About me
My name is Khairina. Born on 10th of December 1986 as the 3rd child of my parent. My family is not large. There’s only six of us. I got one elder brother, elder sister and later one younger brother plus my parents. My father work as technician and my mother is housewife. My elder brother, 25 studying Arabic language in Syria. My elder sister is married and currently have one little baby. She is IIUM graduate and will continue her Master on education in IIUM next coming semester. While my younger brother is bersepah2. My family had a large part in my achievements in high school and continues to be a source of motivation in my achievements in college.
I live in Bandar Baru Bangi, Selangor.
My father can be a good example of project manager.
I’m not overwhelming rich but ‘enough’.
Since child, my mother always grow me up with to-be-doctor set in mind. But i always involving myself in arts; drawing, and inventing things.
Image that best represent me
Educational and career goals
My educational background
I started my early education at my hometown, in islamic tadika and later at primary school both near my house. Apabila saya menginjak umur 13 tahun, due to reason that my parent will be going to Mecca, i started berpisah dgn keluarga dan memulakan my secondary school at Johor (Sekolah Men Ugama At-Tanwiriah), near to my grandmother’s house. After a year, i exchange school in Pasir Puteh, Kelantan (SMU (A)Saniah). After PMR, again, i move to Kota Bharu Kelantan (Maahad Muhammadi Lilbanat- same school with my sister). Then, i further my study here, in IIUM.
Reversing back few years ago, I always wanted to further my study to Timur tengah countries. My interest grow since I’m 14 years old where many of my seniors with good examination result manage to get in the universities there. But, as time moves, the students are no longer be given chance to easily get there due to the many speculation occur in our country. Even i got a good result in SMU, every single of my dreams slowly faded.
Since i have a childhood dream of living in Mesir and have my life at Kelantan, it’s obvious why i chose IIUM. I love living in a good environment where we will feel safe in there, less bad people, more wise people which will lead us to be as wise as them. I have travel to many places and I learn that
Getting in IIUM is a blessing in disguise
I am currently enrolled in my third semester as undergraduate student in International Islamic University Malaysia (IIUM) specialty of Kulliyah of Informational and Communication Technology. Upon successful completion of my undergraduate, i will earn Bachelor in Computer Science majoring in ~.
My goal to pursue a carrier in the field of education has been part of my dream since my early ~.
Personal Interest
Challenges
Achievements
Strengths & Weaknesses
Time never seems to be enough, but it always be wasted. I always inspire Dr Mahathir Mohamad for his wise and attitude toward seeking knowledge. He manage to finish thousand books in a month even when he was a prime minister once as we all know.
IT Project Management Tips
In matriculation (MCIIUM), I get myself involve in many leadership program since I see it bring some good of bringing up my self-esteem and create experience of being in some programs. After some experience in school, I started in a leadership training as Secretary and later Catering sub-committee in Taaruf week. Later in main campus, I started to join facilitating program under Wawasan Club and currently I am the Secretary of Mahallah Hafsah Representative Committee (MRC) for current tenure 2008-2009. As I join and involve in managing projects and program, many experience regarding managing a project I have gone through.
For IT projects, since I’m KICT students, a lot of IT projects have been done throughout each semesters such as the fancy Building Learning Base Flash for Kindergarten Children and Online Shopping Website to more advance such as Ibn Jaafar Filing System, Set Up Sguil in Linux Ubuntu and so on. All have been successfully done and basically in a group whereas all of the member will be assign a role.
Each of the tips below are all base on what I have learn in class combining altogether with what I had experience and learn as in practical in both project types. We will go through each chapters in Schwalbe book entitled Information Technology Project Management (5th ed.)
Chapter 1: Introduction Project Management
This chapter basically introduce us to basic terms essentials in project management. Project, is something (product, service or result) which must have our own clearly defined purpose, undertaken by identified group of people, in a duration of time and require resources.
One of the important point in this chapter is about the triple constraints which are; Time, Scope and Goal. If any of these constraints change, at least one is affected and need to be change as well. It’s proven in example of my situation therefore let me share you some experience of mine. I currently managing a program for Mahallah which involving 36 foreign students to a home-stay at Terengganu. We acquire some amount of money in running the program, since the budget exceed the amount that a principal can approve, we have to seek for approval from the Director of STAD or Deputy Rector (part of procedure in the university). What happen was our proposal has been rejected at first due to our cost allocation which need to be increased. Since one of the constraints been changed (Cost), we have to re scratch budget allocation and resend back the application letter and it cause the date of the program is a little bit delayed.
Some tips I would like to suggest, always be prepared. Unwanted and unexpected situation may come to you, so always have a Plan B or backup plans so you are clear of what you want to do and even the constraints have occur to be change, you can manage it well.
Man plans, and it’s God who decides.
One other thing we must to take note from this chapter is the project management framework which consists of nine knowledge areas which we’ll gone each one by one on later chapters. All nine knowledge areas are including integration management, scope, time, cost, quality, human resources, communication, risk and procurement.
Chapter 2: The Project Management and Information Technology Context
In this chapter, we are introduced of the organization, it concept in broad, and also, we are guided to perform organizational chart which have 3 types (Functional, Project and Matrix). As we go through the chapter, we form the organizational structure in practical for our group project.
Firstly, our group got the title of project to do Human Resource Department IT project and as the result from discussion and brainstorming, we decided to do enhancement of performance evaluation of the academic staff in IIUM which evaluate quality of a lecturer.
In determining position in project chart, we randomly pick amongst ourselves to hold certain position base on basic strength and weakness of ourselves. For example, we agree to choose Abi Dzar as the project manager since he has the clear picture of proposed project, and we hope, he will lead us to produce good outcome. Me myself has been positioned as
Still in my mind,
Important tips in this chapter, even all the members are well verse in his/her capability and knowledge, we must identify the character of each person as well as their strength and weaknesses so we appoint the right people to the right job. This will make your project get into the right track and maximum accomplishment can be achieved.
Project managers need to take a systems approach when working on projects
Organizations have four different frames: structural, human resources, political, and symbolic
The structure and culture of an organization have strong implications for project managers
Projects should successfully pass through each phase of the project life cycle
Project managers need to consider several factors due to the unique context of information technology projects
Nothing great was ever achieved without enthusiasm
Chapter 3: The Project Management Process Groups
Before we go deeply on all nine knowledge areas require in managing project, I guess
Chapter 4: Project Integration Management
Chapter 5: Project Scope Management
In a project, we have to specify our scope to ensure every member leading to the right end. So every member must know their specific scope or all work they need to do in completing the project. Scope management involve some processes which are planning and defining the scope, creating work-breakdown structure (WBS) and followed by verify and control the scope defined.
Firstly, the way of how we going to do scope management also be documented and this document will guide through all process as they take place.
One part that might be essential in this chapter is creating WBS. Some approaches can be done but it’s just like scratch the task or activity in organized hierarchical way. These hierarchy play significantly important since it will differ level of task and activity in it. Some brief concept of WBS have been define by the lecturer in class and she even gave us clear picture when she brought in real example of her own project’s WBS. Then, we had been given WBS as assignment.
When I exercise WBS for my group, which is for 3 departments-task using SmartArt in Microsoft Word 2007 (the software really helps and amazingly intelligent), the font which automatically adjusted by Microsoft become very small until I have to zoom very big. I know that I can separate each department to be in different sheet but actually all departments are interconnected. Later, I divide those tasks in different sheet so it’s viewable and I couldn’t imagine if I get into very much detail, WBS can be super duper big! 
Later then I feel that WBS is not a good medium for a big project. It’s not systematic and troublesome to refer for guide. It only suits for small project, so the task can be break real down (into details) and not all subdivided task are visible to all members (maybe one person only holds his part of scope with no concern on other’s detail). I remember some other diagram like Activity diagram (generated by StarUML) or flowchart, even they’re a bit complex, but it can hold many things such as the flow in their shape, more precise and systematic.
Some days in between, I went to a meeting for Mahallah program, and I started to draw WBS for me to easily navigate all work to be done. There is it, I figured out the best strength of WBS. Tips for this chapter, WBS is best for it’s simplicity and understandable.
WBS is simple, can be sketch in just couple of minute can can be understood by most of people. Afterall, if people who read the structure of work don’t understand all shapes in those flowchart and activity diagram, there’s no point of using it. Therefore, I realize a thing that the most important is the structure that can be understood by all people even they don’t have any background of IT since IT project normally consists of people from various areas and field of studies.
If you don’t change your mind, why have one?
Chapter 6: Project Time management
Few weekends ago, I went home and I perceive my father’s Gantt Chart he currently using on a running project of PKNS. It contains with bars of activity which are denoted by some colors to determine durations, milestones and some other information. In this chapter, we discusses on time management and the processes include defining and sequencing the activities, estimating resource and duration for each activities as well as develop and control the schedule.
A proper scheduling is undeniably important as it play big role of ensuring the project success. It distinguish a good project from an awful one. The schedule is used to ensure project done in time with properly manage all activities along with resources. Some milestones may be dictated at some points, level or phase in a project for the project manager to ensure completion, scope and objective align with PMP.
How to develop a good project schedule?
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Start draft one at early stage of project initiation
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Keep update the schedule as the project moves
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All duration or deadlines determined must be realistic
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Take into account all activities should be done, if the scope is large or involving so many processes, divide the project into phases or level and create milestones of each
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Gather enough knowledge of needed resources (man power, hardware or software or might be services)- how they are to be used and their availability
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Ensure time-line created fully manipulate duration given and resource available.
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Develop legends which are easy to be understood, colors that represent conventional way of importance level
Not to be forgotten, the commitment of all project members are needed where they must always keep align to the project schedule and adhere to all deadlines determined. It has no meaning if we have a very good schedule but the project members disobey on it.
The Prophet (PBUH) said: Not a single dawn breaks out without two angels calling out: “O! Son of Adam, I am a new day and I witness your actions, so make the best out of me because I will never come back till the day of judgment.” – AlMa’thur
Chapter 7: Project Cost Management
This chapter introduce us to an essential topic since all project involve money. Normally, some cost has been approved or allocated to your project. Bad cost management lead your project is off on the wrong foot or precede cost overrun and both could impact your project to be delayed or suspended, or even worst; possible cause project end or termination. If project cost spilled, time and scope might change and stakeholders or customer may no longer interested on the project you had done, since it bring revenue generated will spilled as well and shows that crappy project management bringing all the whole nine yards of your effort are useless. I have notified some points of having good cost management below.
Tips to ensure good cost management (base on cost management process)
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Cost estimation
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Base thing that we have to do is in the initiating process whereas cost estimation must be logical. Wrong estimation will harden cost management. Pick a good person who have well-knowledge of financing, experience enough in allocating cost is important hence a realistic figure of money is allocated. Some information from outside source might be needed.
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Cost estimation done in the first place might be not total accurate therefore people who develop estimation should struggle to do estimation as precise as it could be. As the project runs, team often find out some cost which has been overlooked. Thus, prediction of these kind of situation must be identified in early cost estimation.
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Cost budgeting
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Create cost baseline that show time-phased budget so project manager are able to keep track on the progress of project along with budget spent in some points of time. The cost baseline should also take into account realistic and predictive all events might occur.
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In addition, for any changes if happen, produce an updated cost baseline or revised cost baseline, so it’s always reliable and precise to refer.
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Cost control
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Another important process of cost management is cost control where project manger have to monitor cost performance.
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Cost monitoring can be done referring to the cost baseline developed in cost budgeting. The point of time placed in the cost baseline is in periodic or regular basis and the project manager must perform proper measurement of cost performance in each points.
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From my experience of handling programs, I have to deal a lot with money and budget allocation. I learn that the project manager together with the appointed financial controller should firstly do the best cost estimation later then continually keep track on where each cent are going in and out. Consistent tracking made our job easier.
The cost is long forgotten but the quality is remember forever
Chapter 8: Project Quality Management
Many of IT projects aiming of producing quality products or services. What is quality? To what standard that a product can be competent and considered having good quality? ISO defines quality as the degree to which a set of inherent characteristics fulfills requirements. Several characteristics has been listed in order to consider quality of a product. Here are few characteristics that I consider essential feature for qualifying a product or services in concerns with IT project:
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Functionality
Main feature of a product is to be functional or less the product bring no meaning to the customers.
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Maintainability
Other than to be functional, a quality product normally can easily be maintained. More maintainability feature it provide, more likely a product to have better quality than the others.
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Support
Additionally, one feature in a product to identify they have quality is when they provide consistent support for their customers. Dell Inc. emphasize on support to ensure quality of their product and in enhancement of service for each product purchased by the customer. This feature may just an option for producers of product but the approach done by Dell proven to made them in glory.
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Structured and robust
For IT project, data structure is important to ensure the data is understandable by third party which may not part of project team members. The product must be robust where it could tolerate and take into account possibilities in all conditions.
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Fault-tolerance
Another important feature could be fault tolerance which indicate that it could tolerate and the system not auto crash or machine just break down if any error happens.
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Open to future enhancement
Quality product also understandable by others as mentioned above for the sake of future enhancement that may be made by others. This is a very important feature where all part of project must be properly documented since nature of IT project which is open to be learn by others.
How to assure quality of your product?
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Set standard
Standard to be followed by the project must be stipulated so that the project move toward that standard.
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Role and responsibility
Project manager should be responsible for assure quality from scratch (early start of initiation process continuously until project completion).
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Material
The product must be made by material that is acceptable in quality so it’s last longer.
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Benchmarking
One approach which is benchmarking is also good idea for project managers to look another similar succeeded project.
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Quality audit
Structured review by set of people who have good command of quality auditing. They sometime hired from outside the project people so that they made unbiased auditing.
Overall, high effort must be done to ensure product quality and this effort is worth since high-quality product usually draw customers’ and researchers’ attention to be used or manipulated to be better product.
The World is three days: As for yesterday, it has vanished, along with all that was in it. As for tomorrow, you may never see it. As for today, it is yours, so work in it.
- Hassan al-Basri
Chapter 9: Project Human Resource Management
This chapter is merely important for us to understand since our role in group project is Human Resource Department. After we got this department as role in project, we actually gather real information of IIUM Human Resource Department through website and I even go to HR office on my way to settle some work there to see how they flow. What I learn, HR is basically about managing people (as for IIUM, HR concerns on all staff, – academic and non-academic staff). This department is the one who do recruitment, provide training or promotions and even amount of salary allocation to the staff. As the people is the main asset of an organization, managing people in right way also important to guarantee project success.
Processes involve in project human resource includes planning, acquiring, developing and managing project team members. As we acknowledged, documented plan on staff management plan should be establish in early phase and this plan must be followed in later phases of recruiting and controlling a team. As I read the slides on managing people, I feel that I’m still poor in this soft skill since my committees are currently
Being unwanted, unloved, uncared for, forgotten by everybody, I think that is a much greater hunger, a much greater poverty than the person who has nothing to eat…We must find each other.
Mother Teresa
Chapter 10: Project Communications Management
Whoever is offered an apology from a fellow Muslim should accept it unless he knows that the person apologizing is being dishonest.
- Muhammad (salAllahu alayhi wasalam)
[Mishkat al Tabrizi, Vol III Hadith no. 5052].
Chapter 11: Project Risk Management
Toward the end of the course, we learn about risk management.
We are putted in group and practice our own group project’s risk register
Risk management often be overlooked by the project managers. They just put all those possible risk in their heads without properly document them but this document is very important to ensure the project keep running in any circumstances.
Tips to create a good risk register
All possible risk in any circumstances must be stipulated
Take into account both positive and negative risk
Some calculation or matrices must be done to identify
The greatest mistake you can make in life is to be continually fearing you’ll make one
Chapter 12: Project Procurement Management
Our final lecture is talking about the project procurement management which describe
The most painful thing to experience is not defeat but regret
Many tips to come out with a success project are included through the chapters and all of them I summarizes in some points
Conclusions
The rise of Islam offers perhaps the most impressive example in world history of the power of words to alter human behavior in sudden, surprising ways. – William H. McNeill
If Allah brings you to it, He will bring you through it.
Twakkul: Make Du’a, Do your best, And leave the Rest To Allah
Reference:
Schwalbe, K. (2006). Information technology project management (5th ed.), USA: Thomson Course Technology.
http://www.amazon.com/Information-Technology-Project-Management-Schwalbe/sim/1423901452/2
Reflections on the IT Project Management class
What do you like best about the course
What do you dislike most about the course
What are your proposed suggestions to improve the course delivery and content
If you had more time, what do you wish you had done differently for the course
Approach done by the lecturer keep us can stay focus in her class and the best part is
If you don’t change your mind, why have one?
