IT Project Orientation

CIN707

IT PROJECT
IT Project Outline

1. Introduction

2. Project Overview

3. Team Structure

4. Project Phases

5. Tools and Technologies

6. Project Management Methodologies

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IT Project Outline

7. Project Management Methodologies

8. Milestone and Deliverables

9. Risk Management

10. Quality Assurance

11. Reporting and Documentation

12. Support and Resources

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Introduction
We will cover these:
 Welcome:
 Purpose:
 Agenda:

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 Introduction

 Welcome:  Agenda: Project Overview

 Purpose:  Team Structure

Project Phases
 Provide an overview of the IT project, Tools and Technologies
Project Management Methodologies
Key Milestones and Deliverables
 Introduce team members to their roles and responsibilities, and
Risk Management
Quality Assurance
 Ensure everyone understands the project's scope, objectives, and Reporting and Documentation
methodologies. Support and Resources
Q&A Session
 Emphasize that this session is designed to align the team, answer Closing Remarks
questions, and set expectations

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Project Overview
We will cover theses:
 Project Goals:
 Scope:
 Stakeholders:

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 Project Overview

 Project Goals: Goals and objectives of the IT project  Stakeholders: Identify key stakeholders and their roles

 Provide a concise summary of what the project aims to achieve.  Introduce the main stakeholders involved in the project, such as
Highlight the main objectives and the expected outcomes. clients, project sponsors, team members, and any other relevant
Explain how these goals align with the broader institutional parties. Explain their roles and responsibilities in the project.
objectives. This helps the team understand the overall direction Understanding who the stakeholders are and their interests or
and importance of the project. expectations helps the team know whom to communicate with
and where to focus their attention.
 Scope: Project scope, including key deliverables and
timelines

 Define the boundaries of the project. Describe what will be

included and what will not be included in the project. Highlight
the key deliverables and the major phases of the project. Provide
an overview of the project timeline, including important
deadlines and milestones. This clarity helps to manage
expectations and focus efforts.

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Team Structure
We will cover these:
 Roles and Responsibilities:
 Team Dynamics:
 Communication Channels:

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 Team Structure

 Roles and Responsibilities:

 Roles of each team member,  Communication Channels:

- Outlining their specific responsibilities and duties within the
project.  Primary communication channels and tools that will be used
- Each role contributes to the project's success. This ensures throughout the project, such as email, project management
everyone understands their tasks and how they fit into the larger software, instant messaging apps, and regular meetings.
picture, promoting accountability and efficiency. - The protocols for using these tools, including how often
updates should be provided and who to contact for specific
issues. Effective communication is crucial for ensuring everyone
stays informed and aligned.
 Team Dynamics:

 Importance of working together effectively as a team.

- The value of collaboration, open communication, and mutual
support.
- Diverse skills and perspectives can enhance problem-solving
and innovation.
- Positive team dynamic helps foster a productive and
harmonious work environment.

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Project Phases
We will cover these:
 Planning:
 Execution:
 Monitoring and Controlling:
 Closure:

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 Project Phrases

 Planning: The planning phase includes project charter and  Monitoring and Controlling: Methods for tracking progress
planning sessions and managing changes

 It involves defining the project’s objectives, scope, and  The monitoring and controlling phase involves tracking the
deliverables. This includes creating the project charter that project’s progress against the plan. This includes regular status
outlines the project's purpose, stakeholders, and objectives. meetings, performance metrics, and progress reports. The
Planning sessions will be held to develop a detailed project plan, methods for identifying and managing changes, such as change
including timelines, resources, and risk management strategies. requests and issue logs. Effective monitoring ensures that the
Effective planning sets a solid foundation for the project's success. project stays on course and that any deviations are promptly
addressed.
 Execution: Key activities during the execution phase, including task
assignments and progress tracking  Closure: Steps for closing the project, including final
The execution phase is where the project plan is put into action. deliverables and evaluations
This involves assigning tasks to team members, coordinating
resources, and managing the project's day-to-day operations. Key  The closure phase is where the project is formally completed. This
activities include implementing the planned solutions, monitoring includes delivering the final products or services, obtaining
progress, and ensuring that deliverables are being produced on stakeholder acceptance, and conducting a project evaluation. Key
schedule. Regular updates and progress tracking are essential to steps involve finalizing documentation, releasing project
keep the project on track. resources, and holding a project review meeting to capture
lessons learned. Proper closure ensures that all aspects of the
project are completed and documented, providing valuable
insights for future projects.

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Tools and
Technologies
We will cover these:
 Software and Tools:
 Training Resources:
 Access and Support:

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 Tools and Technologies

 Software and Tools: Software and tools to be used in the  Access and Support: How to access these tools and where to
project get support

 Detail the specific software and tools that will be utilized  The process for accessing the necessary software and tools,
throughout the project. This may include project management including any required credentials, licenses, or installation
software (e.g., Jira, Trello), collaboration tools (e.g., Slack, instructions. Additionally, provide information on where to get
Microsoft Teams), development environments (e.g., Visual technical support, such as an internal help desk, vendor support,
Studio, Eclipse), and any specialized tools relevant to the project. or online forums. Clear guidance on access and support ensures
Providing this list ensures that everyone is aware of the resources that team members can quickly resolve any issues and maintain
available to them. productivity.

 Training Resources: Any training resources available for

these tools

 Inform the team about the training resources available to help

them effectively use the required software and tools. This could
include online tutorials, user manuals, internal training sessions,
or external courses. Ensuring that team members have access to
training materials helps them become proficient with the tools,
improving overall project efficiency and performance.

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Project
Management
Methodologies
We will cover these:
 Agile:
 Waterfall:
 Hybrid Approaches:

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 Project Management Methodologies

 Agile: Agile methodology and its application in the project  Hybrid Approaches: Any hybrid approaches if the project will
use a combination of methodologies
 Understand the overview of the Agile methodology, which
focuses on iterative development, continuous feedback, and  Any hybrid approaches that combine elements of both Agile and
flexibility to adapt to changes. Understand the Agile principles, Waterfall methodologies. How this hybrid approach will be
such as sprints, daily stand-ups, and retrospectives, how it will be tailored to fit the project's specific needs, leveraging the
applied in the project. Understand the benefits of Agile, including strengths of each methodology. For example, planning and
faster delivery, improved collaboration, and the ability to respond design phases might follow a Waterfall approach for clarity and
quickly to changes. documentation, while development and testing might use Agile
for flexibility and faster iterations. How this combination aims to
 Waterfall: Waterfall methodology if applicable` optimize project management and delivery.

 If the Waterfall methodology will be used, then it involves a

linear and sequential project process. Understand the key phases
of Waterfall—such as requirements, design, implementation,
testing, and deployment—and how each phase must be
completed before moving to the next. Understand the benefits of
Waterfall, such as clear structure, defined milestones, and
thorough documentation.

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Key Milestones
and Deliverables
We will cover these:
 Milestones:
 Deliverables:
 Critical Path:

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 Key Milestones and Deliverables

 Milestones: Major project milestones  Critical Path: The critical path and dependencies

 Identify and describe the major milestones of the project. These  The concept of the critical path, which is the sequence of tasks
are significant points or events in the project timeline that mark that determines the project's minimum completion time. Identify
the completion of key phases or activities, such as the the tasks on the critical path and discuss any dependencies
completion of planning, the start of development, the between tasks. Understanding the critical path is crucial because
completion of testing, and the final delivery of the project. delays in these tasks will directly impact the project's overall
Highlighting these milestones helps the team understand the timeline. Highlighting dependencies helps the team recognize
project's progress and keeps everyone aligned on critical how their tasks are interconnected and the importance of
objectives. adhering to the schedule to avoid bottlenecks.

 Deliverables: Key deliverables and their deadlines

 Provide an overview of the key deliverables expected throughout

the project, specifying what each deliverable is and when it is
due. Examples of deliverables might include reports, software
components, documentation, or any other tangible outputs.
Clearly outlining these deliverables and their deadlines ensures
that everyone is aware of what needs to be completed and by
when, facilitating better planning and time management.

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Risk Management
We will cover these:
 Risk Identification:
 Risk Mitigation:
 Contingency Planning:

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 Risk Management

 Risk Identification: The process of identifying risks  Contingency Planning: Contingency plans for potential issues

 Describe the process used to identify potential risks that could  Provide an overview of the contingency plans that will be put in
impact the project. This includes brainstorming sessions, expert place to address potential issues that may arise. These plans are
consultations, and reviewing past projects for common issues. the "Plan B" solutions for when things go wrong. Outline specific
The goal is to uncover any uncertainties or potential problems actions that will be taken if certain risks materialize, including
early on. Effective risk identification helps in anticipating who will be responsible and what steps will be followed. Having
challenges and preparing for them in advance. well-defined contingency plans ensures that the team can quickly
and effectively respond to problems, minimizing disruptions to
 Risk Mitigation: Strategies for mitigating risks the project.

 Outline the strategies that will be employed to mitigate identified

risks. This can include proactive measures such as additional
training, resource allocation, and developing fallback plans.
Discuss how risks will be prioritized based on their likelihood and
impact, and how the team will implement these strategies to
reduce the chances of risks occurring or lessen their impact if
they do.

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Quality Assurance
We will cover these:
 Quality Standards:
 Testing and Validation:
 Continuous Improvement:

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 Quality Assurance

 Quality Standards: Define the quality standards to be  Continuous Improvement: Discuss the importance of
adhered to continuous improvement and feedback

 Clearly define the quality standards that the project will adhere  Highlight the importance of continuous improvement throughout
to. These standards might be based on industry best practices, the project lifecycle. Explain how regular feedback from team
organizational guidelines, or specific client requirements. Explain members, stakeholders, and clients will be gathered and used to
how these standards ensure that the project deliverables meet make iterative improvements to processes and deliverables.
the expected level of excellence and reliability. Setting clear Discuss methods for collecting feedback, such as regular reviews,
quality standards helps maintain consistency and ensures that surveys, and retrospectives. Emphasizing continuous
the end products are of high quality. improvement helps foster a culture of quality and encourages
proactive problem-solving and innovation.
 Testing and Validation: Outline the testing and validation
processes

 Describe the processes that will be used to test and validate the
project deliverables. This includes various types of testing, such
as unit testing, integration testing, system testing, and user
acceptance testing. Explain how each type of testing will be
conducted, who will be responsible, and the criteria for passing
each test. Effective testing and validation processes are crucial for
identifying and fixing issues early, ensuring the final deliverables
are functional and meet requirements.

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Reporting and
Documentation
We will cover these:
 Progress Reports:
 Documentation Standards:
 Knowledge Management:

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 Reporting and Documentation

 Progress Reports: The frequency and format of progress  Knowledge Management: How knowledge will be managed
reports and shared

 How progress will be reported throughout the project. Specify  Describe the strategies and tools that will be used to manage and
the frequency of progress reports (e.g., weekly, bi-weekly) and share project knowledge within the team and with relevant
the format (e.g., written reports, presentations, dashboard stakeholders. This includes documenting lessons learned, best
updates). Explain what information will be included in each practices, and solutions to common problems. Discuss platforms
report, such as milestones achieved, issues encountered, and or repositories where knowledge will be stored (e.g., intranet,
next steps. Clear and regular progress reporting ensures knowledge base) and how information will be organized and
transparency, keeps stakeholders informed, and helps in timely accessible. Effective knowledge management promotes learning,
decision-making. improves decision-making, and enhances overall project
efficiency.
 Documentation Standards: The standards for project
documentation

 Define standards for documenting project activities, decisions,

and outcomes. Specify what types of documents will be created
(e.g., project plans, requirements documents, meeting minutes)
and the templates or formats to be used. Discuss guidelines for
version control, document storage, and access permissions.
Consistent and well-maintained documentation facilitates
knowledge sharing, supports continuity in project management,
and provides a reference for future projects.

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Support and
Resources
We will cover these:
 Supervisor Support:
 Additional Resources:
 Contact Information:

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 Support and Resources

 Supervisor Support: How the supervisor will support the  Contact Information: Share contact information for further
team assistance

 Ways in which the supervisor will provide support to the team  Share contact details, such as email addresses, phone numbers,
throughout the project may include regular check-ins, mentoring, and office locations, where team members can reach out for
resolving escalated issues, and providing guidance on project further assistance or clarification. Specify who to contact for
priorities. Emphasize accessibility and openness to team specific types of inquiries, such as technical support,
members seeking advice or assistance. Clear support from the administrative questions, or project-related issues. Ensuring clear
supervisor fosters a collaborative and supportive work communication channels facilitates prompt resolution of queries
environment. and promotes effective collaboration within the team.

 Additional Resources: Provide information on any additional

resources available to the team

 Inform the team about any additional resources available to help

them successfully complete the project. This might include
access to subject matter experts, specialized training sessions,
external consultants, or specific budget allocations for tools or
services. Explain how these resources can be accessed and
utilized to overcome challenges and enhance project outcomes.
Providing access to additional resources demonstrates
organizational support and commitment to project success.

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Support and
Resources
We will cover these:
 Supervisor Support:
 Additional Resources:
 Contact Information:

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 Support and Resources

 Supervisor Support: How the supervisor will support the  Contact Information: Share contact information for further
team assistance

 Ways in which the supervisor will provide support to the team  Share contact details, such as email addresses, phone numbers,
throughout the project may include regular check-ins, mentoring, and office locations, where team members can reach out for
resolving escalated issues, and providing guidance on project further assistance or clarification. Specify who to contact for
priorities. Emphasize accessibility and openness to team specific types of inquiries, such as technical support,
members seeking advice or assistance. Clear support from the administrative questions, or project-related issues. Ensuring clear
supervisor fosters a collaborative and supportive work communication channels facilitates prompt resolution of queries
environment. and promotes effective collaboration within the team.

 Additional Resources: Provide information on any additional

resources available to the team

 Inform the team about any additional resources available to help

them successfully complete the project. This might include
access to subject matter experts, specialized training sessions,
external consultants, or specific budget allocations for tools or
services. Explain how these resources can be accessed and
utilized to overcome challenges and enhance project outcomes.
Providing access to additional resources demonstrates
organizational support and commitment to project success.

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Thank You! Q&A
Thank you for your time and participation