A Requirements Matrix is the KEY to selecting the right software product

A simple tool like an Excel Requirements Matrix provides the following:

1. A clear statement of what are the required software features and functionality by business function/module. Each business function/module would be a separate Excel sheet on the same Excel file.
2. It provides an "easy to use" check list so that the stakeholders can verify that their requirements are complete and accurate.
3. It can serve as a sign off control document.
4. It provides a straightforward score card with which to rank the competing software vendors.
5. It provides a clear communications document with which the software vendors can easily indicate if a requirement is standard with their product or if a modification is necessary by stating the modification's estimated time & cost.
6. The format of this Excel sheet could be as follows - the page title would be the business function/module (Inventory, Purchasing) and its Columns would consist of REQ #, Req Description, STD/Custom Feature, Est. Cost(Custom), Est. Time(Custom) and Stakeholder Initials for sign off.

Extra Effort At the Start Of A Project Pays Off

The most important piece of advice I could give any Project Manager is that time spent at the beginning of a project on the discovery and planning tasks will pay off later in the project's execution tasks of specification, design, programming, testing, documentation, user acceptance testing, training and implementation. Even if you are provided with a project (Charter, Scope and Work Breakdown Structure) it pays to review and verify all information. Surprises (incomplete goals, incorrect or incomplete definitions or desired functionality) will result in the project taking longer and costing more than estimated. Following this bit of advice is key to minimizing risk.

Project Management Basics

Why do many projects fail / fall short of their stated goals?

It is due to the lack of proper communication not technical incompetence.

After 30 years of managing IT projects, I am absolutely convinced of the previous statement.

What do I mean by "proper communication"? Proper communication is not based on the:

1. Volume, clarity or frequency of communication - which are important.
2. Project Communication Matrix - which is important.
3. Timely meeting announcements with agendas and attachments are helpful.
4. The clever use of e-mails and PowerPoint presentations - are helpful.
5. Colorful and creative Excel spreadsheets with "time phased" project tasks, scheduled start & completion dates, actual start & completion dates, estimated cost & actual cost and the individuals responsible - which is an excellent communications tool.
6. A MicroSoft Project plan with all of the nice Gantt Charts and PERT diagrams - which is an excellent tool for the Project Manager and Project Team.
7. Minimizing "scope creep" by using proper Change Control documents - mutual agreement to a change, after careful impact analysis of the (time, quality & cost) - is a great tool.

It’s the way in which you communicate - your soft skills which are the most critical:

1. Do you evoke trust in people?
2. Do you say "Hi" to people and do they say "Hi" to you?
3. Do people find it easy to talk to you?
4. Do you take time to LISTEN to people - not just management and colleagues, but the little guys (who are oftentimes the best source of information and without whose cooperation the project will FAIL)?
5. At the Project Kick Off Meeting be sure to make each individual aware of "What's in it for them", if the project succeeds.
6. Frequently remind individuals of "What's in it for them", if the project succeeds.
7. Be sure to CELEBRATE and build upon the small successes, along the way, to the BIG success at the project's completion.
8. People do like to "pat themselves on the back", so build into the Project Plan these small successes (deliverables) and their celebrations.
9. People do appreciate coffee and pastry at meetings, so build them into the project's budget.