managing information systems projects feasibility, risks, and methods eric santanen, ph.d. iltm 2006
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Managing Information Systems Projects
Feasibility, Risks, and Methods
Eric Santanen, Ph.D.ILTM 2006
Overview
Information systems projects can be extremely beneficial to organizations; however,
Poorly managed projects can kill an organization…
Look at how IS and management practices fit together.
Agenda for Today
The changing business environmentIS project feasibility analysisManaging ExpectationsIS design methodologies – time permitting
But first, an illustration…
Organization
Organization
Organizational Objective
Organization
Organizational Objective
Organizational Use of
Technology
Information Systems
Collects, processes, stores, analyzes, & disseminates information– Automatically or with human intervention
What are some business functions performed by IS?
What benefits are offered by IS?– How might they be classified?
Understanding Your Organization
Think of a typical large organizationWhat are its characteristics?
– Think of: longevity, structure, mergers, reward structure, culture, attitudes of upper management, propensity for risk,
– What are implicit assumptions of above?
Are the above advantages or disadvantages when it comes to new projects?
Understanding Your Environment
What has changed since many of these large companies have begun?– In the marketplace?– With technology?– In society?
Market Pressures
Globalization & Competition– NAFTA, EU– What special requirements do these create?
Real-Time Operations– Today’s business doesn’t wait for old data
Changes in the workforce– Telecommuters, flexible hours, etc
Powerful customers– Know more than ever before (how?)– Want customized products (like what?)
Technology Pressures
Obsolescence of today’s products– Moore’s Law– Gateway commercial for the G5– Fairchild Semiconductor: replace a $1.05
television vacuum tube with $100 transistor
Substitute products and services– If you don’t jump on today’s technology…
Moore’s Law Illustrated
Societal Pressures
Major areas of Societal Pressure– Social Responsibility– Government De/Regulations– Homeland Security– Information Ethics
Social Responsibility…
Lets Look at the Cases:
Sports-for-All– What is the current business situation?– Why won’t advertising work here?– Why doesn’t Jim like David’s proposal?
Quantas Airlines– What is their business situation?– Which pressures are evident?– What are the benefits of e-commerce?
The Technology Playground
“Business as Usual” No Longer Exists!
Those that think so will ultimately Fail…
Categories of IS Projects
Problems OpportunitiesDirectives
Which categories get funding first?Which categories have the greatest
potential to return value?Any problems here?
IS Project Management
1995 survey, 352 orgs, 8000 IS projects– What percentage were on-time & on-budget?
– What percentage simply failed?
– The remainder • Are over budget by 189%
• Behind schedule by 222%
Why do these problems occur? What can be done to turn failures into successes?
Why Software Development Fails
Another Illustrated Example…
Analysis of the Swing
Why does this problem happen so often?What can be done to prevent this sequence
of events?
How about a break?!?
Preventing the Failures
Feasibility AnalysisThreats to Feasibility
IS Project Feasibility:
How do you determine if an IS project is feasible?– What does “feasible” really mean?
IS Project Feasibility:
OperationalTechnicalScheduleEconomic
Operational Feasibility, I
Does management support this system?– Attitude of executive management
• Overall budget rule-of-thumb…
• ‘Enabler’ budget…
• ‘Inhibitor’ budget…
• Sports-for-All vs. Quantas…
– Location of IS on the org chart…– What is the organization’s primary business…
Operational Feasibility, II
How do users feel about their new and changing role?
Is resistance a real threat?Will the working environment change?
– For the better? For the worse? Influences on resistance
Technical Feasibility
Is the proposed technology practical?– Is the technology available? To us…– Is it mature enough to apply?– Will it work with our current technology?
And the often forgotten ones:– Do our people have necessary skills? (mouse)
– What are Training / Hiring needs?– Both Tech staff and “regular” employees
Schedule Feasibility
Are the project deadlines reasonable?– Are they mandatory or simply desired?– What is the penalty for missing a deadline?– Watch out for Parkinson’s Law!
Useful Methods:– (Optimisitic + 4 * Likely + Pessimistic) / 6– Function Points Analysis
Function Points Analysis
Application Item Count Simple Average Complex
# Inputs 3 4 6
# Outputs 4 5 7
# Programmed Inquiries 3 4 8
# Files / Relations 7 10 15
# Application Interfaces 5 7 10
Function Points Questions
Complexity Adjustments (Scale from 0 to 5)– Is backup/recovery required?– Is data communication required?– Are any functions distributed?– Is performance critical… (there are 10 more criteria)
Function Points = total weighted count * (0.65 + (0.1*Σ (complexity adjustments)))
Roger Pressman, Software Engineering: A practitioners approach, 3rd ed, McGraw-Hill, 1992, p50.
Schedule Feasibility
An “old” saying:– It is better to deliver a correctly functioning
system late than to deliver garbage on time!
Economic Feasibility
How can you measure economics of IS?– There are several techniques...
What is wrong with these approaches to feasibility analysis?– How well do they work? – Consider our cases…– Think in terms of information availability
Economic Feasibility
Intangible Benefits: difficult to quantify– Still important to identify
– Without these, many projects would be infeasible...
Examples on intangible benefits– Improved employee morale
– Increased customer loyalty
– Better decision making capability
– Any others?
The Intangible: Cust Loyalty
There is a chance (.50) that a customer may send a few orders (.10) to competitors
There is a chance (.20) that a customer will send more orders (.50) to competitors, especially if orders are slow
There is a chance (.10) that a cust will send an order to competitor only as a last resort, reducing business by (.90)
There is a chance (.05) that a cust will not do business with us at all, 100% loss
Customer Loyalty
Calculate the estimated business loss Loss = .50 * (.10 loss of business) + .20 * (.50 loss of business) + .10 * (.90 loss of business) + .05 * (1.00 loss of business) Loss = 0.29 or 29% estimated loss of business
If avg customer places $100K in annual orders we will lose $29K for each customer
If we have 100 customers, we will lose $2.9M each year!
Economic Feasibility
Another “old saying”– It is better to count gold imprecisely than to
count pennies precisely
Feasibility Dangers
A project that was once feasible may not remain so - why not?
Feasibilities can often conflict!– Best solution can often be the most expensive– good operational feasibility– poor economic feasibility
What can you do if the project is not feasible on all levels?
Managing Expectations
Often most difficult aspect of a projectTool for balancing priorities Rows in matrix are project dimensions:
– Cost– Schedule– Scope / Quality
Managing Expectations
Columns in matrix are the priorities:– Max or Min: most important– Constrain: median importance– Accept: lowest importance
Impossible to optimize all simultaneously!Rule: 1 check per row & column
Expectation Management
Priorities Max or Min Constrain Accept
Cost: $20B
Schedule: Deadline 12/1969
Scope / Quality:Man on the moon,return safely
X
X
X
Making Development a Success
Primarily focused on SW developmentMost hardware has a significant SW
componentThree primary methodologies
– Waterfall, Prototype, None– Which do you think is most common?
Software Development
Sequential Methodologies “Waterfall”
Survey, Study, Define, Target, Design, Construct, Deliver
n-1
2
1
n
…
Software Development
Iterative Methodologies “Prototyping”
Require, Design, Code, Test, Feedback
1
2
3
4
5
SW Development Tools
What is the value of dev methodologies?How can you coordinate team efforts?
– Who works on what? – At what times?– From what locations?
What is the single difference between:– IBM vs. Apple, DVD vs. DivX, Windows vs.
Linuix
Frequent Causes of Failures
Taking shortcuts with methodology– when/why do these occur?
Cost of fixing errors, finding an error in:– Requirements: $1,000– Design: $2,500– Coding: $6,000– Testing: $25,000– Implementation: $75,000
Frequent Causes of Failures
Scope & Feature Creep– can be both good and bad, how?– are mgmt intentions clear?
Brief Summary
IS Projects present new challengesNeed to carefully consider new criteriaNew methodologies exist to helpLets reduce % of failed projects!!
And the stuff that we didn’t get to…
Investment Strategy Analysis
General IS application areas– Institutional, professional, physical
automation, external, infrastructureMap these against functional components
or user groups– R&D, QA, manufacturing, marketing, finance
What do we learn from this? What comparisons can we make?
Waves of Tech Adoption
of 100 Million US households…1/2 million are the actual Innovators5 million are the Early Adopters30-35 million are Early Majority40-50 million are Late Majority10-15 million are Technology Averse
Waves of Adoption, I
The Innovators– On the cutting edge of technology– Most people don’t understand anything about
these folksManagement’s Approach
– Support them with funding & learn from them– What are advantages? Drawbacks?– How much funding should they get?
Waves of Adoption, II
Early Adopters: The First Consumers– Risk Takers: Owned BetaMax, 8-tracks, DivX– Wait at midnight for releases on Win95, etc.– “Gotta Have It!!!!” mentality
Management’s Approach– Significant opportunities can be missed if these people
are ignored– Need guidance of IS dept to prevent overwhelming
resources– How do we manage this group?
Waves of Adoption, III
The Early Majority: First Big Wave– Open to new technology but need help– Confused by terminology, new standards, no time to
learn– Hold important positions in organizations, can make
or break technology use: must see direct benefits
Management’s Approach– Lots of training! If needs are unmet, will be rejected– IS must know the business, non-tech products &
services
Waves of Adoption, IV
Late Majority: Technology Skeptics– Not afraid of technology, have concerns about
cost, risk, security, compatibility, time, learning curves for decision making
– Face severe budget pressures– Will my client really benefit from this?
Management’s Perspective– Address risks, costs as well as opportunities– Address technology concerns (security) at level of
the audience
Waves of Adoption, V
Technologically Averse– Not even considering a computer
– Concerned about privacy, security, control
– Real estate & Publishing: web pages bypass sunk costs in infrastructure
Management’s Perspective– Need to be aware of justifiable business fears
– These people need the most time & education
Summary
Range of organizational problems– Many have happened inadvertently– Many can be addressed by IS
IS alone is not a sufficient solution to any problem
Proper management is essential
Questions??