© 2004, david gadish, ph.d.1 project management cis 486 fall 2005 week 7 lecture dr. david gadish

© 2004, David Gadish, Ph.D. 1

Project ManagementProject ManagementCIS 486CIS 486

Fall 2005Fall 2005

Week 7 LectureWeek 7 Lecture

Dr. David GadishDr. David Gadish


Week 6 Review

Midterm Exam Case Studies - Discussion


Week 7 Overview

Incorporating Geographic Information Systems (GIS) in IT Projects

Project Communications Management (Ch 10)

4

Incorporating and Managing GIS in IT Projects

Not in Book


What is GIS ? Combination of computer hardware, software,

data, business processes and people to manage

data that has a location component

A technology to visualize, manipulate,

analyze, and display spatial data

Analysis allowing for timely, informed

decisions

“Smart Maps” linking a database to a map


Geographic Information Systems (GIS)

Customers

Buildings

Streets

Reality


Traditional Business Databases“Not Easy to Interpret”


Visualization“Worth a Thousand Words”


Asking A Question – Interaction


Maps and Database are“Interactive”

11

Applications of GIS


Some ways GIS is Used

Emergency Services – Fire & Police

Environmental – Monitoring & Modeling

Business – Site Location, Delivery Systems

Industry – Transportation (Fleet Mgmt), Communication,

Mining, Pipelines, Healthcare

Government – Local, State, Federal, Military

Education – Research, Teaching Tool, Administration


GIS for Business

The following are key areas of interest for

businesses:

– Marketing

– Sales

– Inventory

– Demographic profiles

– Mailing lists, and much more.


GIS for Business

At the core of this business information is an:

– Address

– A service boundary

– A sales territory

– or a delivery route

that can be illustrated and interactively

managed on a map.


GIS for Business

By tying business information to specific locations on interactive maps, businesses can:– identify business patterns

– understand relationships not apparent from static tables and charts


Example: Banking and Insurance Companies

GIS technology provides financial users with insight about their customer's purchasing habits, financial behavior, and needs for additional products or services.

As a result, banks are able to target their best prospects and not misdirect marketing and advertising resources.


Real EstateWhere to buy a home?


Learn GPS A GPS receiver is a

device that

communicates with

satellites to

determine

locations.

Learn to navigate

using the Global

Positioning System

(GPS).


Learn How GPS Works With GIS

Use GPS for GIS

data collection and

data maintenance is

essential for timely

decision-making

and the wise use of

resources.

20

Current Projects

City of Los AngelesLos Angeles Airport (LAX)


City of Los Angeles


City of Los Angeles

Economic Development Business Improvement Districts Revitalization Districts City Infrastructure Evaluation and Upgrade Bureau of Street Services


Airport Assets MappingAirport Assets Mapping


Pavement Condition Mapping w/GPS TrackingPavement Condition Mapping w/GPS Tracking

Airside-1 Pavement

Airside-1 Pavement

Airside-1 Pavement

Airside-1 Pavement

PCC

6-09-XX3-11-XXA1

Airside-1Ramp

Pav Type

Date PavedLast InspectedCondit’n Index


More About GIS Register for my course next quarter (Winter):

CIS 454-01 – GIS: Introduction to Business GIS

Mondays 6:10pm 9:00pm

Fun course!


When Can I Use GIS In A Project ? Any projects that have data that consists of

a location component Likely that people involved not aware how

GIS can help – show them what it can do


What is Involved in Managing GIS Projects ? All components PM aspects discussed in

this course:– They have implications related to the location

component

GIS specific aspects:– GIS data– GIS data acquisition, maintenance and QC


Examples of GIS Projects

Discussed in class

29

Project Communications Management

Chapter 10


Learning Objectives Understand the importance of good

communication on projects and describe the major components of a communications management plan

Discuss the elements of project communications planning, including information distribution, performance reporting, and administrative closure

Discuss various methods for project information distribution and the advantages and disadvantages of each


Learning Objectives Understand individual communication needs

and how to determine the number of communications channels needed for a project

Understand how the main outputs of performance reporting help stakeholders stay informed about project resources


Learning Objectives Recognize how the main outputs of

administrative closure are used to formally end a project

List various methods for improving project communications, such as managing conflicts, running effective meetings, using e-mail effectively, and using templates

Describe how software can enhance project communications


Importance of Good Communications The greatest threat to many projects is a

failure to communicate Our culture does not portray IT

professionals as being good communicators

Research shows that IT professionals must be able to communicate effectively to succeed in their positions

Strong verbal skills are a key factor in career advancement for IT professionals


Project Communications Management Processes Communications planning: determining

the information and communications needs of the stakeholders

Information distribution: making needed information available in a timely manner


Project Communications Management Processes Performance reporting: collecting and

disseminating performance information Administrative closure: generating,

gathering, and disseminating information to formalize phase or project completion


Communications Planning

Every project should include some type of communications management plan, a document that guides project communications

Creating a stakeholder analysis for project communications also aids in communications planning


Communications Management Plan Contents A description of a collection and filing

structure for gathering and storing various types of information

A distribution structure describing what information goes to whom, when, and how

A format for communicating key project information


Communications Management Plan Contents A project schedule for producing the

information Access methods for obtaining the

information A method for updating the communications

management plans as the project progresses and develops

A stakeholder communications analysis


Sample Stakeholder Analysis for Project Communications


Information Distribution Getting the right information to the right

people at the right time and in a useful format is just as important as developing the information in the first place

Important considerations include– using technology to enhance information

distribution– formal and informal methods for distributing

information


What Went Wrong?A well publicized example of misuse of e-mail comes from the 1998 Justice Department's high profile, antitrust suit against Microsoft. E-mail emerged as a star witness in the case. Many executives sent messages that should never have been put in writing. The court used e-mail as evidence, even though the senders of the notes said the information was being interpreted out of context.

See example of misunderstanding “pedagogical approach” on p. 358


Media Choice Table


The Impact of the Number of People on Communications Channels


Performance Reporting Performance reporting keeps stakeholders

informed about how resources are being used to achieve project objectives– Status reports describe where the project

stands at a specific point in time– Progress reports describe what the project

team has accomplished during a certain period of time


Performance Reporting– Project forecasting predicts future project

status and progress based on past information and trends

– Status review meetings often include performance reporting


Administrative Closure

A project or phase of a project requires closure

Administrative closure produces– project archives– formal acceptance– lessons learned


Suggestions for Improving Project Communications Manage conflicts effectively Develop better communication skills Run effective meetings Use e-mail effectively Use templates for project communications


Conflict Handling Modes, in Preference Order Confrontation or problem-solving: directly

face a conflict Compromise: use a give-and-take approach Smoothing: de-emphasize areas of

differences and emphasize areas of agreement Forcing: the win-lose approach Withdrawal: retreat or withdraw from an

actual or potential disagreement


Conflict Can Be Good

Conflict often produces important results:– new ideas– better alternatives– motivation to work harder and more

collaboratively


Conflict Can Be Good

Groupthink can develop if there are no conflicting viewpoints

Research by Karen Jehn suggests that task-related conflict often improves team performance, but emotional conflict often depresses team performance


Developing Better Communication Skills Companies and formal degree programs for

IT professionals often neglect the importance of developing speaking, writing, and listening skills

As organizations become more global, they realize they must invest in ways to improve communication with people from different countries and cultures

It takes leadership to improve communication


Running Effective Meetings

Determine if a meeting can be avoided Define the purpose and intended outcome of the

meeting Determine who should attend the meeting Provide an agenda to participants before the meeting Prepare handouts, visual aids, and make logistical

arrangements ahead of time Run the meeting professionally Build relationships


Using E-Mail Effectively Make sure that e-mail is an appropriate

medium for what you want to communicate Be sure to send the e-mail to the right

people Use meaningful subjects Limit the content to one main subject, and

be as clear and concise as possible Limit the number and size of attachments


Using E-Mail Effectively Delete e-mail you don’t need, and don’t

open it if you question the source Make sure your virus software is up to

date Respond to and file e-mails quickly Learn how to use important features


Using Templates for Project Communications Many technical people are afraid to ask for

help Providing examples and templates for

project communications saves time and money


Using Templates for Project Communications Organizations can develop their own

templates, use some provided by outside organizations, or use samples from textbooks

Companies that excel in project management make effective use of templates


Sample Template for a Project Description


Sample Template for a Monthly Progress Report


Sample Template for a Letter of Agreement for a Class Project


Outline for a Final Project Report


Final Project Documentation Items


Gantt Chart Template for a Class Project


Guidance for Student’s Lessons Learned Report


Sample Template for a Project Web Site


Developing a Communications Infrastructure

A communications infrastructure is a set of tools, techniques, and principles that provide a foundation for the effective transfer of information– Tools include e-mail, project management

software, groupware, fax machines, telephones, teleconferencing systems, document management systems, and word processors


Developing a Communications Infrastructure

– Techniques include reporting guidelines and templates, meeting ground rules and procedures, decision-making processes, problem-solving approaches, and conflict resolution and negotiation techniques

– Principles include using open dialog and an agreed upon work ethic


Using Software to Assist in Project Communications There are many software tools to aid in project

communications (see pages 380-381 for several examples)

Today more than 37 percent of people telecommute or work remotely at least part-time

Project management software includes new capabilities to enhance virtual communications

Project 2002’s enterprise edition includes features for portfolio management, resource management, and collaboration


Questions?


Next Week’s Agenda

Project Risk Management (Ch 11) Student Project Presentations

© 2004, david gadish, ph.d.1 project management cis 486 fall 2005 week 7 lecture dr. david gadish

Documents

david gadish slide

interactive slide

map slide

applications of gis

administration slide

book slide

city of los angeles

question interaction