Essentials of Systems Analysis and Design Second Edition Joseph S' Valacich Joey F' George Jeffrey A

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Essentials ofSystems Analysis and DesignSecond
EditionJoseph S. ValacichJoey F. GeorgeJeffrey
A. Hoffer
Chapter 2 Managing the Information Systems
Project
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Learning Objectives

• Discuss skills required to be an effective
  project manager
• Describe skills and activities of a project
  manager during project initiation, planning,
  execution and closedown
• Explain Gantt Charts and Network Diagrams
• Review commercial project management software
  packages

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Pine Valley Furniture

• Manufacturing Company
• Product Wood Furniture
• Market U.S.
• Organized into functional areas
• Manufacturing
• Sales
• Three independent computer systems were converted
  to a database in 1990s

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Managing the Information Systems Project

• Focus of project management
• To ensure that information system projects meet
  customer expectations
• Delivered in a timely manner
• Meet constraints and requirements

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Managing the Information Systems Project

• Project Manager
• Systems Analyst responsible for
• Project initiation
• Planning
• Execution
• Closing down
• Requires diverse set of skills
• Management
• Leadership
• Technical problem solving
• Conflict management
• Customer relations

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Common Activities and Skills of a Project Manager
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Project Management Process

• Project
• Planned undertaking of related activities to
  reach an objective that has a beginning and an
  end
• Meet customer expactations
• Budget
• Time

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Project Management Process

• Four Phases
• Initiation
• Planning
• Execution
• Closing down

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System Services Request
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Managing the Information Systems Project

• Feasibility study
• Determines if the information system makes sense
  for the organization from an economic and
  operational standpoint.

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Initiating the Project
Phase 1

• Establish project initiation team
• Establish relationship with customer
• Establish project initiation plan
• Establish management procedures
• Establish project management environment and
  workbook

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Project Workbook
Phase 1

• An online or hard-copy repository for all
  project correspondence, inputs, outputs,
  deliverables, procedures, and standarts that is
  used for
• performing project audits,
• orientating new team members,
• communicating with management and customers,
• identifiying future projects, and
• performing postproject reviews.

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Phase 1
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Planning the Project
Phase 2

• Describe project scope, alternatives and
  feasibility
• Scope and Feasibility
• Understand the project
• What problem is addressed
• What results are to be achieved
• Measures of success
• Completion criteria

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Project Planning
Phase 2

• The second phase of the project management
  process, which focuses on defining clear,
  discrete activities and the work needed to
  complete each activity within a single project.

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Planning the Project
Phase 2

• Divide the project into manageable tasks
• Work breakdown structure
• Gantt chart

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Planning the Project
Phase 2

• Gantt Chart
• A graphical representation of a project that
  shows each task as a horizontal bar whose length
  is proportional to its time for completion

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Gantt Chart
Phase 2
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Planning the Project
Phase 2

• Estimate resources and create a resource plan
• Develop a preliminary schedule
• Utilize Gantt Charts and Network Diagrams

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Planning the Project
Phase 2

• Network Diagram
• A diagram that depicts project tasks and their
  interralationships.

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Network Diagram
Phase 2
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Planning the Project
Phase 2

• Develop a communication plan
• Outline communication processes among customers,
  team members and management
• Types of reports
• Frequency of reports

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Planning the Project
Phase 2

• Determine project standards and procedures
• Specify how deliverables are tested and produced
• Identify and assess risk
• Identify sources of risk
• Estimate consequences of risk
• Create a preliminary budget

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Phase 2
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Planning the Project
Phase 2

• Develop a statement of work
• Describe what the project will deliver
• Set a baseline project plan
• Estimate of projects tasks and resources

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Project Execution

• The third phase of the project management
  process in which the plans created in the prior
  phases (project initianting and planning) are put
  into action

Phase 3
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Executing the Project

• Execute baseline project plan
• Acquire and assign resources
• Train new team members
• Keep project on schedule
• Monitor project progress
• Adjust resources, budget and/or activities

Phase 3
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Phase 3
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Executing the Project

• Manage changes to baseline project plan
• Slipped completion dates
• Changes in personnel
• New activities
• Maintain project workbook
• Communicate project status

Phase 3
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Phase 3
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Project Closedown

• The final phase of the project management
  procecc which focuses on bring a project to an
  end.

Phase 4
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Closing Down the Project

• Termination
• Types of termination
• Natural
• Requirements have been met
• Unnatural
• Project stopped
• Documentation
• Personnel Appraisal

Phase 4
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Closing Down the Project

• Conduct post-project reviews
• Determine strengths and weaknesses of
• Project deliverables
• Project management process
• Development process
• Close customer contract

Phase 4
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Phase 4
Phase 4
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Phase 4
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Phase 4
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Representing and Scheduling Project Plans

• Gantt Charts
• Useful for depicting simple projects or parts of
  large projects
• Show start and completion dates for individual
  tasks
• Network Diagrams
• Show order of activities

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Comparison of Gantt Charts and Network Diagrams

• Gantt Charts
• Visually shows duration of tasks
• Visually shows time overlap between tasks
• Visually shows slack time

• Network Diagrams
• Visually shows dependencies between tasks
• Visually shows which tasks can be done in
  parallel
• Shows slack time by data in rectangles

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Critical Path Scheduling

• Network diagramming is a CPS technique
• A scheduling technique whose order and duration
  of a sequence of task activities directly affect
  the completion date of a project.

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Network diagram when tasks

• Are well-defined and have a clear begining and
  endpoint
• Can be worked on independently of other tasks
• Are ordered
• Serve the purpose of the project

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PERT(Program Evaluation Review Technique)

• Technique that uses optimistic, pessimistic, and
  realistic time to calculate the expected time
  (ET) for a particular task.
• o 4r p
• ET ------------------
• 6

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Gantt Chart and Network Diagram for Pine Valley
Furniture

• Steps
• Identify each activity
• Requirements Collection
• Screen Design
• Report Design
• Database Design
• User documentation
• Software programming
• Installation and testing

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Gantt Chart and Network Diagram for Pine Valley
Furniture

• Determine time estimates and expected completion
  times for each activity.

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Gantt Chart and Network Diagram for Pine Valley
Furniture

• Determine sequence of activities

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Gantt Chart and Network Diagram for Pine Valley
Furniture

• Determine critical path
• Sequence of events that will affect the final
  project delivery date

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Determine the critical path
TE11 TL11
TE18.5 TL21
TE22 TL22
TE5 TL5
TE13TL13
ET1
ET5.5
ET6
ET6
ET5
ET2
ET5
ET3
TE11 TL11
TE21 TL21
TE18 TL18
Noncritical path
Critical path
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Commercial Project Management Software

• Many systems are available
• Three activities required to use
• Establish project start or end date
• Enter tasks and assign task relationships
• Select scheduling method to review project
  reports

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Summary

• Skills of an effective project manager
• Activities of project manager
• Initiation
• Planning
• Execution
• Closedown
• Gantt Charts and Network Diagrams
• Commercial PM Software