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U08784 U08784 Software Project ManagementSoftware Project Management

lecturer: Timothy Aulecturer: Timothy Auemail: timothykfau@yahoo.comemail: timothykfau@yahoo.com

url: www.geocities/timothykfau/2007/u08784url: www.geocities/timothykfau/2007/u08784

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Project Management OverviewProject Management Overview Project Management OverviewProject Management Overview

• You’re the Project ManagerYou’re the Project Manager• What will you have to know as a project manager?What will you have to know as a project manager?• About Projects and Project Management About Projects and Project Management • What is a Project?What is a Project?• What is Project Management?What is Project Management?• Defining Project SuccessDefining Project Success• The Role of Project ManagerThe Role of Project Manager• Skill Requirements of the Project ManagerSkill Requirements of the Project Manager

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You’re the Project ManagerYou’re the Project Manager You’re the Project ManagerYou’re the Project Manager

• Become a focal point of your companyBecome a focal point of your company• Must be careful not try to provide all the answers – you Must be careful not try to provide all the answers – you

need a teamneed a team• Major change in Major change in behavior behavior and and thinkingthinking• Rely on others to Rely on others to get things doneget things done

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You’re the Project ManagerYou’re the Project Manager You will soon discoverYou will soon discover

• Too much to do alone – Too much to do alone – delegationdelegation• This involves This involves empoweringempowering, , coachingcoaching, , mentoringmentoring, and , and

motivating motivating themthem• You will be uncomfortable about the idea and the things You will be uncomfortable about the idea and the things

they are doingthey are doing• Power to Power to persuade persuade and and influenceinfluence • To form a diverse personalities into a To form a diverse personalities into a unified teamunified team with with

committed purposecommitted purpose

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You’re the Project ManagerYou’re the Project Manager Unfortunately (why always?), Unfortunately (why always?),

• Not every one in your team are knowledgeableNot every one in your team are knowledgeable• You still have to get things done using whosoever resource You still have to get things done using whosoever resource

providedprovided• Project management is always full of Project management is always full of legendlegend, , fate fate and and luckslucks

For you to succeed, For you to succeed, • you will have to rely on your ability to coach, mentor, and you will have to rely on your ability to coach, mentor, and

motivate in order to get the level of performance you need motivate in order to get the level of performance you need from those assigned to work on your project. from those assigned to work on your project.

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What will you have to know as a project What will you have to know as a project manager? manager?

You will haveYou will have• to know a little bit just about everything…to know a little bit just about everything…• to learn to pay attention…to learn to pay attention…• to make countless decisions with insufficient information …to make countless decisions with insufficient information …• to adjust or tune yourself to look for an to adjust or tune yourself to look for an acceptable acceptable solution solution

rather than a rather than a perfect perfect solution …solution …• to combine technical expertise with a keen sense of human to combine technical expertise with a keen sense of human

nature, as you should know nature, as you should know • to handle administrative tasks - time sheets and many to handle administrative tasks - time sheets and many

others….others….

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What will you have to know as a project What will you have to know as a project manager?manager?

… … even more…even more…• While you are doing busy your own thing, you will have to develop While you are doing busy your own thing, you will have to develop

and maintain a smooth working relationship with many other people and maintain a smooth working relationship with many other people • it is unlikely (almost impossible) that every people you meet will be it is unlikely (almost impossible) that every people you meet will be

your fanyour fan• truth - organizational politics and reality - NOT every body will like truth - organizational politics and reality - NOT every body will like

project management or project managers, that’s you! project management or project managers, that’s you! • figure out or investigate who’s who - my dear fellow Sherlock figure out or investigate who’s who - my dear fellow Sherlock

Holmes Holmes • two possible outcomes – producing a successful deliverables and two possible outcomes – producing a successful deliverables and

creating positive changes OR …. still needed me to say?creating positive changes OR …. still needed me to say?

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About Projects and Project Management About Projects and Project Management Learning objective:Learning objective:

• how to do project management specifically for software how to do project management specifically for software development development

• focus primarily on the project management process focus primarily on the project management process • should never oversight the importance of the interpersonal should never oversight the importance of the interpersonal

aspects as well as environment aspectsaspects as well as environment aspects

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About Projects and Project ManagementAbout Projects and Project Management Project Management has two major aspects:Project Management has two major aspects:

• The The artart – leading the people on the project i.e. the business – leading the people on the project i.e. the business of managing people.of managing people.

• The The science science – defining and coordinating the work to be – defining and coordinating the work to be done i.e. understanding and employing the process, tools done i.e. understanding and employing the process, tools and techniques.and techniques.

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About Projects and Project ManagementAbout Projects and Project Management The second aspect - the focus of this course, The second aspect - the focus of this course,

• the knowledge, understanding, and skillful application of a the knowledge, understanding, and skillful application of a set out project management process.set out project management process.

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About Projects and Project ManagementAbout Projects and Project Management The key process steps, such asThe key process steps, such as

• project planning, project planning, • project scheduling, project scheduling, • cost estimation, cost estimation, • preparing a project plan,preparing a project plan,• preparing project proposal, preparing project proposal, • work breakdown, work breakdown, • network diagram, network diagram, • PERT chart, PERT chart, • project tracking and monitoring, project tracking and monitoring, • risk management, risk management, • change management, change management, • configuration management and etc. configuration management and etc.

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What is Project?What is Project?

A “Project” is temporary endeavor A “Project” is temporary endeavor undertaken to create a unique product or undertaken to create a unique product or service”service”. .

… According to the Project Management Institute (PMI) … According to the Project Management Institute (PMI)

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What is Project?What is Project? At basic level, a project is a response to a business At basic level, a project is a response to a business

requirement i.e. the solution to a problem. requirement i.e. the solution to a problem. Further, it is a solution that promises a benefit – usually a Further, it is a solution that promises a benefit – usually a

financial benefit - either financial benefit - either make money make money or or save money - This is save money - This is why projects should be financially justifiable.why projects should be financially justifiable.

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Characteristics of a ProjectCharacteristics of a Project A “Project” is A “Project” is temporary temporary in nature that means that it has a in nature that means that it has a

specific specific startstart and and finishfinish. . A project consists of a well-defined collection of small jobs A project consists of a well-defined collection of small jobs

– – taskstasks Usually ends in creation of an end product or products – Usually ends in creation of an end product or products –

deliverablesdeliverables. . There will be a preferred sequence of execution for the There will be a preferred sequence of execution for the

project’ tasks – the project’ tasks – the scheduleschedule. .

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Characteristics of a ProjectCharacteristics of a Project A project is a unique, one-time undertaking; A project is a unique, one-time undertaking;

• it will never again be done exactly the same way, it will never again be done exactly the same way, • by the same people and by the same people and • within the same environmentwithin the same environment

You will have to carry out your project with You will have to carry out your project with limited information limited information or worse or worse misinformation misinformation or the worst or the worst contradicting informationcontradicting information. .

So, there will always be some So, there will always be some uncertaintyuncertainty associated with your associated with your project. This uncertainty represents project. This uncertainty represents riskrisk – an ever-present threat – an ever-present threat

One of your goals is to apply the resource carefully and One of your goals is to apply the resource carefully and effectively. effectively.

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Software Project versus Other types of Software Project versus Other types of ProjectProject

Many of the techniques of general project Many of the techniques of general project management are applicable to software project management are applicable to software project management, management,

Fred Brooks pointed out that the products of the Fred Brooks pointed out that the products of the software have the following criteria making them software have the following criteria making them different:different:• InvisibilityInvisibility – not physical, progress not immediate visible; – not physical, progress not immediate visible;• ComplexityComplexity – per dollar, not only engineering artifacts – per dollar, not only engineering artifacts• ConformityConformity – ‘traditional’ engineers work with physical – ‘traditional’ engineers work with physical

materials – clement & steel – physical system; software materials – clement & steel – physical system; software developers & information architects deal with logical developers & information architects deal with logical systems and have to conform systems and have to conform humanhuman requirements. requirements.

• FlexibilityFlexibility – software changes – software changes

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Contract Management Contract Management Nowadays, many organizations contract out Nowadays, many organizations contract out

their ICT development to outside vendors:their ICT development to outside vendors:• In this case, you may be often appointed as the In this case, you may be often appointed as the

‘project manager’ who supervise the project and ‘project manager’ who supervise the project and the vendor; the vendor;

• On the other hand, you may be the contractors who On the other hand, you may be the contractors who deals with the more technical management issues deals with the more technical management issues of the project – ‘technical’ project managers.of the project – ‘technical’ project managers.

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What is Project Management?What is Project Management?

“…“…. . the application of knowledge, skills, tools the application of knowledge, skills, tools and techniques to project activities to meet and techniques to project activities to meet project requirements.”project requirements.”

… … According to the Project Management Institute (PMI) According to the Project Management Institute (PMI)

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What is Project Management?What is Project Management?

You will find the skillful application of those skills, tools, and You will find the skillful application of those skills, tools, and techniques will come only after you have a significant amount techniques will come only after you have a significant amount of education and on-the-job experience. of education and on-the-job experience.

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Defining Project Success Defining Project Success After all, you will be judge as a project management – After all, you will be judge as a project management – many many

definition of success. The four levels:definition of success. The four levels:

• Project TargetsProject Targets. Whether or not the project meet the original . Whether or not the project meet the original target of costs, schedule, quality and functionality. target of costs, schedule, quality and functionality.

• Project EfficiencyProject Efficiency.. Was the project managed in an efficiency Was the project managed in an efficiency manner? manner?

• Customer UtilityCustomer Utility (or User Satisfaction). Is the customer happy? (or User Satisfaction). Is the customer happy? • Organizational ImprovementOrganizational Improvement. Did the organization learn from . Did the organization learn from

the project?the project?

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The Role of Project ManagerThe Role of Project Manager ““Project Manager” is the person ultimately responsible for the Project Manager” is the person ultimately responsible for the

success or failure of a project. success or failure of a project. youyou

• might be very good at what you are doing might be very good at what you are doing • probably are the most technically knowledgeable software developers or the probably are the most technically knowledgeable software developers or the

most successful salespersonmost successful salesperson Now, you are about to become a project manager. Now, you are about to become a project manager.

• accidental project manager [Gary R. Heerkens in the book “Project accidental project manager [Gary R. Heerkens in the book “Project Management” McGraw-Hill, 2002 ]Management” McGraw-Hill, 2002 ]

• a person who is placed into the role by the organizational necessity and a person who is placed into the role by the organizational necessity and chance, rather than by design or through the choice of career pathchance, rather than by design or through the choice of career path

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Your responsibilities as Project Manager Your responsibilities as Project Manager The four areas for your responsibilities are:The four areas for your responsibilities are:

• the projectthe project

• your organizationyour organization

• your teamyour team

• yourselfyourself

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Challenges You Can Expect to Face Challenges You Can Expect to Face

You will face many of the common challenges: You will face many of the common challenges:

• the responsibility vs. authority trapthe responsibility vs. authority trap

• Imposition of unrealistic targetsImposition of unrealistic targets

• Perceptual emphasis on function Perceptual emphasis on function

• The dual responsibility trapThe dual responsibility trap

• Certainty and uncertaintyCertainty and uncertainty

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The Role of Project ManagerThe Role of Project Manager Your role from three perspectives:Your role from three perspectives:

• the responsibilities you will havethe responsibilities you will have

• the challenges you’re likely to facethe challenges you’re likely to face

• the skills you’ll need to be successful the skills you’ll need to be successful

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Skill Requirements of the Project Skill Requirements of the Project ManagerManager

You will need very diverse skills and a wealth You will need very diverse skills and a wealth of knowledge.of knowledge. • project management process skills – ‘hard skills’project management process skills – ‘hard skills’

• interpersonal and behavioral skills – ‘soft skills’interpersonal and behavioral skills – ‘soft skills’

• technology management skillstechnology management skills

• desired personal character.desired personal character.

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Skill Requirements of the Project Skill Requirements of the Project ManagerManager

Managing a project is all about getting things done through other people, Managing a project is all about getting things done through other people, you skills in dealing with people - ‘soft skills’ are of great value: you skills in dealing with people - ‘soft skills’ are of great value:

leadership, leadership, communications, communications, conflict management , conflict management , negotiation, negotiation, influencing, influencing, delegation, delegation, coaching, coaching, motivating and motivating and mentoringmentoring

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The Functional Competencies of the The Functional Competencies of the Project ManagerProject Manager

The official duties of a typical project manager:The official duties of a typical project manager:• Project Management Process FunctionsProject Management Process Functions• Technology Management FunctionsTechnology Management Functions• Cognitive FunctionsCognitive Functions• Team Leadership FunctionsTeam Leadership Functions• Interpersonal Relationship FunctionsInterpersonal Relationship Functions• Self-Management FunctionsSelf-Management Functions• Motivation and Personal Development FunctionsMotivation and Personal Development Functions• Customer Awareness FunctionsCustomer Awareness Functions• Organization “Intelligence” FunctionsOrganization “Intelligence” Functions

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The Functional Competencies of the The Functional Competencies of the Project Manager Project Manager

The official duties of a typical project manager:The official duties of a typical project manager:• Project Management Process Functions:Project Management Process Functions:

Coordinate development of comprehensive, realistic and understandable Coordinate development of comprehensive, realistic and understandable plans, estimates and budgetsplans, estimates and budgets

Provide technical solutions with balanced business and interpersonal factorsProvide technical solutions with balanced business and interpersonal factors Develops and follows appropriate processes and procedures for Develops and follows appropriate processes and procedures for

accomplishing workaccomplishing work Obtain formal approvals of project parameters (cost, schedule, budget and Obtain formal approvals of project parameters (cost, schedule, budget and

etc.) as neededetc.) as needed Monitor progress and manages derivations in a timely and effective mannerMonitor progress and manages derivations in a timely and effective manner Anticipates problems and reacts to change through a well-defined, rigorous Anticipates problems and reacts to change through a well-defined, rigorous

processprocess

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The Functional Competencies of the The Functional Competencies of the Project Manager Project Manager

The official duties of a typical project manager:The official duties of a typical project manager:• Technology Management Functions:Technology Management Functions:

Ensures that a rational process is used to select the appropriate technologyEnsures that a rational process is used to select the appropriate technology Balances technology advancement needs with the need to achieve Balances technology advancement needs with the need to achieve

business resultsbusiness results Ensures that all technical disciplines are appropriately represented on core Ensures that all technical disciplines are appropriately represented on core

teamteam Accurately assesses the quality of most technical decision and Accurately assesses the quality of most technical decision and

recommendations recommendations Fully utilizes and leverages all related or supporting technologiesFully utilizes and leverages all related or supporting technologies Effectively communicates technical information to wide variety of peopleEffectively communicates technical information to wide variety of people

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The Project Manager “Unofficial” The Project Manager “Unofficial” DutiesDuties

The functional competencies listed above are the official duties The functional competencies listed above are the official duties of a typical project manager.of a typical project manager.

In fact, if your organization has developed a job description for In fact, if your organization has developed a job description for project managers, it probably includes many of these functional project managers, it probably includes many of these functional competencies. competencies.

What you won't find in job descriptions are unofficial duties What you won't find in job descriptions are unofficial duties that project managers perform in the course of carrying out the that project managers perform in the course of carrying out the mission.mission.• BabysitterBabysitter• SalespersonSalesperson• Teacher / Captain Teacher / Captain • Counselor / Listener / PsychologistCounselor / Listener / Psychologist• Friend / Brother (Sister)Friend / Brother (Sister)