Phase 2. Detailed planning of system selection projectStart the planning processPlanning the project deals with developing the right approach for the organization and planning the delivery of this approach. This phase includes: MyKnowledge: Provides you with a detailed overview of the system selection methdology and some case studies based on real situations and outcomes. MyApproach: Includes an editable activity listing to get you considering the system selection activities your organization will require, as well as a project charter to help set up the structure and objectives of the project. MyDelivery: Provides an initial project plan with milestone report to assist with planning and ongoing reporting, as well as a project briefing to begin initial project communication MySignoff: Online or downloadable signoff sheet to ensure proper completion of the phase. Key deliverables from this phase are:- Project plan.
- Completed project milestone report.
- Completed kick off briefing presentation.
- Communication as appropriate to stakeholders.
- Completed signoff checklist.
Phase objectives On completion of planning the project you should : - Have clearly identified project resource and commitment;
- Have a detailed and realistic project plan;
- Have agreed resource and cost budgets as appropriate;
- Have communicated the project to the organization;
- Set up appropriate project administration structures.
Phase risks The risks of not completing this section include: - Not setting expectations, if objectives are not properly agreed;
- Unrealistic milestones, due to lack of resource or unrealistic project plans;
- Poor governance structures, due to inadequate project administration and set up;
- Lack of organizational understanding of the project, due to poor communication;
- Unclear project budget, due to poor budgeting or lack of budget approval.
Getting this right is imperative to delivering successful outcomes.
Please work through each section before proceeding to the next section: Important to note:Content under each section of the KADS method will differ, based on the phase being worked on. Initially the focus is on learning, moving to delivery and signoff during the life of the project. What you need to know 1. You will need to develop an approach for your organization's system selection. Read the following document to clearly understand the system selection methodology in detail including each phase, objectives and actions and how the project will be put together. On completion, look at the editable system selection activity listing, this is highly useful in understanding all activities required for the project, save it to your drive and add steps as you believe are appropriate for your organization. Name: System selection methodology - detailed methodology Priority: 1 Type: READ Phase: Planning the system selection project Estimated time: 20-30 minutes Length: 27 reading pages 2. Before starting to plan the project approach in detail, read through the case studies included below, to get some practical examples on the issues impacting system selections. If you have already seen the system selection case study document then ignore and proceed to step 3. Case studies will give you some idea of the risks, mistakes, challenges and things to consider. You may shake your head when reading these, but these situations develop easier than your thing and catch even sophisticated organizations by surprise. Name: Case studies - system selection Priority: 2 Type: READ Phase: Planning the project Estimated time: 5-10 minutes Length: 5 reading pages You should now feel comfortable with system selection activities and understand some of the areas supporting a project of this nature. You should be prepared to get into detailed planning, including project plans and charters, which will define all aspects of the system selection project, no mater whether you are selecting an ERP, accounting syste, CRM, CMS or other business system. Develop your approach and plans 3. Download the editable system selection activity listing, and add in any key activities you believe your organization will require. This will form the basis of the project plan. Start thinking carefully here about your organization and its specific needs. If you are comfortable with the system selection methodology and process from reading the system selection methodology - detail document, then this step will not be required and proceed to step 4 to develop the project charter. The project plan will be developed in more detail in step 6. Name: System selection activity listing Priority: 2 Type: User Phase: Planning the project Estimated time: 10 minutes 4. Download the editable project charter for use in developing the approach to your system selection project. Note the following before downloading: - Insert your organization name and details on the first page;
- Do a find/ replace by going to Edit/ Replace on the menu to change the <organization name> filed in the document to your organization;
- Work through the document and complete it as far as is possible with the information and knowledge you have;
- Assess in gaps in the document and begin to investigate or gather the missing information in order to complete the document.
- The text marked in grey is there to assist by either providing instruction or example, and should be either removed or the font color changed to black, before the charter is presented in final form.
- Grey text is enclosed in an opening< and closing> to make management of the document easier.
It is important to develop a project charter. The project charter provides a central document, which clearly states what is going to be done. The project charter can be referred to in the future, providing all the relevant project details and objectives. Name: Draft project charter Priority: 1 Type: User Phase: Define the project Estimated time: 5 minutes Ensure you complete the project charter with the relevant detail. When completed, send to the project sponsor for review. The project charter should be finalized and agreed with the steering committee, and should form the basis of the project going forward. The steering committee will need to see the project plan along with the project charter.
The Project charter should be shared with those directly involved with the system selection project, once completed, and with key stakeholders, as you consider necessary. Given some of the content will be confidential organizational information, this document us not usually widely available.
Delivering the approach and plans 5. Download the editable milestone listing and include any other key milestones relevant to your organization. Review the project plan to establish the timelines for the milestones and use the project charter to establish relevant responsibilities. The milestone document is used for project reporting to the steering committee and should be updated on a regular basis. Each update should be saved with the current date. Name: Project milestones Priority: 1 Type: Template Phase: Planning the project Estimated time: 30 minutes Online support tools Managing numerous stakeholders and project team participants across a number of departments or geographies can be made easier with a web tool. We suggest you consider one of the following. These sites are recommended as part of our service, but are independent of Professional Services Online. They are not affilicates and we get no revenue from them. Basecamphq - Basic project collaboration Basic project management with limited users and no file sharing, signup is easy and free. Users are allowed to post messages, milestones, to-do lists, create write boards for collaboration through a separate website www.<yourorganizationname>.updatelog.com which users can then access. Cost can range up to $149pm depending on disk space, encryption and other specific functionality. (Priority 1) There is also a 30 day free trail available. Quickbase - Online project management support This is a more sophisticated project management tool with starting pricing at around $249 per month for ten users. It allows integration with Microsoft Projects, time and expense tracking, manage ment of change requests, to mention a few features. (Priority 3) 6. Download the editable project plan, review it and then begin customizing to you organization needs. Refer to the system selection activity listing you developed in step 3 if required. Once completed the project plan should be saved for future use and updated as required. This is purely an example, you will need to modify the project plan to take into account your specific business circumstances and requirements. Please read the instructions in the first sheet prior to starting. Name: Draft project plan Priority: 1 Type: Template Phase: Planning the project Estimated time: 15 minutes - 1 hour 7. Download the editable issues log. This is a simple Access database to support smaller projects. If your requirements are more complex, you might consider a more sophisticated online tool. Isssues logs are important, they keep the trail alive and everyone on the same page. Please read the instructions in the first sheet prior to starting. Name: Issues log Priority: 1 Type: Template Phase: Planning the project Estimated time: 15 minutes - 1 hour 8. Download the editable risk log. The risk log is Excel based but should be adequate for most projects, given risks are at a more strategic or tactical level than the issues log, requiring less frequent updating and access. Consider your needs and the tools available from third parties below. Be sure to have the risk management sheet completed in <1 Define the project> available. Please read the instructions in the first sheet prior to starting. Name: Risk log Priority: 1 Type: Template Phase: Planning the project Estimated time: 15 minutes - 1 hour 9. When you have completed steps 1-5, review the document below and use it to assist you develop a project kick off presentation, to educate stakeholders about the project and its objectives etc. All the work done to date should be included at a headline level in the briefing document for management.
Name: Project kick off briefing Priority: 1 Type: User Phase: Planning the project Estimated time: 30 minutes Sign off on the phase 10. Complete checklist when you have completed the phase. Please ensure you read carefully through the points below and ensure you have completed each one. Phase 2 Planning the project : Completion checklist Do you have a clear understanding of the system selection online methodology and its respective phases? Have you prepared a system selection project charter? Has the project charter received the relevant approvals? Have you identified suitable project milestones? Have a you developed a project plan for the system selection? Have you set up the project structure and communicated the roles and responsibilities within that structure? Has the project milestones and project plan been approved? Has the project budget been approved? Have you communicated the project and its goals and objectives to key stakeholders, so theya re aware it will be starting and what the purpose of the project is? Have you either had, or at least scheduled the first system selection steering committee meeting? Have you identified potential benefits the new system will bring to the organization? Are you comfortable the neccessary project management skills are available to complete the project?
Move onto the next phase when ready [Phase 3 - Define business requirements]
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