Chapter 2:

IT Project Integration Management & Planning

Jul-2022
Haramaya, Ethiopia
September 13, 2023
 Contents

1. Project Integration Management

2. Project Planning
3. Project Scope Management
 1. Project integration management

Project integration management includes the

processes and activities to-
identify,
define,
combine,
unify, and
coordinate the various processes and project

management activities within the project

management process groups.
 Project Integration Management
Processes
• Project Plan Development: taking the results
of other planning processes and putting them
into a consistent, coherent document  the
project plan.
• Project Plan Execution: carrying out the
project plan.
• Integrated Change Control: coordinating
changes across the entire project.
 Project Plan Development
• Project plan development uses the outputs
of the other planning processes, including
strategic planning, to create a consistent,
coherent document that can be used to
guide both project execution and project
control.
• The project scope of work is an iterative
process.
 Cont…
• This process is done by the project team
with the use of a Work Breakdown
Structure (WBS)

• The team is allowed to capture and then

decompose all of the work of the project.
 Cont…
• All of the defined work must be
• planned,
• estimated
• scheduled, and
• authorized with the use of detailed integrated
management control plans sometimes called
Control Account Plans, or CAPs.
• The sum of all the integrated management
control plans will constitute the total project
scope.
 Cont…

• The project plan is used to:

• Guide project execution.
• Document project planning assumptions.
• Document project planning decisions
regarding alternatives chosen.
• Facilitate communication among
stakeholders.
 Cont…

• Attributes of Project Plans

• Just as projects are unique, so are project
plans
• Plans should be dynamic and flexible
• Plans should be updated as changes
occur
• Plans should first and foremost guide
project execution
 Cont…

• Common Elements of a Project Plan

• Introduction or overview of the project
• Description of how the project is
organized
• Management and technical processes
used on the project
• Work to be done, schedule, and budget
information
 Cont…

• The outputs of project plan development

• Project charter
• A description of the project management approach
or strategy (summery of others knowledge areas)
• Scope statement (objective and deliverables)
• WBS
• Cost estimates, schedule, responsibility assignment
• Performance measurement baselines
• Key or required staff and their expected cost and/or
effort.
 Cont…
• Risk management plan
• Subsidiary management plans:
• Scope management plan
• Schedule management plan
• Cost management plan
• Quality management plan
• Staffing management plan
• Communications management plan
• Risk response plan
• Procurement management plan
 Project plan execution
• Project plan execution: involves managing
and performing the work described in the
project plan.
• The majority of time and money is usually
spent on execution.
• The application area or the project directly
affects project execution.
 Cont…
• The project manager and the project
management team must coordinate and direct
the various technical and organizational
interfaces that exist in the project.
 Cont…

• Important Skills for Project Execution

• General management skills like:
• leadership,
• communication, and
• political skills
• Use of specialized tools and techniques
 Cont…
• Tools and Techniques for Project Execution
• Work Authorization System: a method for
ensuring that qualified people do work at the right
time and in the proper sequence.

• Status Review Meetings: regularly scheduled

meetings used to exchange project information.

• Project Management Software: special software

to assist in managing projects.
 Integrated Change Control

• Integrated change control is concerned

with:
• Influencing the factors that create
changes to ensure that changes are
agreed upon
• Determining that a change has occurred
• Managing the actual changes when and
as they occur
 Cont…
• Change Control System
• A formal, documented process that describes
when and how official project documents and
work may be changed.
• Describes who is authorized to make changes
and how to make them.
• Often includes a Change Control Board
(CCB), configuration management, and a
process for communicating changes.
 Cont…
• Change Control Boards (CCBs)
• A formal group of people responsible for
approving or rejecting changes on a
project.
• Provides guidelines for preparing change
requests, evaluates them, and manages
the implementation of approved
changes.
• Includes stakeholders from the entire
organization.
 3. Scope Management
• It is primarily concerned with defining and
controlling what is or is not included in the
project.
• Scope refers to all the work involved in
creating the products of the project and the
processes used to create them.
• The project team and stakeholders must have
the same understanding of what products will
be produced as a result of a project and what
processes will be used in producing them.
 Cont…

• The main purpose of the scope definition

is to clearly describe the boundaries of
your project.
• Clearly describing the boundaries is not
enough when it comes to project.
• You need to get the client's agreement as
well.
 Cont…
• The major project scope management processes:
• Initiation: authorizing the project or phase.
• Scope Planning: developing a written scope
statement as the basis for future project decisions.
• Scope Definition: subdividing the major project
deliverables into smaller, more manageable
components.
• Scope Verification: formalizing acceptance of the
project scope.
• Scope Change Control: controlling changes to
project scope.
 Cont…
• Projects are typically authorized as a result of
one or more of the following:
• A market demand (e.g., a car company
authorizes a project to build more fuel-
efficient cars in response to gasoline
shortages).
• A business need (e.g., a training company
authorizes a project to create a new course to
increase its revenues).
 Cont…
• A customer request (e.g., an electric utility
authorizes a project to build a new substation
to serve a new industrial park).

• A technological advance (e.g., an electronics

firm authorizes a new project to develop a
video game player after advances in
computer memory).
 Project Initiation: Strategic Planning and
Project Selection
• The first step in initiating projects is to
look at the big picture or strategic plan of
an organization
• Strategic planning involves determining
long-term business objectives
• IT projects should support strategic and
financial business objectives
 Identifying Potential Projects
• Many organizations follow a planning
process for selecting IT projects
• First develop an IT strategic plan based
on the organization’s overall strategic plan
• Then perform a business area analysis
• Then define potential projects
• Then select IT projects and assign
resources
Cont…
 Methods for Selecting Projects
• Focusing on Broad Organizational Needs
• Three important criteria for projects
• There is a need for the project
• There are funds available
• There’s a strong will to make the project
succeed
• Categorizing IT Projects
• One categorization is whether the project
addresses a problem, an opportunity, or, a
directive.
 Cont…
• Another categorization is how long it will
take to do and when it is needed.
• Another is the overall priority of the project.
• Weighted Scoring Model
• A weighted scoring model is a tool that
provides a systematic process for selecting
projects based on many criteria.
• First identify criteria important to the project
selection process
 Cont…
• Then assign weights (percentages) to each
criterion so they add up to 100%
• Then assign scores to each criterion for
each project
• Multiply the scores by the weights and get
the total weighted scores
• The higher the weighted score, the better
Cont…
 Project Charters
• A project charter is a document that
formally recognizes the existence of a
project and provides direction on the
project’s objectives and management.
• Key project stakeholders should sign a
project charter to acknowledge agreement
on the need and intent of the project.
• The project charter is a document issued by
the project sponsor.
Cont…
 Scope Planning and the Scope Statement
• A scope statement is a document used to
develop and confirm a common
understanding of the project scope. It should
include
• a project justification
• a brief description of the project’s products
• a summary of all project deliverables
• a statement of what determines project
success
 Scope Definition
• After completing scope planning, the next
step is to further define the work by
subdividing the major project deliverables
into smaller and manageable pieces.
• Good scope definition helps to:
• Improve the accuracy of cost, duration, and
resource estimates
• Define a baseline for performance measurement
and control
• Facilitate clear responsibility assignments
 The Work Breakdown Structure
• A work breakdown structure (WBS) is an
outcome-oriented analysis of the work
involved in a project that defines the total
scope of the project.
• It is a foundation document in project
management because it provides the basis for
planning and managing project schedules,
costs, and changes.
• In WBS, much larger tasks are broken down
to manageable chunks of work. These chunks
can be easily supervised and estimated.
Cont…
 Cont…
• Approaches to Developing WBSs
• Using guidelines: Some organizations, like the
DoD, provide guidelines for preparing WBSs
• The analogy approach: It often helps to review
WBSs of similar projects
• The top-down approach: Start with the largest
items of the project and keep breaking them
down
• The bottom-up approach: Start with the detailed
tasks and roll them up
 Scope Verification and Scope Change
Control
• Verification is simply the process of checking
that you have built what you intended.
• Scope verification differs from quality
control, scope verification is primarily
concerned with acceptance of the work
results while quality control is primarily
concerned with the correctness of the work
results.
 Cont…
• A scope change is any modification to the
agreed-upon project scope as defined by the
approved WBS.
• Scope changes often require adjustments to
cost, time, quality, or other project objectives.
 Cont…
• Scope change control is concerned with
a) Influencing the factors that create scope
changes to ensure that changes are agreed
upon,
b) Determining that a scope change has
occurred, and
c) Managing the actual changes when and if
they occur.
The End of Chapter Two
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