In a series of articles, we will review these nuances and levers. This first article sets forth the basic success criteria that generally apply to most situations. Fundamentally, there are only three success criteria:

• Did the project/program deliver what was expected?
• Did the project/program achieve the deadline that was agreed upon?
• Did the project/program come in within budget?

If the answers to all three questions are affirmative, the project/program is successful. If two of the three criteria were met, the project/program may be deemed as partially successful. If one or none of the three criteria were met, largely the project/program has failed.

It is important to make a sharp distinction between success of projects/programs succeeding as measured against the above mentioned three success criteria on the one hand, and the success of underlying business value creation, driven by a business strategy. One clearly could have a fundamentally poor business strategy. A successful project/program is hardly likely to correct for a flawed strategy. On the other hand, a sound business strategy execution and the creation of the resulting business value can be badly harmed by a failed project/program. For example, a product or a service may not reach the market at all or not reach it as envisioned by the business strategy. If both the strategy and the underlying project/program are both flawed, of course the entire effort will fail. The best outcome of course is a sound strategy coupled with a successful project/program that enables such strategy. Figure 1 below illustrates the possible outcomes:

Figure 1

In the next article, we will review the basic requirements of setting the proper stage for a project or a program to be successful before it begins or is commissioned.

The acronym DDPE can be used to remember the four stages:

Defining and analysing the problem involves identifying the problem to be solved. The exact requirements of the problem need to be determined and whether it can be solved using information technology. All factors need to be identified, such as technical, operational, time, financial and ethical.

Designing possible solutions involves generating different solutions to the problem. It any require investigating solutions to similar problems. It often involves using application software. However, if the problem requires a specific solution, then the solution may involve programming.

Producing the solution involves building the solution to solve the problem. It involves applying the application software to the problem or writing software.

Evaluating the solution involves checking the results of the solution and making sure it solves all aspects of the problem. It can be used to highlight and improve any part of the solution.

Project development aims to produce a solution that is as effective and error-free as possible.

There are three important features:

Each stage has certain tasks to be completed. It builds on the decisions of the previous stages. However, in the development of a solution there is often a good reason to return to the previous stage.

Each stage is not always separate and distinct. People involved in the development of the solution often switch between stages.

The extent of each stage depends on the complexity and size of the project. In a small project, some of the stages can be simplified and completed quickly. However, in a large project all the stages will be involved.

Management

The most efficient way of solving a problem is through careful planning and making the best use of your available resources.

A project plan describes what is to be done, who will do it, when it will be done and how it will be done. It outlines the resources that will be needed and the expected results of each stage in the project. When developing a project plan you need to be aware of the overall stages of the project and the tasks that have to be completed. The project plan should effectively use the talents of each member of the group. Different tasks are assigned to each member and the workload spread across the group. A journal and diary entries are used to record and monitor the progress of the project. A project plan is prepared by a project leader. A project leader is responsible for the project from the beginning to the end. They ensure the project is meeting its goals and resolve any conflicts.

A Gantt chart provides a quick method of determining if the project is on time. Gantt charts are used in meetings to review progress and identify problems. A Gantt chart is a bar chart with each bar representing a task. The vertical axis of the Gantt chart lists the tasks and the horizontal axis shows the time frame. The success of a project depends on accurate time estimates for each task. Tasks can be concurrent or dependent. Concurrent tasks are tasks performed at the same time. A dependent task requires another task to be completed before it can begin.

File management is an important but often neglected part of project planning. If an efficient structure and naming system is implemented, time will not be wasted. The importance of backing up you project cannot be overstressed. Unfortunately there have been group members who have lost all their work the day before the project was to be completed. This problem is unavoidable. Group members need to implement a process for backing up their project on a regular basis.

Resources are the tools needed to complete all the tasks of a project. The type of problem and the size of the project have an effect on the resources. Resources can include the group members, hardware, software, consumables (paper, ink cartridges, CD's), and access to the Internet, data, finances and time. Identifying resource requirements early in the project will save time and resources later. Is the available information suitable for the project? How can the data be collected? What training is required to complete the project?

Communication Techniques

Communication techniques include a variety of strategies and skills for dealing with other people. Strategies for effective communication are categorised as verbal, written and graphical:

Verbal communication is the use of the spoken word. It involves not only the words themselves but also the tone and the loudness of the voice. eg: "This has been a great day" could have been negative or positive depending how they are said. Effective verbal communication skills allow you to inform, persuade and motivate others. You should choose your words carefully and practise any major speeches. When conducting an interview the questions should be thoroughly prepared before the interview.