In part 7 of this series I mentioned that I would share how to number deliverables of the project to assist in monitoring progress, and managing metrics (KPA's and KPI's of the project). In this entry I provide some very simplistic starting blocks on how this is done within a project methodology, and hopefully - there's light at the end of the tunnel where we can begin to see the impact on the risk, estimations of hours, cost measurements/forecasts, and actuals for delivery. This entry is all about Project Management and deliverables - how to tie them together.
If you are SEI/CMMI certified, or are an auditor, I would love to have your feedback and comments regarding these subjects. If you are PMP or Six Sigma or TQM familiar, it would be good to hear from you as well - please, tear down these ideas if they do not fit with your experience. I can only learn from you if you respond. :)
In my past 15+ years (now going on 20 years) of IT experience I've spent maybe 6 to 8 years managing projects (technical project management). One of the hats I wore was not only business analyst, but also full project manager, and team enabler. Under this guise of lean-initiatives and cycle time reduction, I learned a few things that seemed to make sense at the time.
I got tired of estimates that didn't match the project plan, couldn't be scoped properly, or attached to actuals and deliverables. I got tired of risk running rampant and killing projects before they started. I got tired of always being asked: "how complete are you and your team on task X?" the real question I got was: "How close to done are you with the requirement... you know, the requirement that discusses ZZZZZ...."
I needed a way to track all of this, and furthermore to be able to press a button and run some analytical reports / graphs (every day) on the project as we moved along. So, taking from technical writing requirements, and from SEI/CMMI and from the legal profession (which I only know they number every paragraph).... I started numbering everything I could find.
For instance, I went through the business requirements, numbered all TITLES and SUB-TITLES, and paragraphs.
1.0 Requirements Overview
1.1 Requirement 1
1.1.1 Response time for req. 1
22.214.171.124 The expected response time........ (paragraph)
1.1.2 Types of queries...
You get the idea, next I numbered the technical requirements to mesh with the business requirements. I aligned the requirements to match up in a matrix of "this is what they want, and this is how we propose to build it." This was appropriately called "IT alignment" (at least it was in the '80s... Then, I took the technical requirements and began numbering EVERY line-item in the project plan. By the way, this became a GREAT way to spot requirements (stated) that were missed in the project plan... interesting loop-hole catch.
I then thought to myself: Self.... (just kidding)
I took the Project plan, and assigned roles rather than people (as responsible parties). To which I developed a roles & responsibilities document, and then numbered that too (independently of the requirements). RR1.0, RR1.1, RR2.0, etc.... I took the R&R numbering system and attached them back to the technical requirements, then assigned resources to the roles and responsibilities, and to each of the resources - I assigned resource loading. This ended up becomming the work-breakdown structure (Project + Tech requirements + RR)
Next, I created an organizational breakdown structure (org chart), and developed an escalation path for each role, numbering each element in the org-chart as I went, assigning RR1.1 to a specific org unit. Now we knew where the risk would be handled, or escalated as things got hot (if they got hot). Next on the list was a process breakdown structure (AS-IS process flows). We needed to know how the data currently moved from one business unit to another, from one system to another. We developed process flows at 30,000 feet and above - then numbered all of them with the appropriate business requirements number (which tied the artifacts to specific components of the project plan).
Then, we immediately began designing new (to-be) process flows, which re-defined some of the interfaces, and how the data would flow to the warehouse, out to the marts, and back to the reports in the business users' hands. We then numbered each of these to-be process flows with the "original process flow numbers" tying them together. As we built the "to-be flows" and completed the process re-design, we could attach these components to mile-stones reached within the project and produce deliverables consisting of data and process to the business users.
Finally, we went through each major section of the technical requirements and assigned risk analysis templates by applying expected skill sets (balanced against the R&R, and the org chart, and availablility) - we developed a low,medium, and high risk score. We then set a threshold for warning (approaching high risk) where we would begin escalation procedures up the Org Breakdown structure.
Needless to say, there were many other deliverables (all docs were versioned in keeping with CMM), all processes were measured, quantified, and then optimized, and the Data warehouse (now some 15 years later) is still running strong.
Ok - you think this is a lot of work? We did this with a team of 3 people, + 1 person from the PMO (proj. Mgmt Office), + 1 DBA part time, + 1 senior/expert data modeler/data architect part time. And we accomplished delivery of the full production warehouse inside 6 months for 3 source systems (Planning, Manufacturing and Finance). The EDW consisted of 60+ tables, source systems around 300+ tables with manufacturing bill of materials.
It can be done, with the right people, the right training and the right expertise - and the benefits can be enormous. It doesn't take a huge bankroll to institute this type of "project governance" or maturity model for EDW projects, just dedication and consistency.
Hope this helps,
Posted September 24, 2008 8:51 PM
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