Lecture: Project Management in ICT Prof. Dr. Harald Wehnes

HUST, Feb 06-16 2017 Project Management in ICT

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Agenda (Feb 10) Presentation of the solutions of task 4 5.1 Resource and cost planning  Result: List of resources and costs

Presentation of the results of the pm research

Task 5: communication plan

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Project managers present their solution of task 4  Team 1

 Team 2  Team 3

 Team 4  Team 5  Team 6  Team 7  Team 8

Project Management in ICT

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5.1 RESOURCE AND COST

PLANNING Project Management in ICT

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4

Project planning is carried out in steps Work breakdown structure (WBS) Working packages Optimization of the planning

Estimation / Dependencies

With tool support

Process and time schedule Resources and costs Additional plans, e.g.  Communication (internal / external) and reporting  Quality  Risks and opportunities  Tools

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Workshop „Resource planning“  What is the purpose of resource planning?    What types of resources do you know?

   How would you proceed with a resource planning? 



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Resource planning

The success of the project is significantly dependent on the availability of resources  at the right time  at the right place  in the required type, quality and quantity

Goals of the resource planning:  Identify all resources necessary for the implementation of the project (qualitatively and quantitatively)  Ensure the availability of those resources

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Types of resources  people  materials  equipment

 facilities  services  information technology

 information and documents  knowledge  funds

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Process steps

1. Identify what resources are required, including the specific project management effort. The competences required of the personnel in the project team should also be made explicit

2. Schedule the resources 3. Obtain agreement with line management for resource assignments to the project

Source: ICB 3.0

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Characteristics of the personnel resource planning  Personnel scheduling is performed usually not purely quantitatively; restrictions:  Available staff capacity  Special knowledge, skills, experiences  Local and temporal availability  Role concept / mapping / optimization:  by the Scheduler with the skills (skills and their level) defines roles first, which are important for the project.  These roles are mapped in the next step with available persons; External may be used  costs

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Personnel resource planning Determination of the roles required for the project and qualifications for the roles Role

Abbreviation

Qualification (Skills)

Abbreviation

Qualification (Skills)

Example Role Project manager

PM

Management experiences of projects overall overview of the business processes, …

Senior Software developer

SSD

Experience in the technical coordination of software developers; Organizational skills, …

Softwaredeveloper

SD

Experiences in development with ABAP; Expert knowledge of MS Office

External Softwaredeveloper

ESD

Several years of experience in the development with ABAP. Oracle DB specialist, reliability …

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Example: Personnel resource planning

Role

Abbreviation

Qualification (Skills)

Project Manager

PM

Experience management skill, visionary

Mobile Software Developer

MSD

Experiences in coding for multi-platform language, hard-working

Financial Manager

FM

Financial certificate, visionary, careful

Marketing Manager

MM

Marketing certificate, high social skill, active

HR Manager

HRM

2-years experience in HR management

Secretary

SY

Good office skill, good-looking, 6.5 IELTS

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Workshop “Personnel resource planning” Determine two project roles which are indispensable for your project and the corresponding qualifications

Time: 10 minutes Role

Abbreviation

Qualification (Skills)

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Workshop “Personnel resource planning” Results

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Resource table For each WP the resources needed are determined PSPCode

WP

Effort [man days]

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Personnel Resources

Material and other resources

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Example: resource table PSP-Code

WP

Effort [man days]

Personnel Resources

Material and other resources

1

Preparation

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1.1

Market research

5

MR

Market data collection team

1.2

Complete Project Charter

5

PM

Microsoft Project

1.3

Define Specification

5

PM

1.4

Technical Project Planning

10

MSD

MS Project

1.5

Non Technical Project Planning

20

FM,MR, HRM

Excel, MS Project

2

Fund raising

60

PM, FM

3

App Development

495

3.1

Build main function blocks

225

MSD

Software architecture, Java, C#

3.2

Design user interface

90

MSD

Software architecture, Java, C#

3.3

Build others blocks

90

MSD

Software architecture, Java, C#

3.4

Build the demo app

90

MSD

Software architecture, Java, C#, server

4

Testing app & perfection

225

4.1

Test functions + Collect feedbacks

75

MSD, SY

Review, feedback from user

4.2

Correct errors

75

MSD

Information analyzing, software architecture

4.3

Improve & Complete app

75

MSD

Information analyzing, software architecture

5

Publication

400

All members

Server, store

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Workshop „Resource table“

Determine the resources needed for three working packages

Time: 10 minutes PSPCode

WP

Effort* [working days]

Personnel Resources

Material and other resources

*) Example: duration: 5 days + 10 people work  Effort: 50 working days

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Workshop „Resource table“ Results

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Checking the work load Check for any resource if there are overloading situations Overload

Workload histogram for Hubert

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Solution by compensating for capacity No overload after compensating for capacity S

15. Mai '00 M

D

M

D

F

S

S

22. Mai '00 M

D

M

D

F

S

S

100%

Delay of one day

50%

Benötigte Ressourceneinheiten:

100%

Hubert

Überlastet:

100%

100%

100%

100%

100%

Zugeteilt:

More fundamental measures:  use buffer  include additional personnel  reduction of the scope of the project

 include external experts  move project finish date

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Example of successful capacity management

www.Weltreise-Forum.info

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Cost elements in projects  Staff costs: Wages, salaries, benefits, profit sharing  Travel, accommodation, catering costs  Training costs (external, in house)  External consulting services  Hardware: investment costs, operating costs.  Software: investment costs, operating costs.  Consumables: e.g., paper, raw material, CDs.  Financial resources Recommendation: Funds provide for measures which may be necessary for example to manage risk or to avail of opportunities

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Cost planning

Cost plan is defined as a “representation of the expected costs for the project" Resource plan

Cost plan • Cost per WP

For each WP: • type

• amount

x

Cost per resource

• period

• Total cost

=

• Cost trend • Cost per type

of the resources

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Project cost representation to WBS elements

The WBS is complemented by the cost per WP - with summation on the associated higher levels

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Example from practice Resources

Tätigkeit Konzeptphase Schulung- und Testphase Pilotierung

Server Server Server

Konzeptphase Schulung- und Testphase Pilotierung

AntiViren AntiViren AntiViren

Konzeptphase Ermitteln der Anwendungen Pilotierung und Testphase Schulung Paketierung

Office Office Office Office Office

Konzeptphase Schulung Test- und Pilotphase Umsetzung Standorte

Server(Zeit-/Zutrittskontrolle) Server(Zeit-/Zutrittskontrolle) Server(Zeit-/Zutrittskontrolle) Server(Zeit-/Zutrittskontrolle)

Konzeptphase Schulung- und Testphase Pilotierung

Datensicherung Datensicherung Datensicherung

je FT-MA 1 Tag pro Woche (5x25) je FT-MA 4x5Tage (5x20) je FT-MA 2 Tag pro Woche (5x4)

Konzeptphase Schulung- und Testphase

Anwendungen (DLZ) Anwendungen (DLZ)

je FT-MA 1 Tag pro Woche (4x25) je FT-MA 25 Tage (4x25) je FT-MA 1 Tag pro Woche (4x8)

Project PilotierungManagement Anwendungen (DLZ)

je FT-MA 1 Tag pro Woche (13x25) je FT-MA 4x5Tage (13x20) je FT-MA 2 Tag pro Woche (13x4)

von - bis 1.7.06-21.12.06 22.12.06-15.2.07 16.2.07-19.4.07 Okt./Nov. 2006 Jan./Feb. 2006 Mrz 06

je FT-MA je FT-MA je FT-MA je FT-MA

PT 325 260 52

von - bis

PT

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5 Tage (9 MA ) 5 Tage (7 MA) 1 Tag pro Woche (7MA x9 W) je 7Tage (9 MA x 7)

Okt.-Dez. 2006 Aug.-Sep. 2006 Jan.-Feb. 2007 Mär.-Dez 2007

27 10 40 80

1.7.06-21.12.06 22.12.06-15.2.07 16.2.07-19.4.07

125 100 20

2525

DLZ Office Wordbox Paketierung

TP Anwendungen

Terminalserver AD/Exchange Zutrittskontrolle Datensicherung Virenschutz Druckserver (Peripherie)

TP Server

Bemerkung

Fachteam

Teilprojekt

Resource planning and cost planning Process steps in NIMBUS: 1. Subprojects (responsibility: manager of the subproject) identify their specific requests for resources 1. Personnel resources 2. Hardware invests Personnel 3. Software invests resources 4. External support (excerpt) 5. Trainings (project start, during the project) 6. Literature and others 2. Consolidation of the requests for resources in the Core Team Identification and adding specific requests for project management resources 3. Forecast of the total costs 4. Approval of the project budget Result of the process: Resource plan: personal, technical equipment Cost schedule

Sep 06 OKT 06 - Dez 06 Jan 07 - Feb 07 Aug 06 Jam 07

45 35 63 56 21

1.7.06-21.12.06 22.12.06-15.2.07 16.2.07-19.4.07

100 100 32

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Example from practice

Position

Betrag

Fälligkeit Betrag

Ursrünglicher Ansatz

TP Anwendungen

DLZ Office Wordbox Paketierung

Ursrünglicher Ansatz

TP Server

Terminalserver AD/Exchange Zutrittskontrolle Datensicherung Virenschutz

Teilprojekt

Fachteam

TP Anwendungen

DLZ Office Wordbox Paketierung

TP Server

Terminalserver AD/Exchange Zutrittskontrolle Datensicherung Virenschutz Druckserver (Peripherie)

Bemerkung

Fachteam

Teilprojekt

Kostenart

Bemerkung

Technical equipment consolidated requests for resources (excerpt)

Technical equipment requests of the subprojects (excerpt)

Fälligkeit

Kostenart

Position

Betrag (brutto)

Fälligkeit Betrag (brutto)

Hardware Server

= 12x Server a 10.000€

Server

zentrale Sonderserver

6x große 64-Bit Cluster (2xFile, 2xMail, SQL, Print) 10x zusätzliche Standardserver a 5.000€ Server 2x Storagesysteme (10-15 TB) Server(Zeit-/Zutritt) 20 x 5000€ 20 Standorte - Umrüstung Zutritt auf TCP/IP

120.000,00 02/0712/07 50.000,00 02/0712/07 500.000,00 02/0712/07 100.000,00 02/0712/07

Hardware

700 Stück * 365 € 2100 Stück * 365 € kompatibel m. neuer Struktur

6x große 64-Bit Cluster (2xFile, 2xMail, SQL, Print)

Server

= 12x Server a 10.000€

142.800,00

10x zusätzliche Standardserver a 5.000€

Server

zentrale Sonderserver

59.500,00

2x Storagesysteme (10-15 TB)

Server

20 Standorte - Umrüstung Zutritt auf TCP/IP

Server(Zeit-/Zutritt)

20 x 5000€

TC´s TC´s Peripheriegeräte (Scanner / Cardreader / DCam)

Arbeitsplatz (WS) Arbeitsplatz (WS) Peripherie

700 Stück * 365 € 2100 Stück * 365 € kompatibel m. neuer Struktur

30 x TS für ca. 300 Perseus-User

Anwendungen (DLZ)

6 x Server für lokale WinApo-Lösung

Anwendungen (DLZ)

Zusatzbedarf im Worstcase (30 x 4000 €) 6 x 4000 €

595.000,00

TC´s TC´s Peripheriegeräte (Scanner / Cardreader / DCam)

Arbeitsplatz (WS) Arbeitsplatz (WS) Peripherie

30 x TS für ca. 300 Perseus-User 6 x Server für lokale WinApo-Lösung

Anwendungen (DLZ) Zusatzbedarf im Worstcase (30 x 4000 €) Anwendungen (DLZ) 6 x 4000 €

300 x Server für TS-Farm

Server (Terminalserver)300 x 5000€

1 x Server für TC-Management, 1 x Server für TSSoftwareverteilung

Systemmanagement Vorhandene Hardware nutzen

240 x Server für TS-Farm

Server (Terminalserver) 270 x 5000€

Server

für Clusterserver

1 x Server für TC-Management, 1 x Server für TSSoftwareverteilung

Systemmanagement

Server

für zentrale und dezentrale Server

120.000,00 02/0712/07 24.000,00 02/0712/07 1.500.000,00 02/0712/07

Software 12x MS Windows 2003 Server Enterprise 50x MS Windows 2003 Server Standard 10000x MS Windows Server Client Access Lizenz (CAL)

Server Server

4x MS SQL Server Prozessorlizenz a 15.000€

18.000,00 02/0712/07 25.000,00 02/0712/07 200.000,00 02/0712/07 60.000,00 02/0712/07

Zwischensumme HW

Arbeitsplatz (WS) Arbeitsplatz (WS)

10000 Stück * 60 € vorhandene Hardware

0,00 120.000,00 0,00 24.000,00 1.428.000,00 1.500.000,00 02/0712/07 0

2.225.300,00

0,00

Software 12x MS Windows 2003 Server Enterprise

Server

10000x MS Windows Server Client Access Lizenz (CAL) Server CAL-Lizenzen (TS) Zentraler Testserver (Frameware Server)

Vorhandene Hardware nutzen

0,00

120.000,00 02/0712/07 50.000,00 02/0712/07 500.000,00 02/0712/07 100.000,00 02/0712/07

4x MS SQL Server Prozessorlizenz a 15.000€

Project Management

Server

für Clusterserver

33.700,00 0,00 70.000,00

18.000,00 02/0712/07 200.000,00 02/0712/07 60.000,00 02/0712/07

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Targeted qualification measures and further training for project members instead of external hiring Subproject

Concept phase:

Qualification, Doc. + Communication

Qualification of project members

Rollout phase: Qualification of local Administrators and Regional Directors

Assessment of demand (part of resource planning)

Training courses and workshops by external specialists

Training courses and workshops by project members

e.g. planning and organising measures Quality assurance of each measure through evaluation by instructor

Policy: Qualifying our own employees has priority!

Windows Server 2003 Basic Windows Server 2003 Advanced Remote Installation services MOM 2007; SCOM 2007 Exchange 2007 MS Project Server 2007 MS SharePoint Server 2007 ITIL Basics Special training individual subprojects: e.g. Terminal server: Citrix, Tools (print, load balancing)

Nimbus Migration Workshops new IT processes new software architecture new network architecture new hardware architecture Migration approach -

ITIL Basics and new support concept ITIL Change and Release Management ITIL and use of call managers

Creation of a training program: Chamber of Commerce certified IT specialist – in cooperation with Staff Development  Benefits for NIMBUS/Company: high-quality solution for important (mostly self-contained) NIMBUS tasks in the form of projects  Benefits for project members: officially recognised certificate AOK Bayern / kubus IT Projekt NIMBUS

Site visit (IPMA) – 6./7.05.2009 - Munich 27

Example from practice

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Research Tasks

PM in Vietnam

1. Find VN portals that offer jobs for project managers 2. Find VN universities that offer project management courses for students 3. Skills of project managers (analyze some pm job offers) 4. Further roles in project management 5. Books about project management in Vietnamese 6. Project management organizations and groups in VN 7. Big projects in VN (result, duration, costs)  Historical  Actual 8. Find the main branches where project management is applied in VN

Presentation of the results: Feb 10

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Homework: Task 5

Complete the tables  Personal resource planning  Resource table Presentation (Duration: < 3 min) by the project managers on Monday morning Please upload your results!

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