Become an IT project management pro in 7 steps

With the accelerating development of information and communication technologies, the growing and ever more demanding needs of users and a constantly changing economic context, IT projects are becoming increasingly complex.

As a result, IT project management is becoming a delicate issue for any company to tackle; mastering it and ensuring its success are essential, regardless of the size or type of project. ☝️

And if you want to maximise your chances of success in managing an IT project, there are some basic principles that apply.

But what are these principles? What are the best practices to implement?

Take a closer look at how to manage an IT project in just a few steps, with our selection of software to make the task easier! 🔍

See all software Project Management

The basics of IT project management

What exactly is IT project management?

Simple project management...

A project, in the common sense of the term, is a set of coordinated activities and actions that mobilise resources within a specific timeframe, with a beginning and an end, in order to meet a clearly identified need.

👉 Every project is unique and one-off.

... or IT project management?

In this sense, an IT project can refer, for example, to the development of new software, or the implementation of an information system solution, such as a technical improvement with a view to improving an organisation's processes. ☝️

This may involve the installation of a new ERP ( Enterprise Resource Planning ) or CRM (Customer Relationship Management ) software package.

In all cases, the IT project is complex, and its management must take account of its specific features. As a result, the approach to be adopted is not a conventional one, and requires rigour, flexibility and a certain amount of creativity.

Who are the players in an IT project?

Various players are involved in the implementation of any IT project:

• the project owner (MOA): this is the "client" of the project, i.e. the person who expects concrete results from it. It is up to this party to define the objectives, budget and deadlines;
• the project management team (PMT): this is the project "supplier", i.e. the person who carries out the actual work. It is up to this player to design and propose solutions, carry out tests before delivery and meet the set costs and deadlines;
• the project manager: this is the person who "steers" the project and assumes responsibility for it; their role is detailed below.

What are the priorities for an IT project?

To steer an IT or information system project, the project manager relies on qualitative and quantitative data, in order to meet expectations in a number of areas:

• costs: any action taken must respect the budget defined at the start of the project. Cost control involves anticipating the risks of deviation and introducing corrective measures to avoid exceeding the allocated budget;
• deadlines: project management must meet the deadlines announced to the customer, by following intermediate milestones. Meeting deadlines involves identifying potential slippages in relation to the initial schedule and implementing corrective measures;
• quality: project execution also involves validation phases with the various parties involved. Quality is guaranteed by checking that the project meets the agreed requirements:
  • analysis → compliance with the application specifications,
  • design → compliance with customer requirements,
  • that of the final product → compliance with the specifications established upstream.

What are the 7 stages of IT project management?

In practice, a method will guide you through the different phases of project management, from defining objectives to achieving deliverables, including resource allocation and schedule management.

Stage 1: functional analysis and definition of objectives

During this phase, prior to the start of the project, the stakeholders work together to define :

• the objectives and scope of the project
• the expected deliverables
• the desired deadlines
• the budget allocated
• the degree of flexibility that will be allowed.

A project cannot be launched without taking into account its broader scope, such as the organisation's overall strategy . With this in mind, an opportunity study can be carried out to clarify the project's challenges.

👉 This involves demonstrating the raison d'être of the technical solution to be introduced and the future benefits it could bring.

In addition, a feasibility study can be carried out to identify the constraints likely to affect the implementation of this solution.

The needs expressed by the client are then formalised in writing , following a detailed analysis.

It is essential to draw up project documentation, such as specifications, to keep a written record of all the project specifications, in order to avoid any disappointment for the client.

Stage 2: detailed design

Once the specifications for the general structure of the project have been drawn up, we get down to the nitty-gritty of the project, with the detailed design in several sub-stages.

• Breakdown and costing: To assess the overall cost of the project, you need to draw up a list of tasks, associating the corresponding needs and costs, aiming to be(i.e. including the sub-tasks and tasks involved in carrying out another task) so that the project can be costed as accurately as possible. This estimate is presented to the customer, who gives the go-ahead before the project is launched.
  
  
• Planning : with a breakdown that generally follows the project's development cycle, the aim of planning is to order the tasks and indicate their logical sequence, taking into account the resources available and their maximum workload. By scrupulously planning your project, you can ensure that you meet the deadlines, stay within budget and deliver the required quality.
  
  
• Setting up the project team : the project resources (human, material, technical and financial) are identified and then allocated to the tasks (meshing). To form the project team, the selection of each member is important; for the implementation of a technological product, they must have specialised but complementary skills.

Stage 3: Project development

Implementation is at the very heart of the project, following rigorous design in line with the specifications.

👉 The coding phase, also known as programming, involves translating the functionalities and other technical requirements defined during the design phase into a programming language.

Stage 4: testing and integration

Running unit tests will ensure that the programming is of high quality, by checking that each module, or sub-assembly, of the IT solution complies with the specifications.

Several types of test can be carried out:

• project owner tests: the product meets the needs of the project owner;
• user tests: the product delivers the expected results to users;
• non-regression tests: the installation of the functionality evaluated individually does not prevent another part of the solution from functioning correctly.

Finally, integration is used to check that all the modules in the project interface . To achieve this, further technical tests are carried out (integration tests), the results of which are indexed in a document.

All these stages require close supervision and monitoring by the project manager.

Stage 5: Acceptance

The tests carried out will enable a solution to be developed that corresponds to the needs expressed at the start of the project. Acceptance testing is the process by which the user validates that the deliverables comply with the initial specifications.

At the end of the acceptance phase, project documentation is produced to compile the information required for using the IT solution and for subsequent developments.

Stage 6: Going live

Once the project has been qualified, the IT solution can be deployed: the final product is delivered and put into service.

It is essential to provide users with training in the new functions offered by the solution.

Stage 7: maintenance

Once the IT product is in production, the implementation of the project is not over: an organisation undergoes changes and the solution must support the processes that continue to evolve. Once it has gone live, the IT product needs to be adjusted, which involves both corrective and evolutionary actions:

• correcting technical malfunctions and bugs
• improvements to be made, for example in terms of user experience (UX).

Production therefore does not mark the end of the project, and requires monitoring and maintenance to support the installation and enhancement of the solution, so as to guarantee its effectiveness and usability for its users.

Our tips and tools for successfully managing your IT projects

🎯 To make it easier to manage an IT project and ensure its success, let's take a look at what can be put in place, bearing in mind that every project is unique; any steps to be taken need to be adapted to the specifics of your project.

Build your project team carefully

A project generally brings together several stakeholders, who have different roles:

• decision-making
• monitoring,
• expressing needs
• assistance,
• and carrying out the project.

The project team is multi-disciplinary and may include :

• information systems designers,
• coordinators
• web designers
• developers
• analysts, etc.

Each member must be assigned tasks based on his or her expertise, availability and ability to work as part of a team.

Finally, there are many expectations placed on the shoulders of the project manager. They need to have several strings to their bow, including skills in :

• communication
• management
• animation,
• production, with some technical grounding.

🛠️ The tool

Abraxio is a 100% IT department-oriented, easy-to-use software solution that enables you to reconcile the needs of all stakeholders in your IT project and get them to collaborate effectively in a single tool.

From portfolio planning to project management, the solution offers a 360° view of the business:

• It gives project managers and PMOs a flexible framework for the operational monitoring of their projects (Gantt, budget, staffing, weather, reporting, etc).
• It automatically feeds a portfolio view in real time , enabling activity to be reliably monitored and any deviations to be identified at a glance. This is a godsend for IT Departments, who can arbitrate, control the ongoing commitment to new projects and communicate progress.

Ensuring good communication between stakeholders

☝️ Coordination of teams, both internally and with external parties, is essential throughout the project.

From the initial stage, and throughout the process, regular, participative communication must be established to maintain a common focus and ensure that objectives are met and even exceeded.

This also means guaranteeing a good take-up rate for the final product.

🛠️ The tools

• monday.com is an intuitive platform designed to encourage collaboration in the workplace. It can be fully customised to suit your organisation and working methods. More specifically, the tool works on the principle of visual tables, bringing together information about your teams and your work. Add to this the ability to share notes and documents, and you've got smooth, transparent communication.
  
  
• Planzone software has a range of collaborative features to ensure successful communication between stakeholders. These include features for sharing notes, notifications and documents. The tool also provides a social network for project members to discuss project issues, leave comments, centralise actions and move the project forward.

Study the reporting

In order to assess whether the project is being implemented effectively and whether the expected results are being achieved, it is essential to evaluate a certain amount of data and keep an eye on the key performance indicators (KPIs):

• monitoring the schedule
• activity monitoring
• forecasts
• reports, etc.

These will all be parameters to be taken into account when monitoring the project, so that appropriate measures can be taken if necessary.

🛠️ The tool

To keep a close eye on your indicators, it's ideal to include project management software with these functions, such as Planview. This software solution incorporates a dedicated analysis portal where in-depth reports and dashboards can be consulted, providing a complete overview of work progress and resource utilisation.

Demonstrate creativity and flexibility

Despite all the efforts made to plan a project realistically, deviations (from the schedule, the budget, the original specifications) are likely to occur.

☝️ All project management involves dealing with unforeseen circumstances, and therefore demonstrating a high degree of flexibility.

Any changes to the programme can also open the door to new ideas and leave room for innovation.

Indeed, however precise the design, it is difficult to integrate all the aspects of the project before it is even launched.

Each method or guideline chosen serves as a framework, to guarantee the coherence of the whole, but it must not be so rigid as to paralyse actions and stifle all creativity.

🛠️ The tool

By using a project management tool such as Planisware Orchestra, you can be sure of bouncing back flexibly from any potential drift. The tool allows you to master the constraints of project management with its cost management functions, real-time monitoring of resource availability and assistance with resource reallocation, to name but a few. What's more, this solution can be adapted to any project, whatever your processes, approach or methods.

Choosing an effective methodology

There are many different project management methodologies, including :

• traditional methods: waterfall, critical path, etc;
• Agile methods: Scrum, Kanban, Extreme Programming, etc;
• Adaptive methods: Event Chain methodology, Extreme Project Management.

Certain methods are often used in IT project management, such as the Agile Scrum method, which offers great visibility and enables the team to be more responsive. It is well known among developers and applies very well to the development cycle of an IT solution.

🛠️ Tools

• FoxPlan: a complete French software package for managing projects, programmes and resources, FoxPlan is unique in that it enables portfolios to be managed in hybrid mode, with traditional projects (Waterfall, V-cycle, etc.) and agile projects (Scrum and Kanban). The latter is made possible by the integration of FoxPlan with Jira, a dominant tool in IT organisations, because it combines code and ticket management. Thanks to the cohabitation of the two methodologies, teams gain in agility while maintaining a focus on the roadmap vision, for better resource and budget management.
  
  
• iceScrum: iceScrum is the ideal solution for managing your projects using the Scrum framework. It provides a fun, structured framework to facilitate adoption of this methodology, while encouraging collaboration and communication between teams. You'll be more efficient in managing user stories and features, planning sprints and prioritising the backlog.
  
  
• Sciforma: Sciforma adapts seamlessly to the methodology used and supports you in the work processes and particularities of your project. The tool is compatible with Agile, critical chain, Prince 2, Phase-gate, PMBok and other methods. It is particularly suited to the following areas of activity: IT companies, R&D environments, service companies and public administrations.

Consider training

To meet the most demanding requirements and master the most complex elements of project management, you can plan to acquire the key skills of the IT project manager in a more formalised way. 🤔

👉O rsys, for example, offers training courses to manage your IT projects, from thematic modules to the most comprehensive certification cycle, with different levels of certification offered on completion of the courses. The investment is substantial, but can pay off.

Equipping yourself with the right tools

Finally, by equipping your team with the right tools, you can optimise the management of your IT projects.

The online project management software presented above, which offers a rich array of features, are well worth discovering and testing. 👇

⚒️ The tool

It's a good idea to opt for fully customisable software that can be perfectly integrated with your work processes and project methodologies.

Project Monitor project and portfolio management software is highly adaptable and, thanks to its customisable parameters, can be easily integrated into your information system.

What's more, Project Monitor encourages group work thanks to its collaboration and communication functions. Whatever your chosen project methodology, this tool offers a library of project templates to harmonise practices when several projects are being implemented simultaneously in your organisation.

Balancing risks and opportunities!

For any type of IT project, hazards can arise and external factors can come into play.

👉 It is therefore crucial to measure the risks upstream, even if it is difficult to anticipate everything, and this is all the more true in a restrictive environment.

These risks, which could threaten the smooth progress of the project, can become opportunities, thanks in particular to agility: agile methods encourage change and at the same time offer the structure to respond to it, in order to adapt to an unstable context.

See all software Project Management

IT project management in a nutshell

The complexity of projects stems in particular from the constantly changing needs of users.

With this in mind, a successful project will be one that encourages innovation and puts user needs at the heart of the process.

The software presented in this article is designed to give you personalised support in managing your projects, while optimising your work by automating processes.

Ready to take the plunge? 😌