leadership management skills

Learning Module Managing the IS Project Key Terms of Project Management Two primary reasons for new IS development: 1) to take advantage of business opportunities (to offer better or faster service, to become a leader on the market, etc.) Current Examples: Web-based Information systems (registration, admission, payroll, banking, etc.); Amazon.com; Expedia.com, banking_online, etc. 2) to solve business problems (to automate payroll system, admission procedure, inventory system, registration system, etc.). Examples: Modifying the way in which an existing system processes data so that more accurate or timely information is provided to users. Taking Advantage of Business Opportunities Reasons for Taking Advantages • Knowledge-based economies (Knowledge Management) • Productivity • New products and services • Knowledge as asset (Information Technology, Information Engineering) • Time-based competition • Shorter product life (Ex: computers – Moore’s Law) • Limited employee knowledge base TRANSFORMATION OF ENTERPRISE Possible Ways To Solve Business Problems • • • • • • Flattening Decentralization Flexibility Location independence Low transaction costs Collaborative work FLATTENING ORGANIZATIONS Caterpillar, Inc.: in 1994 produced the same level of output as did in 1979, but with 40,000 fewer employees. Project and Project Management Project: A planned sequence of related activities to reach project goal – a top quality final product (information system) that meets all user’s requirements. Project Management: A controlled process of initiating, planning, executing, and closing down a project. System development Project Manager Project Manager (PM) is a system analyst with - analytical skills, - management skills, - technical skills, - communication skills, and - leadership skills. Project manager is responsible for all 4 main project management stages: - project initiation, - project planning, - project execution, and - project closedown. Project Management Stages Project initiation is the 1st phase of the project management process where activities are performed to 1) assess the size, scope, and complexity of the project and 2) to establish procedures to support later project activities. Project planning is the 2nd phase of the project management process that focuses on defining clear, discrete activities and the work needed to complete each activity within a single project. Project execution is the 3rd phase of the project management process where the plans created in the prior phases (project initiation and planning) are put into action. process that focuses on bringing a project to an end. Project close down is the final phase of the project management Common Activities of Project Manager 1. Leadership Influencing the activities of other members of project team. 2. Management Getting project completed. 3. Customer Relations Working closely with customers to assure project deliverables meet requirements 4. Technical problem solving Designing and sequencing activities to attain project goals 5. Conflict management Managing conflict within a project team 6. Team management Managing the project team for effective performance 7. Risk and change management Identifying, assessing, and managing the risks and day-to-day changes in project activities A Project Manager Activities Top 7 Competencies of Project Manager 1. Communications Skills - verbal and written 2. Leadership Skills 3. Organizational Skills - planning, time management 4. Interpersonal Skills 5. Negotiation Skills - diplomacy and mediating 6. Team Building Skills 7. Technical Skills Source: “Positive Leadership In Project Management” by Rachael Miletkov Team Communications Team Communication Methods and Corresponding Examples Communication Methods Project Workbook Face-to-face meetings Audio-, Video, and Data-Conferencing Via the Internet Seminars and Workshops Project Newsletters Status Reports Specification Documents Minutes of Meetings Bulletin Boards Memos Brown–Bag Lunches Hallway Discussions Examples Official system documentation, such as data flow diagrams or entity–relationship diagrams, interview notes Review project schedule Review project documents, schedule, demonstration of current findings and results Techniques and methods to be used in subsequent project phases Introduce new team members, explain upcoming project activities Project activity completions and issues Form designs, program structure charts Decisions made on alternative system designs Project status, awards for team members Guidance to team members, personnel appraisals Information from trade shows attended by team members, ideas about articles read on SA&D Answers to questions, advice on how to deal with problems Leadership Skills (1) 1. Great communication skills Don't give orders; discuss things that are going to happen. Measure your success in terms of project getting done and the degree to which instructions are followed. Good communications fosters good morale; however, poor communications can bring mumbling and dissent. 2. Knowing and Using the Resources of the Team Correct planning and utilization of 1) team’s analytical, technical, communication and management skills, and 2) available project’s technical, financial and human resources. Leadership Skills (2) 3. Understanding Characteristics and Needs of the Team Each team member has certain strengths and weaknesses. Project manager must know advantages and disadvantages of each member of his/her team, and their analytical, technical, management, communication skills. When project manager understands individual needs of team member then everyone benefits – it is a “winwin” situation. 4. Representing the Team At meetings of any level. 5. Setting the Example What you are speaks louder than what you say. PM will lose valuable influence if he/she does not follow established project rules, norms and standards 6. Thorough Planning of Project and Team Activities Project Planning Major Activities during Project Planning: 1) describing project scope, alternatives, and feasibility; 2) dividing the project into manageable tasks; 3) estimating resources and creating a resource plan; 4) developing a preliminary schedule; 5) developing team communications and a communication plan; 6) determining project standards and procedures; 7) identifying and assessing risk; 8) creating a preliminary budget; 9) developing a statement of work; and 10) setting a baseline project plan. Almost all these items will be included into CS403 Course Project. Leadership Skills (3) 7. Controlling Project and Team Performance 8. Evaluating of project activities During and after each team activity, at the end of every day, every week and every project milestone 9. Sharing of Leadership (sharing of responsibilities) The secret is to share the leadership allowing everyone to join and share in the responsibility without giving up the role as a leader 10. Counseling Be careful not to give advice, instead ask questions to help the individual to arrive at his/her own solution to the problem. Feel free to give factual information, but cautious about giving advice. Personality of PM Influence Hope Motivation Generosity Vision Flexibility Humor Ability to influence without having authority and obtaining win-win situations. To hope for the best but prepare for the worst To manage, motivate and organize people Share the glory, share knowledge, and don't blame others Understanding what needs to be done and how to get it done Ability of changing to fit the situation for the good of the project Seeing humor in events, laughing and going on Technical Skills Technical skills needed by systems analysts include good and deep knowledge of : Computers Computer networks Operating systems Data Exchange Protocols Programming languages Software applications Information systems System development tools and environments Management Skills Management skills needed by systems analysts include: resource management project management risk management change management Examples of Useful Web Links Additional information is available on those web sites: http://www.projectsmart.co.uk/skills.html http://www.woodbadge.org/BoyScout/wblsskill.htm http://www.mariosalexandrou.com/glossary/team_roles_list.asp http://www.maxwideman.com/guests/servant/skills.htm http://www.mindtools.com/ http://www.hq.nasa.gov/office/hqlibrary/ppm/ppm2.htm http://www.allpm.com/article.php?sid=1088&mode=thread&order=0 Homework # 3: Management Skills 1) Browse the web and find information (business articles or presentations) on following components of IS project management: Resource Management Risk Management Change Management 2) Create a PowerPoint presentation with lists of components for each designated type of management. Be ready to make a presentation in classroom. (An example of business article – in PDF format)