Effective Strategies in Managing IT Projects: Implementation of Project Management Methods in IT Companies

Project Management IT (information technology) is the process of planning, managing, developing, and controlling information technology projects. Activities included in IT projects include software development, hardware (hardware), mobile applications, information systems, artificial intelligence / AI, information security, databases, networks, and many more.

Managing an IT project is a complex challenge, given the fast-paced nature of technology development and the diverse needs of companies. Therefore, it is important for IT companies to implement effective strategies in managing their projects. One approach that has proven successful is the implementation of the project management method.

This article will explain the importance of using project management in IT companies, who is in project management, the skills that must be possessed, and the stages of project management in IT companies. Here we will also discuss the implementation of project management at Radya Digital with Hizkia Setiadi (Radya Digital Program Manager) and Nurul Fitri (Radya Digital Program Manager).

The Importance of Using Project Management in IT Companies

In the IT industry, projects tend to have high complexity and involve many different stakeholders. The use of project management helps IT companies to manage their projects in a more structured and organized manner. The following are some of the reasons why the use of project management is very important in IT companies:

• Projects become more effective and efficient
  Because it has its methodology, delegation becomes clearer. In terms of workmanship, the project becomes more efficient & effective. "So that the ongoing project can be ascertained by the initial proposal," said Nurul
• Reducing the risk when working
  Because there is a strategy for each sprint plan, a project has a priority scale. The risk of the project running late will be minimized.
• Facilitate the work of each division unit
  Project management has master data, which makes it easier for the work of each unit to become clearer.
• Makes it easy to monitor project progress
  There is a listing card that provides continuous notifications until the job is done. This will make it easier for the Project Manager to monitor the progress of the project. "We can know the progress of each unit's work," said Hizkia

Who's Involved and What Skills Should You Have?

Project management in an IT company involves many different roles, and each role has specific skills needed to execute a project successfully. The following are some of the roles commonly involved in IT project management and the skills required for each of them:

• Project Manager (PM)
  The Project Manager is the person who takes full responsibility for the success of the project. They must have expertise in planning, organizing, controlling, and monitoring projects. The Project Manager must have the ability to solve problems, client and team communication, team management, time management, budget management, and managing change.
• Analysts
  Analyst plays a role in collecting and analyzing business requirements for IT projects. They act as a link between the development team and the end users. An analyst needs to have the ability to analyze his business, break down in more detail, and know project needs.
• Software Developers
  Software Developer is a person responsible for creating or developing software solutions for IT projects. They must have a solid understanding of programming languages, frameworks, and technologies relevant to the project. “A Software Developer needs to keep abreast of the latest technological developments. So that the technology in the application that is being worked on, the life cycle can last longer, "said Hizkia.
• Designers
  The designer will design the user interface and produce an attractive and functional visual design for the software solution to be developed. A designer needs to master UI UX and be able to describe the core business in a design.
• Testers (QA)
  This unit is responsible for ensuring the quality and functionality of software solutions before release. A tester should have expertise in planning and carrying out trials, as well as a good understanding of relevant test methods and test equipment. “Testers need to know the positive and negative scenarios of a feature. Apart from that, they also have to keep up with the times in the use of tester software (automation testing using regression)," said Nurul.

Stages of Project Management in IT Companies

In working on a project, there are several stages of the process that will be passed. Structured and well-organized project management stages can help IT companies manage projects more efficiently, overcome risks, and achieve set goals. Here are the stages:

Image: Project Management Stages

Initiation

At this early stage, usually, the IT company and the client will hold an initial meeting to discuss the needs of the project, such as project objectives, project scope, timeframe, etc. "At Radya Digital, we usually meet the requirements first and explore the client's needs first. The method is also determined there, whether the client wants to use the Waterfall, Agile, or other methods. If the client has not yet determined the method, usually the Radya Digital team will offer a method that fits the project's needs," added Hizkia.

Strategy Formulation

If the needs of the client have been obtained, the next step is to formulate the strategy. At this stage, the project manager will formulate the necessary strategies for the project, such as project details, timeline, total project time, required resources, etc.

"Usually at Radya Digital we also inform the client about the features and details of the project to be worked on, how long the process will take, the timeline, etc. After that our team will do the calculations, then we summarize everything in the form of a proposal. The proposal will also show the total project time. When formulating this strategy, we will adjust it to the existing resources within Radya Digital. What kind of technology is used, and the availability of the developer, "explained Hizkia

Execution

After the results of the strategy formulation are agreed upon by the client, the next step is to enter into implementation. This stage is the longest process of a series of project management stages. The application itself varies depending on the type of project and the IT company working on the project. Radya Digital uses 5 project management implementation processes which consist of design sprints, implementation, SIT, UAT, and publishing. Here's the full explanation:

Image: Radya Digital Project Management Execution

• Design Sprints
  The first stage in implementing project management at Radya Digital begins with the design sprint process. In this design sprint, we will review the client's needs, then put them in the form of a mockup that has reached the Hi-Fi (high fidelity) level or what is commonly called a prototype. This Hi-Fi will later be given to the client for feedback, whether it is following the client's wishes or not. "Because this Hi-Fi represents a feature in the project we are going to make," said Nurul.

• Implementation
  After the design phase is approved, it enters the implementation process. For example, if the project is done is web-based, there needs to be an implementation of the design on the web. This stage is usually called the development stage. At this stage, the Radya Digital team will also provide regular progress updates every two weeks or according to the agreement.

• SIT (System Integration Testing)
  Continue to the next stage, there is SIT (System Integration Testing). SIT is done by deploying to the client environment. If the client does not have a test environment, Radya Digital will provide one. "Because the application was published before it was published, we have something called an environment test, to temporarily see and try the application internally before it is published. This test environment usually reflects the conditions in production," Nurul answered.

• UAT (User Acceptance Test)
  If everything has been done and the stages in the design sprint have been completed, the next process is the entire UAT (User Acceptance Test) from start to finish. At this stage, the user will conduct experiments/tests directly on the project created. Usually at this stage, all the features that have been worked on in the project are following the initial specifications.

• Publish
  After UAT is declared to have passed, it will be deployed to a production environment or commonly known as publish. At this stage, everyone who has access rights can see and use the application that was created.

Supervision

After the deployment process to the production environment is complete, the application can be used by everyone who has access. Actually, at this stage, the application is running normally. At this stage, the company will provide a guarantee by the agreement. "At Radya Digital, we usually give a free warranty for about one to two months, or an additional warranty according to the initial agreement," said Hizkia.

Closing

In the last process, the project closure will be carried out. At this stage, a project can be said to be complete. Project closing is done to ensure that all work in the project has been completed and agreed upon by the client. "After the guarantee has been agreed, a BAST (Minute of Handover) will be given to the client," said Hizkia.

Conclusion

Implementation of project management methods in IT companies is very important to manage projects effectively. The use of project management helps IT projects become more efficient, reduce risk, simplify teamwork, and monitor project progress. Roles involved in project management include Project Manager, Analyst, Software Developer, Designer, and Tester, each with specific skills. Project management stages include initiation, strategy formulation, implementation (including design sprint, implementation, SIT, UAT, and publish), supervision, and project closure. With this strategy, IT companies can increase project success and ensure client satisfaction.

Radya Digital, which is a technology and information services consultant with software development solutions, has more than 12 years of experience in managing IT projects using project management. For further consultation, please contact our team at this link.