Project Management → the process of planning, scheduling and controlling all activities within each stage of the SDC (system Development cycle)

• aims to develop a new system (the goal) w/ a reasonable budget and time (restraints)

Communication skills necessary for dealing with others:

Communication skills → incorporate a variety of strategies + techniques for dealing w/ other people

Good communication makes sharing information and understanding a project easier

• Conflict Resolution → where you solve arguments and disputes by implementing an independent mediator to oversee a meeting
  • a conflict occurs when two or more parties have different views on ideas when working on a project
  • mediator ensures both parties have a chance to state their opinions clearly + assist in helping each party see the other’s opinion
  • active listening + negotiation skills help resolve conflict
• Active Listening → where you restate, reflect and summarise the speaker’s major ideas + feelings. All team members should use active listening
  • by repeating what the speaker says, the listener clearly shows that they value the speaker’s input and encourages the speaker
  • active listening ensures efficient and accuracte communication of information
  • project managers + team need to manage conflict appropriately so issues are resolved suitably for everyone & are in best interests of the project
  • involves listening to other person’s views and look at the conflict as a problem to solve
    • i.e. you restate how the speaker thinks the system lacks security & reflect on this
    • you say “so you believe the system lacks security & would benefit from firewalls?”
• Negotiation Skills → discuss a problem and reach a compromise that suits both parties
  • involves listening to different views + compromising to reach a solution
  • both parties communicate their needs and listen to the other party’s needs as well
  • both parties sacrifice a bit to achieve an outcome that’s positive for all groups
• Interview techniques → interviews are used to gather information about problems, provide feedback about development & assess staff performance
  • requires careful prep, implementation & follow-up; questions should be prepared w/ a clear purpose
  • Here are some rules for interviews:
    • make interviewee aware of interview’s purpose
    • ask open ended Qs so the interviewee provides info
    • check responses by restating interviewee’s viewpoint (active listening)
    • be aware of interviewee’s body language; can communicate a different attitude
    • close interview by reviewing main points
    • follow up w/ interviewee on unclear information
• Team Building → a combination of activities that allow people in a team to know each other and encourage the team to work as a cohesive unit towards a common goal
  • successful team requires people w/ skills & behaviour that complement each other
  • results in development of a higher quality system
  • team that functions well together has advantages i.e.
    • increased productivity
    • enhanced job satisfaction

Consequences for groups that fail to function as a team

• Financial Loss: If the group is unable to meet deadlines, produce quality work & work within financial constraints the group becomes a liability that lowers productivity + profit levels.
  • The company loses money and makes less profit. Eventually, companies may shut down.
• Employment Loss: Due to profit loss/inability to produce results, staff in a company may lose their jobs
  • company may also be unable to attract clients due to its poor performance and profit loss.
• Missed Opportunities: Company can fail to attain standards and goals, thus the company declines and can’t advance ahead.
  • Unable to meet deadlines, produce quality work & operate within financial constraints.
  • Opportunities i.e. job applications or sponsors won’t come to the company due to its poor state

Project Management Tools

• Gantt Charts: bar chart that graphically schedules the development of the project
  • tracks individual tasks within a project.
  • used in meetings to review progress + identify problems
  • provides a quick way of seeing whether a project is on schedule
  • Each bar represents a task and gantt chart indicates when tasks need to be completed by
• Scheduling of Tasks: Use Gantt charts to set tasks to start at a particular time and be done by a specified time
• Journals and Diaries: They are records of events that have occurred, things that need to be completed, etc. (like they record stuff down u know)
  • Journal: Detailed record of what happened in each meeting, how tasks are allocated and when tasks are to be completed.
    • Can also record problems encountered + how they were overcome.
    • Keep a record of events organised in a timeline.
  • Diary: Record of appointments, event and meetings (more broad). Used as an organisational tool + memory aid.
• Funding Management Plan → a document that specifies all the financial aspects of the project such as funds required for each stage, how the funds will be gathered, detailed breakdown of the funds etc. to ensure the project is developed within budget
  • lists goal of each stage, funds required for them, how funds will be raised, if funds have been approved etc.
  • Records cost of tasks & other expenses.
  • Should be flexible to adjust to the needs of later development.
  • i.e. FMP made for a food ordering information system records the funds required to buy necessary Information Technology and software applications as well as hiring employees and states that funds will be raised by sponsorships.
• Communication management plan → a document that species how team members will communicate w/ each other during development of system
  • determines who, how, when and how often people will be receiving information
  • ensures that information is shared as efficiently as possible i.e. people don’t receive unnecessary info (ensures system designers don’t receive emails about costs and budgets for system etc.) and that people receive the right emails (i.e. ensures that all system designers receive relevant emails about system etc.)
  • involves a structure which supports and reinforces effective communication between all members. Should include:
    • A communication medium (email/phone etc)
    • Lines of communication used
    • How people should obtain answers to questions
    • Methods for monitoring system development progress
    • Changing/Emerging requirements (monitoring costs)