Presented to

Meet Our Team

Sharan Nav Tobias Tom Adam

Our Mandate

Review the project

Be positive in our attitude

Not looking to blame

The Project

SFU IT Project Review

AJ

Our Approach

02

Created Analysis

04

Just For You

01

Talked with Team Members

03

Spoke with External Vendors

AJ

Our Process

Broke Down Issues

We refined and consolidatedissues into categories

We ranked and ratedissues by severity

Identified key areas forimprovement on theseissues

> Tom

7 Key Problem Areas

Risk Assessment

Schedule

Cost

Resource Volatility and Allocation

Project Documentation

Collaboration and Interaction

Quality Management



Resource Volatility

• 4 Team Members Resigned or Retired

• Vendor Turn Over

• Lack of Engagement and Commitment



Resource Allocation

• Staff Underutilized

• Lack of Stakeholder Buy-in

TB

Project Documentation

• Documentation was not updated

• No Project Status

• Change Orders Not Approved Properly

Collaboration and Interaction

• DAPM in Toronto

• Collaboration with DAPM not Adequate

• SFU Failed to Provide Feedback

Additional Integration Necessary

Software Didn’t Meet Specifications In the End

Multiple Interfaces

Contact Updates to DAPM Software

No Testing Until the End

Quality ManagementNAV

No Documentation

Update at All 03

Risk Cycle

DAPM Purchased 01

Tool Change Necessary 02 2 Year Overrun 04

Schedule

No Task AllocationWork Plan Had Old Dates

No BaselineNo Resource Loading

Cost

• No Accountability

• Changed Not Properly Approved

• Many Billable Items Not Authorized

• No Work Plan Update = No Budget

• SFU Didn’t Claim Discount

SH



Recommendations



Resource Volatility Solution

• Implement Incentive based employment

• Better Identify Project Risks

• Succession Plans

• Team Building



Resource Allocation Recommendation

• Assign More Resources• Break Work Down Further• Require Resource Feedback• End-User on Project Steering

Committee

AJ

Project Documentation Recommendation

• Update Documentation within 48 Hours

• Central Repository for Documents

Collaboration and Interaction Recommendation

• Define Roles and Responsibilities• Define Communications Plan• Daily Meetings• Vendors on Site Once Per Month• Prefer Local Vendors

TO

Quality Recommendations

End-User Testing Before Completion

Engaged Project Sponsor

Engaged PM Who Developed Acceptance Criteria

Test Fully

Hire 3rd Party Tester

Assign Dedicated Testing Team

NAV

01 L

orem 02

Lorem

03 Lorem

Keep Vendors Accountable

Create and Update a Risk Management Plan

Stay True to Original Scope

Don’t be Afraid to Start Over

Risk Management Recommendation

Schedule

Use Online Tools

Use Timesheet Approval

Create, Enforce and Adjust the Schedule

Assign Responsibility

Have regular status meetings!

TB

Cost Recommendations

Have Legal Review Projects

Re-Review Contracts and Suggest Updates to Terms

Produce Cost Reports

Establish Cost Approval Policy

Finance to Review Bills with PM Staff

Reject Unauthorized Billing

Implement Checklists for Next Time

AJ

Starting Over

Financial Controls

Vendors

People

Schedule

Review

Wrap Up

Project Ran 2 Years Over Schedule

Little Effective Management

People Left the Project

All in a day’s workQuestions?

Thanks