Definition of project management process and thinking tools to elaborate justification, scope, requirements, resources, cost and time.

1. THINKICT FOR MANAGERS
PROCESS & SOFTWARE FOR PROJECT MANAGEMENT
John J. Macasio
Business Management Stages of the Project
INITIATION PLANNING EXECUTION CONTROL CLOSING
L
Stages Tasks Results
INITIATION Data gathering for the baseline information to
define the need for the project, value
justification of the project, solution and Research data and information
requirements, the available options
Approved business case
Agreement on the project methodology,
estimation tools, and financial valuation
formula. Request for Proposal and Project
Terms of Reference
Elaboration of the needs, key performance
indicators, critical success factors, financial Approved Project Proposal
valuation metrics
Project Contracts
Formulation and approval of the business case
Project Implementation Terms of
Composition, approval and release of the request References
for proposal with project terms of reference
Project Manager Appointment
Acceptance, review and approval of project
proposal
Composition, approval and release of the project
contracts, and project implementation terms of
reference based on the approved project
proposal
Setting up of the project organization and the
appointment of the project manager

2. PLANNING Definition of the tasks and requirements to be Work Breakdown Schedule
planned for execution and utilization
Organization Breakdown Schedule
Elaboration and agreement on of the applicable
input, procedures, methodology and tools to be Estimation Techniques
use in planning the project development.
Project Management Plan
Composition of the Project Management Plan to
integrated the following plans
Issues and Problem Management
Work Plan –work breakdown schedule, organization Plan
breakdown schedules
Change Management Organization
Resource Plan – organization, skills needs,
recruitment, people training, deployment schedules
Procurement Plan – bills of materials, acquisition
strategy, contract handling
Communication Plan – reporting instruments, kinds of
communications, audience definition and information
needs
Risk Management Plan – What if identification process
and the mitigation and action requirements
Budget Plan – Budget Items, Cost and Scheduling
Quality Plan – Quality assurance procedures and tools
specifications
Training Plan – capability requirement matrix and
training design, and schedules
Technology Plan – technology items, approaches,
standards, and delivery, installation, and
configuration, and testing schedules
Change Management Plan –request for changes as a
result of problem, incident, etc…
EXECUTION Definition of solutions requirement Process Model
Design the solution model Information Model
Create the solution model prototype Technology Model
Verify and Validate solution model prototype Work Packages
Build the beta version of the solution Delivery Report
Internal Team verification and validation of Accomplishment Reports
beta version of the solution
Minutes of the Meeting
Train users to test the beta version release
User’s Approval, Sign-in and Sign-
Test and Approve the beta version Off document
Training Report

3. Integration and normalization of the final Configuration Documentation
version
User’s Manual
Test and approve the final version
Release the final version
Handle incident, problem and change request
CONTROL Institute and enforce compliance report Compliance Checklist
Issues reporting and change management Issues Documentation
handling
Attendance Reporting
Testing and Quality Assurance
Documents
CLOSURE Lessons Learned Lesson Learned Document
Contracts closure Payment
Handing over Project Acceptance Documentation
Project document archived Turn-over Documentations

4. VISIONING REQUIREMENT DESIGN BUILDING TESTING
PLANNING DEFINITION INTEGRATION
RELEASE SUPPORT
MAINTENANCE
Solution Development Management
Stages Tasks Results
VISIONING & PLANNING Setting the goals, strategy, Project Work Plan
approach, configuration, and
plan of developing the solution
based on the approved business
case and project proposal of the
project.
REQUIREMENT ANALYSIS Elicitation and documentation Business, Information,
of information to compose the Technology Configuration
input, process, output, and Documentation
technology architecture
specifications of the proposed Functional and non-functional
solution requirement checklists
Analysis and definition of the
functional and non-functional
requirements of the proposed
solution.
SOLUTION DESIGN Visual drawing of the Process, application, data, and
application, data, and technology models
technology model, and
prototype making of the Application conceptual model
solution
Database model
Generate mock-ups and
prototypes of processes, screen, Technology platform model
reports
Validation, verification and
approval of the visual drawing
and prototype.
SOLUTION BUILDING Coding of the approved Work Packages
application, data and
technology prototype. Conformance Testing Report –
Pass – Fail –
Internal testing on the
conformance of the coded Revision Report
solution to approved design of
the solution requirements

5. SOLUTION TESTING Validation and verification of List of approved work packages
the functional and non-
functional requirements of the Change Requests
alpha version of the application
model and database tables
Issues reporting and change
request
SOLUTION INTEGRATION Putting together the Integrated work package beta
functionally accepted modules, version
databases, network services and
security services to run the Testing report and change
integrated version of the requests
solution
Integration testing to validate
and verify the inter-operational
performance
SOLUTION ACCEPTANCE Conduct of user’s training on Training Design
using the functional beta
version of the solution Testing Scripts
Perform user’s testing and Testing Report
acceptance of the completed
solution version Change Request
Solution business readiness List of accepted functional and
assessment of the final solution non-functional features
version for release
SOLUTION RELEASE Normalization of the Final Release Version of the
configuration requirements for work packages
the solution final version
release User manual
Deploying by installing and List of location and users for
configuring the release version deployment, and status of
of the solution to business installation and configuration
production area.
Users training schedules
Training of the production
users.
SOLUTION SUPPORT Setting up of the organization Service Desk
and procedures for Incident,
problem and change handling
Accepting incident and problems
for documentation, reporting,
analysis and resolution

6. E. ICT PROJECT MANAGEMENT TEMPLATES
Project Initial Definition and Planning
Logical Framework
OBJECTIVES MEASURABLE MEANS OF IMPORTANT
INDICATORS VERIFICATION ASSUMPTIONS
GOAL: Wider problem Quantitative ways of Cost-effective methods External factors
the project will help to measuring or and sources to quantify necessary to sustain in
resolve qualitative ways of or assess indicators the long run
judging timed
achievement of goal
PURPOSE: The Quantitative ways of Cost-effective methods External conditions
immediate impact on measuring or and sources to quantify necessary if achieved
the project area or qualitative ways of or assess indicators project purpose is to
target group i.e. the judging timed contribute to reaching
change or benefit to be achievement of purpose project goal
achieved by the project
OUTPUTS: These are Quantitative ways of Cost-effective methods Factors out of project
the specifically measuring or and sources to quantify control which, if
deliverable results qualitative ways of or assess indicators present could restrict
expected from the judging timed progress from outputs
project to attain the production of outputs to achieving project
purpose purpose.
ACTIVITIES: These are Quantitative ways of Cost-effective methods Factors out of project
the tasks to be done to measuring or and sources to quantify control which, if
produce the outputs. qualitative ways of or assess indicators present, could restrict
judging timed progress from activities
performance of the to achieving outputs
activities
INPUT: These are the Quantitative ways of Cost-effective methods Factors out of project
resources and budget to measuring or and sources to quantify control which, if
be made available to qualitative ways of or assess indicators present, could restrict
realize the activities judging timed the provision of input to
and to produce the performance of the Financial report as initiate the activities to
outputs. activities required by the project achieving outputs
fund sources

7. ICT Project Visioning and Scoping
MSF v3.0 Project Visioning and Scoping
BUSINESS SOLUTION SOLUTION DESIGN
SCOPE
OPPORTUNITY CONCEPT STRATEGY
Opportunity Goals Feature/Functions Architectural
Statement List Design Strategy
Vision Statement Objectives Out of Scope Technical Design
Strategy
Benefit Analysis Assumptions Version Release
Strategy
Constraints Acceptance Criteria
User Profile Operational
Criteria
Usage Scenario
Business
Requirements
Users Requirements
Operation
Requirement
Systems
Requirements

8. ICT Project Business Case
Decision Points for E-Gov Project Justification
DECISION POINTS
INPUT
Project Needs, Goals and Project Log Frame
Objectives,
Key Performance Indicators, Project Log Frame
Critical Success Factors, and
Performance Metrics
Target Beneficiary and Stakeholder Analysis
Stakeholders
Mandate or Developmental Agency R.A., Medium Term Developmental Goals, Incumbent
Agenda Alignment President Agenda, Approved Strategic Plan
Resulting Value to the Agency, Applied Information Economics, Balanced Score Card, Economic
Citizen, and Government Value Added, Economic Value Sourced, Portfolio Management,
Real Option Valuation, Break Even Analysis,
Technology Solution Options Enterprise Architecture, Information Systems Strategic Plan,
and the Value of Choosing the Request for Information
Option
Risks Risk Analysis, Costs of Risk, Costs of Mitigation, Risk Probability
and Impact,
Timeframe Project Timelines, Work Breakdown Schedule
Project Requirements and Cost One-Time Development Expenses, One-Time Implementation
Expenses, Capital Costs, Maintenance/Continuing Cost
Financial Valuation Cost Benefit Analysis, Net Present Value, Payback, Total Cost of
Ownership, Internal Rate of Return, Opportunity Cost, Payback
Maintenance and Sustainability Service Support Plan and Service Management, Business
Continuity Plan, Business Plan

10. LOGICAL PROJECT DEFINITION MATRIX
JUSTIFICATION REQUIREMENT ACQUISITION
STAKEHOLDERS NEEDS OBJECTIVES ICT SERVICES PRIMARY PRIMARY NON- SECONDARY SECONDARY DEVELOPMENT INPUT SUPPLIER
Whose interest Problem, Measurable End- SOLUTION FUNCTIONAL FUNCTIONAL FUNCTIONAL NON- APPROACH or GOOD AND
will be affected Improvement, Result to Solve Product REQUIREMENT REQUIREMENT REQUIREMENT FUNCTIONAL STRATEGY SERVICES
Internal Regulation Problem, Deliverables to Core/Cutting Core/Cutting Serves REQUIREMENT Procedures
External Improvement be Purchased or Across Across particular Serves Methods
Targets, Constructed Tasks, Quality interest or particular Standards
Compliance Information and Characteristics in handle special interest or Tools
Registration for Results the Tasks, exceptions handle special Infrastructure
the Stakeholders Information and exceptions Platforms
Results Skills
Organization

11. ICT Solution Development Project Scoping
PROJECT TASKS REQUIREMENTS
PROJECT PHASES ACTIVITY DURATION SERVICES GOODS
01. Business Case
Preparation
02. Business Case Review
and Approval
03. Budget Requirement
Preparation, Allocation
Request Processing,
Approval and Actual
Allocation
04. Request for Proposal
Preparation and Project
Terms of Reference
Definition
05. Request for Proposal
Review and Approval of
the Project Terms of
Reference
06. Procurement
Preparation, Bidding,
Evaluation, Awards,
Contract Approval
07. Activation of Project
Implementation
Organization
08. Detailed Project
Implementation Planning,
Scope Breakdown
Refinement, Budget
Alignment, Delivery
Schedules, responsibility
matrix
09. Developmental
Platform Delivery,
Installation and
Configuration
10. Solution Requirement
Elicitation and Design
Definition
11.Solution Prototype
Building, Validation and
Verification
12. Solution Beta Version
Coding, Internal Testing
and Integration
13. Production Platform
Delivery, Installation and
Configuration
14. User’s Training for
Solution’s Beta Version
Testing
15. Solution First
Production Release
Version normalization
16. User’s Approval of
Production Version; and
release of solution to
the users environment
17. Service Support and
Maintenance
18. Project Closing and
Turn-over

12. ICT Project Cost and Budget: Item Spreadsheet
SERVICES COST ITEMS AND BUDGET ESTIMATE
PROJECT DELIVERABLES SERVICES DETAILS
Expert & Skills Salary Total Total Travel, Insurance
Requirement Rate HR/ Hours or Salary Accommodation
DAY Mandays Expenses
01. Business Case
02. Financial Work Plan,
Budget Requirements and
Approved Allocation
02. Request for Proposal &
Project Terms of References
03. Reviewed and Approved
Bids
04. Project Office and Skilled
Personnel
05. Project Meetings and
Workshops and Project
Training
06. Project Work Plan
07. Development Platform
Hardware, Software and
Bandwidth
08. Approved Requirement
Documentation and Solution
Design, Architecture and
Functional Models
09. Validated and Verified
Solution Prototype Program –
application interfaces
prototypes, database tables,
and network interfaces
10. Beta Version Program
Module –working business
application, data, security,
integration interfaces, and
network
11. User’s Documentation
and User’s Training
12. User’s Testing and
Change Documentation
13. Normalized Production
Version of the Solution
14. Solution Roll Out
Support.
15. Incident Management
and Maintenance

13. COMPUTER GOODS REQUIREMENT AND BUDGET ESTIMATE
Project Management Office
COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTH
Item Name No. & Total Software License Total Cost Capacity Duration
Cost of Cost Type Number Cost
Units
Workstation Operating
System
Network Hub Productivity
Tools
Server Scheduling
Program
Network Cables/ Security
Peripheral Software
Solution Development Platform
COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTH
Item Name No. & Total Software License Total Cost Capacity Duration
Cost of Cost Type Number Cost
Units
Workstation Modeler
Network Hub Editor
Server Application
Server
Network Database
Cables/Peripheral Server
s
Network
Server
Business Production Roll-Out
COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTH
Item Name No. & Total Cost Software License Total Cost Capacity Duration
Cost of Type Number Cost
Units
Service Support Management
COMPUTER HARDWARE COMPUTER SOFTWARE BANDWIDTH
Item Name No. & Total Cost Software License Total Cost Capacity Duration
Cost of Type Number Cost
Units
Service
Desk
Service
Monitorin
g

14. ICT Project Investment Requirement and Cost
Investment Unit Duration Estimated Estimated Total Total Cost % Source of Fund
Component Unit Cost Cost
SERVICES 000%
Project
Team
External Consultants
Training Venues
Transportation
Accommodations
Rentals
Bandwidth
Electricity, Water
GOODS 000%
User’s Access
Computer
Computer Server
Network Server
Internet Server
Application Server
Database Server
Security Server
Backup Server
Network Devices
Cabling and
Peripheral
Software Installer
and Licenses
Office Supplies
Other Equiptments
MAINTENANCE 000%
Computer Devices
Network Devices
Other Equiptments
Software
Building
TOTAL INVESTMENT COST

15. Project Organization: Roles Matrix
PROJECT TASKS: ROLES MATRIX
Date of First Draft: Version No. Current Version Date:
PROJECT NAME
PROJECT DURATION
PROJECT OUTCOME
PROJECT OWNER
PROJECT BENEFICIARY
SOURCING STRATEGY
PROJECT DELIVERABLES PROJECT ROLES
TASKS
Responsible Accountable Expert Work

16. PROJECT ACTIONS: RESPONSIBILITY MATRIX
Date of First Draft: Version No. Current Version Date:
PROJECT
NAME
PROJECT
DURATION
PROJECT
OUTCOME
PROJECT
OWNER
PROJECT
BENEFICIARY
SOURCING
STRATEGY
PROJECT RESPONSIBILITY MATRIX
PROJECT
ACTION ACTION APPROVING DECISION ANALYSIS, INTERNAL EXTERNAL
ITEMS IMPLEMENTOR AUTHORITY PROVIDER EVALUATION & SUBJECT SUBJECT
RECOMMENDATION MATTER MATTER
MAKER EXPERT EXPERT

17. REQUIREMENT TRACEABILITY MATRIX
Unique Requirement Requirement Software Design Program Requirement Successful Modification Remarks
No. Statement Source Requirement Specification Module Test Test of
Specification Document Name and Specification Verification Requirements
or Reference Reference Document
Functional Number Number Reference
Requirement Number
Document
Reference
Number

18. F. ICT PROJECT MANAGEMENT OPEN STANDARD SOFTWARE
Project Documentation Software
1. OpenOffice Writer
2. OpenOffice Calc
3. OpenOffice Draw
4. OpenOffice Impress
Project Gantt chart Software
1. OpenProject
Project Modeling Software
Project File Security Software
1. Antivirus
2. Unwanted File Cleaner
3. File Backup