project briefing

Nick Small, Shawn Boughey, Karolina Latkoska

Project Briefing

1


Agenda

1. Business Case2. Stakeholder Engagement3. Scope4. Schedule5. Status

2

6. Managing Risks7. Controlling Changes8. Ensuring Quality9. Summary10.Questions


1. Business Case• New system for managing GAZCars conversions• Fully specified in 15 weeks• Cost of inaction is much higher than action• Existing system is unreliable• Instil customer confidence (conversion choices)• Contact with existing customers simplified

3


2. Stakeholder Engagement

• Stakeholders identified via GAZCars Industry Briefing Paper and liaising with client representatives

• Online forums• Stakeholders documented in Project

Management Plan• Stakeholder engagement outlined in

Communications Plan

4

Nick Small, Shawn Boughey, Karolina Latkoska5


3a. Scope

IN SCOPE• Database design• Decision support system

OUT OF SCOPE• Online booking system

6


3b. Scope (deliverables)

IN SCOPE• Complete project document suite

– Project planning documentation– Requirements analysis documentation– Design documentation

OUT OF SCOPE• Working prototype

7


4a. Schedule

8

• Four phases– Project Planning– Requirements Analysis– Design– Project Closure


4b. Schedule (link)

9


5. Status

Project Planning• Project Charter

• Project Management Plan

• Risk Mgt Plan

• Change Mgt Plan

• Project Quality Plan

• Communication Plan

• Configuration Plan

• Project Closure Document

Requirements Analysis

• Use Case Diagram

• Use Case Narratives

• Sequence Diagrams

• Data Flow Diagrams

• Domain Diagram

Design• Functional

Specifications

• System Architecture

• Database Design Specification

• Data Migration Strategy

• GUI Specification

10

Complete

In Progress

Overdue


6a. Managing RisksRisk

identification

Risk assessment

Risk controls

Risk triggers

Risk monitoring

11


6b. Key Project Risks

• Team members with limited time and availability• Loss of team members• Unclear requirements• Uncertainty over responsibilities

12


6c. Risk Register (link)

Description Likelihood ConsequenceRisk

RatingRisk Triggers

Risk Controls

C=consequence control

L=likelihood control

Residual Risk

Team members with limited time

Almost certain

Major Extreme Not meeting deliverables milestones

Lack of feedback on documents requiring review

Inactivity on Wikispaces

Clear action items each week (C)

Review progress weekly: identify delays, formulate action to address (C)

Communicate requests for help through Wikispaces (C)

High

Loss of team members

Unlikely Major High Team member advises dropping out

Team member not contactable

Negotiate reduced scope with client (C)

Medium


7a. Controlling changes

What is the change?

What is the benefit?

What will it take

?

What if we don’t

?

Quality

and risk?


7b. Controlling changes

What is the change?

What is the benefit?

What will it take

?

What if we don’t

?

Quality

and risk?

Adap

t to

Lost

Team

Mem

ber

Com

plet

e Pro

mise

d De

liver

ables

On-Ti

me

Redu

ctio

n in

Pro

ject S

cope

Poss

ible

Pro

ject F

ailur

eRi

sk M

itiga

tion

Measu

re


8. Ensuring Quality

Product Descriptions Deliverable Quality Assurance

ChecklistsAgreed with client

Quality Reviews

Product DescriptionsDeliverable Quality Assurance

ChecklistsFinal team reviewSign-off by client


9. SummaryIssues:• Existing database is a mess• GAZCars’ business is expanding• Require increased functionality and reliability

Solution : PG Project Maniacs GAZCars EMS 2.0

17


ReferencesDuncan, WR 1996, A Guide to the Project Management Body of

Knowledge, Project Management Institute, Sylva, North Carolina

Object Management Group 2009, Unified Modelling Language Infrastructure Version 2.2

Standards Australia 2004, AS/NZS 4360:2004 Risk Management

Stumpf, R and Teague, L 2005, Object-Oriented Systems Analysis and Design with UML, Pearson, New Jersey

18


10. Questions...

project briefing

Documents