Week 9 Lecture.pdf software project management

SE412 Software Project Management
Course Instructor
Parkash Lohana
Associate Professor
Fall 2024
USMAN INSTITUTE OF
TECHNOLOGY

Understanding the Project Management Landscape
Parkash Lohana 2
 What Is a Project?
 What a project is, highlighting that every project is a temporary endeavor with a
specific goal.
 Projects differ in complexity and objectives, requiring varying management
approaches depending on their unique aspects.
 The importance of classification, the "ScopeTriangle," and the need to balance
scope, cost, time, resources, and risk.

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 What Is Project Management?
 Project management is described as a structured discipline requiring adaptability
and deep business knowledge.
 It focuses on controlling scope creep, effort creep, and feature creep.
 Additionally, project management life cycles (PMLC) are introduced, laying the
foundation for how various project management methodologies apply to different
situations.

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 What Is Strategic Project Management?
 The alignment of projects with an organization's strategic plan.
 Enterprise Project Portfolio Management (EPPM) Model and explains how to
evaluate the success of projects in terms of business value, resource capacity, and
strategic alignment.

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 What Is a Collaborative ProjectTeam?
 The importance of collaboration in project teams.
 It introduces the "Co-Manager" model, where decision-making is shared equally,
ensuring that both process and product knowledge are integrated into
management decisions.
 This lecture also explores how meaningful client involvement contributes to
project success.

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 What Are Project Management Process Groups?
 The five Process Groups:
 Initiating, Planning, Executing, Monitoring and Controlling, and Closing.
 10 knowledge areas as outlined by PMI’s PMBOK® Guide, including integration,
scope, cost, quality, resource, and stakeholder management.
 While the PMBOK® guide provides a framework, methodologies must be tailored
for different project types.

Traditional Project Management
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 How to Scope aTPM Project
 Basics of scoping aTraditional Project Management (TPM) project.
 Key elements include managing client expectations, developing a Conditions of
Satisfaction (COS) document, and conducting the Project Scoping Meeting.
 It emphasizes requirement gathering techniques like brainstorming, interviews, and
workshops, followed by creating the Requirements Breakdown Structure (RBS).
 Concludes with the role of the Project Overview Statement (POS) and its
approval process.

Traditional Project Management
Parkash Lohana 8
 Today: How to Plan aTPM Project
 Focuses on project planning, starting with the Joint Project Planning Session (JPPS).
 It introduces theWork Breakdown Structure (WBS), task duration estimation
methods, and network representation of project tasks.
 Key techniques include identifying task dependencies, computing schedules, and
recognizing the critical path.
 Also discusses resource loading and various strategies for schedule compression
and resource leveling.

SE412 Software Project Management
Fall 2024
Week 08 Agenda
Week 09
How to Plan a TPM Project
Know How to Plan a Joint Project Planning Session
Explain the approaches to building theWork Breakdown
Structure WBS
Generate theWBS
Explain the relationship between resource loading and task
duration
Be able to use any of the six task-duration estimation methods
Constructing the project network diagram
Understand the four types of task dependencies and when
they are used
Understand lag variables and their uses

The Pain Curve
Good
Planning
Poor
Planning
Pain
Time
18-36%

Importance of Planning
Effective Project Management:Traditional,Agile, Extreme by
Roberk K.Wysocki
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 A project plan is essential for effective project management.
 It serves as a roadmap for scheduling work.
 It supports decision-making by providing helpful insights.
 The plan offers alternative approaches, schedules, and resource
requirements.
 You can use the plan to choose the best option.

 Planning Reduces Uncertainty
 Planning Increases Understanding
 Planning Improves Efficiency
The Importance of Planning

Example 1
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 Here are three software-related project examples that align with the stated
benefits of effective project planning:
 Development of a Mobile Banking Application
 Benefit: Planning reduces uncertainty.
 Description:
 The project involves designing, developing, and deploying a secure mobile banking application that
includes features like account management, transaction history, and fund transfers.
 Application:
 Detailed planning helps identify risks such as data breaches, regulatory compliance issues, or third-
party API failures.
 By anticipating these uncertainties, you can establish security protocols, compliance checks, and
fallback mechanisms early in the project, minimizing the impact of unexpected issues.

Example 2
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 Migration of Legacy Software to a Cloud Platform
 Benefit: Planning increases understanding.
 Description:
 This project entails transitioning an organization’s legacy ERP system to a modern, cloud-
based platform while maintaining uninterrupted business operations.
 Application:
 The planning process provides deep insights into dependencies, business-critical functionalities,
and potential downtime risks.
 Even if the initial migration plan is revised, the exercise clarifies the scope, objectives, and
resource requirements, ensuring informed decision-making throughout the project.

Example 3
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 Implementation of an AI-Powered Customer Support Chatbot
 Benefit: Planning improves efficiency.
 Description:
 The project focuses on developing an AI chatbot capable of resolving customer queries,
integrating with existing systems, and supporting multilingual capabilities.
 Application:
 With a well-structured project plan, tasks like training datasets, system integration, and user
interface design can be scheduled in parallel.
 Resource allocation and availability are optimized, reducing the project timeline while
maintaining quality and ensuring effective collaboration among cross-functional teams.

Joint Project Planning Session
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 What is JPPS?
 A group session involving all project participants to develop a detailed project plan.
 Duration:
 Lasts 1 to 3 days.
 Nature ofWork:
 Intensive and work-focused.
 Challenges:
 Conflict between attendees is common.
 Outcome:
 Agreement on project execution details, including:
 Timeline
 Budget
 Resource availability
 Client requirements

Joint Project Planning Session
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17
 Objective of JPPS:
 Develop a project plan.
 Ensure the plan meets the Conditions of Satisfaction (COS).
 COS is negotiated between the requestor and the provider.
 The plan is described in the Project Overview Statement (POS) and
Requirements Breakdown Structure (RBS).
 The process may sound simple, but it involves detailed planning and
alignment.

 Attendees
 Facilities
 Equipment
 Agenda
 Deliverables
 Project Proposal
The JPPS Meeting Components
Know How to Plan a Joint Project Planning Session

 Facilitator
 Project manager
 Another project manager
 JPP consultant
 Core project team
 Client representative
 Resource managers
 Project champion
 Functional managers
 Process owner
The JPPS Attendees

 Facilities
 Comfortable
 Away from interruptions (off-site or on-site)
 Break-out rooms?
 Equipment
 Break-out group work areas (table, chairs, flip charts)
 Whiteboards
 Projection equipment
The JPPS Facilities & Equipment

 Session #1
 Negotiate the COS
 Build the RBS
 Session #2
 Write the POS
 Session #3
 Part 1: Kick-off
 Part 2:Working session
The Complete JPPS Agenda

 Session #1 Project Manager
Client
Client
ProjectTeam (known members)
Entire ProjectTeam
Who’s Involved in the Planning Process?

 Introduction of Sponsor
 Sponsor overview of the project and its importance
to the company/division/department
 Introduction of the client co-project manager
 Introduction of the IT co-project manager
 Introduction of the core project team
 Introduction of the planning facilitation team
The JPPS Agenda – Session #3 Planning Kick-off

 Validation & prioritization of requirements
 Overview of the project planning approach to be taken
 Generation and validation of theWBS
 Estimate duration, labor and resource requirements
 Creation of the dependency diagram
 Discuss critical path and project completion date
 Analysis and schedule compression as needed
 Identification of project risks and mitigation plans
 Planning team consensus on project plan contents
 Adjournment
JPPS Agenda – Session #3 Working session

 Review the POS for clarity
 CreateWork Breakdown Structure
 Estimate task duration and resource needs
 Construct project network diagram
 Determine critical path
 Revise and approve project schedule
 Finalize resource schedule
 Gain consensus on the project plan
Planning Session Activities

The Role of the Client in the JPPS
 The client or their representative must be present.
 Validation of requirements and POS
 Generating and validating the WBS
 Commitment of resources from the client
 Agreement on the project plan
 Client must own the project plan
 Meaningful involvement by the client

Example 1
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 Customer Relationship Management (CRM) Software Development
 Attendees:
 Project Manager
 Software Architects
 UX/UI Designers
 Developers
 QA Engineers
 Business Analysts
 Client Stakeholders

Example 1
Roberk K.Wysocki
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 Facilities:
 Conference room with whiteboards, video conferencing setup, and breakout areas.
 Equipment:
 Laptops with project management tools (e.g., Jira,Trello)
 Prototyping tools (e.g., Figma,Adobe XD)
 Audio-visual equipment for presentations

Example 1
Roberk K.Wysocki
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 Agenda:
 Introduction and scope overview
 Requirements gathering from stakeholders
 Resource allocation planning
 Risk analysis and mitigation strategies
 Finalizing the timeline and deliverables
 Deliverables:
 Functional requirements document
 Wireframes and initial design prototypes
 Risk register

Example 1
Roberk K.Wysocki
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 Project Proposal:
 Develop a scalable CRM system tailored to enhance customer interactions, automate
sales processes, and provide analytics insights.

Example 2
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 Mobile Application for E-Learning Platform
 Attendees:
 Project Manager
 Mobile App Developers (iOS/Android)
 Content Creators
 Educational Consultants
 QA Team
 Stakeholders from the educational institution
 Facilities:
 Virtual meeting rooms (Zoom/Teams) for remote participants
 On-site collaboration space equipped with brainstorming boards

Example 2
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 Equipment:
 Tablets and mobile devices for testing
 Mock servers for API integration testing
 Cloud platforms for collaborative design (e.g., Google Workspace, Miro)
 Agenda:
 Overview of the project's educational goals
 Discussion on user interface and accessibility features
 Technology stack and integration requirements
 Sprint planning and milestones
 Feedback and Q&A session

Example 2
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 Deliverables:
 Storyboards for the app
 Development roadmap with feature priorities
 Prototypes of core functionality
 Budget and resource allocation plan
 Create an interactive mobile application for remote learners featuring live classes,
quizzes, and progress tracking.

Example 3
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 AI-Powered Chatbot for E-Commerce Website
 Attendees:
 Project Manager
 Data Scientists/AI Specialists
 Front-End and Back-End Developers
 UX Designers
 Client Stakeholders from the E-commerce business
 Facilities:
 Innovation lab with AI development tools
 Meeting room for stakeholder discussions

Example 3
Roberk K.Wysocki
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 Equipment:
 High-performance computing systems for AI model training
 Access to existing customer data for model training (with security measures)
 Collaboration platforms for code and document sharing (e.g., GitHub, Confluence)
 Agenda:
 Discuss the chatbot's objectives (customer support, product suggestions, etc.)
 Identify datasets and training requirements
 Define integration points with the website
 Plan model validation and testing protocols

Example 3
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 Deliverables:
 Technical specification document for the chatbot
 Initial datasets and preprocessing scripts
 Chatbot flow diagrams and intents
 MVP timeline with testing phases
 Design and deploy an AI chatbot to assist customers with queries, suggest products, and
handle common troubleshooting, thereby enhancing customer experience and reducing
support costs.
Each example reflects a structured approach to planning software projects, ensuring all necessary components are
addressed for a successful joint project planning session.

Class Activity 1
Roberk K.Wysocki
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 Activity 1: Collaborative Project Charter Development
 Objective:
 Enable students to understand and collaboratively define the scope, goals, and
responsibilities for a software project.
 Procedure:
 Divide the Class: Split students into teams of FYP, representing stakeholders in a
software project (e.g., project manager, developer, client representative, QA lead).
 Scenario Introduction: Provide each team with a project scenario (e.g., developing a
campus navigation app).

Class Activity 1
Roberk K.Wysocki
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 Structured Brainstorming:
 You have 10 minutes for each teams to brainstorm project objectives, deliverables, roles, and
success criteria.
 Teams then use sticky notes or a paper for convenience to document their ideas in categories
such as "Goals," "Risks," and "Responsibilities.“
 Consensus Building:Teams conduct a mini-JPPS session:
 Each stakeholder shares their input.
 The team negotiates and prioritizes project goals and milestones.
 Presentation:Teams present their Project Charter to the class, simulating a client approval
step.
Outcome: Students practice stakeholder collaboration and decision-making, mirroring real-world JPPS dynamics.

Class Activity 2
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 Activity 2: Role-Playing a JPPS
 Objective:
 Simulate a real-world JPPS to understand stakeholder perspectives and collaboration dynamics.
 Steps:
 FormTeams:
 Divide the class into groups of 5-6 students.Assign roles such as Project Manager, Client,
Developer, Quality Assurance Specialist, and Business Analyst.
 Scenario Setup:
 Provide each team with a project brief (e.g., "Develop a mobile app for food delivery").
 Session Execution:Teams conduct a JPPS where they:
 Define project goals.
 Identify risks and constraints.
 Develop an initial project timeline and scope.
 Deliverables:
 Each team produces a project charter summarizing agreed-upon deliverables, timeline, and
stakeholder responsibilities.
Learning Outcome: Students experience the importance of clear communication and collaborative decision-making in
project planning.

Class Activity 3
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 Activity 3: Conflict Resolution in JPPS
 Objective: Handle and resolve conflicts during a JPPS to align team goals.
 Steps:
 Conflict Injection:
 Present a scenario with conflicting stakeholder demands (e.g., the client demands a faster
timeline, but the development team identifies risks with quality).
 Team Discussion:
 Teams analyze the conflict, prioritize project constraints, and propose resolutions using JPPS
techniques such as voting or compromise.
 Outcome Presentation:
 Teams present their conflict resolution strategy and how it impacts the overall project plan.
Learning Outcome: Students develop problem-solving skills and learn how to manage trade-offs in a structured
planning session.

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