Requiements capture

Gathering requirements is both an art and a science. There are numerous project templates on the web that can be used to capture or gather project requirements.

It is a science because these templates guide an analyst to gather the user requirements for a project. It is an art because the template only has headings or guidelines. It is a generic template and the analyst has to use common sense and industry knowledge to probe and distill user requirements into a specific, measurable and deliverable requirement.

Most requirements focus on the functional aspect of a project. These are termed "user requirements". These are the functions or use cases the user must have or would like to have delivered through the project.

The architectural requirements are normally done as part of design, or worse still, an after-thought. I define architectural requirements as other requirements not pertaining to the functional aspect of the project. For example, security requirements, performance requirements, scalability and extensibility requirements, availability requirements. From this list alone, you can deduce that the term "user" goes far beyond the business user or the user that specifies the functional use cases. The project team's interaction must now encompass the customer's security team, systems and infrastructure team, application maintenance team.

If requirements capture is viewed in this manner, the project team will begin to identify the various "users" needed for project success and begin building close working relationships with the extended eco-system. The relationships cannot be a one-off relationship. It is an on-going relationship as the project progresses.

Bernard
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Reviews are critical in project management!

Core technical skills, software design, writing code are all considered important and critical activities of a project. The perceived "softer" activities such as regular project reviews are considered optional.

This situation is very common in projects. Software design and writing code produces visible results such as the software module or use case that can be viewed and tested. You can't see or view the result of project review. If project reviews are done correctly and properly, and the project progresses without major issues, no one will acknowledge or miss the importance of project reviews. The importance of project reviews are often overlooked.

In my experience, project reviews, if done correctly and properly, keeps the team focused, productive and more importantly, effective. In my opinion, it is a critical activity.

However, how many would agree to this? If the project is on track and progressing well, no one will acknowledge this point. If the project is failing, some may acknowledge this point, others will blame the software design, code quality, coding standards, scope creep. While there is some truth in this, project reviews help prevent major catastrophes and at least, identify and highlight such catastrophe may be on the horizon and the team needs to take corrective action.

Bernard

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Bad project manager?

You may have started a new project or have been managing one for some time. Your project may have slipped, may be delayed a bit or in downright trouble.

Does this mean you are not a good project manager? Not so.

Many factors come into play. Many factors may have been out of your control, although the sage saying is that everything should be in the project manager's control.

Is this really true? What do you think?

I think not. Experienced project managers know that they can control what they can control and only influence what they cannot directly control. For example, inter-departmental politics, vendor politics, customer politics.

The project manager must attempt to influence the situation so that all interested parties move the project in the same direction, which is forward towards the launch date. We all know this doesn't always happen.

So what can we do?

Control what is within your control and influence interested parties. The main point is for the team to keep pushing progress foreward. There will come a point where the project is ready and no matter the politics, the project is simply ready for launch. Nothing else to debate or discuss.

This is easier said than done as it requires skillful management to keep the team morale high and keep the team together.

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Managing life and projects

Would you manage your life the way you manage a project? Or rather, would you manage your project the way you manage your life?

Is there a difference? Yes and no. Managing requires skill, expertise and thoughtful planning and execution.

When IT projects are managed, there are lots of flexibility and leeway given to the scope, robustness of testing, and disciplined execution. What if the IT project was to create a system that dealt with life and death situations? how different would that perspective be?

With life and death situations, more careful thought, planning, execution, ensuring all requirements are duly met, robustness and fail overs are included. In many non-critical IT systems, this is not the case. So what if there is a bug here, a failure there? Simply restart the system or simply log the error and rectify it later.

Would you walk into a skyscraper that had been built without a firm foundation, where the developer skimped on materials, had shoddy workmanship, and building approvals were lacking? I think not because your life is at stake the minute you walk into that building and the building could collapse.

If we treat each and every IT project with such a mindset, both the users and vendors will be more careful with scope, requirements, development, testing and eventually, have a system that will meet the end-user's needs.

I'd like to wish all my readers a very Merry Christmas and a Happy new Year 2010. Happy Holidays everyone.

Bernard

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Decisions you make, when all the stars in the universe align and a cup of coffee!

What a day! It began like any other day. Within one hour, it was as though all the stars in the universe were aligned. The decisions my wife an I made early in the morning caused the stars in the universe (my universe) align.

Decision #1
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My daughter had classes really early this morning. I decided to drive her to school at 6.40am, and head to Starbucks by the beach. I had decided to have Bagel and coffee for breakfast with my wife before getting started on my work.

As luck would have it, we were too early. Yup. At 7.30am, Starbucks was closed. We were sorely disappointed. We stood outside Starbucks for 10 minutes, deciding where we could go to fill our growling hungry stomachs.

Decision #2
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Between going to a hawker centre and a McDonald's by the beach, we decided to have breakfast at McDonalds.

Decision #3
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While at McDonalds, we took 5 minutes to decide on our breakfast. It was a difficult choice because we were set on having bagels. As we were about to place our orders, a voice behind me said, "Why aren't you in Korea?".

Conrad, an old school mate and buddy of mine, had also just dropped by McDonalds for breakfast with his wife after sending their kids to school. He is also one person who would kick me if I did not complete writing my book "How to rescue failing software projects", which I eventually did and got it listed on Amazon! (Believe me, you don't want to be kicked by Conrad!)

What a coincidence. We had a really nice chat, catching up on the latest happenings in his field of work and compared notes on family tips.

It wasn't long before Conrad's sister, Gwen, came roller-blading by. Another coincidence. She teaches in an education centre that my son attends. She also mentioned that another common friend of ours was having breakfast with his wife at another coffee joint.

Adam, the other "common friend", and his wife, came by McDonalds and we all sat around a small table, sipping on coffee while catching up with each other. Adam is the other person who gave me the inspiration to write my book.

While we sat around a table sipping coffee, we didn't talk about business. There were no expectations placed on any of us. We were relaxed and comfortable, sharing our experience and insights freely

What are the chances that a group of friends can get together by being at the same place, at the same time and doing the same thing? All the stars in the universe must have been aligned!

What has this got to do with effectiveness and project management? A lot. It may seem like a simple get-together, but the same concepts learned from this simple setting can be very powerful.

Observation #1
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Simple decisions can determine the outcome of major tasks. If my wife and I hadn't made the decision to have breakfast together at Starbucks, this chain of events wouldn't have happened. It takes one decision to get the ball rolling.

Observation #2
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When one door closes, another opens. If we hadn't made the decision to have breakfast at Starbucks, we wouldn't have had the opportunity to make an alternative decision to have breakfast at McDonalds. If we didn't have breakfast at McDonalds, we wouldn't have met Conrad and Adam with their wives, and Gwen. If my wife and I had breakfast just 10 minutes earlier or 10 minutes later, we wouldn't have had the gathering. A closed door or failed opportunity leads to another open door, provided a decision is made to take action.

Observation #3
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Not all get-togethers or meetings need to be about business. In managing projects, project managers and team members are up to their necks with uncompleted tasks. It does pay to have small breaks, or small celebrations on milestone completions. These breaks and celebrations are just that...real breaks. It should not be done on a pretext of having a break, and end up having a meeting about the project over coffee. It is about building rapport. It is about understanding each other in the team. It is about building camaraderie and friendships. People relate best when they are relaxed and not have expectations put upon them. Especially in project teams where there is always a tight schedule and endless number of tasks, these friendships help the project team to have a higher morale and thus, leading to greater productivity.

I have personally experienced observation #3 when I was in the midst of rescuing projects. No matter how tired we were, we remained a cohesive team, We understood each other better, we could relate to each other's challenges better and we were willing to help each other out. There was a strong "give-and-take" attitude that enabled us to successfully turn projects around. Boundaries and walls within the team were chipped away naturally.

So, do not wait for all the stars in the universe to align before having a cup of coffee. Make that decision to enjoy a simple, freshly brewed, steaming hot cup of coffee with your family, with your team, with your boss, or just by yourself. You never know when and how the stars will align for you.

Bernard



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What to manage in IT project management?

What is there in an IT project that needs IT project management?

There are so many aspects to project management. Its a complex yet simple subject. Many project managers will have different perspectives as to what is important in IT project management. Project management associations and institutes have differing views as well. Despite these different views, there are common threads that run through each view.

Ironic? No. Just as a situation can be viewed in many different ways, a job can be accomplished in many different ways too.

IT project management encompasses the technical aspects of IT, which is about well designed architectures, well translated and implemented codes. It encompasses good project management practices such as a clear and well thought-out plan and schedule, contracts that are clearly agreed upon, expectations of the end goal well communicated and agreed. THere are many more facets to IT project management.

All these sound logical and usually requires common sense. However, for those who have been involved in IT projects know that "what will go wrong, will". Despite the difficulties, there are always ways to workaround and get the project delivered to expectations and within time and budget.

In each of these facets of IT project management, there are nuances and issues to be addressed. Some are complex issues that go beyond the technical realm. It requires human interaction, negotiation and effectiveness.

An IT project is like an army mission. Many supporting roles are required such as logistics, long range weapons, foot-soldiers, planning on deployment and timing of troop movement, attack and defence plan. All these have to work in tandem. The commander cannot focus on only one aspect and 'hope' that the other aspects of the mission will go well. The commander needs to know each and every aspect well in order to mobilize troops and make necessary adjustments for a successful mission.

Likewise for IT projects. Most project managers I know focus only on areas they are comfortable with, either on the plan and schedule, or technical, or contract. This is where project go awry.

A competent project manager needs to know every aspect of the project well. He may not be fully competent in a certain area, in which case, he needs to engage the helps of his team leads to provide him with accurate information...and go down to the ground to verify. Nothing beats real information from the ground.

When a project manager doesn't manage a project from a holistic perspective, he cannot manage effectively. WHen the project begins to fail, he will not be able to confidently steer the project to a successful completion. THis is one typical cause of project downfall.

Whether in projects or personal life, situations and projects must be looked at in a holistic manner. Neglecting an area can lead to a stagnation or detriment to the project or personal life.

Bernard


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Happy Birthday Singapore!

Tomorrow 9 Aug 2008 is Singapore's 43rd year of independence. I had the opportunity to attend a preview parade a few weeks ago as the hard working parade participants went through their dress rehearsals in preparation for the big day tomorrow. I must say that I am impressed with the organization.

Do you have any idea the amount of planning and coordination that is required for such a parade to go on like clockwork? Timing for the parachuters, F-15 jet acrobatics, parade contingent and fireworks is precision work. There wasn't a dull moment.

This is done on a large scale and the parade will be televised throughout Asia through Channel News Asia.

This has effectiveness written all over. Every individual needed to know the grand plan, his team's plan and his own personal plan for this parade to function with such precision. Moreover, planning on paper put into...ACTION! Were there mistakes? I'm sure there were. The team must have worked hard to change their strategy and actions to meet the overall parade goals.

Isn't this what we should also strive for? If we plan and take action in our daily lives, how much of our life will move in the direction we want. And we change our actions if things do not go according to plan and take action again and again.

I've posted a few pics for your enjoyment. Take this time to take one of your goals and write down three action items that you will execute in the next 24 hours. Do it now and feel the power of goals. Goals without taking action is only a dream that will lead to regrets and "If only..." syndrome.



"Parachuters landing with precision on a thin strip of tarmac"



"Parade formed up and ready!"




"Marching in of the regimental colours." Very impressive march in.





"Fly-by of Singapore's national flag". The flag is huge and it requires weights at the bottom of it to stabilize it while the Chinooks fly it past the audience.



"Audience simply enjoying themselves"

I wasn't able to capture the night fireworks that were spectacular.

This wasn't an easy celebration to organize and execute. My kudos to the organizing team and all participants who put in so much effort to make this show a huge success, despite the heavy downpour and sacrificing so much time every week in practice. Thank You!

All things require planning. All plans must be executed by taking action to have any impact. Don't be passive goal setter. Go and get what you want and what you are worth. Take one action at a time.

...and once again...Happy Birthday Singapore! Happy holidays to all in Singapore.

Bernard

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Effective change, now more than ever

The economic turmoil happening in the U.S and other parts of the world is truly saddening. I read about bank writedowns, mounting job losses almost on a daily basis. I think of those who lost their jobs and what is to become of their livelihood, their families and their way of life? My heart goes out to them and their families.

Things change. Change is constant. There is no such thing as an "iron rice bowl", or a "guaranteed lifetime job". THere is a need to continually upgrade ourselves to stay relevant. In fact, we need to stay more than simply relevant. We need to be able to add so much value to the organization we work for. If we own our own business, we need to add that much more value to our business for the benefit of our customers.

Effective change is needed. This is where goals play an important role. Every individuals goals add up to meet a greater goal, be it the organization or family goals. If we continue drifting in life, the world will pass us by. The world waits for no one. Its survival of the fittest.

Every step we make towards our goals helps us prepare for the future. We need to train ourselves mentally, physically and spiritually to be resilient in good times and in troubled times.

Effective change doesn't guarantee job security. Effective change enhances resilience, tenacity, perseverance. All qualities necessary to push on when times are tough.

As Rocky said in the movie "Rocky":

"Its not about how hard you hit. Its about how hard you can get hit and keep moving forward" (See my earlier post on the video clip)

If I recall correctly Michael Jackson's song "Man in the Mirror", the lyrics say "Make that change". It starts with the man in the mirror. The world doesn't change for you. You are all powerful. You have the power to change, no matter how small. You have the power to take action.

Set your goals. Visualize it.Take action now!

Bernard

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Achieved health goal

Today, I achieved one of my health goals. I set my goal to swim 20 laps of an Olympic sized pool...and I did it.

I had set this goal a few months ago. I had not been swimming regularly. However, I had been exercising through practicing Wing Chun Kung Fu. Today, I went on swimming with ease for 20 laps, and it feels great!

I feel really good about myself. It isn't simply the exercise nor endorphins. Its the satisfaction of achieving a goal I set for myself, the execution steps that I took each and every exercise session. The real satisfaction is looking back at the small steps I took to achieve this goal.

As I had written several times, its each small step that makes a whole lot of difference. No one can achieve any goal without taking the first small step. Having a goal without the first small step and hoping to achieve the goal is simply a dream. It takes effort and focus to achieve goals. Anything worth doing always requires effort.

This is not the be-all and end-all. My next goal is to swim 40 laps by 30 December 2008. Having a goal and achieving a goal is not an end point. The larger picture is to lead a healthy life. I use martial arts and swimming as my avenues to achieve this overall objective.

Its a journey and I'm enjoying every bit of it!

Bernard

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Protect your dreams - part 2

As a follow-on to my earlier post on Protect your dreams (Effectiveness, Wealth and Health: Protect your dreams).

I managed to get a clip from youtube of a scene from Pursuit of Happyness. Check this out.



This is so true. How many times have someone told you that you cannot, you can't, you shan't, you shall not, you never. When you were a child, how many times have you told yourself "I can", "I will", "I want to be", "I am capable of". We have let others point a finger at us to tell us why we can't. Check out this clip from Rocky. I find this inspirational.




I have set my goals and slowly working towards it. Yes there are difficulties. Yes there are sacrifices. Anything worth doing is worth sacrificing for. I am now taking this to another level. I have started to write a wish list. A piece of paper that will contain all my dreams. No constraints. No boundaries. No goal too big, No goal too small. And I'm committed to work and achieve each one of them

I will. I will achieve, and I believe you will too. All it takes is one small step. One small step at a time and we move closer to our goals.

Bernard


(All copyright and ownership of the videos belong to the original owners. Videos from youtube)
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Practice makes perfect!

We've all heard of "Practice makes perfect". Do we really believe it? To me, this was simply an overused phrase. I never paid much attention to it, until now. While goal setting is important, execution is equally important. Why do some of us achieve our goals, and many drop out half way through the race?

Its execution. Sustained execution requires tenacity and applied effort. Goal planning and execution takes practice. Yes, practice. We have to practice executing until it becomes a habit. We are all creatures of habit. When execution becomes a habit, we can accomplish many things in life. Take a look at this video clip of advanced Wing Chung practitioners doing ChiSao blindfolded.




Such advanced skill does not come from 1 day of practice or theory or reading a book. It takes years of study, assimilating concepts, putting theory into practice, getting knocked about, learning from unsuccessful experiences to be better. With each practice, sensitivity is built and the mind and body perform reflex responses like habit.

This is the same in achieving anything we want. We must form habits of success. We must form habits of executing, sustained execution. It does take effort. That is why the majority always sets goals at the beginning of the year without any sustained follow through. They wonder why they didn't achieve their goals.

What about me?

One of my goals is to sell 2 books on ebay. I've already sold 1.

Another of my goal is to write a book. I've already done the planning and begun writing. I've got about 30 A4 pages done already. I've spoken to a best selling author to understand the process of writing and publishing a book.

Another of my goal is to spend time with my family on a holiday. I'm going for a short holiday this week to do just that.

And I feel good as I execute step by little step, closer to my goals for this year.

Practice does make perfect. There is truth in that.

Bernard

Copyright for video belongs to the owner and author of the video. Video from YouTube.

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