Quick Recap: Monitoring and Controlling

Quick Recap
Lesson 11: Monitoring and Controlling Project Work

Topic 11A: Identify the Monitor and Control Project Work Process
Topic 11B: Develop an Integrated Change Control System
Topic 11C: Utilize the Integrated Change Control System
Topic 11D: Review Deliverables and Work Results
Topic 11E: Control the Project Scope
Change Control
System for Implementing Monitoring and Controlling
CAB considerations for each change (prior to

authorisation) [2]
The impact on non-IT infrastructures within the

organisation
Effect/risk/impact of not implementing the change
Technical capability and technical approval
Financial approval (if required)
Third party/supplier involvement in the implementation of
the change
Business approval (if required)
Review/assessment of the change priority
4
Activities of change building
building a new production module

creating a new version of one or more software modules
purchasing equipment or services externally
preparing a hardware modification
producing new or amended documentation showing the
components of the change build
devising a backout plan
devising testing requirements, as appropriate
documenting required resources for the change
implementation
Change review
The change has had the desired effect and met its
objectives
Users and customers are content with the results, or to
identify any shortcomings
There have been no unexpected or undesirable side
effects to functionality, availability, capacity/performance,
security, maintainability etc.
The resources used to implement the change were as
planned
The implementation plan worked correctly (so include
comments from the implementers)
The change was implemented on time and to cost
The backout plan functioned correctly, if the backout plan
was implemented
8
RUP (Rational Unified Process) Configuration

and Change Management
CCM is one of RUPs 9 Disciplines

Analysis and Design, Business Modeling,
Configuration and Change Management,
Deployment, Environment, Implementation, Project
Management. Requirements, Test
CCM Workflow
10
Role: Configuration Manager[1]
Manages the overall Configuration Management (CM)

infrastructure and environment for the product
development team
Role is often shared by a Configuration (or Change)
Control Board (CCB)
11
Consists of representatives from all interested parties,

including customers, developers, and users
In a small project, a single team member, such as the
project manager or software architect, may play this role
12
Should understand configuration management principles

Should be skilled in estimating cost and schedule
impacts of change requests
Should be able to communicate effectively in order to
negotiate scope changes and in order to determine how
each change request should be handled and by whom
13
Role: Change Control Manager[1]
This role defines and oversees the change control

process.
This role is often shared by a Configuration (or Change)
Control Board (CCB) and consists of representatives
from all interested parties like customers, developers,
and users
In a small project the project manager or software
architect, may play this role
14
Role: Change Control Manager[2]
Should understand change management principles

Should be skilled in estimating cost and schedule
impacts of change requests
Should be able to communicate effectively in order to
negotiate scope changes and in order to determine how
each change request should be handled and by whom
15
Plan Project Configuration & Change Control[1]
Establishes an appropriate plan for managing and

controlling change to the artifacts that are developed as
work products of the software development process
Contains 3 Tasks
16
Establish Configuration Management (CM) Policies

Define Configuration Identification Practices
Define Baseline Practices
Define Archiving Practices
Define Configuration Status Reporting Requirements
17
Write Configuration Management (CM) Plan

Write the CM Plan
Review and Approve the CM Plan
Maintain the CM Plan
18
Establish Change Control Process

Establish the Change Request Process
Establish the Change Control Board
Define Change Review Notification Protocols
19
Create Project Configuration

Management (CM)
Environments[1]
This activity establishes an environment where the

overall product can be developed, built, and made
available for stakeholders.
Contains 2 Tasks
20

Management (CM)
Environments[2]
Set up the CM Hardware Environment

Set up the CM Hardware Environment
Map the Architecture to the Repository
Create Initial Set of Versioned Elements
Define Baseline Promotion Levels
21

Management (CM)
Environments[3]
Create Integration Workspaces

The integration workspace is where subsystem and
system integrators convince themselves that
separately developed and tested components can
indeed work together as a product.
Integrators combine the elements delivered to the
integration workspace to produce a Build.
22
Manage Change Requests [1]
This activity ensures that due consideration is given to

the impact of change on the project and that approved
changes are made within a project in a consistent
manner.
Contains 6 Tasks
23
Submit Change Request

Complete CR Form
Submit the Change Request
Example:
Sample Change Request Form.doc
Change Request Form.doc
24
Update Change Request

Retrieve the Change Request Form
Update and Resubmit the Change Request Form
25
Review Change Requests

Schedule CCB Control Meeting
Retrieve Change Requests for Review
Review Submitted Change Requests
26
Confirm Duplicated or Rejected CR

Retrieve the Change Request Form
Confirm Duplication or Validity
Update the Change Request Status
27
Schedule and Assign Work

Allocate Change Request to an Iteration
Assign Responsibility
Describe Work and Expected Outputs
Budget Effort and other Resources
Set Schedule
Re-plan
Issue Work Order
28
Verify Changes in Build

Resolve Change Request
Verify Changes in Test Build
Verify Changes in Release Build
29
Monitor & Report Configuration Status [1]
This activity provides visibility to configuration change

activity through ongoing monitoring and reporting.
Contains 2 Tasks
30
Report on Configuration Status goals:

Support project Configuration Status Accounting
tasks.
Facilitate product review through defect tracking and
reporting tasks.
Ensure that data is 'rolled-up' and reported for the
purposes of tracking progress and trends.
31
Perform Configuration Audit

Perform Physical Configuration Audit (check if
baseline contains all required work products)
Perform Functional Configuration Audit (check that a
baseline meets requirements)
Report Findings
32
Change and Deliver Configuration Items[1]
This activity manages project artifacts and the work

involved from their initial creation as private artifacts
through to their delivery and general availability to the
project team and other stakeholders.
Contains 6 Tasks
33
Create Development Workspace

A development workspace is a private development
area that provides an environment in which a team
member can make changes to work products without
the changes becoming immediately visible to other
team members.
34
Make changes
Checks out the files that need to be changed.
Makes the changes.
Performs unit tests to verify the changes.
Gets the changes approved.
Checks in the changes.
Promote the changes.
35
Deliver Changes
Prepare for Delivery
Deliver Changes
Update Work Order Status
36
Update Workspace
Ensure team members are working on the most
recent versions of the project files
Update the files displayed in the development view
(workspace) with those in the recommended baseline
37
Create Baselines
Ensure that all developed work products are captured
and archived, at given points in time, as a basis for
further product development
Good candidates for a baseline are the sets of files
and directories under version control that are
developed, integrated and released together
38
Promote Baseline
Establish when the creation of a Baseline is
completed, and how a completed Baseline must be
labeled
Baselines (individually tested components from
various implementers, and development teams,
combined together to work together as a product) are
'tagged' to reflect the level of software maturity,
stability and quality they may have achieved
39
Manage Baselines & Releases [1]
This activity ensures that consistent sets of related or

dependent artifacts can be identified as part of a
"baseline" for various purposes, such as the identification
of release candidates, product versions, artifact maturity
or completeness.
Contains 3 Tasks
40
Create Deployment Unit

Focuses on the creation of the media for the solution
that allows it to be deployed in the target environment
The deployment unit contains all the deliverable
items, and these are listed in the Bill of Materials.
41
Create Baseline
<done>
Promote Baseline
<done>
42
Final Conclusions
What are CCM objectives?

Managing change is more than just checking-in and
checking-out files. It includes management of
workspaces, parallel development, integration, and
builds.
Which are the main topics for CCM?
Coordinating the Activities and Artifacts
Coordinating Iterations and Releases
Coordinating Changes to Software
43
Final Conclusions
When CCM is established?

Often institutionalized or established early on in the
project lifecycle
CRs, can be raised at any time during the course of
the project
Who is responsible for CCM?
Change Control Manager/Configuration Manager
Anyone on the project staff should be able to raise a
Change Request
44
Final Conclusions
Who tells us how CCM can be done?

In PMBOK it is ICC
In CMMI it is CM
In the Rational Unified Process, the Configuration &
Change Management Discipline
45
Control Project Scope
46
Scope monitoring and control
At the planning stage the project scope was identified

with the help of:
Scope definition (in and out)
Requirements
Deliverables
WBS
Scope Control
Scope control involves controlling changes to the

project scope
Goals of scope control are to:
Influence the factors that cause scope changes
Assure changes are processed according to
procedures developed as part of integrated change
control
Manage changes when they occur
Variance is the difference between planned and actual
performance. Control variances
48
The factors of scope change
Time is shorter than planned

Human resources not available
Material resources shortage
Requirements changed
Progress tracking
Tracking is the process of comparing actual with plan

Help to understand the project issues and justify
requests for changes
With actual in hands you will operate with facts
Planned characteristics are recorded with the help of
baseline
Baselines
MS Project allow storing the project baseline

Baseline should be stored first when the
planning stage is completed
It can be updated during the project
implementation to reflect changes
Baseline is a snapshot of:
Tasks
Resources
Assignments
Tasks baseline
For each task it will show planned characteristics of

Duration
Start and finish date
Resources assigned
Cost
Dependencies
Use of baseline
Planned data are used to calculate

Critical Path
Free and float slack
Early and late start and finish date
They also are used to monitor the project performance in
terms of timeline and cost
Baseline options
For entire project

For selected tasks
For a part of the project that starts from selected task
How to track
Specify the work completed in %

Use the Tracking Gantt table to record actual information
Use other tables to see the project state from different
perspectives
Using tables
View Table Variance

Show variances in task timing between baseline and
actual
View Table Work
Show differences between baseline and actual work
efforts
View Table Cost
Show differences in cost between baseline and actual

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Quick Recap

Lesson 11: Monitoring and Controlling Project Work

System for Implementing Monitoring and Controlling

CAB considerations for each change (prior to

The impact on non-IT infrastructures within the

Activities of change building

building a new production module

RUP (Rational Unified Process) Configuration

CCM is one of RUPs 9 Disciplines

Role: Configuration Manager[1]

Manages the overall Configuration Management (CM)

Role: Configuration Manager[2]

Consists of representatives from all interested parties,

Role: Configuration Manager[3]

Should understand configuration management principles

Role: Change Control Manager[1]

This role defines and oversees the change control

Role: Change Control Manager[2]

Should understand change management principles

Plan Project Configuration & Change Control[1]

Establishes an appropriate plan for managing and

Plan Project Configuration & Change Control[2]

Establish Configuration Management (CM) Policies

Plan Project Configuration & Change Control[3]

Write Configuration Management (CM) Plan

Plan Project Configuration & Change Control[4]

Establish Change Control Process

Create Project Configuration

This activity establishes an environment where the

Create Project Configuration

Set up the CM Hardware Environment

Create Project Configuration

Create Integration Workspaces

Manage Change Requests [1]

This activity ensures that due consideration is given to

Manage Change Requests [2]

Submit Change Request

Manage Change Requests [3]

Update Change Request

Manage Change Requests [4]

Review Change Requests

Manage Change Requests [5]

Confirm Duplicated or Rejected CR

Manage Change Requests [6]

Schedule and Assign Work

Manage Change Requests [7]

Verify Changes in Build

Monitor & Report Configuration Status [1]

This activity provides visibility to configuration change

Monitor & Report Configuration Status [2]

Report on Configuration Status goals:

Monitor & Report Configuration Status [3]

Perform Configuration Audit

Change and Deliver Configuration Items[1]

This activity manages project artifacts and the work

Change and Deliver Configuration Items[2]

Create Development Workspace

Change and Deliver Configuration Items[3]