BCS/DIP/ITPM/ Role and Responsibility of project team

Project Roles and Responsibilities

There are many groups of people involved in both the project and project management lifecycles.

The Project Team is the group responsible for planning and executing the project. It consists of a Project Manager and a variable number of Project Team members, who are brought in to deliver their tasks according to the project schedule.

·         The Project Manager is the person responsible for ensuring that the Project Team completes the project. The Project Manager develops the Project Plan with the team and manages the team’s performance of project tasks. It is also the responsibility of the Project Manager to secure acceptance and approval of deliverables from the Project Sponsor and Stakeholders. The Project Manager is responsible for communication, including status reporting, risk management, escalation of issues that cannot be resolved in the team, and, in general, making sure the project is delivered in budget, on schedule, and within scope.

·         The Project Team Members are responsible for executing tasks and producing deliverables as outlined in the Project Plan and directed by the Project Manager, at whatever level of effort or participation has been defined for them.

·         On larger projects, some Project Team members may serve as Team Leads, providing task and technical leadership, and sometimes maintaining a portion of the project plan.

The Executive Sponsor is a manager with demonstrable interest in the outcome of the project who is ultimately responsible for securing spending authority and resources for the project. Ideally, the Executive Sponsor should be the highest-ranking manager possible, in proportion to the project size and scope. The Executive Sponsor acts as a vocal and visible champion, legitimizes the project’s goals and objectives, keeps abreast of major project activities, and is the ultimate decision-maker for the project. The Executive Sponsor provides support for the Project Sponsor and/or Project Director and Project Manager and has final approval of all scope changes, and signs off on approvals to proceed to each succeeding project phase. The Executive Sponsor may elect to delegate some of the above responsibilities to the Project Sponsor and/or Project Director.

The Project Sponsor and/or Project Director is a manager with demonstrable interest in the outcome of the project who is responsible for securing spending authority and resources for the project. The Project Sponsor acts as a vocal and visible champion, legitimizes the project’s goals and objectives, keeps abreast of major project activities, and is a decision-maker for the project. The Project Sponsor will participate in and/or lead project initiation; the development of the Project Charter. He or she will participate in project planning (high level) and the development of the Project Initiation Plan. The Project Sponsor provides support for the Project Manager; assists with major issues, problems, and policy conflicts; removes obstacles; is active in planning the scope; approves scope changes; signs off on major deliverables; and signs off on approvals to proceed to each succeeding project phase. The Project Sponsor generally chairs the steering committee on large projects. The Project Sponsor may elect to delegate any of the above responsibilities to other personnel either on or outside the Project Team

The Steering Committee generally includes management representatives from the key organizations involved in the project oversight and control, and any other key stakeholder groups that have special interest in the outcome of the project. The Steering committee acts individually and collectively as a vocal and visible project champion throughout their representative organizations; generally they approve project deliverables, help resolve issues and policy decisions, approve scope changes, and provide direction and guidance to the project. Depending on how the project is organized, the steering committee can be involved in providing resources, assist in securing funding, act as liaisons to executive groups and sponsors, and fill other roles as defined by the project.

Customers comprise the business units that identified the need for the product or service the project will develop. Customers can be at all levels of an organization. Since it is frequently not feasible for all the Customers to be directly involved in the project, the following roles are identified:

·         Customer Representatives are members of the Customer community who are identified and made available to the project for their subject matter expertise. Their responsibility is to accurately represent their business units’ needs to the Project Team, and to validate the deliverables that describe the product or service that the project will produce. Customer Representatives are also expected to bring information about the project back to the Customer community. Towards the end of the project, Customer Representatives will test the product or service the project is developing, using and evaluating it while providing feedback to the Project Team.

·         Customer Decision-Makers are those members of the Customer community who have been designated to make project decisions on behalf of major business units that will use, or will be affected by, the product or service the project will deliver. Customer Decision-Makers are responsible for achieving consensus of their business unit on project issues and outputs, and communicating it to the Project Manager. They attend project meetings as requested by the Project Manager, review and approve process deliverables, and provide subject matter expertise to the Project Team. On some projects they may also serve as Customer Representatives or be part of the Steering Committee.

Stakeholders are all those groups, units, individuals, or organizations, internal or external to our organization, which are impacted by, or can impact, the outcomes of the project. This includes the Project Team, Sponsors, Steering Committee, Customers, and Customer co-workers who will be affected by the change in Customer work practices due to the new product or service; Customer managers affected by modified workflows or logistics; Customer correspondents affected by the quantity or quality of newly available information; and other similarly affected groups.

Key Stakeholders are a subset of Stakeholders who, if their support were to be withdrawn, would cause the project to fail.

Vendors are contracted to provide additional products or services the project will require and are another member of the Project Team.

BCS/ PDG/ MIS/ CSM short notes

Testing

Unit testing tests the minimal software unit, typically a module or program. Each unit (basic component) of the software is tested to verify that the detailed design for the unit has been correctly implemented.

Integration testing exposes defects in the interfaces and interaction between integrated components (modules or programs). Progressively larger groups of tested software components, corresponding to elements of the architectural design, are integrated and tested until the software works as a system.

Functional testing tests at any level (class, module, interface, or system) for proper functionality as defined in the specification.

• System testing tests a completely integrated system to verify that it meets its requirements.

• System integration testing verifies that a system is integrated to any external or third party systems defined in the system requirements.

Acceptance testing can be conducted by the end-user, customer or client to validate whether or not to accept the product. Acceptance testing may be performed as part of the hand-off process between any two phases of development. Operational testing will occur at this point.

Alpha testing is simulated or actual operational testing by potential users/customers or by an independent test team.

Beta testing comes after alpha testing. Versions of the software, known as beta versions, are released to further users within the company. The software is released to groups of people so that further testing can ensure the product has few faults or bugs.

Although both Alpha and Beta are referred to as testing, the rigours that are applied are often unsystematic and many basic tenets of the testing process are not used.

The Alpha and Beta period provides an insight into environmental and utilisation conditions that can impact on the software.

Regression tests - After modifying the software, either for a change in functionality or to fix defects, a regression test re-runs previously passed tests on the modified software to ensure that the modifications have not unintentionally caused a regression of previous functionality. Regression testing can be performed at any or all of the above test levels.

Implementation/ Changeover methods

As technologies change, many businesses find themselves needing to change over their computer information systems. Upgrading these systems helps them optimize their efficiency and remain competitive. Common changeover areas include security systems, database systems, accounting systems and managerial information systems. Deciding which changeover technique will work best for a particular company depends on the type of changeover and degree of risk for the company.

Parallel Changeover

In a parallel changeover, the new system runs simultaneously with the old for a given period of time. Of all the techniques, this tends to be the most popular, mainly because it carries the lowest risk. If something goes wrong at any point, the entire system can be reverted back to its original state. A primary disadvantage in running two systems at the same time is higher costs. The parallel changeover process also can be quite time-consuming.

Direct Changeover

Direct changeover, also referred to as immediate replacement, tends to be the least favorite of the changeover techniques. In a direct changeover, the entire system is replaced in an instant. Basically, as soon as the new system is powered up, the old system is shut down. This type of changeover carries the most risk because, if something goes wrong, reverting back to the old system usually is impossible. Using the direct changeover technique tends to work best in situations where a system failure isn't critical enough to result in a disaster for the company.

Phased Changeover

The phased changeover technique is considered a compromise between parallel and direct changeovers. In a phased changeover, the new system is implemented one stage at a time. As an example, consider a company working toward installing a new financial system. Implementing the new system one department at a time, the company converts accounts receivable, accounts payable, payroll, and so on. Advantages to phased changeovers are their low cost and isolated errors. The main disadvantage is the process takes a long time to complete because phases need to be implemented separately.

Pilot Changeover

With a pilot changeover, the new system is tried out at a test site before launching it company-wide. For example, a bank may first test the system at one of its branches. This branch is referred to as the pilot, or beta, site for the program. Since parallel changeovers tend to be expensive, using the pilot changeover technique allows companies to run the new system next to their old but on a much smaller scale. This makes the pilot changeover method much more cost-effective. After the kinks are worked out of the system at the test site, companies usually opt to use the direct changeover technique to launch the system company-wide.

ISO 9001

As an ISO 9001 certified organisation you will have implemented Quality Management System requirements for all areas of the business, including:

• ·         Facilities
• ·         People
• ·         Training
• ·         Services
• ·         Equipment

Some of the benefits to any organisation:

• ·         Provides senior management with an efficient management process
• ·         Sets out areas of responsibility across the organisation
• ·         Mandatory if you want to tender for some public sector work
• ·         Communicates a positive message to staff and customers
• ·         Identifies and encourages more efficient and time saving processes
• ·         Highlights deficiencies
• ·         Reduces your costs
• ·         Provides continuous assessment and improvement
• ·         Marketing opportunities

Some of the benefits to customers:

• ·         Improved quality and service
• ·         Delivery on time
• ·         Right first time attitude
• ·         Fewer returned products and complaints
• ·         Independent audit demonstrates commitment to quality

ISO 9001 - Principles

1 – Customer focus Principle

Organizations depend on their customers and therefore should understand current and future customer needs, should meet customer requirements and strive to exceed customer expectations.

 2 – Leadership Principle

Leaders establish unity of purpose and direction of the organization. They should create and maintain the internal environment in which people can become fully involved in achieving the organization’s objectives

 3 – Involvement of people Principle

People at all levels are the essence of an organization and their full involvement enables their abilities to be used for the organization’s benefit.

4 – Process approach Principle

A desired result is achieved more efficiently when activities and related resources are managed as a process.

5 – System approach to management Principle

Identifying, understanding and managing interrelated processes as a system contributes to the organization’s effectiveness and efficiency in achieving its objectives.

6 – Continual improvement Principle

Continual improvement of the organization’s overall performance should be a permanent objective of the organization.

7 – Factual approach to decision making Principle

Effective decisions are based on the analysis of data and information

8 – Mutually beneficial supplier relationships

An organization and its suppliers are interdependent and a mutually beneficial relationship enhances the ability of both to create value

DDM

A simulation-based decision support system for AHP (Analytic Hierarchy Process) is presented in this paper. The software, named DDM (Dynamic Decision Making), is applicable to dynamic decision scenarios where probabilistic interactions exist between the factors in the AHP hierarchy. Decision scenarios are generated using probability information specified by the user. The output of the simulation is the relative frequency of the selection of each alternative rather than a single final selection. The decision maker will evaluate the distribution histogram and make final selection based on his or her own inherent disposition to risk. DDM can be used for forecasting or for evaluating strategic planning options.

 Document Image Processing

In document image processing, the paper documents are initially scanned and stored in the hard disk or any other required location. It is easy to define document image processing as scanning-storing-retrieving-managing. The final outcome of document image processing will be in compatible electronic format, which makes documents easier and quicker to access. Document image processing comprises of a set of simple techniques and procedures, which are used to work upon the images of documents and convert them from pixel information into a format that can be read by a computer.

Document Image Processing Techniques

Basically, document image processing using OCR is divided into two steps. The first step captures the text, based on the information from the document. It identifies the reorientations, tables, words and their colors, font sizes and other textual matter in the file. The second step involves graphical processing which works on drawings, dividing lines between paragraphs and sections, logos and other pictorial representations. As the images are one of the most important components in the documents, it is very important to process the images rather than just locating them in the document.

Advantages of Document Image Processing

Once all the above brushworks are done the original document is picked into a semantic characterization that is more compact than the former. Document image processing is also effective if there are hand written texts or graphics in a computer document. These kinds of documents do not match with most of the containers. So document image processing is essential to make it compatible with most of the software. Document image processing also finds applications in categorizing mails and arranging books in a library where the information is converted into an electronic format, which are easily portable. Thus, document image processing techniques will be more widely used, as all the computer-based entities and handwritten entities are electronically converted into documents. These electronic documents are easier to deal with and assure the existence of files with us for many years, but in a cybernetic environment.

Data Dictionary

A data dictionary is a collection of descriptions of the data objects or items in a data model for the benefit of programmers and others who need to refer to them. A first step in analyzing a system of objects with which users interact is to identify each object and its relationship to other objects. This process is called data modeling and results in a picture of object relationships. After each data object or item is given a descriptive name, its relationship is described (or it becomes part of some structure that implicitly describes relationship), the type of data (such as text or image or binary value) is described, possible predefined values are listed, and a brief textual description is provided. This collection can be organized for reference into a book called a data dictionary.

End-user computing (EUC) refers to systems in which non-programmers can create working application.

EUC is a group of approaches to computing that aim to better integrate end users into the computing environment. These approaches attempt to realize the potential for high-end computing to perform problem-solving in a trustworthy manner.

End-user computing can range in complexity from users simply clicking a series of buttons, to writing scripts in a controlled scripting language, to being able to modify and execute code directly.

PRINCE2

PRINCE2 (an acronym for PRojects IN Controlled Environments) is a de facto process-based method for effective project management. Used extensively by the UK Government, PRINCE2 is also widely recognised and used in the private sector, both in the UK and internationally. The PRINCE2 method is in the public domain, and offers non-proprietarily best practice guidance on project management.

Key features of PRINCE2:

• ·         Focus on business justification
• ·         Defined organisation structure for the project management team
• ·         Product-based planning approach
• ·         Emphasis on dividing the project into manageable and controllable stages
• ·         Flexibility that can be applied at a level appropriate to the project.

Strategies

• Benefits management strategy

• Information management strategy

• Issue resolution strategy

• Monitoring and control strategy

• Quality management strategy

• Resource management strategy

• Stakeholder engagement strategy

Cloud Computing

Cloud computing enables companies to consume compute resources as a utility -- just like electricity -- rather than having to build and maintain computing infrastructures in-house. 

Cloud computing promises several attractive benefits for businesses and end users. Three of the main benefits of cloud computing includes:

• Self service provisioning: End users can spin up computing resources for almost any type of workload on-demand.
•Elasticity: Companies can scale up as computing needs increase and then scale down again as demands decrease.
•Pay per use: Computing resources are measured at a granular level, allowing users to pay only for the resources and workloads they use.

Cloud computing services can be private, public or hybrid. 

Private cloud services are delivered from a business' data center to internal users. This model offers versatility and convenience, while preserving management, control and security. Internal customers may or may not be billed for services through IT chargeback. 

Although cloud computing has changed over time, it has always been divided into three broad service categories:

1.       Infrastructure as a service (IaaS)- Infrastructure as a Service (IaaS) is a form of cloud computing that provides virtualized computing resources over the Internet. In an IaaS model, a third-party provider hosts hardware, software, servers, storage and other infrastructure components on behalf of its users. IaaS providers also host users' applications and handle tasks including system maintenance, backup and resiliency planning. 

IaaS platforms offer highly scalable resources that can be adjusted on-demand. This makes IaaS well-suited for workloads that are temporary, experimental or change unexpectedly.

Other characteristics of IaaS environments include the automation of administrative tasks, dynamic scaling, desktop virtualization and policy-based services.

E.g. mazon Web Services (AWS), Windows Azure, Google Compute Engine, Rackspace Open Cloud, and IBM SmartCloud Enterprise.

2.       Platform as a service (PaaS) -Platform as a service (PaaS) is a cloud computing model that delivers applications over the Internet. In a PaaS model, a cloud provider delivers hardware and software tools -- usually those needed for application development -- to its users as a service. A PaaS provider hosts the hardware and software on its own infrastructure. As a result, PaaS frees users from having to install in-house hardware and software to develop or run a new application.

PaaS platforms for software development and management include Appear IQ, Mendix, Amazon Web Services (AWS) Elastic Beanstalk, Google App Engine and Heroku.

3.       Software as service (SaaS)- Software as a service (or SaaS) is a way of delivering applications over the Internet—as a service. Instead of installing and maintaining software, you simply access it via the Internet, freeing yourself from complex software and hardware management.

SaaS applications are sometimes called Web-based software, on-demand software, or hosted software. Whatever the name, SaaS applications run on a SaaS provider’s servers. The provider manages access to the application, including security, availability, and performance.

SaaS customers have no hardware or software to buy, install, maintain, or update. Access to applications is easy: You just need an Internet connection.

Customer Relationship management (CRM)

Customer relationship management (CRM) refers to the practices, strategies and technologies that companies use to manage record and evaluate customer interactions in order to drive sales growth by deepening and enriching relationships with their customer bases.

Customer relationship management (CRM) is a term that refers to practices, strategies and technologies that companies use to manage and analyze customer interactions and data throughout the customer lifecycle, with the goal of improving business relationships with customers, assisting in customer retention and driving sales growth. CRM systems are designed to compile information on customers across different channels -- or points of contact between the customer and the company -- which could include the company's website, telephone, live chat, direct mail, marketing materials and social media. CRM systems can also give customer-facing staff detailed information on customers' personal information, purchase history, buying preferences and concern

CRM software

CRM software consolidates customer information and documents into a single CRM database so business users can more easily access and manage it. The other main functions of this software include recording various customer interactions (over email, phone calls, social media or other channels, depending on system capabilities), automating various workflow processes such as tasks, calendars and alerts, and giving managers the ability to track performance and productivity based on information logged within the system.

Common features of CRM software include:

Marketing automation: CRM tools with marketing automation capabilities can automate repetitive tasks to enhance marketing efforts to customers at different points in the lifecycle. For example, as sales prospects come into the system, the system might automatically send them marketing materials, typically via email or social media, with the goal of turning a sales lead into a full-fledged customer.

Sales force automation: Also known as sales force management, sales force automation is meant to prevent duplicate efforts between a salesperson and a customer. A CRM system can help achieve this by automatically tracking all contact and follow-ups between both sides.

Contact center automation: Designed to reduce tedious aspects of a contact center agent's job, contact center automation might include pre-recorded audio that assists in customer problem-solving and information dissemination. Various software tools that integrate with the agent's desktop tools can handle customer requests in order to cut down the time of calls and simplify customer service processes.

Geolocation technology, or location-based services: Some CRM systems include technology that can create geographic marketing campaigns based on customers' physical locations, sometimes integrating with popular location-based GPS apps. Geolocation technology can also be used as a networking or contact management tool in order to find sales prospects based on location