Post on 25-May-2015
description
Developing & implementing ICT Project Plans
author: Eric Kluijfhout, eric.kluijfhout@gmail.com
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Bahir Dar, Ethiopia, 24-08/28-08, 2009
Developing & implementing ICT Project Plans
Dr Eric Kluijfhout
Workshop on ICT Policy Development, August 24-28, 2009,
Bahir Dar University&
VU University
Outline
• Context and purpose of ICT project planning• Components of an ICT project plan• Project types and their management• Staffing your project• Example
ICT implementation and ICT exploitation
Inst. ICT Policy Plan
ICT Master Plan
Project plan Project plan Project plan
exploitation
implementation
90% of stafftime
9 % of stafftime
1 % of stafftime
Takes: Responsible for:
90 % of final ICT succes
10 % of finalICT succes
Purpose of an ICT Project Plan• An ICT Project Plan describes the implementation process for an ICT
function (system or infrastructure component) in such a way that it assists in planning (before), guiding and monitoring (during) and evaluating (at the end) activities, required resources and expected outcomes.
• At the closure of the project the user-organization should be fully prepared to start exploitation.
• ICT project characteristics:– has a starting and end date– duration 3- 6 months, otherwise create sub-projects– has its own budget– has its own staff
• If you as a project leader feel any of these four conditions is not met, either redesign your project or do something else!
Common mistakes and pitfalls
• Mistaking a Policy Plan (what and why) for a Project Plan (how, when, by whom, with what)
• Implementing without a specific and approved Project Plan
• Hard- and software installation = implementation• Putting ICT in the lead of system implementation• Implementation without planning data conversion and
addressing organizational change requirements• Not planning for exploitation• ..................................
Project Plan components
• Aims & outcomes: what• Resources & structure: with what and by whom• Activities & time plan: how and when• Optional:– Risk analysis & contingency plans– Evaluation plan
But first ......
Project types
I II
IVIII
Simple Complex
Certain/stable
Uncertain/instable
TASK
CONTEXT
Type I: simple - stable
• Relatively simple planning
• Possible to copy plan from elsewhere
• Internal progress monitoring
Type II: complex - stable
• Detailed analysis & planning required
• Expert validation of plan• Close milestone and
quality monitoring during execution – preferably by external body
Type III: simple - unstable
• Easy to plan task• Emphasis on risk
analysis & reduction strategies
• Separately plan for interaction with the environment
• Close monitoring of the environment during execution
Type IV: complex - unstable
• Define ambitions and global time line
• SWOT analysis• Divide project in sub-
projects• Plan various project
cycles: plan – implement – learn – (re)plan
Project aims & outcomes
• Aims to be copied or derived from the Policy Plan
• Define project outcomes that are directly – and veryfiably – derived from the aims
• Define milestones (critical intermediate products or decisions that need formal approval/acceptance)
• Define responsibilities for each milestone and outcome (delivery and acceptance)
Project resources & structure
• Resource types:– Staff (roles, quantity, quality)– Funds– Facilities– External services
• Project structure options (next pages):– Independent structure– Delegation structure– Matrix structure
Independent structure
User organization ICT organizationProject
Delegation structure – Iexternal manager
User organization ICT organizationProject
Delegation structure – IIuser - managed
User organization ICT organizationProject
Delegation structure – IIIICT - managed
User organization ICT organizationProject
Matrix structure – IICT - managed
User organization ICT organization
Matrix structure – IIUser - managed
User organization ICT organization
Matrix structure – IIIexternal manager
User organization ICT organizationProject
Project activities & time plan
• Define activities directly related to the delivery of milestones and/or outcomes
• Link activities to roles• Identify dependencies between activities• In case of dependency, check whether a
milestone delivery is required• Combine all into a time plan
This is an iterative planning process!
Sample ICT Project Plan
• Implementing the Virtual Learning Environment ‘Moodle’ at the UNESCO/IHE Institute for Water Education
• As part of the institution’s vision to strategically employ ICT to remain the number-1 international centre of excellence in the field of Water Education
• Starting from a context of little experience with techhnology enhanced learning
Thank you
eric.kluijfhout@gmail.com