MYH Case Study

Wentworth Institute of TechnologyManage Your Health, Inc. Case Study Author: Dejan Petrovic Date: October 3, 2007 Manage Your Health, Inc. Table of Contents Introduction Chapter 3  Project categories  Project Management process Chapter 4  Summary of four projects  Weighted Scoring Model  Business case  Project charter  Stakeholders analysis Chapter 5  Scope Statement  Work Breakdown Structure (WBS)  Work Breakdown Structure – Gantt chart  Scope verification and change control Chapter 6  Work Breakdown Structure – new activities  Project milestones  Updated WBS Gantt chart and Network Diagram  Resource assignment Chapter 7  Project cost estimate  Project cost baseline  Project earn value chart after 3 months Chapter 8  Quality standards  Progress measurement  Analysis of survey information – Pareto Diagram Chapter 9  Responsibility assignment matrix and RACI chart  Resource histogram  Issue log: Working effectively with users during testing Chapter 10  Communication plan  Issue log  Weekly status report  Conflict management Chapter 11  Risk register  Probability/impact matrix  Response strategy Key terms 3 5 6 9 13 15 18 19 21 23 24 25 28 29 30 32 36 37 38 40 41 42 44 46 47 49 50 51 52 54 56 59 60 MYH Inc. 2 Manage Your Health, Inc. Introduction MYH Inc. Manage Your Health, Inc. (MYH) is a Fortune 500 company that provides a variety of health care services across the globe. MYH has more than 20,000 full-time employees and more than 5,000 part-time employees. Before deciding which projects to pursue, MYH wants to develop a methodology for managing all information technology projects. Management has decided to develop an approach where suggested project management outputs will be similar based on the size of the project. Furthermore, MYH management updated its strategic plan, and key goals include reducing internal costs, increasing cross-selling of products, and exploiting new Web-based technologies to help employees, customers, and suppliers work together to improve the development and delivery of its health care products and services. This document serves to show the work completed by Dejan Petrovic (alias Tony Prince) on the selection and managing one of the proposed projects, which will satisfy the most of the company’s needs defined by the new methodology and strategic plan. 3 MYH Inc. Inc.Manage Your Health. CHAPTER 3 4 . high) However. I noticed that MYH. In order to determine the project management methodology that future projects should follow. 5 . After reviewing information technology projects completed in the past few years. 1-2 years. choosing an opportunity or executing a prime directive from management) 2. Priority/value (low. I believe the Business Driven categorization is the best one. project manager Project categories Thursday. Costs (What is the budget for a project?) 4. I categorized Information technology projects to three major groups: 1. September 20. Inc. Time frame (Can the project be implemented within a period of 1 year or more?) 3. budgets and complexities. I focused on five basic characteristics of every project: 1. Technology (What kind of technology is included in the project?) Taking in consideration these five characteristics. medium. Time based (< year. MEMO To: From: Subject: Date: Anthony J Dionisio. Very business driven (solving a problem. since it will allow us to best prioritize projects.Manage Your Health. Project’s goal (Does the project satisfies the key goals of strategic plan?) 5. Inc. COO MYH Tony Prince. has a large volume of projects with varying schedules. Jr. Project implementation (Is the project add-on to the existing system or separate system?) 2. >2 years) 3. 2007 MYH Inc. and make the right choices in project selection. Project Manager assignment .Initiation .Business Case completed . Project management has 5 stages: . Jr. Initiating phase takes place during each phase of a project. 2007 MYH Inc.Executing . An organization should put considerable thought into project selection to ensure that it initiates the right kinds of projects for the right reasons.Project charter completed and signed . To initiate a project or just a concept phase of a project.Closing Initiating processes include and authorizing a project or project phase. An organization may initiate information technology projects for several reasons. I believe main outputs of project initiation should be: . September 25.Planning . MEMO To: From: Subject: Date: Anthony J Dionisio. Business case needs to contain the following information:  Introduction  Business Objective  Current situation and problem/opportunity statement  Critical assumptions and constraints  Analysis of options and recommendation Project charter needs to contain:  Project Title  Start and Finish dates  Budget information  Project Manager information      Preliminary project requirements Budget estimate and financial analysis Schedule estimate Potential risks Exhibits     Project Objectives Approach description Roles and responsibilities Comments (if any) 6 . COO MYH Tony Prince. project manager Project Management process Tuesday. After reviewing the important guidelines Manage Your Health.Manage Your Health. but the most important one is to support business objectives.Monitoring and Controlling . (MYH) should include in its project management methodology.Key stakeholders identified Project manager has already been assigned (Tony Prince). Inc. We also need a project sponsor and a project manager. Inc. management must define the business need for the project. A common monitoring and controlling process is performance reporting. or a result of the project or phase. Monitoring and controlling processes include regularly measuring and monitoring progress to ensure that the project team meets the project objectives. The most common output in project execution is a Milestone report.Conflict management Closing processes include formalizing acceptance of the project or project phase and ending it efficiently. Plans must be realistic and useful. and procedures into normal operations.Final product.A work breakdown structure (WBS) . MYH Inc.Quality metrics (measurement) . Having all that in mind some of the outputs MYH should use are: .Weekly status report .Manage Your Health.Project funding requirements . service. To account for changing conditions on the project and in the organization.Resource assignments .Roles and responsibility matrix . procurement management plan schedule management plan.Project schedule network diagram . service or result .Project organization charts . software. Administrative activities are often involved in this process group.Communications management plan .Cost baseline . such as archiving project files. After reviewing planning process through all of the knowledge areas and MYH guidelines. project teams often revise project plans during each phase of the project life cycle.Quality Requirements . The products of the project are produced during project execution and it usually takes the most resources to accomplish this process. I chose the following outputs for project planning: .Proposal scoring Executing processes include coordinating people and other resources to carry out the project plans and produce the product. There normally is no single “project plan”.Activity cost estimates .Probability/impact matrix . Planning processes include devising and maintaining a workable scheme to ensure that the project addresses the organization’s needs. The project manager and staff monitor and measure progress against the plans and take corrective action when necessary. closing out contracts. documented lessons learned. but several plans such as the scope management plan.A project scope statement . Inc.Issue log . They also include work required to introduce any new hardware. so people knowledgeable with the work need to plan the work. and receiving formal acceptance of the delivered work as part of the phase or project.Milestones list .Risk register .Closed contracts 7 . Some of the common reports for this stage are: . where project stakeholders can identify any necessary changes that may be required to keep the project on track. Inc.Manage Your Health. CHAPTER 4 8 . MYH Inc. reduce stress. Track data on employee involvement in these recreational and health-management programs. walking. softball. bowling. for 4 years is $2. etc.g. project manager Summary of four projects Monday. as one of the strategic key goals.400. 2007 MYH Inc.000 full-time employees. This add-on to the existing Intranet will help employees improve their health and at the same time. MYH. such as soccer. winning sports team competition. incentives for achieving weight. and other sports. lead to lower health insurance premiums. 9 . Help improve health of our employees. stop smoking. pays 20% more that industry average for employer health care premiums. MEMO To: From: Subject: Date: Anthony J Dionisio. and manage other health-related issues. Inc. COO MYH Tony Prince. Allow employees to register for company-sponsored classes and programs to help them manage their weight.000. with $30 saving per employee per year. Jr. Project 1 Recreation and Wellness Intranet Project Project goal description Allow employees to register for company-sponsored recreational programs. Offer incentives for people to join the programs and do well in them (e. October 1.Manage Your Health. Inc. Benefits Net savings of at least $30/employee/year for full-time employees over the next four years. Total financial benefit for 20.) Business strategy compliance This project should contribute to reducing internal costs of the company. jogging. Inc. Estimated savings $1.000. with $20 saving per employee per year. for 4 years is $1. This add-on to the existing Intranet will help employees improve their health and at the same time will lead to lower health insurance premiums. as one of the strategic key goals.000 full-time employees. Develop an application to track employee health care expenses and company health care costs. Application an add-on to the current Intranet and must be secure.500.Manage Your Health.000.600. 10 . Project 2 Health Coverage Costs Business Model Project goal description MYH Inc.000. minus costs of application development $100. The new application must be compatible with an existing system. Total financial benefit for 20. Application should allow several managers and analysts to access and download selective data for further analysis. Benefits Net savings of about $20/employee/year for full-time employees over the next four years. It will help revise polices concerning employee contributions to health care premiums and help us negotiate for lower premiums with insurance companies. so it can import data about employee expenses submitted to the company and the company’s costs to the insurance provider. Business strategy compliance This project should contribute to reducing internal costs of the company. 000. It will contribute to better cross-selling performance of our sales representatives. Costs of development and maintenance would be around $800. Business strategy compliance This project should contribute to increasing cross-selling of products.000 each year Total earnings would increase for $200. Inc.000 each year in next three years. Project 3 Cross Selling System Project goal description Develop an application that would improve cross-selling to current customers.000. MYH Inc.Manage Your Health. 11 . Benefits Increase of profit for $1. enter orders.Manage Your Health.000 each year for three years after implementation. Benefits This system should save about $2. customers.000. Inc.000.000 to develop and about 20% of development costs ($600. and use e-commerce capabilities to purchase and sell their products. Business strategy compliance This project should allow Web-based communication between employees. It will take one year to complete. Should enable customers and suppliers to provide suggestions. $3.000) each year to maintain. and suppliers in order to improve development and delivery of health care products and services. 12 . Project 4 Web-Enhanced Communication System Project goal description MYH Inc. view status and history of orders. MYH recently updated its strategic plan.75 Cross Selling System 25 25 30 0 20. Inc. 2007 MYH Inc. Provides positive NPV 3.Manage Your Health. project manager Weighted Scoring Model Tuesday.75 Weighted Score by Project Web-Enhanced Communication System Cross Selling System Health Coverage Costs Business Model Recreation and Wellness Intranet Project 0 10 20 30 40 50 60 70 80 13 . and exploiting new Web-based technologies to help employees. Can be implemented in 1 year or less 4. customers. Criteria 1.75 Health Coverage Costs Business Model 25 70 100 100 64. COO MYH Tony Prince. and suppliers work together to improve development and delivery of its health care products and service. and key goals include reducing internal costs. Jr. Satisfies business objective 2.75 Web-Enhanced Communication System 25 50 100 25 43. I needed to select one that would be the best for the company. ROI within 3 years Weighted Project Scores Recreation and Weight Wellness Intranet Project 35% 30% 15% 20% 100% 25 100 100 80 69. increasing cross-selling of products. October 2. From four projects in the table. MEMO To: From: Subject: Date: Anthony J Dionisio. Therefore this project got 100 points in this section.Manage Your Health. the project with the most points (69. This project provides no financial benefits to the company. I used a Weighted Scoring Model. In this case. Project 1 has the highest NPV and was graded with 100 points. covered in new strategic plan. with 25 points is Project 4 (Web-Enhanced Communication System). The only project with a negative ROI is Project 3 (Cross Selling System) that got 0 points under this criterion. After taking all of the results in all four criteria. I used four criteria in selection of a process: 1. it appears that Project 2 (Health Coverage Costs Business Model) has the biggest ROI. All projects except Project 3 can be implemented in a year or less. Weighted Scoring Model is a tool that provides a systematic process for selecting projects based on many criteria. Can project be implemented in one year or less? 4. On the third place. so I graded it with 80 points. How big is the Return of Investment (ROI) within three years? Since. Inc. How big is the Net Present Value (NPV) of the project? 3. all projects received 25 points under the 1st criterion. To what degree project satisfies business objectives? 2. all four projects cover one instance out of four business objectives.75) is Recreation and Wellness Intranet Project. In order to select the most appropriate project. Right after comes Project 2. After the comparison of ROI within three years for all four projects. A little bit smaller ROI has Project 1 (Recreation and Wellness Intranet Project). 14 . Project 3 extends through a period of three years. followed by Project 4 and at the end Project 3. MYH Inc. bowling. such as soccer. 2007 MYH Inc.Manage Your Health. and other sports. softball.0 Current Situation and Problem/Opportunity Statement MYH already has an Intranet that is connected to the systems that track employee expenses submitted to the company and the company’s costs to the insurance providers. There is an opportunity to provide an application that will help employees improve their health within one year of its rollout. by reducing internal costs and improving health of the employees. The Recreation and Wellness Intranet Project will allow employees to register for company-sponsored recreational programs.). reduce stress. management will be able to track data on employee involvement in these recreational and healthmanagement programs. 3. COO MYH Tony Prince. Employees must actively support the project. MYH’s management believes that company can reduce internal costs and increase business by developing Recreation and Wellness Intranet Project. Furthermore. MEMO To: From: Subject: Date: Anthony J Dionisio. and exploiting new Web-based technologies to help employees. 15 . customers. October 2.000. 4.g. winning sports team competition. jogging. The Project Manager must lead the effort and the project team must include employee representatives. The new system must be compatible with the existing Intranet system and should be completed in six-month period and should not exceed the budget of $200. this project will help decrease internal costs for the company. 1. primarily to poor health of its employees.0 Introduction/ Background Manage Your Health’s (MYH) core business goal is to provide a variety of health care services across the globe. MYH. and it must pay for itself in one year after it is implemented. walking. as well as offer incentives for people to join the programs and do well in them (e. Inc pays 20% more than the industry average for employee health care premiums. health-management classes and programs. 2. as well as consultants that would lead the company-sponsored recreational activities. incentives for achieving weight. and manage other health-related issues.0 Business Objective MYH’s strategic goals include reduction of internal costs. etc. It will also enable employees to register for company-sponsored classes and programs to help them manage their weight.0 Critical Assumption and Constraints The proposed application must be a valuable asset to MYH. project manager Business case Tuesday. so that the company can negotiate lower health insurance premiums. increasing cross-selling of products. Inc. Jr. and suppliers work together to improve development and delivery of its health care products and service. By using this new application. stop smoking. 276. Inc. The estimated payback is within one year as required by project sponsor. The NPV is $1.000. Project benefits are based on a reduction of costs for health insurance premiums paid to insurance company. 5. we believe that option 3 is the best option. Purchase access to specialized software to support this new capability with little in-house development. Offer incentives for people to join the programs and do well in them (e. Design and implement the new intranet capabilities in-house using mostly existing hardware and software.000.g. but there is some flexibility in the schedule. Track data on employee involvement in these recreational and health-management programs. and other sports. Business is doing well. and year in which payback occurs.0 Preliminary Project Requirements The main features of Recreation and Wellness Intranet Project include the following: 1. If each of our employees used this feature of our intranet and improved their health condition. It also lists assumptions made in performing this preliminary financial analysis.000 for purchasing outsourced software and $20. bowling.787. 6. 16 . 8. would be $2. This estimate is based on the project manager working about 20 hours per week for six months and other internal staff working a total of 60 hours per week for six months. 7. reduce stress.000 for outsourced services. A staff project manager would earn $60 per hour. return on investment (ROI). All of the financial estimates are encouraging. winning sports team competition. since some hours normally billed to clients may be needed for this project. stop smoking. 4.Manage Your Health.0 Budget Estimate and Financial Analysis A preliminary estimate for the costs for the entire project is $200. softball. 5. Allow employees to register for company-sponsored recreational programs. Based on discussions with stakeholders. such as soccer. it would save at least $30 per employee per year for full-time employees over the next four years.0 Schedule Estimate The sponsor would like to see the project completed within six months.0 Analysis of Options and Recommendation There are three options for addressing this opportunity: MYH Inc. 2.000 full-time employees. 3. Therefore. 3. and manage other health-related issues. 2. Exhibit A summarizes the projected costs and benefits and shows the estimated net present value (NPV). and the discounted ROI based on a four year system life is excellent at 894 percent.400. We also assume that the new system will have a useful life of at least four years. 1.) Other features suggested by users. Do nothing. The hourly rate for the other project team members would be $70 per hour. walking. jogging. and we can continue without reducing costs. Allow employees to register for company-sponsored classes and programs to help them manage their weight. etc. total financial benefit for 20. incentives for achieving weight. The initial cost estimate also includes $20. if they add value to the business. they might not be aware of the benefits it provides them with. Inc.0 Potential Risks MYH Inc.0 Exhibits Exhibit A: Financial Analysis for Recreation and Wellness Intranet Project 17 . 9.Manage Your Health. If they are not introduced properly to the new system and are not involved in its development. 10. Users need to use the system in order to improve their health. To foremost risk is a lack of interest in the new Recreation and Wellness Intranet Project. We have several risks involved with this project. The main business risk is investing the time and money into this project and not realizing the projected benefits. IT department MYH. MEMO To: From: Subject: Date: Anthony J Dionisio.000 for this project. Inc.com [email protected] 18 . consultant MYH. and manage other health-related issues. walking. as well as offer incentives for people to join the programs and do well in them (e. such as soccer. Inc. . etc. project manager Project charter Tuesday. IT department MYH. Inc. . Inc. consulting manager MYH. bowling. Inc.Manage Your Health.com smithd@myh. intranet site that would allow employees to register for company-sponsored recreational programs. October 2.com buskins@myh. Jr Tony Prince Sandra Minski Jonathan Shtiel Dave Smith Kevin Strom Steve Buskin Samantha Troy Sign-off: Role Sponsor Project Manager Team Member Team Member Team Member Team Member Advisor Advisor Organization/Position MYH. Jr. Project Manager: Tony Prince. reduce stress. Inc. . 2007 Projected Finish Date: March 17. soliciting a great deal of user feedback  Determine a way to measure the value of the intranet site in decreasing the costs of health insurance premiums Roles and Responsibilities Name Anthony J Dionisio. Furthermore.g. An Initial estimate provides a total of 80 hours per week.com [email protected] Project Objectives: Develop an add-on for Manage Your Health.) Approach:  Research all of the company-sponsored recreational programs. softball. Inc. health classes instructor Contact dionisioa@myh. and other sports. System must keep track of data on employee involvement in these recreational and health-management programs. recreation programming instructor MYH. Project Title: Recreation and Wellness Intranet Project Project Start Date: September 17. winning sports team competition. stop smoking.com [email protected] stromk@myh. Inc. 555 927 4365. . . 2007 MYH Inc. COO MYH Tony Prince. incentives for achieving weight. 2008 Budget Information: The company has allocated $200. all of the company-sponsored classes and programs that help employees manage their health issues  Research a software to manage user search the intranet for adequate programs and classes  Develop an intranet site using interactive approach. princet@myh. . jogging. .com princet@myh. Inc. the intranet site should support registration for company-sponsored classes and programs to help employees manage their weight. . The majority of costs will be company’s internal labor. COO MYH. senior consultant MYH. Inc. doesn't have a cell phone Low Low to Medium Make him present during outsourced software implementation and adaptation Steve Buskin MYH. Inc. very intelligent. October 2. 2007 MYH Inc. Anthony J Dionisio. coordinates all of the recreation programs. Team Member IT System Administrator. real geek. smart and reliable. Inc. knows his job well. Team Member Software developer. loves interior design (feng shui) Level of interest Level of influence Suggestions on managing relationships Low Medium Wants to share everything she knows about maintaining your health. it can improve the moral of the team members 19 . Team Member Consultant. easygoing. teaches several health care classes. Inc. but has trouble presenting Level of interest Level of influence Suggestions on managing relationships Very High Very High Meet weekly with him to submit the reports on the project and present the updates concerning the needs and expectations. do not start an argument. Advisor Instructor. Inc. but very stubborn Dave Smith MYH.Manage Your Health. communicates only through e-mail. nice European sense of humor Medium to High Very High Keep her involved during system design Jonathan Shtiel MYH. MEMO To: From: Subject: Date: Anthony J Dionisio. let him order some healthy food for your meetings Samantha Troy MYH. follow his guidelines Medium Medium If you disagree with him. knows entire health care system and user side of using it. Inc. Inc. loves working out and macrobiotic food. make her give a free lecture to your team members. quiet and shy. Jr. Jr Organization Role on project Unique facts about stakeholder MYH. Inc. experienced in project management. COO MYH Tony Prince. Team Member Senior consultant. it will go on for ever Medium High . Listen to his suggestions Kevin Strom Organization Role on project Unique facts about stakeholder MYH. but very demanding Sandra Minski MYH. cannot stand fast food Low Medium Has all the info about the company-sponsored programs. project manager Stakeholders Analysis Tuesday.irreplaceable Meet with him during every stage of the project planning and execution. Advisor Instructor. Sponsor COO of the company. but not good with people. Inc. Manage Your Health. Inc. MYH Inc. CHAPTER 5 20 . final project report. The budget for this project is $200. suggested formats. 555 927 4365. softball. 2. employee profile and security. Course list: This will include listings of all the company-sponsored classes and health programs. Project Manager. User tracking: Company’s management will be able to track the user involvement in these programs. Project Title: Recreation and Wellness Intranet Project Date: October 5. 4. User application: This add-on will allow authorized users to apply for the program or course to which they want to go. stop smoking. 7. Inc. status reports. princet@myh. walking.000. and manage other health-related issues. 5.). appropriate graphics. 3. It will also enable employees to register for companysponsored classes and programs to help them manage their weight. October 7. 2007 Prepared by: Tony Prince. incentives for achieving weight. Estimated benefits are $600. schedule. Incentives: This add-on will be able to send incentives to the employees to join the program. reduce stress. etc. etc. The Recreation and Wellness Intranet Project appeared to be most beneficial for the company. cost baseline. Intranet design: An initial design of the add-on interface that will include site-map. 2007 MYH Inc. Program list: This will include listings of all the company-sponsored recreation programs. charter.000 each year. Employee application form: The online form employees will be able to use to apply for the program/course. winning sports team competition. application form. 4. Summary of Project Deliverables Project management-related deliverables: business case.g. COO MYH Tony Prince. 6.Manage Your Health. such as soccer. who will do the testing and how problems will be reported. 3. management will be able to track data on employee involvement in these recreational and health-management programs. 2. jogging. Furthermore. By using this new application. search option. and any other documents required to manage the project. Product-related deliverables: 1.com Project Justification: Company’s management requested the project to assist the company in meeting its strategic goals. After the analysis. Product Characteristics and Requirements: 1. bowling. Search option: Users will be able to search for the programs or courses they are interested in. MEMO To: From: Subject: Date: Anthony J Dionisio. as well as offer incentives for people to join the programs and do well in them (e. Intranet site content: Intranet site will include descriptions of programs and courses. The final design will incorporate comments from users on the initial design. this project will help decrease internal costs for the company. lessons-learned report. Test plan: The test plan will document how the intranet site will be tested. Jr. WBS. and other sports. 21 . Employee profiles: Intranet add-on will provide reports about each employee’s involvement in any of these programs/courses. This project involves creation of the add-on to the intranet system that will allow employees to register for company-sponsored recreational programs. final project presentation. scope statement. project manager Scope Statement (Draft Version) Sunday. Manage Your Health, Inc. Product-related deliverables (continued): 8. Announcement: A plan for announcing the availability of the new intranet add-on. 9. Project benefit measurement plan: It will measure the financial value of the new intranet add-on. Project Success Criteria: Our goal is to complete this project within six months and within a budget of $200,000. The project sponsor, Anthony J Dionisio, Jr, insisted on project paying for itself one year after the intranet add-on is completed and implemented. To meet the financial goal, the intranet add-on must have a strong employee usage. We also need to find the method to capture benefits while the intranet add-on is being developed and tested, and after it is rolled out. If a project takes a little longer to complete, or costs a little more than planned, the company will still view it as a success if it has a good payback. MYH Inc. 22 Manage Your Health, Inc. MEMO To: From: Subject: Date: Anthony J Dionisio, Jr, COO MYH Tony Prince, project manager Work Breakdown Structure Tuesday, October 9, 2007 MYH Inc. 1.0 Initiating 1.1 Assign project manager 1.2 Prepare business case 1.3 Prepare project charter 1.4 Identify key stakeholders 2.0 Planning 2.1 Hold project initiation meeting 2.2 Prepare scope statement 2.3 Prepare WBS 2.4. Prepare milestones list 2.5 Prepare project cost model 2.5.1 Project cost model estimate 2.5.2 Project cost model baseline 2.6 Prepare project variances, estimates and values 2.7 Identify quality standards/requirements 2.8 Identify progress measurement variables 3.0 Executing 3.1 Prepare list of programs 3.1.1 List of recreational programs 3.1.2 List of health programs and courses 3.2 User inputs 3.3 Intranet add-on content 3.3.1 Course/programs descriptions 3.3.2 Application form 3.3.3 Search options 3.3.4 User profile template 3.4 Intranet add-on design 3.5 Intranet add-on construction 3.6 Intranet add-on testing 3.7 Intranet add-on announcement 3.8 Intranet add-on roll-out 3.9 Project benefits measurement 4.0 Controlling 4.1 Weekly status reports 5.0 Closing 5.1 Prepare final project report 5.2 Prepare final project presentation 5.3 Lessons learned 23 Manage Your Health, Inc. MEMO To: From: Subject: Date: Anthony J Dionisio, Jr, COO MYH Tony Prince, project manager Work Breakdown Structure – Gantt chart Tuesday, October 9, 2007 MYH Inc. 24 Therefore. For that reason. Even though our project scope is fairly well defined. We incorporated several important tools for performing scope control: change control system. scope baseline. 2007 MYH Inc. and to manage changes when they occur. and the updates to the project scope statement. MEMO To: From: Subject: Date: Anthony J Dionisio. The outputs of scope control will include requested changes. and deliverables. COO MYH Tony Prince. project scope management plan. project manager Scope verification and change control Thursday. Lack of user input leads to problems with managing scope creep and controlling change. it is crucial for us to improve user input and reduce incomplete and changing requirements and specifications. Besides scope verification. and that determine project’s success are user involvement. replanning project scope and variance analysis. Jr.Manage Your Health. The main input to scope control are the project scope statement. and they also have to deal with constantly changing technology. Variance is the difference between planned and actual performance. Work Breakdown Structure. Work Breakdown Structure. October 11. Our main outputs of the scope verification process will be accepted deliverables. configuration management. organizational process assets. Four factors that are related to scope verification and control. The main goal of scope control is to influence all these factors that cause scope changes. Inc. work performance information. minimized scope and firm basic requirements. Work Breakdown Structure. we do not want to suffer from scope creep – the tendency for project scope to keep getting bigger and bigger. The main input for our scope verification are the project scope statement. our developers might not be sure how to interpret user requirements. performance reports. and recommended corrective action. and project management plan. we will include customer inspections and sign-off on key deliverables. another important process in project management is scope control. Scope verification involves formal acceptance of the completed project scope by the stakeholders. requested changes. In order to achieve acceptance. clear business objectives. Project team needs to create clear documentation of the project’s products and procedures to evaluate if they are completed correctly and satisfactorily. project scope management plan. we developed a method for scope verification as well as the process for controlling scope changes. recommended corrective action. Our users might not be sure how they want our intranet add-on interface to look and what functionalities they will really need in order to easily and efficiently use the add-on. to assure changes are processed according to procedures developed as part of integrated change control. 25 . And our main tool for performing scope verification is inspection. Furthermore. Our sponsor and users (stakeholders) will inspect the work after it is delivered. Scope control involves controlling changes to the project scope. and approved change requests. To reduce incomplete and changing requirements. . . Insist that all projects have a sponsor from the user organization. . Inc. In order to improve user input.Provide adequate testing to verify that the project’s products perform as expected.Employ techniques such as prototyping. .Co-locate users with the developers. 26 .Organize regular meetings with well defined agendas. .Include users on the project team. and Joint Application Design (JAD) to understand user requirements thoroughly.Create a requirements management database for documenting and controlling requirements. . Maintain regular interaction with users. .Regularly deliver something to project users and sponsors. we will perform the following actions: . MYH Inc. . .Allocate resources specifically for handling change requests. .Put all requirements in writing and keep them current and readily available. Make project information easily available in the organization.Manage Your Health. use case modeling. Require users to sign-off on key deliverables presented at the meetings. we will do the following: .Promise not to deliver what cannot be delivered in a particular time frame.Develop a good project selection process.Use a process for reviewing requested requirements changes from a system perspective.Develop and follow a requirements management process that includes procedures for initial requirements determination. . .Emphasize completion dates. CHAPTER 6 27 . Inc.Manage Your Health. MYH Inc. The team members provide us with the information how many work hours they will spend on each task.3. project manager Work Breakdown Structure – new activities Friday. Determine task resources (2. 2007 MYH Inc. Identify.6. enabling us to create as specific schedule as possible. team members need to keep their workloads and cost constraints in mind when developing the duration estimates. Some of the tasks are broken so the team members have a better understanding of what they have to do and when. we added to execution process of the project. we decided to add four more activities in order to improve project planning and improve functionality of our intranet add-on. Furthermore. 28 .2) 3.8) Determination of task resources is part of the project scheduling. One more important thing. October 12. Jr.Manage Your Health. access to Recreation and Wellness part of the intranet needs to be granted only to full-time employees. All internal employees already have access to intranet after entering their security information. we agreed that different security levels need to be built in our intranet add-on. we have overseen while making the first WBS.5). we should make a list of prioritized risks The fourth one. After reviewing the project’s Work Breakdown Structure (WBS) and Gantt chart. COO MYH Tony Prince. However.1) 2. Access Security specification (3. Determine task durations (2. Inc. was risk assessment. That is why determination of task durations is so important. discuss and prioritize risks (2. MEMO To: From: Subject: Date: Anthony J Dionisio. After discussion with our stakeholders. The first three components we added to planning process of the project. To efficiently represent all the risks. Those three components are: 1.6. we are turning to the process of designing. so we can start testing the product. we can continue toward Intranet add-on construction. That way.Manage Your Health. Prepare milestone list – up to this point we should have our kick-off meeting. we need to have lists of recreational and health programs/courses ready. Intranet add-on design – when we finish the design. all other tasks included in this phase should be completed. Intranet add-on testing – this is the final stage of product development. we are completing the Initiating phase of our project and we can see if we accomplished everything before move on to another phase. That way we will be able to turn to creation of the content of our add-on. so it would be very useful to have everything clearly defined before this point. we decided to use milestones. 2. we decided on 9 milestones within this project: 1. 5. 4. October 12. COO MYH Tony Prince. suggestions. 3. created scope statement and WBS. In order to have a better overview of project’s progress. we will be sure we took all the suggestions and comments into consideration and implemented it in design. Upon completion of this task. If all the tests are completed successfully. MEMO To: From: Subject: Date: Anthony J Dionisio. Identify progress measurement variables – this is the last task in planning phase. we need to get the approval from our stakeholders (users). 7. Identify key stakeholders – with this process completed. Jr. Search options – this task is the longest one in defining the content of our Recreation and Wellness Intranet. 8. After this point. After this point we are moving to scheduling and cost estimates. After this point. Prepare final project presentation – this is the final point of the project. in this case Recreation and Wellness Intranet site can go live after this point. By using the SMART criteria. User inputs – we need to make sure we summarized all of the users comments. Inc. and users’ approval. List of health programs and courses – in order to go and ask users for their input. Intranet add-on construction – the completion of this phase will give us a final product of this project. 9. project manager Project milestones Friday. 6. At this point we need to know if all the functionalities are included. At this point we should have completed all the operations involved in planning and be ready for execution phase of the project. 29 . our product. after this task project is closed. opinions. 2007 MYH Inc. 10. Manage Your Health. MEMO To: From: Subject: Date: Anthony J Dionisio. 2007 MYH Inc. COO MYH Tony Prince. 30 . October 15. project manager Updated WBS Gantt chart and Network Diagram Monday. Jr. Inc. est imates and values Prepare project schedule Start: 10/19/07 Finish: 10/23/07 Comp: 0% ID: 14 Dur: 3 days Start: 10/25/07 Finish: 10/29/07 Res: ID: 17 Dur: 3 days Res: Finish: 10/26/07 Identify quality standards/req uirements Start: 10/30/07 Finish: 10/31/07 Res: ID: 19 Dur: 2 days Determine task resources Start: 10/19/07 Finish: 10/23/07 Res: ID: 15 Dur: 3 days Determine task durations Start: 10/19/07 Finish: 10/23/07 Res: ID: 16 Dur: 3 days Executing Start: 11/2/07 Finish: 3/24/08 Comp: 0% ID: 21 Dur: 102 days Identify progress measurement variables Prepare list of programs Start: 11/2/07 Finish: 11/12/07 Comp: 0% ID: 22 Dur: 7 days Milestone Date: Thu 11/1/07 ID: 20 List of recreational programs Start: 11/2/07 Finish: 11/12/07 Res: ID: 23 Dur: 7 days List of health programs and courses Milestone Date: Fri 11/2/07 ID: 24 User inputs Milestone Date: Tue 11/13/07 ID: 25 Intranet add-on content Start: 12/11/07 Finish: 12/31/07 Comp: 0% ID: 26 Dur: 15 days Course/programs descriptions Start: 12/11/07 Finish: 12/31/07 Res: ID: 27 Dur: 3 wks Application form Start: 12/11/07 Finish: 12/24/07 Res: ID: 28 Dur: 2 wks Search options Milestone Date: Tue 12/11/07 ID: 29 User profile template Start: 12/11/07 Finish: 12/24/07 Res: ID: 30 Dur: 10 days Project benefits measurement Start: 12/11/07 Finish: 2/12/08 Res: ID: 37 Dur: 46 days Access security specification Start: 12/11/07 Finish: 12/17/07 Res: ID: 31 Dur: 5 days Intranet add-on design Milestone Date: Tue 1/1/08 ID: 32 Intranet add-on construction Milestone Date: Tue 1/22/08 ID: 33 Intranet add-on testing Milestone Date: Tue 3/4/08 ID: 34 Intranet add-on announcement Start: 3/18/08 Finish: 3/24/08 Res: ID: 35 Dur: 1 wk Intranet add-on roll-out Start: 3/18/08 Finish: 3/24/08 Res: ID: 36 Dur: 1 wk Controlling Start: 10/11/07 Finish: 3/24/08 Comp: 0% ID: 38 Dur: 118 days Weekly status reports Start: 10/11/07 Finish: 3/24/08 Res: ID: 39 Dur: 23.6 wks Closing Start: 3/25/08 Finish: 4/1/08 Comp: 0% ID: 40 Dur: 6 days Prepare final project report Start: 3/25/08 Finish: 3/26/08 Res: ID: 41 Dur: 2 days Prepare final project presentation Milestone Date: Thu 3/27/08 ID: 42 Lessons learned Start: 3/31/08 Finish: 4/1/08 Res: ID: 43 Dur: 2 days Project: Network_chart_updated Date: Tue 11/27/07 Critical Noncritical Critical Milestone Milestone Critical Summary Summary Critical Inserted Inserted Critical Marked Page 1 Marked Critical External External Project Summary Highlighted Critical Highlighted Noncritical . discuss and prioritize risks Start: 10/25/07 ID: 18 Dur: 2 days Prepare project variances.Initialization Start: 10/1/07 Finish: 10/10/07 Comp: 0% ID: 1 Dur: 8 days Assign project manager Start: 10/1/07 Finish: 10/2/07 Res: ID: 2 Dur: 2 days Prepare business case Start: 10/3/07 Finish: 10/5/07 Res: ID: 3 Dur: 3 days Prepare project charter Start: 10/8/07 Finish: 10/9/07 Res: ID: 4 Dur: 2 days Identify key stakeholders Milestone Date: Wed 10/10/07 ID: 5 Planning Start: 10/11/07 Finish: 11/1/07 Comp: 0% ID: 6 Dur: 16 days Hold project initiation meeting Start: 10/11/07 Finish: 10/11/07 Res: ID: 7 Dur: 1 day Prepare scope statement Start: 10/12/07 Finish: 10/15/07 Res: ID: 8 Dur: 2 days Prepare WBS Start: 10/16/07 Finish: 10/16/07 Res: ID: 9 Dur: 1 day Prepare milestones list Milestone Date: Wed 10/17/07 ID: 10 Prepare project cost model Start: 10/19/07 Finish: 10/24/07 Comp: 0% ID: 11 Dur: 4 days Project cost model estimate Start: 10/19/07 Finish: 10/23/07 Res: ID: 12 Dur: 3 days Project cost model baseline Start: 10/19/07 Finish: 10/24/07 Res: ID: 13 Dur: 4 days Identify. In the Planning phase. business analysis. MEMO To: From: Subject: Date: Anthony J Dionisio. This part is the part of software developing and design. everyone but people from Finance Dept. where network specialist and programmers play the biggest part and take the most of the workload. I used several different characteristics: . to get all the information about the financial side of the project. Furthermore.Duration of the period during which the task must be completed plus buffers Taking these constraints in considerations you can see that most of the stuff in the Initiation phase will be done by Project Manager. In doing so.Manage Your Health. Project Manager will prepare reports about the completion of the project. in Controlling the project’s planning and execution. 32 . Jr. project manager Resource assignment Tuesday. he will need help from Financial Dept. October 16. people from Finance department and Human Resources department will not have such an important role.The volume of the task that needs to be completed . 2007 MYH Inc. Inc. as well as users’ feedback. In order to assign hours to my team members.Expertise of a team member related to the task . and Human Resources will be very involved constantly performing checks and implementing the changes. COO MYH Tony Prince. all of the team members will take an active part. Finally. hardware and software requirements. Business Analyst and Finance Department. at the project Closing. Later on in Execution process. We will need financial estimates. as well as from the HR Dept. to find out all about the benefits employees got from using the product. 2 Project cost model baseline 2. estimates and values 2.1 Project cost model estimate 2.1.6.7 Prepare project variances.4 Identify key stakeholders Initiating – total hours 2.5 Prepare project cost model 2.0 Executing 3.5.3 Prepare project charter 1.4.1 Assign project manager 1.10 Identify progress measurement variables Planning – total hours 3.6.0 Initiating 1.1 Hold project initiation meeting 2.2 List of health programs and courses 3.2Determine task duration 2.Manage Your Health. Patrick network specialist Nancy – business analyst Bonnie – programmer / analyst Yusaff – human resources Casandra – finance department 2 12 14 2 5 6 8 8 7 3 4 3 6 3 2 4 4 3 1 1 1 3 5 6 3 60 5 3 3 32 5 3 3 36 5 5 3 38 3 16 5 3 24 2 2 7 - 26 32 5 6 25 - 33 .2 Prepare business case 1.0 Planning 2.9 Identify quality standards/requirements 2.1.8 Identify.2 User inputs 2 5 5 4 4 3 2 3 3 2 1 2 3 1 4 4 2 3 6 2 1 2 4 1 2 1 2 7 4 3 18 2 5 7 2 12 14 2 3 5 2 2 MYH Inc.1 Prepare list of programs 3.2 Prepare scope statement 2. Prepare milestones list 2.1 Determine task resources 2.3 Prepare WBS 2. discuss and prioritize risks 2.5. Tony Prince programmer / analyst (PM) 1. Inc.6 Prepare project schedule 2.1 List of recreational programs 3. 1 Course/programs descriptions 3.Manage Your Health.9 Project benefits measurement Executing – total hours 4. Inc.6 Intranet add-on testing 3. Tony Prince programmer / analyst (PM) 3. Patrick network specialist 8 7 2 22 6 15 10 5 75 Nancy – business analyst 10 36 Bonnie – programmer / analyst 75 45 22 12 9 30 60 30 5 320 Yusaff – human resources 10 10 32 88 Casandra – finance department 10 40 50 0 2 2 4 92 34 .5 Access security specification 3.3 Lessons learned Closing – total hours Entire Project .0 Controlling 4.0 Closing 5.4 Intranet add-on design 3.8 Intranet add-on roll-out 3.5 Intranet add-on construction 3.1 Prepare final project report 5.4 User profile template 3.3.3.TOTAL HOURS 11 12 12 35 333 6 6 167 6 6 139 6 6 439 2 2 4 110 70 70 47 47 47 47 70 70 0 24 12 20 5 2 8 30 10 3 5 20 150 MYH Inc.1 Weekly status reports Controlling – total hours 5.7 Intranet add-on announcement 3.3.3.3.3 Intranet add-on content 3.3 Search options 3.2 Application form 3.2 Prepare final project presentation 5. Inc. CHAPTER 7 35 . MYH Inc.Manage Your Health. Training.4 Incentive system 5.3 Tracking system 4. According to the WBS provided.Manage Your Health.200 $9. In process of developing project cost estimate. Furthermore. the value would most likely be around 25-30%.300 $9. while all other major groups of processes are performed in a certain order. processes within the same group can be performed in parallel manner.000 $95.200 $8. it appears that Project Management takes 48% of the budget.2 Registration for classes and programs 4.6% 100.300 $6.5% 5. October 25. Inc. project manager Project cost estimate Thursday. by using the given fixed hourly wages for Project Management ($100) and everyone else ($60).000 $11.200 200. Web Site Design 3. 2007 MYH Inc.200 $200. Unfortunately. Testing 6. Web Site Development 4. Rollout and Support Total project cost estimate # Units/Hrs. MEMO To: From: Subject: Date: Anthony J Dionisio.400 % of Total 47.7% 20. WBS Items 1.100 $6.9% 17.1 Registration for recreational programs 3. Project Management 2.6% 4.200 $10. Jr.700 $10.0% 36 .8% 3. $100 $60 $60 $60 $60 $60 $60 $60 $60 $60 $60 $60 Subtotals WBS Level 1 Totals $95. project management is performed at the same time as other processes.600 $7. a specific process group needs to be completed before another process group can be started.600 $7. COO MYH Tony Prince. If we were allowed to change that.900 $41.700 $34.000 $11. 950 195 170 170 135 115 205 220 155 105 160 120 Cost/Unit/Hr.100 $12.000 $9.4 Incentive system 4.300 $13. Requirements Definition 3.1 Registration for recreational programs 4. I took in consideration that project management is continuously done throughout the project in a period of 6 months.2 Registration for classes and programs 3. Nevertheless.3 Tracking system 3. Project Management 2.920 5. Requirements Definition 3.300 9. project manager Project cost baseline Friday. Jr. when it should be completed and should allow a start of Web Site Development phase.900 12. This is the representation of costs for each month.690 3.588 3.500 29. we will start Testing for two weeks. and after all the tests are finished.790 1. COO MYH Tony Prince.037.230 1. Rollout and Support TOTALS: October 15. After development completion. MEMO To: From: Subject: Date: Anthony J Dionisio.5 2.200 9. Web Site development Registration for recreational programs Registration for classes and programs Tracking system Incentive System 5.600 7. Web Site Development should continue from last week of January to the beginning of March. Web Site Design Registration for recreational programs Registration for classes and programs Tracking system Incentive System 4.076 29.000 27.200 10.5 2.580 3.550 2.825 3.037.710 37 . October 26.780 1.320 930 630 9. Requirements Definition should be completed in October.300 6.600 7.800 15.960 2.076 37.200 10. we will start Training.800 Totals 95.000 11.800 January 16.200 8.890 7. Training.179 40.550 2.724 3. Testing 6.100 6. WBS Items 1.588 2.700 3. Web site design starts in November and lasts till the mid January. Inc.460 36.825 3.025 1.380 7.800 11. 2007 MYH Inc.Manage Your Health. 2008. You can see that Project Management costs are equally divided throughout 6-month period.700 November December 15.800 March 15.300 13.200 200. Rollout and Support processes which should end on April 1.825 3.825 3.000 February 15. 000 Budget at Completion (BAC) 200. e) 250.Manage Your Health. is $179. and if we continue with this trend.2 months instead of initially planned 6 months.000 Cost Performance Index (CPI) = EV/AC = 111. 2007 MYH Inc.000 Planned Value (PV) Actual Cost (AC) Earned Value (EV) Actual Cost (AC) Earned Value (EV) Budget at Completion (BAC) Estimate at Completion (EAC) 50. This is the given status of the project after three months: Planned value (PV) = $120. Estimate at Completion (EAC).000 Actual cost (AC) = $90. Jr.000 1 2 3 4 5 6 7 8 Month 38 .000 Planned Value (PV) Estimate at Completion (EAC) 150.000.111% Schedule Performance Index (SPI) = EV/PV = 83. SPI shows us that our project is behind the schedule. and according to the formula: Estimated time to complete = planned time / SPI.000 a) Cost Variance (CV) = EV-AC = $10. COO MYH Tony Prince.000 Schedule Variance (SV) = EV-PV = $20. Inc. MEMO To: From: Subject: Date: Anthony J Dionisio. c) According to the CPI value. costs of the project are lower than expected. October 29. it will take us 7. we will complete the project with a budget of around $180.000 $ 100. However. where EAC = planned budget / CPI.820. Therefore. project is performing better considering budget.333% b) According to these values project is behind the schedule. project manager Project earned value chart Monday. d) As I said before.000 Earned value (EV) = $100. and estimated time to complete the project is 7.2 months to complete the project. MYH Inc. Inc. CHAPTER 8 39 .Manage Your Health. Jr. We will compare the numbers to the numbers from previous period and in that way be able to see what the percentage of people on medical leave is now and how big it was before system rolled out. Financial department will provide us with healthcare costs for a period of a year after system rolled out. participate in programs and improve their health condition. System response time This was one of the requests made by user. we developed a list of quality standards: 1.Manage Your Health. After the meeting with stakeholders and taking in consideration their requests. Interface. 2. We do not want users to give up. The survey will be mandatory for all employees that used the system for registration. We expect people to use the system to register for health programs. If our employees find the system easy to use and fun. 2007 MYH Inc. COO MYH Tony Prince. project manager Quality standards Thursday. leading toward decreased healthcare costs. User satisfaction We will use surveys to measure user satisfaction. MEMO To: From: Subject: Date: Anthony J Dionisio. The total number of registered users will then be compared to total number of employees giving us a percentage that we can compare to our requirements. Our built-in feature will log all online registrations for programs and courses by username and department. because the system did not respond in timely fashion. 4. Inc. We will compare these results to the results from previous year and to an industry standard. Therefore. user-friendliness and fun-to-use factors. 3. We will then go over the results and compare the number of satisfied and very satisfied users to the total number of users that filled the survey. Through analysis of this data we will be able to track system’s performance and work on the improvements if necessary. Number of people that used the system to register for Health and Recreational programs and courses We will log online registration processes to monitor how many people used the system for search and registration purposes. From each department. they will continue using it in the future and therefore continue the work on improving their health. 5. November 1. A feature in the system will log the system response time. they will take less medical leaves that before. database and reporting must be optimized and fast. 40 . This survey will target the points like ease of use. Number of people on medical leave We will monitor the number of people that took medical leave after 6 months and 1 year of implementation of the system. We will conduct a user satisfaction survey for the new system one month after the system rolled out. we will acquire the list and number of people that are on medical leave. Healthcare costs The main business purpose of the development of the system is a decrease in healthcare costs. For different quality standards. 2. 1. System response time Access to the Intranet add-on must be fast. Generating reports for management must take under 15 seconds. 41 . Number of people on medical leave Number of people that used medical leave should decrease by 50% in 6 months after the system rolls out. 4. which will bring the healthcare expenditures of the company to an industry standard. Number of people that used the system to register for Health and Recreational programs and courses Number of employees that used the system for registration must be between 90-100% two months after the system rolls out. User satisfaction 98% of system users must respond with satisfy or very satisfied to a user-satisfaction survey that we will conduct in the first month after system rolls out. MEMO To: From: Subject: Date: Anthony J Dionisio. COO MYH Tony Prince. Jr. project manager Progress measurement Friday. Listing the content of the course and programs database. Intranet page response time must be under 2 seconds. we will read the feedback about what needs to be improved that will also be included in the survey. November 2. and 85% after one year. 2007 MYH Inc.Manage Your Health. If there are 97% or less of the satisfied or very satisfied users. we will use different mechanisms for measuring progress. must not be longer than 5 second. 3. Healthcare costs The amount spent on healthcare costs must be decreased by 30% after first year. Inc. 5. Jr.0% 10.2% 99. COO MYH Tony Prince. we can see that Table tennis program has the least amount of employees interested in.7% 71.Manage Your Health. Here is the graphical representation of data displayed in Pareto diagram: #of times requested 10000 9000 8000 7000 6000 5000 4000 3000 2000 1000 0 Weight reduction class Walking program Stop smoking class Soccer program Volleyball program Stress reduction class Softball program Cumulative % 100.0% 40. we got these results: Requested Programs/Classes Weight reduction class Walking program Stop smoking class Soccer program Volleyball program Stress reduction class Softball program Table tennis program Total # of times requested 8875 7115 4889 3297 2054 1894 976 120 29220 % of Total 30.8% 96.0% Table tennis program 42 .5% 82.4% 24.3% 7.3% 16.0% We can see that most popular programs/classes are Weight reduction class and Walking program.0% 20.4% Cumulative % 30.3% 0.6% 100.7% 89.0% 80. 2007 MYH Inc.0% 70. Inc. November 2.0% 0. After collecting all completed surveys. MEMO To: From: Subject: Date: Anthony J Dionisio.0% 6.0% 30.0% 90.0% 50. Furthermore. project manager Analysis of survey information – Pareto Diagram Friday.5% 3.4% 54.7% 11.0% 60. MYH Inc. Inc.Manage Your Health. CHAPTER 9 43 . Jr.3. and system testing. but not in writing a test plan.2 Unit testing 5. Furthermore. 4. Inc. 2.1 RP P P P P P P RP P P RP P P RP P P P P P 5. Bonnie is responsible for and performing in all three phases of module integration testing. 2007 MYH Inc. project manager Responsibility assignment matrix and RACI chart Monday. I made these assumptions: 1.1 P P 5. a programmer/analyst is performing in writing a test plan. Testing 5. MEMO To: From: Subject: Date: Anthony J Dionisio.2 RP 5.5 RP OBS Units Project manager Network specialist Business analyst Programmer/analyst User representatives Outside consultants R = Responsible organizational unit P = Performing organizational unit 44 .3. Nancy. is performing only in writing a test plan. a business analyst. In our WBS. Patrick.1 Writing a test plan 5.2 P P 5. 5. User representatives are performing in all the testing processes.Manage Your Health. Bonnie. Outside consultants are involved in unit.1 Registration module integration testing 5.3 Incentives module integration testing 5.4 System testing 5. He is responsible and is performing in writing a test plan.3. a network specialist is performing in writing a test plan.3. Project manager is involved in all processes of testing. Testing phase is divided into these sub-processes: 5. module integration. unit testing and user acceptance testing. integration testing and is responsible for and is performing in system testing.4 P RP 5.3 P P 5. 3. WBS Testing Activities 5.5 User acceptance testing In order to create Responsibility Assignment Matrix (RAM) and RACI chart. He is also performing in integration testing and system testing.3 Module integration testing 5. November 12.2 Tracking module integration testing 5. COO MYH Tony Prince.3.3. 6. Manage Your Health. Consultation. User representatives I A A A A C A Outside consultants I A C C C C C 45 . and Informed roles for project stakeholders) Tony Prince programmer / analyst & project manager Writing a test plan Unit testing Registration module integration testing Tracking module integration testing Incentives module integration testing System testing User acceptance testing R R I I I C R Patrick network specialist C I A A A R I Nancy business analyst C I I I I I I Bonnie programmer / analyst C A R R R I I MYH Inc. Below is a RACI chart (Responsibility. Inc. Accountability. Manage Your Health. project manager Resource histogram Tuesday. I created a resource histogram to show how many of their employees will be needed for testing and when. Below is the table with the requirements and a resource histogram. 2007 MYH Inc. Week 1 Senior testers Junior testers Workers Managers 1 0 2 0 Week 2 1 0 0 0 Week 3 1 2 0 0 Week 4 1 2 4 0 Week 5 1 2 4 2 Week 6 1 2 4 2 10 9 8 7 6 5 eeom lpfrbN o eu P 4 3 2 1 0 Week 1 Week 2 Week 3 Junior testers Week 4 Week 5 Week 6 Senior testers Workers Managers 46 . Outside consulting group has Senior and Junior testers. while user representatives have workers and managers that will be involved in testing processes. Jr. In response to the requests from user representatives and outside consulting group. November 13. COO MYH Tony Prince. Inc. MEMO To: From: Subject: Date: Anthony J Dionisio. all of them will stay inside their comfort zones able to provide their best performance without wasting time and energy on conflicts with each other. November 15. 2007 MYH Inc. performing. I will not assign them to the same jobs. needs. That will give them time to get to know each other and understand the way everyone functions. That way. Inc. teams will not be larger than 4 people. This means that these two groups will possibly have trouble in communicating and expressing thoughts. Since not all of my team members are introverts. Some members in my project team are very introverted and strong thinking types. Jr. in cases where I need to put some of both groups together. COO MYH Tony Prince. MEMO To: From: Subject: Date: Anthony J Dionisio. 47 . I will avoid putting blame on people for the problem. nor all members in the users’ group are extroverts. in case the problem still occurs. Furthermore.Manage Your Health. In addition. I have people with different personalities working in the testing team. storming. tasks needed to be accomplished by a group of team members will be assigned to extroverts from users’ group. On the other hand. and adjourning. I would allow enough time for the teams to get through the basic team-building stages of forming. norming. while several members in the users’ group are very extroverted and strong feeling type. but instead I will do all that I can to fix it and encourage them to work together. and ideas. because it is much easier to manage groups of moderate amount of people. And at the end. Introverted individuals in my group will be assigned jobs that can be performed by an individual. project manager Issue log: Working effectively with users during testing Thursday. Inc. MYH Inc. CHAPTER 10 48 .Manage Your Health. generation. and ultimate disposition of project information among the project team and stakeholders. Jr. dissemination. 2007 MYH Inc. Below you can find Stakeholders communication analysis. The Communication Management Plan identifies project stakeholders and the information that is to be exchanged between the project team and stakeholders. storage. Nancy and First of month Patrick Internal Management Weekly Status Report Hard Copy Testing Consultants Mondays at 9am Internal Management Daily Status Report E-mail Bonnie. Success is enabled through the effective development and execution of a Communication Management Plan. the Communication Management Plan documents the methods and activities needed to ensure timely and appropriate collection.Manage Your Health. Inc. project manager Communication plan Friday. MEMO To: From: Subject: Date: Anthony J Dionisio. Communication is a major component of successful project delivery. COO MYH Tony Prince. Daily at 8pm Patrick and User workers and managers User Management Monthly Status Report Hard Copy Tony Prince First of month Internal business staff Monthly Status Report E-mail Tony Prince First of month Comments: All emails need an acknowledgement reply or a receipt. Without effective communication. November 16. All hard copy documents should have the title clearly printed in the header to state the type and content of the document. Nancy. Stakeholders Internal Management Document Name Monthly Status Report Document Format Hard Copy Contact Person Due Date Bonnie. presented in a table. 49 . In addition. vital information may not be exchanged between the project team and other stakeholders. Lack of communication among project team members and stakeholders may prohibit or delay the execution or completion of scheduled tasks. Inc. An issue log should be maintained so it records details of the issue. November 19. its owner and progress up to final resolution. Issue # 1 Issue Description User is hard to work with and takes control of meetings Impact on Project Delays completion of tasks and impeding progress Date Reported 11/18/07 Reported Priority By Assigned To (M/H/L) Due Date Status Tony Prince User Manager M 11/22/07 Comments Open Approach the user and suggest harmonizing down responses and involvement Open New contact in HR needed immediately Open Resolve by including all issues in all status reports. The owner of the issue is normally the individual in the project team or project board most able to progress the issue to resolution. 2007 MYH Inc. In our case the owner of the issue log is me. 2 HR employee left No contact in HR the company Department Weekly status Challenges reports miss some encountered are information not being reported on time 11/19/07 Tony Prince HR Manager H 11/28/07 3 11/20/07 Tony Prince All Project Staff H 11/23/07 50 .Manage Your Health. COO MYH Tony Prince. Issues must be appropriately managed and controlled. Jr. the project manager. Below you can see an issue log in connection with the testing phase of the Recreation and Wellness Intranet project. project manager Issue log Monday. MEMO To: From: Subject: Date: Anthony J Dionisio. Inc. everything should stay the same. November 19. project manager Weekly status report Monday. Created issue log for the most recent issues related to the project. I must be very careful with the approach and choose the method carefully in order to maintain positive environment within the team. even most of the tasks are done on time. Work to complete in the next reporting period: Write a document that describes suggested approaches for managing conflicts with any hard-to-workwith personnel. COO MYH Tony Prince. Other than that. 2007 MYH Inc. Furthermore. 51 .Manage Your Health. since not all stakeholders are able to state their opinion during our meetings. Majority of team members is getting along well and they are completing their work in a timely fashion. project will not be completed on the scheduled time. This user is making it extremely hard to work with other stakeholders. Jr. one of the team members steals all the attention at every meeting. Suggestions/Issues: Approach the above mentioned user and suggest possible solutions to his issues. The user posing issues must be resolved or removed from the project staff. MEMO To: From: Subject: Date: Anthony J Dionisio. What’s not going well and why: It appears that. Project Name: Recreation and Wellness Intranet Project Team Member Name: Tony Prince Date: 11/19/2007 Reporting Period: 11/18-23/2007 Work completed in this reporting period: Completed stakeholders’ communications analysis to summarize an overview of required communications standards for the project. Project changes: Staff of the project must be changed a little. What’s going well and why: The project is currently under the budget and it looks like we will continue in the same pace enabling the project stay under budget till the end of the working period. This user is extremely vocal with the status of the project. In problem-solving method. we still need to solve the issue with the aforementioned team member. I encountered this issue. in order to start on a positive note. Most of the stakeholders agree that we need to take action in order to avoid negative impact on the project such as not allowing tasks to be completed. it will allow the team to work through the problem and hopefully make the person realize that not all of his suggestions are right for the project. I would also ask this person to allow others to express their opinions during meetings. As with most of the staffs. November 20. 52 . In case this works. and not to mention that it was pointed out to me by other project stakeholders. I proposed two methods: compromising mode and confrontation mode. MEMO To: From: Subject: Date: Anthony J Dionisio. In order to solve this issue. Jr. Luckily. now. and not to mention express their complete opinions. our staff experiences some issues. and suggestions. 2007 MYH Inc.Manage Your Health. That way. We would bargain and search the solution that brings some degree of satisfaction to the problematic team member and to everyone else. COO MYH Tony Prince. too. concerns. I would face the conflict and use the problem-solving method to allow us to work through our disagreements. With compromising approach. extending the project duration and increasing costs. Inc. However. everyone else is contributing and has precise and useful influence on the project. This user took the lead in the several recent meetings without allowing anyone else to say a word. we would use give-and-take approach to resolving a conflict. we should emphasize the positive sides of person’s suggestions. we should try with the confrontation one. we would be able to get back on track and complete the project on time. Nevertheless. In case that compromising mode fails. too. project manager Conflict management Tuesday. We have a hard-to-work-with user that did not contribute to the project in any productive way for several weeks. CHAPTER 11 53 .Manage Your Health. Inc. MYH Inc. Jr. November 23. 54 . project manager Risk register Friday.Manage Your Health. and the table cannot fit on this page. Inc. Since there is a lot of information included in Risk Register. COO MYH Tony Prince. please turn to the next page for the complete table. MEMO To: From: Subject: Date: Anthony J Dionisio. 2007 MYH Inc. Structure / process risk (Time) Certain errors in Due to poor reporting. The project manager needs to ensure all the Project Manager steps in communication procedures are defined. the project Make sure reporting is done according to well product manager was never aware of defined communication procedures. That way they can choose what to take and what is challenging enough for them. project manager No. R2 5 Defective server We might encounter a server failure Technology during developing or even testing (Hardware phase. Medium High The Project Manager. find potential holes in descriptions. so they can take over in situations like this. we will not be able to complete the project. properly. or we will. technology) increasing the time to complete the project and the costs of repairing the server. That can cause the problem to arise in later stages of the project. delayed the project completion and increased the costs. user management in order to make with the users and user management to set up the users cooperative and explain a positive environment for the project. People / Organizational risk (Human resources) Getting a better job Project manager realizes that the offer or an employee person wasn’t motivated and the wasn’t stimulated tasks weren’t challenging enough. but with a significant increase in costs and time. . or in reassigning tasks to the team members. adequate warranties and the possibility of a fast replacement of defective parts. Late We might underestimate the time completion of necessary for completion of the testing testing phase of our project. We might also need to find a new representative for that specific group. team did not go into details and some instructions were omitted. we will lose time by including another person on the team. Category People / Organizational risk (Human resources) Root Cause Triggers Potential Responses Risk Owner Users do not like the There is not enough support from The project manager must schedule a meeting Project Manager change. which would require from us to go back to earlier stages and redo our work. This would set us back. That might slow us down. we might omit some important issues in connection with the project. Make sure the project manager knows the consulting group that will work on this project and the company's history with this specific consulting group. development were certain issues. Programmer / Analyst Medium High The Programmer / Analyst will make sure all reporting is done properly and go in depth of testing plan to make sure everything is included. The project manager and other senior managers did not take in consideration that we've worked with this company before and that we might get discounts. we need the cooperation from users. Financial (Costs) Network specialist Low Medium The Network specialist will make sure there is a contract clause to address a risk of a defective server. them the importance of the project. If the users are obstructing the project. 2007 Impact High Status The Project Manager had a meeting with the users and user management and set up a positive foundation for the project. Include team members in the task assignments. That can lead toward delays of the project rollout. R4 3 Team members are not providing good status information R6 4 In case that reporting is not appropriate. Project Manager Low Low The Project Manager received a report about the consulting group that will work on a project and is prepared for the meeting with them next week to discuss the possible discounts. Organization might be able to negotiate lower-than-average costs for consultants. He needs to reevaluate the Communication procedures after they are completed. Rank Risk Description R3 1 Users being In order to work successfully on the uncooperative project. Probability High Date: November 23. R5 6 Reduced consulting costs We have worked with this consulting company before and established a good business partnership. and fix them. Defective hard drive.Risk Register for Recreation and Wellness Intranet Project Prepared by: Tony Prince. Project Manager Medium High The Project Manager will set up a meeting with the team members and reevaluate task assignments in a week. Defective products might be a Ensure the supplier provides you with the symptom of a low-quality supplier. together with the team members went over all of the communication procedures and added the omitted parts. not considered when creating the testing plan. R1 2 Key team members leaving the company In case we lose a team member. Structure / Communication process risk procedures are not (Communications) defined well. Make sure your team members are familiar with the entire project and the big picture. The project manager realized that while defining communication procedures. because of the fact that the consultant group enjoys working with our company on this project. impact 8) Risk 2: Defective server (probability 1. we identified 6 risks. COO MYH Tony Prince. 2007 MYH Inc. Inc. 10 is the highest value) for probability and impact: Risk 1: Key team members leaving the company (probability 4. MEMO To: From: Subject: Date: Anthony J Dionisio. impact 7) Risk 5: Reduced consulting costs (probability 1. and we assigned them a numeric value on a scale 1 to 10 (1 is the lowest. project manager Probability/impact matrix Monday. impact 8) In order to list the relative probability of a risk occurring on one side and the relative impact of the risk occurring on the other. As mentioned in Risk register. I used probability/impact matrix or chart. I will use the examples of one negative and one positive risk. High Risk 3 Probability Medium Risk 1 Risk 4 Risk 6 Low Risk 5 Risk 2 Low Medium High Impact In order to calculate the simple Risk Score.Manage Your Health. November 26. impact 4) Risk 3: Users being uncooperative (probability 7. we multiplied the probability and impact value of each risk. impact 2) Risk 6: Late completion of testing (probability 4. 56 . impact 9) Risk 4: Team members not providing good status information (probability 4. The values we’ve got were: Risk 1 – Risk Score = 4*8 = 32 Risk 2 – Risk Score = 1*4 = 4 Risk 3 – Risk Score = 7*9 = 63 Risk 4 – Risk Score = 4*7 = 28 Risk 5 – Risk Score = 1*2 = 2 Risk 6 – Risk Score = 4*8 = 32 To rationalize the values assigned to these 6 risks. Jr. 57 . However. impact on the project is medium (value 4). the probability of not knowing this is very low (value 1). in case that a hard drive fails. the impact on the project is low (value 2). In the situation of a positive risk (Reduced consulting costs). please turn to the next page. since hard drives are always available in the market. it can be replaced quickly. In case of a negative risk (Defective server). because these funds would be reassigned to another phase of the project. I looked at the cause of the problem and it said “Hard drive defect”. in case that this situation occurs.Manage Your Health. To see these values included in the Risk Register. the technology and production of hard drives are very advanced and the possibility of a hard drive failure is minimal. this would not impact the project significantly. the Project Manager should be a person familiar with the company’s operations and therefore well aware of the consulting companies we worked with. Nevertheless. Inc. Hence. The effect on the project would be a slight delay until we restored the data and brought the system on-line again. Therefore probability of this risk is very low (value 1). Therefore. Nowadays. Having this in mind. MYH Inc. That might slow us down. Probability High Date: November 26. If the users are obstructing the project. user management in order to make the users cooperative and explain them the importance of the project. issues. R2 5 Defective server We might encounter a server failure Technology during developing or even testing (Hardware phase. Due to poor reporting. We might underestimate the time necessary for completion of the testing phase of our project. The project manager needs to ensure all the Project steps in communication procedures are Manager defined. That can lead toward delays of the project rollout. which would require from us to go back to earlier stages and redo our work. Network specialist Low Medium 4 R5 6 Reduced consulting costs We have worked with this consulting company before and established a good business partnership. Rank Risk Description R3 1 Users being In order to work successfully on the uncooperative project. delayed the project completion and increased the costs. We might also need to find a new representative for that specific group. we might omit some important issues in connection with the project. so they can take over in situations like this. or we will. R4 3 Team members are not providing good status information R6 4 Late completion of testing In case that reporting is not appropriate. we will lose time by including another person on the team. Make sure the project manager knows the consulting group that will work on this project and the company's history with this specific consulting group. because of the fact that the consultant group enjoys working with our company on this project. but with a significant increase in costs and time.Risk Register for Recreation and Wellness Intranet Project – updated with the Risk Score Column Prepared by: Tony Prince. stimulated properly. Project Manager Medium High 32 The Project Manager will set up a meeting with the team members and reevaluate task assignments in a week. project manager No. People / Organizational risk (Human resources) Getting a better job Project manager realizes that the offer or an person wasn’t motivated and the employee wasn’t tasks weren’t challenging enough. Structure / Communication process risk procedures are not (Communications) defined well. That way they can choose what to take and what is challenging enough for them. Project Manager Low Low 2 The Project Manager received a report about the consulting group that will work on a project and is prepared for the meeting with them next week to discuss the possible discounts. team did not go into details and some instructions were omitted. and fix them. technology) increasing the time to complete the project and the costs of repairing the server. He needs to reevaluate the Communication procedures after they are completed. Programmer / Analyst Medium High 32 The Programmer / Analyst will make sure all reporting is done properly and go in depth of testing plan to make sure everything is included. we will not be able to complete the project. That can cause the problem to arise in later stages of the project. Organization might be able to negotiate lower-than-average costs for consultants. The Network specialist will make sure there is a contract clause to address a risk of a defective server. find potential holes in descriptions. or in reassigning tasks to the team members. . R1 2 Key team members leaving the company In case we lose a team member. we need the cooperation from users. Include team members in the task assignments. 2007 Impact High Risk Score Status 63 The Project Manager had a meeting with the users and user management and set up a positive foundation for the project. Structure / process risk (Time) Certain errors in product development were not considered when creating the testing plan. Financial (Costs) Defective products might be a symptom of a low-quality supplier. Category People / Organizational risk (Human resources) Root Cause Triggers Users do not like the There is not enough support from change. Defective hard drive. The project manager realized that while defining communication procedures. Make sure your team members are familiar with the entire project and the big picture. Ensure the supplier provides you with the adequate warranties and the possibility of a fast replacement of defective parts. Medium High 28 The Project Manager. The project manager and other senior managers did not take in consideration that we've worked with this company before and that we might get discounts. together with the team members went over all of the communication procedures and added the omitted parts. This would set us back. Potential Responses Risk Owner The project manager must schedule a meeting Project with the users and user management to set up Manager a positive environment for the project. the project Make sure reporting is done according to well manager was never aware of certain defined communication procedures. The costs would be equal to the costs of a network specialist for one day (8h * $60/h = $480). Jr. If we make sure the positive risk happens. together with my team. MEMO To: From: Subject: Date: Anthony J Dionisio. This strategy would delay a project for not more than a day. 59 . one of the negative risks is a defective server due to a hard drive failure. we would be able to save from couple of days to a week or two in the testing phase. For positive risks. Risk acceptance – applies to positive risks when the project team cannot or chooses not to take any actions toward a risk. Risk enhancement – changing the size of the opportunity by identifying and maximizing key drivers of the positive risk. Depending on a discount. this might shorten the testing time. COO MYH Tony Prince. There are several different ways to respond on negative and positive risks. As mentioned before. total costs of this strategy would be around $1080. In order to respond to the risks that come with our project. For positive risk like the reduced consulting costs. there are four basic response strategies: 1. I chose the Risk exploitation strategy. it will provide us with some extra money to allocate to different phases of the project. Risk transference – shifting the consequence of a risk and responsibility for its management to a third party. Risk acceptance – accept the consequences in case a risk occurs. In our case. we will make sure that we have a regular backup and additional hard drives in case of a failure. There is no way to avoid. 2. November 27. 3. For negative risks. Therefore. 4. and all that for the same amount of money. Risk sharing – allocating ownership of the risk to another party. Therefore. Risk avoidance – eliminate a specific threat by eliminating its causes. Risk exploitation – doing whatever we can to make sure the positive risk happens. 4. project manager Response strategy Tuesday. restore the backup. which is usually more than enough to replace a hard drive. In this scenario. since we would be able to get more testing personnel from the consulting company and therefore speed up the testing process. and bring the system on-line. I chose to use Risk Acceptance strategy. 2007 MYH Inc. 3. we also have four basic response strategies: 1. Risk mitigation – reducing the impact of a risk event by reducing the probability of its occurrence. I developed a Response strategy.Manage Your Health. transfer or mitigate the failure of any hardware component. I will use the examples of one negative and one positive risk to elaborate on the Response strategy. as well as the cost of the hard drive (1x SCSI HDD with 320GB of storage = $600). 2. The best choice is to accept the possibility of encountering this event. Inc. Manage Your Health. and expected resource requirements. Key terms                           MYH Inc. formerly called the budget cost of work performed (BCWP) estimate at completion (EAC) – an estimate of what it will cost to complete the project based on performance to date executing processes – coordinating people and other resources to carry out the project plans and produce the products. normally found on the WBS. who initiated them and how the system should respond to them cash flow – benefits minus costs or income minus expenses champion – a senior manager who acts as a key proponent for a project closing processes – formalizing acceptance of the project or project phase and ending it efficiently communications management plan – a document that guides project communications compromise mode – using a give-and-take approach to resolving conflict. can be used to estimate the projected cost to complete the project cost variance (CV) – the earned value minus actual cost deliverable – a product or service. activity – an element of work. also called task actual cost (AC) – the total of direct and indirect costs incurred in accomplishing work on activity during a given period. a piece of hardware. or results of the project or project phase Gantt chart – a standard format for displaying project schedule information by listing projects activities and their corresponding start and finish dates in a calendar format 60 . bargaining and searching for solutions that bring some degree of satisfaction to all the parties in a dispute confrontation mode – directly facing a conflict using a problem-solving approach that allows affected parties to work through their disagreements contingency plan – predefined actions that the project team will take if an identified risk event occurs cost baseline – a time-phased budget that project managers use to measure and monitor cost performance cost budgeting – allocating the overall cost estimate to individual work items to establish a baseline for measuring performance cost control – controlling changes to the project budget cost estimating – developing an approximation or estimate of the costs of the resources needed to complete the project cost performance index (CPI) – the ratio of earned value to actual cost. a training session. services. or some external influence discount rate – the rate used in discounting future cash flow earned value (EV) – the percentage of work actually completed multiplied by the planned cost. formerly called the actual cost of work performed (ACWP) baseline – the approved project management plan plus approved changes budget at completion (BAC) – the original total budget for a project budget estimate – a cost estimate used to allocate money into an organization’s budget case modeling . produced or provided as a part of a project directives – new requirements imposed by management. Inc. or a segment of software code. such as a report.a process for identifying and modeling business events. that has an expected duration and cost. government. Inc. in the form of net cash inflows. a description of the project. including its overall objectives and justification.involves developing a working replica of the system or some aspect of the system 61 . serves as a marker to help in identifying necessary activities. monitors.         MYH Inc. setting schedule goals. and monitoring progress monitoring and controlling processes – regularly measuring and monitoring progress to ensure that the project team meets the project objectives Myers-Briggs Type Indicator (MBTI) – a popular tool for determining personality preference net present value (NPV) analysis – a method of calculating the expected net monetary gain or loss from a project by discounting all expected future cash inflows and outflows to the present point in time network diagram – a schematic display of the logical relationships or sequencing of project activities organizational breakdown structure (OBS) – a specific type of organizational chart that shows which organizational units are responsible for which work items Pareto analysis – identifying the vital few contributors that account for most quality problems in a system Pareto diagrams – histograms that help identify and prioritize problem areas payback period – the amount of time it will take up to recoup. service or result project charter – a document that formally recognizes the existence of a project and provides direction on the project’s objectives and management project feasibility – the first two phases in a project (concept and development) that focus on planning project life cycle – a collection of project phases.Manage Your Health.a series of actions directed toward a particular result program – a group of projects managed in a coordinated way to obtain benefits and control not available from managing them individually project – a temporary endeavor undertaken to create a unique product.                  initiating processes – defining and authorizing a project or a project phase issue log – a tool for managing project teams where the project manager documents. and close-out project scope statement – a document that includes. the total dollars invested in a project planned value (PV) – that portion of the approved total cost estimate planned to be spent on an activity during a given period. and tracks issues that need to be resolved in order for the project to run smoothly Joint Application Design (JAD) – uses highly organized and intensive workshops to bring together project stakeholders to jointly define and design information systems methodology – describes how things should be done milestone – a significant event that normally has no duration on a project. and the characteristics and requirements of products and services produced as part of the project project sponsor – the person who provides the direction and funding for a project prototyping . such as concepts. detailed descriptions of all project deliverables. implementation. formally called the budget cost of work scheduled (BCWS) planning processes – devising and maintaining a workable scheme to ensure that the project addresses the organization’s needs probability/impact matrix or chart – a matrix or chart that lists the relative probability of a risk occurring on one side of a matrix or axis on a chart and relative impact of the risk occurring on the other process . at a minimum. development. Inc. often displayed in a table or spreadsheet format schedule performance index (SPI) – the ratio of earned value to planned value. their level of interest in the project. their roles on the project.Manage Your Health. their influence on the project.                      quality – the totality of characteristics of an entity that bear on its ability to satisfy stated or implied needs or the degree to which a set of inherent characteristics fulfill requirements RACI charts – charts that show Responsibility. Consultation and Informed roles for project stakeholders rate of performance (RP) – the ratio of actual work completed to the percentage of work planned to have been completed at any given time during the life of the project or activity resource histogram – a column chart that shows the number of resources assigned to a project over time responsibility assignment matrix (RAM) – a matrix that maps the work of the project as described in the WBS to the people responsible for performing the work as described in organizational breakdown structure (OBS) return on investment (ROI) – (benefits minus costs) divided by costs risk – an uncertainty that can have a negative or positive effect on meeting project objectives risk management plan – a plan that documents the procedures for managing risk throughout the project risk owner – the person who will take responsibility for a risk and its associated response strategies and tasks risk register – a document that contains results of various risk management processes. can be used to estimate the projected time to complete a project schedule variance (SV) – the earned value minus the planned value scope – all the work involved in creating products of the project and the processes used to create them scope control – controlling changes to the project scope scope creep – the tendency for project scope to keep getting bigger scope statement – a document used to develop and confirm a common understanding of the project scope.      MYH Inc. time. realistic and time-framed stakeholder analysis – an analysis of information such as key stakeholders’ names and organizations. Accountability. assignable. unique facts about each stakeholder. sometimes by customer sign-off SMART criteria – guidelines to help define milestones that are specific. measurable. the first version is often called a preliminary scope statement scope verification – formalizing acceptance of the project scope. and suggestions for managing relationships with each stakeholder stakeholders – people involved in or affected by project activities status reports – reports that describe where the project stands at a specific point in time systems development life cycle (SDLC) – a framework for describing the phases involved in developing and maintaining information systems triggers – indicators for actual risk events triple constraint – balancing scope. and cost goals weighted scoring model – a technique that provides a systematic process for basing project selection on numerous criteria work breakdown structure (WBS) – a deliverable-oriented grouping of the work in a project that defines the total scope of the project 62 .