System Analysis and Design

7. Project
Management Basics
Stage
I: Requirement
Analysis
Project Management Basics

Agenda

Theory

Whats
WhatsProject
ProjectManagement
Management

Practice

The
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projectmanagement
management

Learning Objectives
Know (Define):

project
project and
and project
project management
Three
Three key
key metrics
metrics for
for any
any project
project management:
management: cost,
cost, schedule
schedule &
quality
quality
PERT
PERT &
& Gantt
Gantt chart
chart and
and their
their functions
functions
Critical
Critical path
path &
& slack time
Expectations
Expectations management
management matrix
matrix

Compare:

Project
Project and
and process
process management
management

Apply:

Use
Use MS
MS Project to
to Plan
Plan your
your project
Project
Project management
management skills
skills in
in group
group project
project

Whats
WhatsProject
ProjectManagement
Management

Game

10 ft.
Supplier A: $100 / bundle (5 pipes)
Supplier B: $30 / pipe

Your Goal: 4 *
Your Budget: $ 200
Your Time: 2 minutes

What is a project?

Project

aa [temporary]
[temporary] sequence
sequence of
of unique,
unique, complex, and connected
activities
activities having
having one
one goal
goal or purpose and that
that must be
be
completed
completed by
by specific
specific time,
time, within
within budget,
budget, and
and according
according to
to
specification
specification

Project management

the
the process
process of
of scoping, planning, staffing, organizing,
directing,
directing, and
and controlling
controlling the development
development of
of an
an acceptable
acceptable
system
system at
at aa minimum
minimum cost
cost within
within aa specified
specified time
time frame
frame

Process management

the
the activity
activity of documenting,
documenting, managing, and continually
improving
improving the
the process
process of
of systems development
development

What is a successful project?

The resulting information system is acceptable to

the customer (built to specification)
The system was delivered on time.
The system was delivered within budget.
The system development process had a minimal
impact on ongoing business operations.

What does a project manager do?

TEXTBOOK: ESTIMATE THE SIZE

Scoping setting the boundaries of the project

TEXTBOOK:
WORKPLAN
Planning identifying
the tasks required
to complete the project
Estimating identifying the resources required to complete the
project
Scheduling developing the plan to complete the project
STAFFING
Organizing makingTEXTBOOK:
sure members
understand their roles and
responsibilities
TEXTBOOK: COORDINATING
Directing & Controlling
coordinating & monitoring the project
Closing assessing success and failure (often neglected)

Estimate the Size of a Project

There are many software packages that estimate project
time or efforts
Where do we get all the numbers?
Past experience
Best practices
Methodology average
One example:
Typical system project would have:
?% planning
?% analysis
?% design
?% implementation

Estimate the Size of a Project

Function Point Approach

A function point is a measure of program size that is based

on the systems number and complexity of inputs, outputs,
queries, files, and program interfaces.

Estimate the Size of a Project

Estimating Function Point

Adjusted Processing Complexity (APC) = 0.65 + 0.01 * PC = 0.72

Total Adjusted Function Points (TAFP) = APC * TUFP = 243

Estimate the Size of a Project

Function Point: Best Practice

To make things simple, APC estimation could use values of
0.65, 1 and 1.35
Best way to do FPA: once at project lunch, once after functional
requirements are listed (after use case in UML), and once more
if major modification happens

Estimate the Size of a Project

Function Point to Programming Language

Estimate the Size of a Project

Effort (in person-months) =

1.4 thousands of lines of code

Schedule time (months) =

3.0 person-months1/3

Limitations of the FPA

Activity Planning

Activity planning includes:

Selecting a systems analysis team

Estimating time required to complete each task
Scheduling the project

Two tools for project planning and control are

Gantt charts and PERT diagrams

Identify Tasks

Project phases tasks or activities

Tasks can be indentified through:
SDLC
Product

Time is estimated for each task or activity

Most likely, pessimistic, and optimistic estimates

A Tale of Two Tools

PERT chart a graphical network model used to depict

the interdependencies between a projects tasks

Estimate Task Durations

1. Estimate the minimum amount of time the optimistic duration

(OD)
2. Estimate the maximum amount of time the pessimistic
duration (PD)
3. Estimate the expected duration (ED)
4. Calculate a weighted average of the most likely duration (D)
as follows:

D = (1 x OD) + (4 x ED) + (1 x PD)

6
OD

ED

3.33 days = (1 x 2 days) + (4 x 3 days) + (1 x 6 days)

6

PD

PERT

PERT-Program Evaluation and Review Technique

- Best for identifying the critical path
- Monitoring critical path will identify shortest time to
complete the project

PERT

PERT Diagram Advantages

Easy identification of the order of precedence

Easy identification of the critical path and thus
critical activities
Easy determination of slack time, the leeway to
fall behind on noncritical paths

A Tale of Two Tools

Gantt chart a bar chart used to depict project tasks

against a calendar

Specify Inter-task Dependencies

Finish-to-start (FS)The finish of one task triggers the

start of another task
Start-to-start (SS) The start of one task triggers the
start of another task
Finish-to-finish (FF) Two tasks must finish at the same
time
Start-to-finish (SF) The start of one task signifies the
finish of another task

Scheduling Strategies
Forward scheduling a project scheduling
approach that establishes a project start date
and then schedules forward from that date
Reverse scheduling a project scheduling
strategy that establishes a project deadline and
then schedules backward from that date

Timeboxing
Remember the three constraints of a project?
Which one is usually FIXED?
What if expectations cannot be met?

In timeboxing, we fix the time

If change has to be made, we either ? Or ?

The key to timeboxing is the 80/20 rule

Assign Resources
People

includes all the system owners, users, analysts, designers, builders,

external agents, and clerical help that will be involved in the project in any
way

Services

includes services such as a quality review that may be charged on a per

use basis

Facilities and equipment

Includes all rooms and technology that will be needed to complete the
project

Supplies and materials

Includes everything from pencils, paper, notebooks to toner cartridges,

and so on.

Money includes a translation of all of the above into budgeted

dollars!

Staffing
The More, The Merrier?

Direct the Team Effort

Be Consistent.
Provide Support.
Dont Make Promises You Cant Keep.
Praise in Public; Criticize in Private.
Be Aware of Morale Danger Points.
Set Realistic Deadlines.
Set Perceivable Targets.
Explain and Show, Rather Than Do.
Dont Rely Just on [Status Reports].
Encourage a Good Team Spirit.

Monitor and Control Progress

Progress reporting
Change management
Expectations management
Schedule adjustmentscritical path analysis
(CPA)

Expectations Management
Expectations management matrix a tool used to
understand the dynamics and impact of changing the
The second most important
parameters of a project.
The most important

The least important

Can have only

one X in each
row and each
column

Lunar Project Expectations

Management

Typical Initial Expectations for a

Project

Adjusting Expectations

Changing Priorities

The
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