — Training and Handover
•Handover− \50 Training and Handover\
November 26, 2009 64
Project and Solution Process — 7 — Closure and Move to Maintenance
•Closure and Move to Maintenance− \Project Management\60 Closure\
• Project Closeout Report.doc
• Project Sign-off.doc
− \Solution Delivery\60 Support, Administration and Maintenance\• Operational Support Plan.doc
• Service Level Agreement.doc
• Solution Support Plan.doc
• Transfer to Support.doc