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Success or failure of a major business systems project is often preordained by how the groundwork is laid. It is written as if addressing a project manager.
Among the topics covered will be an overview of: charter, objectives, priorities, project rules, communications, education, project plan, resources/organization, team member job descriptions, personnel management, management support, budget, funding, third party participation, hardware, software, policies, procedures, task definition, sequencing, and resource estimating.
A system consists of missions, leadership, goals, objectives, metrics, policies, procedures, education, training, organization, personnel, tools—it is not primarily a computer project, even though modern business systems tend to be dependent upon computer technology.Address all of the system elements shown above, to successfully plan and manage a business system project.
Management Support
The "Charter" is a clear mandate for the project team, generally consisting of mission, objectives, scope, direction and authority. It is an agreement between top management and project management. A major project will likely have multiple objectives.
Example: "The Comet project team is comprised of direct representatives of each division General Manager who have full authority to formulate and approve policy and operations changes within the scope of the project charter."Major change efforts, such as business systems projects, consume a large portion of an organization's resources and "mindshare."
Project Planning Phase
More specifically, this involves creation of a Project Justification, Project Task Plan, Communications Plan, Education Plan, Budget, Funding, and Team Member Job Descriptions. . . .Project Justification
No matter what anyone tells you, make sure to do a project "justification," "business case," or "cost/benefit analysis."
Project Task Plan
Basic project plan elements to be included are: Deliverables, Activities, Activity Descriptions, Sequencing, Responsibilities, Resource Requirements, and Timing. In a business systems project, key people are usually the most difficult resources to schedule.Project managers each have their own project planning system format, type and software preferences. Project Organization (groundwork, planning)2. Education3. Requirements definition4. Upgrading existing systems5. Cross-project liaison6. Software/hardware selection/procurement7.
Communications Plan
Peoples' understanding and perceptions of the purpose, progress and success of a project have an important effect on project success. Project personnel and management sponsors should participate in communications.
Education Plan
It will also be necessary to educate executive sponsors, steering committee and project team members, and maybe even customers and suppliers. The money to plan the project in detail may not be available until some budget materializes.Team Member Job Descriptions
Use them to structure team member activities, to communicate their responsibilities to the organization, and to evaluate team members, if applicable. This section addresses Organization/Resources and Managing the Agenda to help improve execution.Organization/ResourcesPeople, money and equipment are the principal resources required. People are the hardest part, so let's concentrate there. The aspiring project manager will probably spend more time and effort trying to obtain, keep, motivate and manage people than on anything else.
People requirements:
• Leadership- A project sponsor(s) is the first requirement. A major business systems change project probably won't even get out of the starting gate without one and won't succeed without a good, dedicated sponsor.• Project Manager- Ideally, someone with a good reputation, well-connected within the organization, leadership skills, and in-depth knowledge of the business and desired systems skills. • Project team members- People with the requisite background and skills to perform the various tasks needed to accomplish the objectives. This includes a mix of people with business, industry/technical and computer/technical skills.
Once a project manager is found, look for project team members with complementary skills. Request the best people available. If a good job of "selling" the project need and benefit to the constituent organizations has been done, recruiting will be easier. Unfortunately, not all executives will share the same perception of this project's importance, and may try to "dump" less competent people on the project. This is another project "make or break" issue.
Generally speaking, internal candidates are preferable, especially as Project Manager.
The steering group normally appoints a Project Manager and a project team is formed. This team should be staffed with people able to do the planning and execution to accomplish project objectives. We have found that a small full-time core team or at least a full-time Project Manager is just about mandatory for success of a major business system project in all but the smallest organizations. Recently, we met a project sponsor who was also the Project Manager and Materials Management team member.
Recognition of that subtle difference can make you a more successful Project Manager. Management consultants may report to the project manager, but there is often value in having them report to the steering committee or elsewhere in executive management.Vendors may assign "project managers" or "account managers" to help you.
Much time and effort can be wasted if the project isn't effectively run. Good people, organization and project planning go a long way toward helping to accomplish this. Beyond that, Project Rules, Issues Lists, and Activity List Management can further improve a project.
Project Rules
One way to manage the project better and to make meetings more productive is to use the Project Task Plan and a running Issues List as the main agenda items for project meetings. Many projects have meetings which are largely a waste of time because team members don't stay focused on the work they were assigned to do—finishing the project.
During the course of any project, team members and other stakeholders will perceive various problems and opportunities. The project team draws upon this list and the task plan to help focus their energies on what needs to be accomplished.
Activity List Management
Making sure that the work gets done right is one of the most difficult jobs for a project manager, especially in a major business systems project, which often crosses a number of departments, functions, processes and skills. If there are specifications or requirements, check the work against these.
The True Nature of a Business Systems Project
A business systems project is not primarily about computers or software. It's about people, leadership, policies, procedures, etc.Managing a major business systems project plan is a very significant undertaking. You have probably noticed that basic project management principles were adapted to fit the nature of an enterprise-wide business systems change management project.
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