Software Project Management SPM

1
Software Project Management (SPM)

• Lecture 11
• Project Communication
• Procurement Management
• Dr. Daniel Keret

2
Reading Assignment

• Software Project Management, Bob Hughes and Mike
  Cotterell, McGraw-Hill, 3rd Edition.
• Chapter 10
• A Guide to the Project Management Body of
  Knowledge, PMI Publications, 3rd Edition, 2004
• Chapters 10,12

3
Project CommunicationEmploys the processes
required to ensure timely and appropriate
generation, collection, distribution, storage,
retrieval and ultimate disposition of Project
Information

• Communication Planning
• Information Distribution
• Performance Reporting.
• Manage Stakeholders

4
Communication Planning

• Determine the INFORMATION and the COMMUNICATION
  Needs of the Project
• Who needs What information, When it needed, How
  it will be delivered by whom
• Tools Techniques
• Communication Requirement analysis
• Corporate Project organizations charts
• Stakeholders, Sub organizations involved in the
  project
• Internal Information needs
• External information needs
• Stakeholders information needs
• Communication Technology
• Availability of Technology
• Urgency needs of Information
• Staffing and expertise of the project team

5
Communication Planning (Cont.)

• Outputs
• Communication Management Plan
• Stakeholders communication requirements
• Information to be communicated Format, Content,
  Details Level
• Responsible team member
• Receiving List
• Technology that will be used
• Frequency
• Methods to update the plan
• Guideline for status and project meetings

6
Information Distribution

• Executing the communication plan and responding
  to unplanned requests for information
• The sender is responsible to the completeness and
  clearance of the information and for CONFIRMATION
  that it was properly understood.
• The receiver is responsible to make sure that the
  information was fully received and understood.
• Information Gathering and Retrieval Tools
  Distribution Methods should be utilizes according
  to the communication plan
• Communication Skills are part of the General
  Management Skills and Includes
• Written, Oral
• Speaking, Listening
• Electronic communication and Web/Video
  conferencing tools
• Software tools for management archiving and
  retrieval of information

7
Performance Reporting

• Collection of baseline data and distribution the
  performance information to the stakeholders
• Scope, Schedule, Cost and Quality are the basic
  Performance Information
• Other information such as Risk and Procurement
  may be monitored
• Tools Techniques
• Information Presentation Tools
• Performance Information gathering and compilation
• Status review meetings
• Time reporting systems
• Cost reporting systems

8
Performance Reporting (Cont.)

• Outputs
• Performance Reports
• Forecasts
• Requested Changes
• Recommended Corrective actions
• Updates of the Organizational Process Assets

9
Manage Stakeholders

• Purpose Satisfy the Needs of the stakeholders
  and resolve Issues
• Managing the stakeholders increases the
  probability that the project will stay on track,
  with minimum disruptions and minimum unresolved
  issues.
• The most important item is the process of closing
  open issues with stakeholders
• Issue Logs
• Resolved Issues
• Other outputs
• Approved Change Requests
• Approved Corrective Actions
• Updated Project Management Plan

10
Procurement ManagementThe Processes to Purchase
Products and Services Needed by the Project from
Outside Supplier

• Purchasing Plan
• Buy or Make
• Identify potential suppliers
• Request For Information (RFI) Document
• Vendors Selection
• Request For Proposal (RFP)
• Sellers Responses Evaluation
• Contract Negotiation
• Contract Administration
• Contract Closure

11
Purchasing Plan

• Buy Incentives
• Budget/Time Constrains
• Knowledge Gap/Risks
• Technology Gap
• Off The Shelf Products/Services
• Make or Buy Decision
• Cost Consider Direct Indirect costs, Future
  requirement of the organization to the same
  product/service, Buy/Rent/Lease
• The Project Team is lack the experience to
  deliver a project/sub-project with similar
  characteristics
• Prior experience in managing vendors
• Existing of viable suppliers
• Identify Potential Suppliers
• Incumbent, Known Competitors
• New Entrant with distinguish advantage
• Use consultants

12
Request For Information (RFI) DocumentThe
Lack/Defect In Requirement Specification is the
Heart of all DISPUTES resulting from H/W and
Software Acquisition

• Clear Set of Requirements
• Customer Strategy/Plan
• Mandatory/Nice to have
• Deadlines
• Description of Existing Environment
• Type of Contract
• Bespoke, Off-the-self, customization
• Fixed Price, Time and Material (TM)
• Additional Information Required
• Evaluation Plan (Short List)
• Mandatory Requirements
• Quality
• Value for money
• Vendor capabilities

13
Vendors Selection - RFP

• Standard Forms
• Standard Contract,
• Non-Disclosure Agreement, Etc.
• Desire form of response,
• Contractual Provisions,
• Detailed Requirement Statement
• Evaluation Criteria
• Overall lifecycle Cost
• Technical/Financial/Production Capability
• Management Approach
• Intellectual Property (IP) rights
• References
• Business size/type
• Etc.

14
Sellers Responses Evaluation

• Sellers Responses
• Bidder Conferences Resolve open issues
• RFP response Proposal document
• Proposals Evaluation Choose One or Few Finalists
  (Short List) that will enter the contract
  negotiation phase
• Proposal Evaluation
• Weighting System
• Independent Estimates
• Expert Judgment
• Seller Rating System (prior projects evaluation)
• Vendor Demonstrations Presentations
• Reference Visitation

15
Contract Negotiation

• Services/Products to be provided
• H/W 3rd Party Software to be supplied
• Ownership of the product/License agreement
• Environment Setup
• Customer commitments
• Acceptance Procedures
• Standards
• Project Quality Management
• Timetable
• Price Payment Schedule
• Other legal requirements
• Dispute Resolution
• Termination Damages
• Etc.
• Detailed Functional Requirement (Scope Statement)

16
Contract Administration

• Meet contractual obligations, Protect the legal
  rights
• Participant sub-organizations legal, finance,
  procurement, project management
• Processes
• Manage Project Execution
• Performance reporting
• Quality Control
• Integrated change control
• Risk monitoring and control
• Inspections audits
• Corrective actions
• Claims disputes administration
• Financial Management
• Contract correspondence
• Contract termination (for cause, convenience,
  default)
• Amendments

17
Contract Closure

• Verification that all deliverables were accepted
• Lesson Learned documentation
• Formal closure with the vendor