Project Management Life Cycle

MASTER of IT ENGINEERING RESEARCH METHODOLOGY
YEAR 1, SEMESTER 1
30 Sept 2013- 24 Feb 2014
Dr Leang Khim 23/02/2014
The Project Management Life Cycle
CONTENTS
I. Project Initiation II. Project Planning III. Project Execution IV.Project Closure
Jason Westland, 2006. The Project Management Life Cycle

A project A unique endeavor to produce a set of deliverable within clearly specified time, cost (budget/resources), and quality constraints. Project management The skills, tools, and management processes required to successfully undertake a project.
* Deliverable: A quantifiable outcome of a project which results in the partial or full achievement of the project objectives.

Characteristics of a project
1. A clearly defined goal 2. Limited time 3. Temporary organization 4. A leader and members 5. Budget for achieving the goal 6. Valuable required resources 7. Sometimes unexpected outcomes happen 8. Consisting of several phases 9. Modification increases the difficulty of changing the process

Examples of some notable projects Angkor Wat (>40 ys) Human Genome Project which mapped the human genome (1990-2001, 11 ys) Manhattan Project, which developed the first nuclear weapon- atomic bomb (1935-1945, 6 ys)

Examples of some notable projects Project Apollo, which landed humans on the moon (1963-1972, 9 ys) Great Pyramid of Giza (20 ys).

Reasons of Failing Project
1. Unachievable objectives 2. Unreasonable expectations 3. Inadequate planning 4. Unclear requirements and ineffective requirements practices 5. Ineffective communication 6. Insufficient resources 7. Ineffective project tracking capabilities 8. Poor quality and insufficient quality control
9. Poorly defined requirements 10. Scope creep 11. Stakeholders have different expectations 12. Stakeholders have unrealistic expectations 13. There is no real need or demand for the product 14. There is a lack of user involvement in the project 15. Change management is lacking or ineffective
I. Project Initiation
Develop a case Undertake a feasibility study
Establish the term of reference (TOR)
Start
Appoint a project team Perform phase review
Set up a project office
Develop a case is created to define the problem or opportunity
in detail and identify a preferred solution for implementation. A detailed description of the problem or opportunity; A list of the alternative solutions available; An analysis of a business benefits, cost, risks, and issues; A description of the preferred solutions; A summarized plan for implementation.
Feasibility study is to:
Assesses the likelihood of each alternative solution option Investigate if the forecast costs are reasonable Find out if the solution, risks and issues are achievable, acceptable and avoidable, respectively.
Terms of reference (TOR) a document that outlines the purpose
of the project, the manner in which the project will be structured and how it will be implemented. It defines: The vision, objectives, scope, and deliverable for the project. Organization structure, activities, resources, funding required to undertake the project.
Terms of reference may include:
1. The vision, objectives, scope and deliverables (that is what the project will actually produce). 2. Stakeholders, authority, roles and responsibilities (that is, who will take part in it) 3. Resource, financial (costs and budgets) and quality plans (that is, how it will be achieved)
Terms of reference may include:
4. Work breakdown structure and schedule (that is, when it will be achieved) 5. Identification of the customer 6. Major assumptions and constraints 7. Key risk areas 8. Project approach or strategy used
Project team
Appointment of Project Manager Job description Financial and accounting systems, etc.
Project office
Office furniture Communication infrastructure Financial and accounting systems, etc.
II. Project Planning

Develop a resource plan Create a financial plan Create a quality plan
Create a project plan
Create a risk plan Perform phase review Create an acceptance plan
Contract the suppliers
Create a procurement plan
Create a communication plan

Create a project plan
Reiterate the project scope. Identify the project milestones, phases, activities and tasks. Quantify the effort required for each task. Allocate project resource to each task Construct a project schedule List any planning dependencies, assumptions and constrains The project plan is constantly referred throughout the project.

A milestone is a major event in a project, and often represents the completion of a set of project activities.
Milestones
Quality plan approved
Description
Milestone date
DD/MM/YY A quality plan has been documented and approved by the project sponsor. It identifies the quality assurance and quality control techniques required to ensure and control the quality of all project deliverables and processes. A formal tender process is undertaken to identify a short-list of capable suppliers and select a preferred supplier. The tender process involves creating a statement of work, a request for information...... DD/MM/YY
Preferred supplier contracted

Project schedule
No Task name Director Manager Leader Administrator 2. Set up project office Premise Rental contract Office equipment Additional facilities Jan Feb Mar Apr May Jun Jul Aug
1. Appoint project team
Create a resource plan summarizes type of resource required,

such as labor, equipment and materials. Quantity of each type of resource required. Roles, responsibilities and skill-sets of all human resource required. Specifications of all equipment resource required. Items and quantities of material resource required.

Labor listing
Role
Project manager
Responsibility
Delivering the approved solution to meet the full requirements of the customer Executing activities to accomplish the project objectives
Skills
Stat date
End date
DD/MM/YY
Time management DD/MM/YY Cost management People management Planning DD/MM/YY
Supervisor
DD/MM/YY
Create a financial plan identifies the financial resources required

to undertake a project. List the types of costs such as labor, equipment, administrative, etc. Identify the unit cost for each cost type. Identify when the costs will be incurred by completing an expense schedule. identify the cost per activity

Cost forecast
Type of cost Unit cost 1. Labor ($...../month) Director Manager Administrator 2. Equipment ($..../item) Computer Furniture Vehicles Engine 3. Others Comment
Create a quality plan identifies the extent to which the final

deliverable conforms to the customers requirements Quality targets. Describe the quality assurance. Define the processes to achieve the quality targets.

Quality targets
Quality targets
Project requirement New financial management solution with accounts receivables and payables processes Project deliverable Implementation of Oracle Financials General Ledger (GL), Accounts Payable (AP) and Accounts Receivables (AR) system. Quality criteria System functionality GL tested and installed. AP tested and installed. AR tested and installed. System performance System up-time System response time Data transferred Quality standards System functionality GL operational with no errors. AP operational with no errors. AR operational with no errors. System performance 99.9% system uptime <1 second response times 100% data accuracy

Quality assurance plan
Quality assurance plan
Technique Description Frequency Throughout the project
Recruit skilled We will recruit skilled staff to assure deliverable quality by: staff o Ensuring staff having at least 3 year experience in finance and accounting in similar projects. o Appointing 2 technical consultants to ensure that the technology deliverables of this project meet the quality standards.
Undertake We will review the quality of deliverable by: Monthly quality review o Appointing an independence resource to perform monthly quality review.
Create a risk plan identifies the level of project risk.

List the foreseeable project risks. Rate the likelihood of each risk. Describe the impact on the project Set actions to reduce and/or prevent the risk.

Risk list
Risk category
Requirements
Risk description
The requirement have not been clearly specified The requirements specified do not match the customers need. The business benefits have not been identified The final solution delivered does not achieve the required benefits The project exceeds the budget allocated There is unaccounted expenditure on the project The deliverables required by the project are not clearly defined. The deliverable produced does not meet the quality criteria defined.
Risk ID
1.1 1.2 2.1 2.2 3.1 3.2 4.1 4.2
Benefits
Budget Deliverables

Risk likelihood
Title
Very high High Medium Low Very low
Score
100 80 60 40 20
Description
Highly likely to occur Very likely to occur, based on the circumstances of the project Likely to occur. Unlikely to occur. However needs to be monitored.. Highly unlikely to occur based on current information.

Create an acceptance plan is defined as gaining agreement from
the customer that the deliverables produced by the project meet the criteria defined by the customer. A list of the milestones. A set of criteria and standards for the acceptance of deliverables by customers. A plan outlining how the deliverables will be reviewed. A process for gaining customer acceptance.
Acceptance milestones
Milestone
Name Financial system upgraded Description Implement the software package on new hardware
Deliverable
Name Software package installed Description Implement General Ledger (GL), Accounts Payable (AP) and Accounts Receivable (AR) software

Acceptance criteria
Deliverable Criteria
Software package installed System functionality GL tested and installed. AP tested and installed. AR tested and installed. System performance System up-time System response time Data transferred
Standards
System functionality GL operational with no errors. AP operational with no errors. AR operational with no errors. System performance 99.9% system uptime <1 second response times 100% data accuracy

Create a communication plan describes the information to be
disseminated to all project stakeholders to keep them regularly informed of the progress of the project. The information requirements of each project stakeholder. A schedule of the communication events, methods and release dates. A matrix highlighting the resource involved in each communication event. A clear process for undertaking each communication event within the project.

Create a procurement plan identified the products to be procured
An overview of the external supply market. A full list of products to be acquired and a detail description of each product. The justification for procuring the products A plan outlining the timeframes for acquiring the products. A tender process describing how the product suppliers will be chosen

Contract the suppliers : A formal tender management process is
undertaken to select a preferred supplier. Issue a statement of work (SOW) Issue a request for information (RFI) Issue a request for proposal (RFP) Receive and evaluate supplier proposals Choose a preferred supplier Negotiate a formal contract

Perform a phase review: This is a checkpoint to ensure that the
project has achieved its stated objectives as planned. It describes the status of: Overall project. Project schedule based on the project plan. Project expenses based on the financial plan. Project staffing based on the resource plan. Project deliverables based on the quality plan Project risk based on the risk register. Project issues based on the issue register.
Perform phase review
Present to project sponsor
Project board (chaired by the project sponsor) decides whether to cancel or undertake further work or grant approval to begin the next phase
III. Project Executuion
III. Project Execution

Monitor and control Perform time management Perform cost management
Build deliverables
Perform phase review
Perform quality management
Perform acceptance management
Perform communication management Perform procurement management
Perform change management
Perform issue management
Perform risk management

Build deliverables:
The steps undertaken to build each deliverable will vary depending on the type of project you are undertaking. Regardless of the method used, careful monitoring and control process should be employed.
Perform time management is used to:

Calculate the total time spent undertaking each task; Calculate the total staff cost undertaking each task; Identify the percentage of each task completed; Enable the project manager to control the level resource.

Perform cost management:
Labor costs (for staff, external suppliers, contractors, consultants, etc.); Equipment cost ( computers, furniture, building facilities, etc.); Material costs ( stationary, consumables, water and power, etc.); Administration costs ( legal, insurance, lending, accounting fee, etc.). Each expense form must specify: The activity and task, the date, the type of expense, description of expense, amount, payee, invoice number, and approval signature by the person in charge (manager/director).

Perform quality management is a method by which the quality of
the deliverables and management processes are assured and controlled during a project. (refer to Project Planning)
Perform change management is a method by which changes

to the project scope, deliverables, timescales, or resources are identified, evaluated and approved prior to implementation. Change requester identifies and documents the need and submit change request form (CRF) to the change manager who will review and decide on CRF.

Perform risk management is a method by which risks to the
project are formally identified, quantified and managed during the execution of the project (refer to Project Planning).
Perform issue management is a method by which issues that are

currently affecting the ability of the project to produce the required deliverables are formally managed. Communicating, documenting, monitoring, reviewing, and resolving issues identified

Perform procurement management is a method by which
products are acquired for a project from external suppliers, involving controlling the ordering, receipt, review and approval of the products (Refer to Project Planning).
Perform acceptance management is a method by which

deliverables by the project are reviewed and accepted by the customer (refer to Project Planning).

Perform communication management is a method by which
formal messages are identified, created, reviewed and communicated within a project. Identify the message content, audience, timing and format. Create message to be sent Review the message Communicate the message to the recipients.

Perform a phase review is to ensure that the project has achieved
its stated objectives as planned. It describes the status of the: Overall project. Project expenses based on the financial plan. Project staffing based on the resource plan. Project deliverables based on the quality plan. Project risks based on the risk register. Project issues based on the issue register
IV. Project Closure
IV. Project Closure
Perform project closure
Review project completion
IV. Project Closure

Perform project closure
A detailed list of project completion criteria. Confirmation that all completion criteria have been met. A set of actions to hand over project deliverables and documentation, terminate contract, inform stakeholder, etc. A request for project closure approval
IV. Project Closure

Completion criteria
Completion category Objectives Completion criterion o The project vision has been achieved as defined in TOR. o All project objectives been achieved as defined in TOR. The full benefits have been realized as defined in the business case. All deliverables have been accepted by the customer, as per acceptance plan. Accepted by customer Y/N
Benefits
Y?N
Deliverables
IV. Project Closure

Supplier termination
Supplier name Objectives Contract reference Ref. no. Termination activity Release date Activity owner
Notify suppliers Pay supplier invoices
DD/MM/YYYY
Name of person in charge
IV. Project Closure

Review project completion: A post-implementation review is
undertaken to formally review the project and identify any lessons learnt. An assessment of overall performance. A rating of level of conformance. A list of project achievements and failures. Lessons learnt and recommendations for future projects.

Project Scope: The work that needs to be accomplished to deliver a product, service, or result with the specified features and functions Deliverable: A quantifiable outcome of a project which results in the partial or full achievement of the project objectives. Scope creep: The incremental expansion of the scope of a project, which may include and introduce more requirements that may not have been a part of the initial planning of the project, while nevertheless failing to adjust schedule and budget. Output: The tangible products or services that the activity will deliver.

Project Management Life Cycle

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MASTER of IT ENGINEERING RESEARCH METHODOLOGY

The Project Management Life Cycle

Jason Westland, 2006. The Project Management Life Cycle

The Project Management Life Cycle

The Project Management Life Cycle

The Project Management Life Cycle

The Project Management Life Cycle

The Project Management Life Cycle

The Project Management Life Cycle

Establish the term of reference (TOR)

Set up a project office

Jason Westland, 2006. The Project Management Life Cycle

Jason Westland, 2006. The Project Management Life Cycle

Jason Westland, 2006. The Project Management Life Cycle

Jason Westland, 2006. The Project Management Life Cycle

Jason Westland, 2006. The Project Management Life Cycle

Jason Westland, 2006. The Project Management Life Cycle

Jason Westland, 2006. The Project Management Life Cycle

The Project Management Life Cycle

II. Project Planning

II. Project Planning

Create a project plan

Create a risk plan Perform phase review Create an acceptance plan

Contract the suppliers

Create a procurement plan

Create a communication plan

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Preferred supplier contracted

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

1. Appoint project team

II. Project Planning

Create a resource plan summarizes type of resource required,

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Time management DD/MM/YY Cost management People management Planning DD/MM/YY

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Create a financial plan identifies the financial resources required

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Create a quality plan identifies the extent to which the final

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Create a risk plan identifies the level of project risk.

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning

Jason Westland, 2006. The Project Management Life Cycle

II. Project Planning