CH 3

Chapter 3: Managing Systems Projects

Systems Analysis & Design, 13th Edition — Scott Tilley

Project Management (1 of 3)

  • Project management includes planning, scheduling, monitoring, controlling, and reporting.

  • Project managers break projects into tasks, determine task order, and estimate durations.

  • Tools like Microsoft Project help create plans, track progress, and manage risks.

Project Management (2 of 3)

Project Triangle

Projects must balance:

  • Cost

  • Scope

  • Time

You can’t maximize all three simultaneously.

Project Management (3 of 3)

Project Manager Roles

  • Usually a senior analyst or IT manager.

  • Large projects may include a project coordinator.

  • Core activities:

    • Project planning

    • Project scheduling

    • Project monitoring

    • Project reporting

Task Management (1 of 11)

Task management includes:

  • Creating a Work Breakdown Structure (WBS)

  • Modeling task patterns

  • Identifying the critical path

Tools:

  • Gantt charts

  • PERT/CPM charts

Task Management (2 of 11)

Gantt Chart

Shows tasks, durations, and progress.

PERT Chart

Shows task dependencies and patterns.

Task Management (3 of 11)

Gantt chart (top) and PERT chart (bottom) show the same project from different perspectives.

Task Management (4 of 11)

Identifying Tasks

  • A task has a beginning and end.

  • Milestones mark major events.

  • Duration measured in hours, days, or weeks.

  • Person‑day = one person’s work in one day.

Task Management (5 of 11)

Example: Questionnaire project tasks and milestones.

Task Management (6 of 11)

Factors affecting task duration:

  • Project size

  • Human resources

  • Experience

  • Constraints

Task Management (7 of 11)

Microsoft Project displays WBS with task names, durations, and predecessors.

Task Management (8 of 11)

Task Patterns

Three types:

  • Dependent tasks

  • Multiple successor tasks

  • Multiple predecessor tasks

Task Management (9 of 11)

Examples of task patterns:

  • Dependent tasks

  • Dependent + multiple successors

  • Dependent + multiple successors + multiple predecessors

Task Management (10 of 11)

Critical Path

  • Tasks that directly affect project completion date.

  • Delay in any critical path task delays the entire project.

  • Slack time = allowable delay without affecting completion.

Task Management (11 of 11)

Example PERT/CPM chart with task IDs, durations, and dependencies.

People Management (1 of 2)

Effective people management requires:

  • Clear communication

  • Translating technical jargon

  • Understanding user needs

  • Navigating team dynamics

  • Encouraging learning and development

People Management (2 of 2)

Additional principles:

  • Support during change

  • Communicating purpose and necessity

  • Building trust

  • Encouraging ownership and commitment

Knowledge Check 3‑1

Three task pattern types: dependent tasks, multiple successor tasks, multiple predecessor tasks.

Communications Management (1 of 2)

  • Miscommunication is a major risk.

  • Requires open, clear, regular communication.

  • Team members report progress to project manager.

  • Project manager reports to management and users.

  • Regular meetings and status reports are essential.

Communications Management (2 of 2)

  • Projects often involve changing requirements.

  • Requires strong change management procedures.

  • Teams must respect cultural and language differences.

  • Problems must be explained along with actions taken.

Technology Management (1 of 2)

Technology management includes selecting, implementing, and reviewing tools. Tools may include:

  • Modeling/diagramming software

  • Project management tools

  • Collaboration platforms

  • Testing tools

Key considerations:

  • Functionality

  • Scalability

  • Cost‑effectiveness

Technology Management (2 of 2)

Implementation includes:

  • Acquiring software

  • Installing and integrating tools

  • Configuring systems

  • Training team members

Security requires:

  • Regular updates

  • Strong access controls

  • Proactive threat mitigation

Financial Management (1 of 2)

Financial management considers:

  • Labor costs

  • Software/hardware expenses

  • Training requirements

  • Maintenance costs

  • Potential overruns

Investments include:

  • Software upgrades

  • Hardware improvements

  • Infrastructure maintenance

Financial Management (2 of 2)

  • Investing in skills: training, workshops, seminars.

  • ROI analysis clarifies system value.

  • Financial risk assessments identify and mitigate risks.

Knowledge Check 3‑2

Why is functionality key in technology selection?

  • Tools must have the features required to perform intended tasks.

Risk Management (1 of 6)

Risk management identifies, assesses, and prioritizes uncertainties. Benefits:

  • Reduces uncertainty

  • Improves planning and control

  • Enhances stakeholder confidence

  • Mitigates losses

  • Supports decision‑making

Sources of risk:

  • Technology

  • Stakeholder changes

  • Team dynamics

  • External environment

  • System complexity

Risk Management (2 of 6)

Risk Identification

Techniques:

  • Delphi technique

  • SWOT analysis

  • Risk breakdown structures

Output: Risk register.

Risk Management (3 of 6)

Risk Analysis

Types:

  • Qualitative

  • Quantitative

Risk Response Strategies

  • Avoidance

  • Transfer

  • Mitigation

  • Acceptance

Risk Management (4 of 6)

Risk matrix shows probability vs. impact.

Risk Management (5 of 6)

Risk management plan includes:

  • Scope review

  • Stakeholder analysis

  • Budget and schedule review

  • Monitoring and control

  • Roles and responsibilities

  • Risk communication

Risk Management (6 of 6)

Common issues:

  • Inadequate identification

  • Poor assessments

  • Ineffective responses

Project Management Software (1 of 5)

Software supports:

  • Planning

  • Execution

  • Monitoring

  • Control

Benefits:

  • Automates scheduling

  • Manages resources

  • Tracks progress

Project Management Software (2 of 5)

Example: GitHub for version control and collaboration.

Project Management Software (3 of 5)

Tools include:

  • Collaboration apps

  • Document management

  • Issue tracking

  • Portfolio management

  • Resource management

  • Task management

  • Time tracking

Project Management Software (4 of 5)

Example: Google Workspace for collaboration.

Project Management Software (5 of 5)

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