sign-off

Oct 30 2009   10:00AM GMT

Project Scope – Customer needs to be shown the right path

Posted by: Jaideep
Project Management, project scope, change management, project manager, software, Project, Software Project, project implementation, sign-off

One of the project managers of an ERP implementation company got himself into a tight corner. He found himself in a tough situation where an already ‘mutually sealed’ project scope asked for one or two new requirements (or changes in the existing functionality) from the client everyday while implementation. The broadly agreed upon requirements within the earmarked project modules came out with some changes here and there, some new add-ons. Customer is not ready to accept ‘no’ to any of the requirement since they have a mindset that they have ordered for a big project and are investing a large amount of money in it. The customer keeps on pushing for all their ‘now invented’ requirements to be mapped in the existing ‘project scope’. This seems to be a never ending story. The project manager is tightlipped to start a new module since the running one is not ‘done’ so far. And he also can’t say NO and mark any requirement as ‘out of scope’ since he does not want to annoy the customer and wants the project to be a success.

What should be done in this sort of scenario?

The project manager privately updated me about the situation and asked for my help to get him out of this situation. I told him if he carries out in the way he is – he will never be able to finish his project.

I advised him to have an emergency meeting with his client and share his pain with them. Make them clear that you are not saying No to their requirements but there is a need of a boundary line drawn with mutual understanding. Cater to so far documented requirements as phase I. Finish it off. Get it signed off. Whatever new requirement or changes come from the customer – document it, analyze it. Any requirement that is asking for more than 4 hours of efforts, put it in phase II of the project. As soon as you finish off the phase I, finish off Phase II, sign off. And so on.

Sep 25 2009   10:00AM GMT

What is the ‘unit to measure’ your project progress?

Posted by: Jaideep
Project Management, project progress, Software Project, project initiation, project closure, project feedback, project execution, Project Planning, project team, project milestone, project phase, Development, testing, UAT, QC, quality control, test report, sign-off, implementation, live run, project task

A project starts with initiation phase and ends up with project closure report. Then afterwards there is post project feedback (after a considerable amount of time given to the customer to get conversant with the product) and warranty support followed by support contracts over a period of time. Let us begin our story with the project initiation and proposal approval from customer. The real ball-game starts from here.

Now planning starts, teams are formed, milestones are set and teams move into execution phase.

Execution phase comprises of development, customization, configuration, testing, training, reporting, sign-offs, monitoring upto implementation, parallel run, live run etc.

And then comes the project completion phase with Project sign off.

During all the phases of project initiation, planning, execution… are the milestones broken into tasks and tasks further into sub-tasks unto the smallest measurable, achievable ‘hour’ unit. Or it is measured in days, weeks or months where it loses its continuity and rhythm. If everyday something is declared done, finished, achieved that is visible to the project team, stakeholders including customer, it carries out a satisfaction, rhythm, confidence and regular progress.

Jun 17 2009   10:00AM GMT

Why User Manuals are so important in Software Project Management

Posted by: Jaideep
User Manual, Software Project, software project management, key user, stakeholder, project implementation, post implementation, user feedback, usability, reliability, stability, durability, report, analytic, feel and look, product support, project support, live run, product training, software training, training team, implementation team, project team, project sign-off, sign-off, business scenario

The product owners or stakeholders might be many in a software project, but the real frontrunners who drive, run and use the software product post implementation are the key users and other users. It is their feedback that matters most. They must be the most comfortable lot on usability, functionality, reliability, stability, durability, resultant outputs in terms of reports and analytics, feel and look of the product. They are the one who are going to matter most in the success or failure of a product during and post implementation. The best tool to give them comfort, satisfaction, confidence and support is the User Manuals that they refer to most of the time during post implementation live run.

Even if the product is excellent and trainings are most rigorous ones, in absence of the project implementation team, every now and then the key users will be seeking help from User Manuals. User Manuals are the supporting agents for them at all times. That is why User Manuals have to be perfect in all aspects.

Infact a user manual prepared for product users should be such treated as a replacement of implementation and training team right from the moment the project is signed off and users start using the product in real business scenario.