Project Initiation

When stakeholders or senior management decide to undertake computerization, a project must be formally initiated. Key examples of formal project initiation include:

1. New Business Application Development: Addressing business processes like HR management, billing, or order processing.
2. Adoption of New Technology: Leveraging advantageous technologies such as internet-based advertising.
3. Problem Rectification in Business Processes: For example, computerizing college admissions.
4. Problem Rectification in Technology: Migrating from legacy systems (e.g., COBOL/XBASE) to modern systems (e.g., RDBMS-based Core Banking Systems).

A project can originate from any part of the organization, including the IS department. Projects are time-bound, have specific start and end dates, objectives, and deliverables. A Project Sponsor and Project Manager are appointed to oversee the project and compile information for approvals, often formalized in a Project Charter.

During initiation, the Project Manager performs activities such as:

• Establishing Project Initiation Team: Organizing core team members.
• Building Customer Relationships: Enhancing trust and understanding.
• Defining an Initiation Plan: Outlining key activities and scope.
• Developing Management Procedures: Ensuring effective execution.
• Creating a Project Workbook: Serving as a central repository for deliverables, correspondence, and procedures.

Organizations often prepare a Project Initiation Report presented to senior management, serving as the formal project charter.

Project Management Methodology

Projects follow pre-defined phases, starting with the Project Charter and concluding with Project Closure. Standardized approaches, often based on global standards like PMI, ensure projects meet time, budget, and quality expectations.

Project Context and Environment

Projects often run concurrently within an organization. Effective Project Portfolio Management aligns objectives, consolidates activities, and manages shared resources. Project context considers:

• Importance to organizational goals
• Connection to organizational strategy
• Relationships with other projects
• Business case priority
• Time dependencies with other projects

Project Communication and Culture

Effective communication ensures stakeholder alignment and project success through:

• One-on-one meetings
• Kick-off meetings
• Workshops
• Periodic reporting

A Communication Plan ensures transparency on progress, issues, and concerns.

Project Objectives

Project objectives must be SMART (Specific, Measurable, Attainable, Realistic, Timely) and align with business expectations. Objectives are often broken down using a Work Breakdown Structure (WBS) into manageable Work Packages (WP), each with clear ownership, goals, and dependencies.

A Task List assigns responsibilities, deadlines, and dependencies, forming the foundation for a Project Schedule.

Project Management Practices

Organizations adopt global best practices (e.g., PMBOK, Prince2) for project execution. Project management applies knowledge, skills, tools, and techniques to achieve organizational goals efficiently.

Successful Project Planning: An iterative, risk-based process with quantitative and qualitative techniques for resource allocation, scheduling, and productivity measurement.

Tools like MS Project assist in managing time and resources efficiently, enabling Project Managers to control project execution effectively.

Roles and Responsibilities

The various roles and responsibilities of groups/individuals associated with SDLC project management are as follows:

Steering Committee

• Provides overall direction and monitors project execution.
• Reviews project progress periodically.
• Coordinates and advises on system and program design decisions.
• Takes corrective actions based on reviews.
• Assesses risks and implements mitigation plans.
• Defines project success factors and metrics.

Project Sponsor

• Provides funding and assumes overall ownership of the project.
• Ensures accountability for project outcomes.
• Offers strategic oversight and support.

Project Manager

• Provides day-to-day management and leadership.
• Ensures alignment with objectives.
• Monitors costs, schedules, and risks.
• Ensures quality deliverables.

Senior Management

• Demonstrates commitment to the project.
• Approves necessary resources.
• Supports project oversight and governance.

Business Management

• Assumes ownership of the system.
• Actively participates in requirements, testing, and training.
• Ensures deliverables meet business needs.

Systems Development Project Team

• Includes analysts, developers, testers, and consultants.
• Completes assigned tasks and communicates effectively.
• Advises on project plan deviations.

1.9.7 Business Function Representatives/Domain Specialists

• Provide domain expertise.
• Approve low-level design specifications.

1.9.8 Security Officer

• Ensures system controls align with security policies.
• Monitors and evaluates system security throughout the lifecycle.