Project Report Format Example for Project Status

Project reporting is an essential task for any project and the most frequent report is project status. The project status report should include current project status, key risks, project metrics and work done, work in progress and work to be started. It should be targeted at the intended audience and contain the level of detail appropriate for that audience.

Project reporting is an essential task for any project and the most frequent report is project status. The project manager will normally write the report and deliver it as a written email update or presentation or perhaps a combination of both. The information will be from the project team and must be current and accurate. Consequently a project manager must ensure that they are fully in touch with project status.

Purpose of Project Reporting

The project report format needs to address the key goals for project reporting:

Current, accurate and complete information on project progress and the project’s RAG [Red, Amber, Green] Status*
Barriers to successful project delivery and what the project team is doing to remove those barriers or prevent them from having an impact
Understanding of business impact and change
What actions stakeholders need to take, if any
* RAG Status is a simple way to indicate the project status using a traffic light metaphor:

Red = project is either very delayed or significantly over budget or both
Amber = project is delayed or over budget or both
Green = project is on track to deliver as scheduled and within budget tolerances [i.e. +/- 10%]
[The actual definitions should be agreed or well-defined beforehand and this RAG status is useful for dashboard style reporting of multiple projects, especially for senior management.]

Project Report Format Example for Project Status

The project status report should include current project status, key risks, project metrics and work done, work in progress and work to be started. It should be targeted at the intended audience and contain the level of detail appropriate for that audience. The frequency, method of update [written, verbal or both] and who gives the project report should be defined beforehand. The following is an example the project report format being used.

Project Status

Project is on track to successfully deliver as planned. Slight delay to sign-off of test report but this will not impact final delivery. The project will now move to the deployment phase and the relevant experts have already started these tasks. Current risks are being managed and no final risks have emerged to delay the Go Live date.

Key Risks

Training schedule being delayed by the list of department users not being scheduled. Mitigation is to divert a project team member to accelerate tasks to define list of users to be trained
Deployment of system to multiple countries is delayed by expert resources not being available as scheduled. Mitigation is to arrange backup people with vendor who will be on call in the event of a resource problem
Project Metrics

Project schedule is on target with 0 days time delay. 80% of project schedule is now complete
Project cost is on target. Total project cost variance is -5% and 90% of the budget has been spent
Work Completed

Acceptance test phases one and two were completed as scheduled
Test Report has been produced and is in final approval
Test environment has now been taken down and will be prepared to support the production use of the new system
Work in Progress

Deployment has started with the installation and configuration of the production environment
Training material has been finished and is available for online and classroom training
Identification of training needs and scheduling of training has just started
Work to be Started

Technical installation report for the production environment will start next week as scheduled
Preparation of the production training environment will begin following completion of the production environment
Project closure report and release of resources will start next week
Project Report Format Example for Project Status

This audience requires the right level information, which needs to be succinct and focus on the few things that matter rather than everything that can be reported. In particular, the audience will want to know if the project is on track and whether it needs any help with any risks or issues.

In the final analysis the presentation, content and level of detail needs to be determined for the audiences. However, a project will want to “standardise” on a report format to simplify the production and delivery of project information and in particular to not have multiple reportsScience Articles, report formats and potentially giving different or confusing information dependent on which report is read. Following a single report format and adjusting the level of detail for the audience will help to achieve consistency and clarity for all concerned.

How to Succeed As a Project Manager

A project manager is the person responsible for accomplishing the stated project objectives. Key project management techniques include creating and attainable project objectives, building the project requirements, and managing the triple constraints for projects, which cost time, money and quality.

A project manager is the person responsible for accomplishing the stated project objectives. Key project management techniques include creating and attainable project objectives, building the project requirements, and managing the triple constraints for projects, which cost time, money and quality.

A project manager is often a client representative and has to determine and implement the exact needs of the client based on the knowledge the firm they are representing.

Managing a project can be a daunting task. Succeeding in managing a project is a tough ask on a project manager.

Here we discuss some of the ways that will help a project manager to succeed in leading the project management group. Development of the group is more important for a project manager than personal development. The personal development should invariably assist in development of the project management of the group.

This article summarises some if the methods that will help you in succeeding in your project management. Following these would not guarantee successful project but it would boost the chances of success.

Understand the scope and objectives:

First and foremost, a project manager must understand clearly ultimate objective of the project. Deciding the real objectives will help you plan the project successfully.

Scope defines the boundary of the project. This will give a fair understanding of the work that must be put into the project.

Define Deliverables:

A project manager must define what will be delivered by the project. Decide the tangible things and document them in detail so that anyone can produce them correctly.

Project planning:

Planning requires the project manager to decide upon the people, resources and the budget that is required to complete the project.

Detailed planning of the above mentioned factors must be involved. Involve the project team in determining the time, effort and resource required to complete a project without any glitches. Set milestones which indicate the critical dates during the project. Make sure that your team is informed of these days.

Communication:

Project manager must ensure effective communication between the team to maximise productiveness. Every team member must know their responsibilities thoroughly. If the project manager does not communicate with the members about the milestones and goals, then the team might end up giving undue importance to unimportant details, thereby, minimising productiveness.

Tracking progress:

The project manager must continuously track the progress of the project and must see if the project is adhering to the planned progress. You will need to analyse the variations in actual cost and expected cost.

Tracking the development of the project will help you to make changes so that the project goes in the right direction. This increases the chances of project success. Not managing effectively is often a reason why projects fail.

Risk Management:

As a project manager it becomes your duty to make sure that the project becomes a success. One thing hence that has to be taken into account is the risk. Risks must be identified as quickly as possible and plans must be made to avoid these risks. If they cannot be avoidedComputer Technology Articles, then plans must be made to mitigate the risk to lessen its impact if it occurs.

Disregarding these methods of practise could ultimately result in project failure and would throw questions at the skill of the project manager.

The Right Ideas For The Right Project – Where To Gain Inspiration

Starting a project entails quite a few dilemmas. One either lacks the idea or has an idea but has no clue on how to get it started. In professional situations, more often than not the professional project manager is simply handed a project. In any case, having a good level of conviction about the project is a key enabler at the outset of a successful project.

Working on a new project is not a walk in the park — but nobody ever said it cannot be done. For some, the bright idea exists but the resources are lacking; for others, the money and manpower are there but there is a shortage of innovation. Most project managers are simply handed a project to make good; thus, it is important that a manager believes in the potential of the venture to see it through to success.

Starting A Project

It is inevitable that when working on a project, one will encounter a few obstacles that prevent the realization of whatever plans have been established. As soon as this happens, one must be quick in identifying the problem. Starting that search from within to free one’s self of any obstruction that is hindering the growth of the project is a good place to start. Once past that stage, the project can flourish.

If the opportunity of starting a project out of your own idea is a new thing, then bask on it. Once you are able to get a project started out of your own idea and means, this will fuel your own desire to achieve greater accomplishments.

Personal and Career Growth

By launching your own project, you are bound to experience things you probably never had before. You maintain your dedication to a particular project if you are personally attached to it. Working on this project then offers two-fold benefits: it exposes you to the vital elements of project management and it also enriches your own potential.

Since the project comes from you, you also equipped with the proper insight into the various elements that influence the company. This allows you to keep the firm’s priorities and needs in check, while making sure the unnecessary elements are weeded out. Your dedication to the project will not just enrich your management skills but also reinforces other areas of your life. This will also aid you in planning management for the project.

Finding Inspiration For a Project

If project ideas were to be based on interest, passion, and skills, it would be difficult to identify which one would make a winning project. If you cannot come up inspiration for a project by looking within yourself, try looking around you. It should spark up some idea that will make for a good project.

1. Workplace – No workplace is quite perfect so as not to cause any issues that need attention. This might be your opportunity to act on those issues that many have failed to bring up to the table. Or better yet, you can start the project that will help find solution to this problem and ease your working conditions.

2. At Home – Do not be limited to the common projects that can be done at home. You can do this by examining your family’s own needs at home and envision other families who might have the same needs as well. Use that to materialize a project that would living more convenient for families.

3. Community – If there are any existing projects within your community and yet it lacks organization, then you might want to take over the reins. Once you have determined just exactly what is it the community needs, then use the solution as an idea for your project.

Managing Your Personal Life

People can often be too caught up with managing their professional lives that the personal aspects are neglected. Ironically though, you cannot expect to perform your management duties well if you do not start that within yourself. If one cannot take care of his/her own life, how could one expect to manage a major organization?

Once you’ve been able to formulate ways to iron out things in your personal life, then you gain the confidence you need to pursue your professional endeavors.

Steps Towards Better Personal Project Management

Only until you have assumed an efficient personal management plan will you be able to attain professional success. Knowing how to plan out your normal activities with precise organization will teach you the skills needed to focus on goals (personal or professional) and achieve them.

Here are steps you can try:

1. Determine your desired results.

2. Find the resources needed to achieve that.

3. Set a budget and period needed to achieve your goals.

4. Establish the steps to take.

5. Listed down problems that you anticipate will arise at some point.

6. Identify which parts of the project are under your direct reponsibility.

7. Coordinate with other people (if there are) involved in the project.

8. Periodically assess the project.

9. Review its overall performance.

10. ThenBusiness Management Articles, you can enjoy the fruits of your project’s success

How to Choose the Right Network Marketing Nutrition Project?

Read this outstanding Network Marketing Article below, then please contact us and let us know what you thought about it.

When you are interested in selling something to your customers, you will need some ideas about your customer needs and satisfactory level. You want to study the market and then run your marketing strategy on full phase. Truly network marketing nutrition products are the best possible way to market your products. Now network marketers are making a lot of money just selling these overpriced nutritional components through their MLM networks.
Many new network marketers haven’t yet managed the idea of marketing products about which they don’t know anything. The main idea of network marketing nutrition is to make the health and nutritional products available to the health conscious people around the world. In most cases, the people buying these products are always keen to buy the health care products. What you need to do with these, you need to learn about the basic things about network marketing nutrition and then you can start selling off with proper marketing strategies.
Now you must be thinking, how should I learn about these nutritional supplements? What is the procedure to start with a very good product? Well, none has any specific answer to this question. All the companies will invariably say, their products are the best ones. However, not all of them can be the truth always. In such case, you should do a test all by yourself. After this simple test, you can easily point out what is going to be sold more and more. In this way, you can also learn about the secrets of network marketing nutrition at the same time.
First, make up your mind for a test. This test is introduced for the network marketers who are interested in network marketing nutrition. Stop all your marketing programs concerning with network marketing nutrition. Avoid nutritional MLM for a good amount of time. This time might be a whole year; however six months are also good for that. During this time, don’t ever put your efforts after a network marketing nutrition project.
During this time, research about all the health care products available in the market. Consult with your health care service provider, or any health care professionals about the nutritional supplements available in the market. Then look into your own needs. Find out what kind of nutritional product you personally need. Once you are sure about your personal needs, pay a visit to the local supplement suppliers shop. Get some nutritional and health products. Get back home. Start using those materials. This is the main part of the experiment. This will help you to learn about the products as a consumer. Now, you are definitely concerned about the best buys in the health and nutritional product market.
Once you have learned about the best choices as nutritional supplements. Now, you can start over again with your network marketing nutrition projects. You should pick up two or three products to work with. You should pick up things what you have found useful for yourself. Otherwise, you might be in trouble again. Remember one thing, if something can’t please you as a customerFree Web Content, you can never please your customers anyway.

8 Top Places for Project Managers to Network

As professionals, project managers know it is important to network. It helps to keep up with the profession, to be aware of developments and new opportunities, and to find chances for career growth. It can also be very helpful to solve project management problems that other colleagues have already encountered. In this era of social networking, here are some top project management networks.

All professionals know it is important to network. It helps to keep up with the profession, to be aware of developments and new opportunities, and chances for career growth. It can also be very helpful to solve problems that other colleagues have already encountered. So in this era of social networking, where can the best project management networks be found?

Here are some good places to start in finding like-minded professionals in the project management field:

1. Project Management Meetup

This is an interesting crossroads of online and in-person. the idea is to start a local meetup online, and organize a physical place to meet. The web site provides a way for people to initially find one another, but primarily to facilitate face-to-face networking among local professionals. The site gets lots of interest.

2. Google and Yahoo Groups

There are many good and vibrant groups, but also many that are fairly inactive. Just go to Google or Yahoo, select groups, and type “project management”. You will see plenty to choose from. Note that you will see many that are somewhat special interest within the project management field, often based on location or an organization such as a PMI chapter. The most popular groups are those supporting PMP exam prep, and many swear by the assistance they received on these group sites working their way to PMP certification.

3. ITtoolbox

This is a vibrant community in the IT field, which is the focus of the site. There is constant activity here on subjects such as PMP and CAPM certification and earning PDUs. There are also interesting conversation threads in areas such as program management, project portfolio management, business analysis certification, ITIL, project management career issues, practical problems solving, soft skills, and more.

4. Social Networking sites such as hubpages, squidoo, facebook, and many more

Social networking sites are places that people congregate, and they tend to gravitate to those with common interests. You can find and start your own pages and groups. Go check these out and type in keywords of interest and see what you find.

5. PMI chapters

These are an old standby, but still very effective. In my experience, meetings are very well attended, and topics interesting and instructive. A benefit is that you can earn PDUs for attending, and that surely helps keep attendance high. But there is nothing like meeting local professionals in person, and giving it your full presence and attention for a little while.

6. Call groups

Many groups have arisen the past few years that have periodic networking phone calls, combined with an online presence. One such group is PM Lessons Learned. – pmlessonslearned.com.

7. Gantthead

There are many sub-communities that have constant conversations on such topics related to project management in telecommunications, project portfolio management, certification, tools, and much more. Average community size is in the hundreds. There are not only opportunities to network on common interests and collaborate with others to solve some of your problems, but also to build an online network by connecting with individuals, as with linked in below.

8. Linked in

This has been around for a while, but seems to have experienced a resurgence recently. While professionals have for some time been able to connect and build a network online, the emergence of special interest groups, such as project management, has facilitated broadening networks much faster than simply getting to know others through those who already know you. At this time, you cannot search for groups, but can review the list of existing groups to see if any are of interest.

The interesting thing about all of this is that it is mostly virtual! A few years ago, most PM networking would surely be more oriented toward in-person events and meetings. Today, howeverFree Articles, the opportunity to develop strong and vibrant relationships across the web is a very exciting and powerful development.

The Project Managers Role in a New IT Network

The project manager’s role in a new IT network involves defining the project to meet the objectives and then dividing it into the tasks and stages to get the finished IT network that runs smoothly and efficiently. Not only are they responsible for controlling the different stages, but they need to be able to identify financial consequences and risks involved if changes in configuration or additional equipment is needed and figure out ways to deal with them. The project manager’s role in a new IT network is to also determine each person’s role as part of the team and provide a controlled, organized and consistent approach to track the progress as the finished IT network nears completion. They are responsible for good communication between the different components of the IT network and they need to be aware of flexible decision points, to determine the best option, at the time it can still be altered. If the project manager fails to identify problems as they arrive during installation, it can cost more to correct items after the fact or it is later found out that they don’t perform the tasks expected. The primary role of the project manager is to keep the business purpose of each step in the network installation process in mind, and the involvement of management or ownership at the times where a business or financial decision is needed. The role involves coordination between departments and vendors that will be using, installing and responsible for the proper working of the IT network. Because there may be a need for coordinating telecom services, IT asset recovery companies, new computer equipment vendors for hardware, software and firewall or antivirus protections, it is essential that data is transferred, and all components of the IT network are functioning. This will ensure a smooth transition without the problem of business interruption or data loss. A good project manager should be aware of technical and logistic problems that may arise during the initial installation, setup and training on a new IT network. For large networks, where a large budget is set aside for the hardware, software and installation, it is the project manager’s role to make sure that everything is delivered, working and at the price agreed upon when installing the new IT network. With any project, it is possible to have unexpected expenses, but the project manager is to oversee the coordination to make sure that it is kept at a minimum and yet fulfills the expected needs of the business and management. Because so much business is conducted electronically, it is crucial that a new IT network is functioning in a proper and secure manner and an experienced project manager should have the knowledge both technically and operationally to make the transition run smoothly and successfully. To sum up this role the project manager in a new IT network is a coordination effort that involves all of the aspects of an important IT asset, while keeping communication, scheduling and expense in line with the budgeted plan.

Social Networking Meets Project Management?

Social networking sites, such as Facebook, Twitter, and LinkedIn, allow people to communicate and share information with others based on different types of networks. These networks are typically centered on some sort of relationship type. LinkedIn, for example, focuses on building a professional network of colleagues, former co-workers, and other work-related relationships. Facebook, on the other hand, is more open and allows for the creation of a variety of networks, such as families, schools, businesses, causes, groups, cities, or some other relationship category.

Millions of people visit these social networking sites on a daily basis to see what’s new in the lives of their network friends. They post updates and photos to show others know what’s going on in their own lives, in hopes that they will receive some sort of recognition for their post. Social networkers thrive on comments, status updates, new photos, and other conversational information. They love feedback and love be recognized for their accomplishments and social networking sites allow them to do this quickly and easily. And it’s for this very reason that Facebook now surpasses Google in the number daily visits it receives.

People are good at talking about themselves and love to see others talking about them in return.

So what does all of this have to do with project management? Well, to start with, projects require project teams and teams are a form of relationship. In the same way that Facebook organizes networks on a common cause, a project organizes a team on a common cause; i.e. to complete the project. The same people that use Facebook or Twitter at home are the same team members that come to work everyday. They want to be recognized for their accomplishments, feel like their contributing to the cause, and be able to collaborate with their co-workers.

Here’s the problem. Facebook, LinkedIn, Twitter, and other social networking sites, as great as they are, don’t provide the tools needed to effectively manage projects. Executives can’t use Facebook to organize multiple projects, identify potential risks, and manage resources. Project managers can’t simply post an update or send out a Friend Request to keep projects on time and under budget. Managers need a robust tool that allows them to plan projects, identify tasks, monitor schedules, allocate resources, manage documents, improve processes, collaborate with co-workers, and manage the thousands of other little assignments needed to successfully complete a project.

Many of the current project management tools do a good job of helping project managers, and even executives, do their job better. They provide colorful reports and dashboards, interactive Gantt charts, business case builders, and time tracking sheets. And so much more! But, they fail to involve the team member. What ends up happening is a traditional, time-consuming process of status update requests, backlogs, quality checks, manual time entry, and missed deadlines.

Project tasks are forced upon the team members, never giving them an opportunity discuss deliverables or deadlines. No recognition is given for a job well done and the communication between the project manager and the team member is lacking at best. The numbers presented in the dashboards and reports do not accurately reflect the true story. And why does this occur? It happens because the team members never use, or don’t have access to, the same software being used by the project managers. They don’t update the status of their tasks because the process is too cumbersome and doesn’t provide them with any tangible or intangible benefits. The end result is that the “real-time” status report is actually a “week-late” status report. The information presented to the Executive is not the same information being entered by the team member.

What if there was a better way to manage products? What if there was a way to involve the team member more – a way to use the ideas of social networking to help manage projects? Networks could be organized around projects and status updates and photos could be related to the project. Time could be easily entered, project status quickly reported, and everything automatically submitted to update the project schedule, executive reports, and account for the resources needed to complete the project. Project and team collaboration could be simpler and could focus on the completing the tasks at hand. Conversational information could provide additional insight into the true status of the project and team members could be recognized by their peers for a job well done.

Can the concepts of social networking be applied to project management? Is there such a thing as social project management and will it be the wave of the future? Can the two categories be blended into one? I guess we’ll have to wait and see.

Project Network Diagrams: Important Tool for Project Time Management

Management of a project brings about many challenges for the project manager. One of the frequently encountered challenges is in the arena of Time Management. As any practicing project manager can attest, time is one of the most important project constraints frequently encountered in practice. The other two project constraints are project budget and project scope. Time constraint can be particularly challenging when customer imposes a predetermined target completion date even before the project planning begins or is still in-progress. And to compound this further, the customer imposed target date is usually ahead of the planned completion date. So, what is a project manager supposed to do under such circumstances?

Project Time Crunch: Handling Options

Project managers must carefully consider all possible options that can assist in matching the planned project completion date to customer specified completion date when the latter date is earlier than the former date. As a starting point, project manager can determine if schedule compression techniques can help in meeting the target date, and if that doesn’t work then negotiate two possible alternatives with project sponsor(s) and key stakeholders:

Reduce number of objectives/deliverables for the project. This reduces scope which in turn assists in reducing work and thus can help to make the target date achievable, or

Negotiate to change the target completion date for the project to at least match the planned completion date.

Prior to escalating the matter to sponsor and/or key stakeholders, it is advisable to explore if schedule compression can help. Schedule compression involves two techniques-Crashing and Fast-tracking. Crashing involves assignment of additional resources to tasks in order to assist in completing them faster. Fast-tracking involves performing several tasks concurrently especially if they have no direct dependency on one another and can be done in parallel. Now, crashing does increase project cost due to the employment of additional resources and for this project manager must take into consideration the project budget along with contingency reserve to ensure project costs does not exceed available funds. Note that a project manager can employ both the techniques in the same project if necessary.

Project Network Diagrams

In order to decide on the schedule compression approach and which tasks should be brought under the purview of which schedule compression approach, project manager must use the project’s network diagram also known as Network Logic Diagram. Let’s now understand the role that Project Network Diagram (PND) or Network Logic Diagram (NLD) can play in assisting project managers undertake schedule compression. PND can be of two types: Activity-on-Arrow (AOA) and Activity-on-Node (AON). Activity-On-Node (AON) PNDs are also known as Precedence Diagramming Method (PDM). In this article, I will focus on AONs or PDMs as they are more popular and frequently used in practice and in software such as Microsoft Project.

PDM/AON & CPM: Understanding Benefits

AONs are created based on activities or tasks obtained from the project’s Work Breakdown Structure (WBS). While WBS provides several details such as which tasks when completed can provide which project deliverable, it does not incorporate relationships or dependencies between tasks. Dependencies between tasks are either graphically depicted or described in tabular format for a PND. This helps in understanding the type of relationship between tasks and in what sequence they should be performed. In addition, PNDs can have multiple task sequences and each such sequence from start of project to finish defines a specific path in the PND. The delineation and understanding of all paths in a PND are important as it lays the groundwork for determining planned duration of the project as well as those tasks which directly impact the project’s completion date and thus cannot be delayed. A very specific method called Critical Path Method (CPM) is used for PNDs like AONs in order to determine the following:

Planned project completion date
Early start and finish times for each task in the PND
Late start and finish times for each task in the PND
Available Slack or Delay time for each task and the project itself
One or more critical tasks and paths in the PND

Arming oneself with all the details above can greatly assist in determining the following:

Which tasks can be delayed and which tasks cannot be delayed
Analyze dependencies to determine which tasks can be done concurrently in order to undertake fast-tracking if necessary
What is the planned total duration of the project?

Closing Thoughts

It must not be difficult to understand now that PNDs such as AONs is an important tool in a project manager’s toolbox to use in order to handle time constraint challenges or simply undertake schedule planning for a project. Knowledge of this very important tool along with application of network analysis technique called Critical Path Method (CPM) is a required skill even when it is done using robust scheduling software like Microsoft Project. This is because the actual task dependency set up even in Microsoft Project must be done by the project manager and it is often necessary to go beyond the defaults used by the software. It is then and only then that the software’s true power of being able to generate what-if scenarios can be utilized to the max which obviously cannot be done by always relying on software defaults. In addition to task dependencies, tasks can be set to have lead or lag times as well. Lead time is when a successor task is allowed to have a head start and can begin prior to completion of the predecessor task, and Lag time allows for the successor task to be delayed from starting by a defined time after the predecessor task completes.

Besides being useful in practice, anyone who aspires to get certified as a PMI’s Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) will have to know all the basics regarding PNDs and use of CPM in order to prepare well for the important Project Time Management knowledge area. In this brief article I have focused on extolling the benefits of PDMs/AONs as they can significantly aid in management of project schedule and its constraint related challenges. I would like to encourage all readers new to this topic to consult any project management book that covers the basics of this topic in a comprehensive manner, and start using them in their projects.

Jayanta K. Das Purkayastha, MA, MS, PMP, MCTS, CSM has over 15 years of Information Technology experience providing software solutions for customers in diverse industries like finance, real estate, utilities, automotive and retail. His experience runs the gamut from teaching to real-world projects in software applications. He has led and managed small to enterprise-level IT projects, and assisted organizations in implementing and streamlining processes related to Software Development and Project Management. He is the author of PMP®/CAPM® EXAM PREP: A Basic Guide to Activity-On-Node and Critical Path Method.

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Agile 101 – Define Your Technical Architecture

“Technical Architecture” refers to hardware, software, databases, connectivity, etc. Project-level architecture consists of the technology required for the project solution to run as intended. It is a key component of an IT project lifecycle. It is important that the team figure out as soon as possible the overall architecture model. For example, the team should know if the solution is a web application, a data warehouse, a mobile app, a high-transaction back-end system, etc.

The project technical architecture is developed very early – for instance in the setup sprint. On an Agile project, the architecture could be defined on a whiteboard or flipchart. It is important that the information be shared with the team for additional ideas and concerns. For example, you would need to define the following areas:

Hardware. Identify the hardware your solution will run on and any other hardware that will be needed. You will also note if your solution will interact with cell phones, personal digital assistants (PDAs), fax machines, scanners, bar code readers, etc.
Software. Identify any software and tool requirements. This would include things like the client and server operating systems, browser type, third party software packages, etc.
Interfaces. The major interfaces should be noted. Interfaces include other applications, vendors, clients, etc. where data is being passed to and from your solution.
Network. The network that is needed to support the solution should be diagrammed. This includes modems, lines, routers, hubs, etc.
Firewall/security. If your solution needs to run outside of your internal network, you will probably need to design with a firewall. In fact, you may need two firewalls (or more) to protect company data from unauthorized outside access.
Datastores. Identify the major datastores and the specific package/vendor involved. For instance, if you utilize a database, identify the specific software (Oracle, SQL Server, etc.). Do the same for data marts, data warehouses, major files, etc.
Tiers. Many solutions are created using a two tier (client-server) or three tier approach. Web solutions, for instance, are typically designed in three tiers.

In general, the more complex your project architecture is, the more potential problems you will encounter over time. Every piece of hardware and software, and every programming connection between, is subject to failure and bugs. The best solutions for long-term stability are the simple designs that gain as much functionality using as few “moving parts” as possible.

It is important that the project technical architecture be created by experienced staff because the architecture sets far-reaching structure based on a limited amount of information. The architecture does not have to be perfect the first time. However, it is important that the architecture be close. It is also important that it be flexible. The architecture is subject to change throughout the project. However, the later in the pro