DEBARK UNIVERSITY

COLLEGE OF NATURAL AND COMPUTATIONAL

SCIENCE
DEPARTMENT OF INFORMATION TECHNOLOGY
COURSE TITLE : IT PROJECT MANAGMEBNT

COURSE CODE:ITec 3062

INDIVIDUAL ASSIGNMENT
IDNUMBER
1. EIBRAHIM ASNAKE ………………………………………. 1401239

SUBMITTED TO :

SUBMISSIONDATE:30/05/2017 E.C

DEBARK ETHIOPIA
 TABLE CONTENT
Introduction .................................................................................I
1 Discuss the relationship between project, program, and
portfolio management and their contribution to enterprise
success. ....................................................................................1
2. 0 List common sources of risks in information technology
projects .................................................................................... 2
3. 0 Describe the risk identification process, tools, and
techniques to help identify project risks and the main output
of the risk identification-risk register ..................................... 3
4 What is the difference between crashing and fast tracking a
project schedule with their advantages and disadvantages? ...5
5.0 Define predecessor, successor, and parallel activities.
Give a real-world example of each ......................................... 6
6.0 Define quality in your own words. How would you
define quality in a word processing, spreadsheet, or
presentation software package ................................................ 7
7.0 Discuss the advantages and disadvantages of different
ways of distributing project information. ............................... 8
Summary ................................................................................... 11
References ............................................................................. 12
Introduction

Project management is a critical discipline that ensures successful

planning, execution, and completion of projects. It aligns with program
and portfolio management to optimize enterprise resources and mitigate
risks. Effective risk identification and management strategies enhance
project outcomes, while techniques like crashing and fast tracking help in
efficient scheduling. Additionally, maintaining high-quality standards in
IT tools and ensuring effective information distribution contribute to
project success. This paper explores these concepts in detail, discussing
the importance of risk management, scheduling strategies, quality
assurance, and communication methods in project execution.

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1 Discuss the relationship between project, program, and

portfolio management and their contribution to enterprise

success.

break down the relationship between project, program, and portfolio

management and their contribution to enterprise success:

1.0 Project Management

Definition: Project management involves planning, executing, and

closing individual projects. Each project has specific objectives, a
defined scope, and a set timeline.

Contribution to Success: Effective project management ensures

that projects are completed on time, within budget, and meet the
desired quality standards. This contributes to the overall success of
the enterprise by delivering specific outcomes that support business
goals.

1.1 Program Management

Definition: Program management involves managing a group of

related projects in a coordinated way to achieve benefits that would
not be possible if the projects were managed separately.

Contribution to Success: By managing related projects together,

program management ensures that resources are used efficiently,
risks are managed collectively, and the overall strategic objectives
are met. This alignment with strategic goals enhances the
enterprise's ability to achieve long-term success.

1.2 Portfolio Management

Definition: Portfolio management involves overseeing a collection

of projects and programs to ensure they align with the
organization's strategic objectives. It focuses on selecting the right

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 projects and programs, prioritizing them, and allocating resources
accordingly.

Contribution to Success: Portfolio management ensures that the

organization's investments in projects and programs are aligned
with its strategic goals. By prioritizing and selecting the right
initiatives, portfolio management maximizes the return on
investment and drives the enterprise towards its long-term vision.

Relationship and Contribution to Enterprise Success

 Alignment with Strategy: All three management disciplines ensure

that projects, programs, and portfolios are aligned with the
organization's strategic objectives. This alignment is crucial for
achieving enterprise success.
 Resource Optimization: By managing resources effectively across
projects, programs, and portfolios, organizations can optimize their
use of time, money, and human resources, leading to better outcomes.
 Risk Management: Effective management at all levels helps identify,
assess, and mitigate risks, ensuring that potential issues are addressed
before they become critical.
 Performance Measurement: Regular monitoring and evaluation of
projects, programs, and portfolios help organizations measure
performance, make informed decisions, and continuously improve
processes.

2. 0 List common sources of risks in information technology projects

Information technology (IT) projects often face various risks that can
impact their success. Here are some common sources of risks in IT
projects:

A. Scope Creep: Uncontrolled changes or continuous growth in a

project's scope can lead to delays, increased costs, and resource strain.
B. Technical Challenges: Issues related to technology, such as software
bugs, hardware failures, or integration problems, can disrupt project
progress.
C. Resource Availability: Limited availability of skilled personnel,
equipment, or other resources can hinder project execution.
D. Budget Constraints: Insufficient funding or budget overruns can
jeopardize the project's completion and quality.

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E. Schedule Delays: Unforeseen delays in project tasks or milestones
can extend the project timeline and affect deliverables.
F. Stakeholder Management: Conflicting interests or lack of
engagement from stakeholders can lead to misunderstandings and project
misalignment.
G. Regulatory Compliance: Failure to comply with industry regulations,
standards, or legal requirements can result in penalties and project
setbacks.
H. Security Risks: Cybersecurity threats, data breaches, and
unauthorized access can compromise sensitive information and project
integrity.
I. Change Management: Resistance to change or inadequate change
management processes can disrupt project implementation and adoption.
J. Vendor Dependence: Reliance on external vendors or third-party
suppliers can introduce risks related to their performance, reliability, and
contractual obligations.
K. Communication Issues: Poor communication among team members,
stakeholders, or across departments can lead to misunderstandings and
project inefficiencies.
L. Market Dynamics: Changes in market conditions, customer
preferences, or competitive landscape can impact project relevance and
success.

3. 0 Describe the risk identification process, tools, and techniques to

help identify project risks and the main output of the risk

identification-risk register

The risk identification process is a crucial step in project management, as

it helps identify potential risks that could impact the project's success.
Here's an overview of the process, tools, and techniques used to identify
project risks, along with the main output: the risk register.

Risk Identification Process

 Planning: Define the risk management plan, including the

methodology, roles and responsibilities, and risk categories.
 Gathering Information: Collect data from various sources, such as
project documents, stakeholder inputs, and historical data from
similar projects.
 Identifying Risks: Use various tools and techniques to identify
potential risks that could affect the project.

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 Documenting Risks: Record identified risks in a risk register,
including their descriptions, potential impacts, and other relevant
details.

Tools and Techniques for Identifying Risks

 Brainstorming: Gather a group of stakeholders and team members to

generate a list of potential risks through open discussion.
 Delphi Technique: Use a panel of experts to anonymously provide
their opinions on potential risks, and then aggregate the results to
identify common risks.
 SWOT Analysis: Analyze the project's strengths, weaknesses,
opportunities, and threats to identify potential risks.
 Checklists: Use predefined lists of common risks from similar
projects to identify potential risks in the current project.
 Interviews: Conduct interviews with stakeholders, team members,
and subject matter experts to gather insights on potential risks.
 Root Cause Analysis: Identify the underlying causes of potential
risks by analyzing past project issues and failures,
 Assumption Analysis: Review project assumptions to identify risks
that may arise if those assumptions prove to be incorrect.
 Diagramming Techniques: Use tools like cause-and-effect diagrams,
flowcharts, and influence diagrams to visualize and identify potential
risks.

Main Output: Risk Register

The risk register is the primary output of the risk identification process. It
is a document that captures all identified risks, along with their details.
The risk register typically includes the following information:

Risk ID: A unique identifier for each risk.

Risk Description: A brief description of the risk.

Risk Category: The category or type of risk (e.g., technical, financial,

operational).

Potential Impact: The potential impact of the risk on the project.

Probability: The likelihood of the risk occurring.

Risk Owner: The person responsible for managing the risk.

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Mitigation Strategies: Actions to reduce the likelihood or impact of the
risk.

Contingency Plans: Plans to address the risk if it occurs.

Status: The current status of the risk (e.g., active, closed).

4 What is the difference between crashing and fast tracking a project

schedule with their advantages and disadvantages?

Crashing and fast tracking are two techniques used to shorten the duration
of a project schedule. Here's a breakdown of their differences, along with
their advantages and disadvantages:

1 Crashing

Definition: Crashing involves adding additional resources to critical path

activities to complete them faster. This could mean hiring more staff,
paying for overtime, or using more equipment.

Advantages:

Reduces Project Duration: By allocating more resources, tasks

are completed faster, reducing the overall project timeline.

Direct Control: Project managers have direct control over which

activities are accelerated.

Disadvantages:

Increased Costs: Adding resources usually means higher costs,

which can impact the project budget.

Diminishing Returns: There is a limit to how much crashing can

reduce the project duration. Beyond a certain point, adding more
resources may not significantly speed up the project.

2 Fast Tracking

Definition: Fast tracking involves performing activities in parallel that

were originally planned to be done sequentially. This means starting the
next phase of the project before the previous phase is completed.

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Advantages:

Reduces Project Duration: By overlapping activities, the project

timeline is shortened without necessarily increasing costs.

No Additional Resources Needed: Fast tracking can be done

without adding extra resources, making it a cost-effective option.

Disadvantages:

Increased Risk: Overlapping activities can lead to rework if tasks

are not completed correctly or if dependencies are not managed
well.

Quality Issues: Rushing activities to overlap them can

compromise the quality of the work.

5.0 Define predecessor, successor, and parallel activities. Give a real-

world example of each

Here are the definitions and real-world examples of predecessor,

successor, and parallel activities:

1. Predecessor Activities

Definition: Predecessor activities are tasks that must be completed before

a subsequent task can begin. They are the activities that precede another
activity in a project schedule.

Example: In a construction project, obtaining building permits is a

predecessor activity to starting the actual construction work. The
construction cannot begin until the permits are secured.

2. Successor Activities

Definition: Successor activities are tasks that cannot start until a

preceding task is completed. They follow another activity in a project
schedule.

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Example: In the same construction project, installing electrical wiring is
a successor activity to framing the walls. The wiring installation cannot
start until the walls are framed.

3. Parallel Activities

Definition: Parallel activities are tasks that can be performed

simultaneously without depending on the completion of each other. They
can occur at the same time in a project schedule.

Example: In a software development project, designing the user interface

(UI) and developing the backend code can be parallel activities. Both
tasks can be done concurrently by different teams without waiting for the
other to finish.

These activities are essential for effective project scheduling and

management, ensuring that tasks are completed in the correct order and
within the project timeline.

6.0 Define quality in your own words. How would you define quality in

a word processing, spreadsheet, or presentation software package

Quality, in my own words, is the measure of how well something meets

or exceeds expectations. It's about delivering value, reliability, and
satisfaction to the user.

When it comes to software packages like word processing, spreadsheet,

or presentation tools, quality can be defined by several factors:

 Functionality: The software should perform all the tasks it's designed
for efficiently and accurately. For example, a word processor should
have robust text editing, formatting, and spell-checking features.
 Usability: The software should be user-friendly and intuitive. Users
should be able to navigate and use the features without extensive
training or frustration.
 Performance: The software should operate smoothly without crashes
or significant slowdowns, even when handling large files or complex
tasks.
 Compatibility: The software should work well with other programs
and file formats. For instance, a spreadsheet application should be
able to import and export data to and from other spreadsheet tools.

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 Security: The software should protect user data and privacy,
preventing unauthorized access and data breaches.
 Support and Updates: The software should have reliable customer
support and receive regular updates to fix bugs, improve performance,
and add new features.

7.0 Discuss the advantages and disadvantages of different ways of

distributing project information.

Distributing project information effectively is crucial for successful

project management. Here are some common methods, along with their
advantages and disadvantages:

1. Email

Advantages:

Wide Reach: Emails can be sent to multiple recipients

simultaneously, ensuring that everyone receives the information.

Documentation: Emails provide a written record of

communication that can be referred to later.

Convenience: Easy to use and accessible from various devices.

Disadvantages:

Overload: Important information can get lost in a flood of emails.

Delayed Response: Recipients may not check their emails

frequently, leading to delays in communication.

Security Risks: Sensitive information can be compromised if

emails are not encrypted.

2. Project Management Software (e.g., Asana, Trello)

Advantages:

Centralized Information: All project-related information is stored

in one place, making it easy to access and manage.

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 Real-Time Updates: Team members can see updates and changes
in real-time.

Collaboration: Facilitates collaboration through features like task

assignments, comments, and file sharing.

Disadvantages:

Learning Curve: Team members may need time to learn how to

use the software effectively.

Cost: Some project management tools can be expensive, especially

for large teams.

Dependency: Relying too heavily on software can be problematic

if there are technical issues

3. Meetings (In-Person or Virtual)

Advantages

Immediate Feedback: Allows for real-time discussion and

immediate feedback.

Clarification: Questions can be answered on the spot, reducing

misunderstandings.

Team Building: Promotes team cohesion and collaboration.

Disadvantages:

Time-Consuming: Meetings can be lengthy and take time away

from other tasks.

Scheduling Conflicts: Finding a time that works for everyone can

be challenging.

Limited Documentation: Information shared in meetings may not

be documented unless someone takes detailed notes.

4. Shared Documents (e.g., Google Docs, Microsoft OneDrive)

Advantages:

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 Collaboration: Multiple team members can work on the same
document simultaneously.

Version Control: Changes are tracked, and previous versions can

be restored if needed.

Accessibility: Documents can be accessed from anywhere with an

internet connection.

Disadvantages:

Security: Sensitive information can be at risk if access controls are

not properly managed.

Internet Dependency: Requires a stable internet connection to

access and edit documents.

Complexity: Managing permissions and access levels can be

complex

5. Instant Messaging (e.g., Slack, Microsoft Teams)

Advantages:

Quick Communication: Enables fast and informal communication

among team members.

Integration: Can be integrated with other tools and software for

seamless workflow.

Accessibility: Accessible from various devices, including

smartphones.

Disadvantages:

Distractions: Constant notifications can be distracting and reduce

productivity.

Informal Tone: Important information may be communicated too

informally, leading to misunderstandings.

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Summary

Project, program, and portfolio management play vital roles in enterprise

success by ensuring alignment with strategic goals, resource optimization,
and risk management. IT projects face risks such as scope creep, budget
constraints, and security threats, which can be mitigated through proper
risk identification using tools like brainstorming and SWOT analysis.
Techniques like crashing and fast tracking help shorten project schedules,
while project activities are classified as predecessor, successor, or parallel.
Quality in software relates to functionality, usability, and security.
Effective communication is crucial in project management, with methods
like email, meetings, and project management software offering different
advantages and disadvantages.

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References

Project Management Institute. (2017). A Guide to the Project

Management Body of Knowledge (PMBOK® Guide) (6th ed.). Project
Management Institute.

Kerzner, H. (2013). Project Management: A Systems Approach to

Planning, Scheduling, and Controlling (11th ed.). John Wiley & Sons.

Schwalbe, K. (2019). Information Technology Project Management (9th

ed.). Cengage Learning.

Sommerville, I. (2015). Software Engineering (10th ed.). Pearson

Education.

Turner, J. R. (2016). Gower Handbook of Project Management (5th ed.).

Routledge.

PMBOK Guide (2021). Project Management Institute Standards.

Available at:

IEEE Standards Association. (2020). IEEE Standard for Software

Project Management Plans. Available

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