IT Software Enhancement Project Focus: IT Project Management Initiation Phase

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IT Software Enhancement ProjectFocus IT Project
Management Initiation Phase

• Environmental Tracking System - TxDOT

Lorie Ledesma-Ramirez BA Computer Information
Science COSC 4347 Senior Project/Seminar Dr.
Laura J. Baker/Dr. Sharon Weber
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Agenda

• Client Overview/Background
• Problem Existing SW Application
• Methods to Solve the Problem
• Results
• Future Work

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Background Customer/Organization
Texas Department of Transportation
Environmental Affairs Division

• Oversees the environmental clearance process of
  all TxDOT highway construction projects.
• Archeological Resources
• Historical Resources
• Biological Resources
• Water Resources
• Air Quality
• Noise
• Environmental Justice

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Background Existing Application - 1997
Hybrid
Environmental Tracking System
TxDOT District/Division Employees
Fed/State Agencies
Client/Server Interface PowerBuilder IDE PB
PowerScript
Web Interface Frontpage ASP/VBScript
Microsoft SQL Server
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PROBLEM System Deficiencies PM and Design

• Project Management
• Lack of Management oversight
• Scope Creep
• Poor System Architecture and Design Documentation
• Poor End User and Training Manuals
• Poor User requirements Documentation

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PROBLEM System Deficiencies PM and Design

• System Design
• Dual Interface Client/Server and Web-2x
  Programming
• Data Inconsistency across functional areas
• Lacks Ad-Hoc Reporting
• Lacks Change Management
• Inefficient document management
• Non-conformity of Texas Security Standards

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Method to Solve Problem Project Management

IT Software Enhancement Project

• IT Enhancement Project
• Develop a statewide web application solution
• Enhance current functionality of Client/Server
  application
• Implement new functionality to support overall
  environmental process

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Method to Solve Problem IT Project Management

Project Initiation Phase

• IT Project Management
• Methodical approach to planning and guiding
  project processes from start to finish.

Planning
Initiation

• Initiation Phase
• Business Charter
• Establishing Team
• Scoping/Requirements
• Alternative Analysis

Closing
Execution
Controlling
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Method to Solve Problem IT Project Management

Initiation Phase

• BUSINESS CHARTER
• Project Proposal
• High-level Plan
• Funding
• ESTABLISH PROJECT TEAM
• Business Experts
• Technical Experts
• Executive Sponsor

• SCOPING AND REQUIREMENTS
• Business Processes Mapping
• Meet with Users
• Evaluate Existing Functionality
• Determine Enhancement Features
• Research Best Management Practices
• ALTERNATIVE ANALYSIS
• Research Industry trends
• Research Available Technology
• Perform Cost Benefit Analysis
• Determine Best Alternative

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Method to Solve Problem IT Project Management

Initiation Phase Project Charter

• BUSINESS CHARTER
• Project Proposal
• High-level Scope
• High-level Plan
• Funding
• PROJECT TEAM
• Business Experts
• Technical Experts
• Executive Sponsor

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Method to Solve Problem IT Project Management

Initiation Phase Scoping and
Requirements

• SCOPING AND REQUIREMENTS
• Business Processes Mapping
• Evaluate Existing Functionality
• Determine Enhancement Features
• Research Industry Trends and Best Management
  Practices

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Method to Solve Problem Scoping/Requirements
Business Process Flow Mapping Sessions
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Method to Solve Problem Evaluate Existing
Functionality
Existing TxDOT ETS Application
Web Interface
Client/Server
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Method to Solve Problem Research BMPs/Industry
Trends

• Environmental Management Systems
• Minimize harmful effects on the environment
• Continual improvement
• http//www.epa.gov/ems/
• http//www.moea.state.mn.us/publications/dfe-ems.p
  df
• http//www.iso.org/iso/en/iso9000-14000/understand
  /inbrief.html

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Method to Solve Problem Research BMPs/Industry
Trends
Other DOT Systems
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Method Solve Problem IT Project Management

Initiation Phase Alternative Analysis

• ALTERNATIVE ANALYSIS
• Research Available Technology
• Industry Standards
• Agency Technical Infrastructure
• Determine Best Alternative
• Perform Cost Benefit Analysis

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Method to Solve Problem Alternative Analysis

• Research Available Technology
• Agency Technical Architecture and Standards
• Industry Standards

• Integrated Development Environment
• .NET Framework
• J2EE Platform
• Database
• Microsoft SQL Server
• Oracle
• Geographical Information Systems
• ArcIMS/ArcSDE

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Method to Solve Problem Alternative Analysis
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Method to Solve Problem Cost Benefit Analysis
Project Costs (PM, Dev, Imp, Mnt)
1,033,855.00 Agency Benefits (Fines, Delays,
etc) 2,500,000.00 x 10yr (20 Mill)
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Possible Solutions Determine Best Alternative

• 1 AS-IS Utilize Existing Software
• Advantages
• Familiar to end-users
• Disadvantages
• 2x programming Client/Server Web
• Outdated Technology
• Lacks Required functionality
• No Change Management Functions
• Inadequate Document Management
• Costly Maintenance

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Possible Solutions Determine Best Alternatives

• 2 OTS Purchase software
• Advantages
• Inexpensive startup cost
• No costs for developers
• Use existing servers
• Disadvantages
• High Maintenance Costs
• Not conform with Existing Business Processes
• Not Fully Customization
• Technical Compatibility Issues

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Possible Solutions Determine Best Alternative

• 3 Outsource Application Development
• Advantages
• Closely Monitored Budget and Schedule
• Highly skilled Developers
• Disadvantages
• Costly
• Learning curve of TxDOT standards and operations
• Lack knowledge of end-user needs

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Possible Solutions Determine Best Alternative

• 4 In-house Application Development
• Advantages
• Management of on-sight developers
• Knowledgeable of TxDOT Infrastructure and Design
  Standards
• Knowledgeable of TxDOT Business Processes and
  Structure
• Controlled Environment Dev/Test/Prod
• Controlled Change Management Process
• Disadvantages
• Developers may be shared resources

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Possible Solutions Determine Best Alternative

• In-house Application Development
• Advantages
• Project Management oversight to adhere to Agency
  and Legislative IT Project Methodology
• Management of developers
• Technical Infrastructure in place
• Knowledgeable of TxDOT Business
• Controlled Software Development Environment
• Controlled Change Management Process
• Reasonable Maintenance Costs

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Project Results Results

• Accomplishments
• Prepared Project Charter
• Obtained Management Support
• Established Project Team/Executive Sponsor
• Gathered Requirements
• Business Process Flow Mappings
• Requirements Document
• Analyzed Alternatives
• Prepared Recommendation for Best Solution
• Challenges
• Additional detailed Requirements for Later
  Phases
• Skeptical Users

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Future Work Future Work

• Submit to Steering Committee
• Detailed Planning Phase
• System Development Lifecycle
• System Design
• Application Development
• Implementation
• Training
• Project Closure

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Conclusion Questions?

• IT Software Enhancement ProjectIT Project
  Management - Initiation Phase
• Environmental Tracking System