Software project management

UNIT 4
Project Management and Control

 Framework for Management and control Collection of data Visualizing progress

Creating a framework for management and control, data collection, and

visualizing progress in software project management involves integrating several
components to ensure visibility, control, and informed decision-making throughout
the project lifecycle.

Here’s a comprehensive framework broken down into core modules:

🔧 1. Project Management & Control

Framework
A. Planning Phase

Define Scope: Project charter, WBS (Work Breakdown Structure)

Time Estimation: Gantt charts, PERT/CPM

Resource Allocation: RACI matrix, team assignments

Risk Assessment: Risk matrix, mitigation strategies

Tooling: Set up tools (JIRA, Azure DevOps, Trello, etc.)

B. Execution & Monitoring

Sprint Planning / Iterations: Agile boards (Scrum or Kanban)

Daily Monitoring: Stand-ups, burndown charts

Version Control: GitHub/GitLab with CI/CD integration

Change Management: Change request logs, impact analysis

C. Control Mechanisms
 Milestone Tracking: Phase gates, key deliverables

Quality Control: Code reviews, testing metrics (unit, integration, regression)

Budget Monitoring: Earned Value Management (EVM), cost baselines

Compliance Checks: Adherence to standards (ISO, CMMI, etc.)

📊 2. Data Collection Module

Key Data Points:

Time Logs: Hours worked per task/member

Task Progress: % completion, blockers

Quality Metrics: Bug counts, test coverage, defect density

Team Health Metrics: Burnout signs, morale surveys

Financial Metrics: Actual cost vs. planned, resource utilization

Tools:

Automated: Git logs, Jenkins, SonarQube, TestRail

Manual Inputs: Google Forms, Excel Sheets, PM tools (JIRA custom fields)

Integrations: APIs with tools like Slack, Notion, Confluence for knowledge
capture

📈 3. Visualizing Progress
A. Dashboards (Real-Time)

Tools: Power BI, Grafana, Tableau, JIRA Dashboards

Widgets:

Burndown/Burnup charts

Cumulative flow diagrams

Velocity charts
 Bug trend graphs

Deployment frequency

B. Reports (Periodic)

Daily Standup Summaries

Weekly Status Reports

Sprint Retrospectives

Monthly Executive Summaries

C. Heatmaps & Risk Indicators

Highlight critical paths, bottlenecks, red-flagged tasks

Track velocity fluctuations, quality dips

🔄 4. Feedback Loop & Optimization

Retrospectives & Post-Mortems

Performance Reviews

Stakeholder Feedback Surveys

Continuous Integration of Lessons Learned

Bonus: 🎯 KPIs to Track

Category KPIs Example

Time Cycle time, Lead time
Cost Cost performance index (CPI)
Quality Defect density, Reopen rate
Team velocity, Story points
Productivity
completed
Engagemen Attendance, participation in
t meetings
  Cost monitoring
Cost monitoring in software project management is a critical process that involves
tracking and controlling project expenses to ensure the project stays within the
approved budget. Here's a breakdown of what it involves:

🔍 What Is Cost Monitoring?

Cost monitoring is part of the project cost management knowledge area (from
PMBOK Guide), and it's focused on:

Tracking actual costs vs. planned costs

Analyzing cost variances

Forecasting future costs

Taking corrective actions if needed

🧩 Key Components of Cost Monitoring

Budget Planning

Define cost baseline (planned budget)

Include direct (e.g., labor, software) and indirect costs (e.g., overhead)

Cost Tracking

Use tools like Earned Value Management (EVM) to measure

performance

Monitor expenses regularly (weekly, biweekly)

Variance Analysis

Compare actual cost to baseline

Key metrics :

Cost Variance (CV) = EV − AC (Earned Value − Actual Cost)

Cost Performance Index (CPI) = EV / AC

Forecastin
 Predict total project cost using metrics:

Estimate at Completion (EAC)

Estimate to Complete (ETC)

Reporting

Regular cost reports for stakeholders

Use dashboards or project management tools

Tools Commonly Used

Project Management Software: Jira, Trello, Asana

Cost Tracking Tools: Microsoft Project, Primavera, Monday.com

Spreadsheets: Excel (often used with custom formulas/macros)

Time Tracking: Harvest, Toggl (for labor cost tracking)

⚠️Common Challenges

Scope creep (features added without budget update)

Inaccurate estimations

Resource overallocation

Delayed reporting or lack of visibility

✅ Best Practices

Set a clear cost baseline

Conduct regular cost reviews

Engage the finance team early

Automate reporting when possible

Keep stakeholders informed

 EARNED VALUE ANALYSIS

Earned Value (EV) is the budgeted amount for the work

actually completed so far.

EV = % of Work Completed × Planned Value (PV)

Earned Value Analysis (EVA) is a project management technique used to assess

project performance and progress in an objective manner. It integrates project scope,
time, and cost data to evaluate how much work has actually been accomplished
against the planned work and budget.

🔧 Key Terms in EVA:

Planned Value (PV)

The budgeted cost for the work scheduled/planned to be done by a

certain date.

Also called: Budgeted Cost of Work Scheduled (BCWS).

Earned Value (EV)

The budgeted cost for the work that has actually been completed by a
certain date.

Also called: Budgeted Cost of Work Performed (BCWP).

Actual Cost (AC)

The actual cost incurred for the work performed by a certain date.

Also called: Actual Cost of Work Performed (ACWP).

🧮 Key Formulas:

Cost Variance (CV) = EV − AC

Indicates if you're over or under budget.

Positive = under budget, Negative = over budget

Schedule Variance (SV) = EV − PV

Indicates if you're ahead or behind schedule.

 Positive = ahead of schedule, Negative = behind schedule

Cost Performance Index (CPI) = EV / AC

Efficiency of the budgeted cost used.

CPI < 1 = over budget, CPI > 1 = under budget

Schedule Performance Index (SPI) = EV / PV

Efficiency of the schedule.

SPI < 1 = behind schedule, SPI > 1 = ahead of schedule

Estimate at Completion (EAC) = BAC / CPI

Forecast of the total cost of the project if performance continues at the

current CPI.

Estimate to Complete (ETC) = EAC − AC

How much more will it cost to finish the project from now on?

Variance at Completion (VAC) = BAC − EAC

Difference between the original budget and the estimated total cost.

 Prioritizing Monitoring

Prioritizing monitoring in project management and control is essential for

ensuring project objectives are met on time, within budget, and according to quality
standards. Effective monitoring helps identify issues early and enables informed
decision-making.

🔍 Why Prioritize Monitoring?

Risk Mitigation:
Early detection of deviations prevents minor issues from becoming major
problems.

Performance Tracking:
It helps ensure that project scope, schedule, and cost targets are on track.

Informed Decision-Making:
Real-time data allows managers to adjust plans proactively.
 Stakeholder Confidence:
Transparency through consistent monitoring builds trust with stakeholders.

🎯 Key Areas to Prioritize in Monitoring:

Critical Path Activities:

These directly affect project completion time. Delays here delay the entire
project.

High-Cost Work Packages:

Monitor cost-intensive elements closely to prevent budget overruns.

Risk-Prone Tasks:
Focus on tasks with known uncertainties or dependencies.

Quality Metrics:
Ensuring deliverables meet standards can prevent costly rework.

Resource Utilization:
Avoid bottlenecks and burnout by monitoring labor and equipment usage.

Stakeholder Requirements:
Regularly check alignment with stakeholder expectations and project goals.

📋 Tools and Techniques for Monitoring:

Earned Value Analysis (EVA)

Gantt Charts and Critical Path Method (CPM)

Dashboards and KPIs

Issue and Risk Logs

Status Meetings and Progress Reports

Project Management Software (e.g., MS Project, Jira, Asana)

 Project tracking
Project Tracking in Project Management and Control is the process of measuring
project performance, comparing the actual progress with the planned progress, and
making adjustments as necessary to keep the project on course. Tracking is an
ongoing process throughout the project's lifecycle to ensure objectives are met within
the constraints of time, cost, and quality.

🎯 Why is Project Tracking Important?

Ensures Progress Alignment

Tracking ensures that the project is on schedule and that the scope and budget
are being followed. If deviations occur, they can be identified and corrected
early.

Helps Make Data-Driven Decisions

Real-time performance data provides project managers with insights to make
informed decisions on necessary course corrections.

Identifies Issues Early

Monitoring key performance indicators (KPIs) allows you to detect potential
risks, problems, or delays before they escalate.

Resource Management
Effective tracking helps optimize the use of resources, ensuring there are no
bottlenecks or overutilization.

Stakeholder Communication
Regular tracking provides accurate data for progress reports, improving
transparency and communication with stakeholders.

📊 Key Elements of Project Tracking:

Schedule Tracking
Comparing actual progress against the planned schedule is crucial to identify
if tasks are being completed on time.

Tools/Methods:

Gantt charts: A visual timeline that helps track project tasks

and deadlines.

Critical Path Method (CPM): Identifies the longest sequence

of dependent tasks and highlights potential delays.

Cost Tracking
Ensuring that the project remains within budget and adjusting the financial
plan as necessary.

Tools/Methods:
 Earned Value Management (EVM): Measures performance
by comparing planned value (PV), earned value (EV), and
actual cost (AC).

Cost Performance Index (CPI): Indicates cost efficiency.

Scope Tracking
Ensuring that the project's deliverables align with the original scope and
managing any changes effectively.

Tools/Methods:

Scope Management Plan: A document that helps track any

changes or deviations from the agreed-upon scope.

Change Logs: To track scope changes or issues that affect the

deliverables.

Quality Tracking
Ensures that the outputs meet the quality standards and criteria set by the
project.

Tools/Methods:

Quality Audits: Regular checks to ensure that quality controls

are being adhered to.

Inspection and Testing Reports: Track if deliverables meet

quality expectations.

Risk Tracking
Monitoring risks to avoid negative impacts on the project and adjusting plans
to mitigate or resolve issues.

Tools/Methods:

Risk Register: Tracks identified risks, their severity, mitigation

plans, and responses.

Risk Burndown Charts: Shows the progress of risk mitigation

over time.

🧮 Common Tools for Project Tracking:

Project Management Software

Jira, Microsoft Project, Asana, Monday.com: These tools help

monitor tasks, milestones, deadlines, and costs in real time.
 Dashboards

Dashboards provide visual representations of key project metrics (e.g.,

cost, schedule, scope), making it easier for managers to interpret the
data.

Gantt Charts

Visual timeline of the project with start and end dates for tasks. You
can see dependencies and adjust schedules easily.

Earned Value Analysis (EVA)

EVA provides a comprehensive way to track performance by

comparing the planned progress with the actual results.

📈 Key Metrics to Track:

Schedule Performance Index (SPI)

Measures schedule efficiency:

SPI = EV / PV (Earned Value / Planned Value).

SPI > 1 = Ahead of schedule; SPI < 1 = Behind schedule.

Cost Performance Index (CPI)

Measures cost efficiency:

CPI = EV / AC (Earned Value / Actual Cost).

CPI > 1 = Under budget; CPI < 1 = Over budget.

Variance at Completion (VAC)

Indicates the cost overrun or underrun at the end of the project:

VAC = BAC - EAC (Budget at Completion - Estimate at Completion).

Earned Value (EV)

The value of work actually performed in terms of the approved budget.

Actual Cost (AC)

The cost actually incurred for the work performed.

📅 Best Practices for Project Tracking:

 Set Clear Baselines
Establish baseline plans for cost, schedule, and scope before project execution
to measure deviations accurately.

Regular Status Updates

Schedule frequent status meetings or updates (weekly or biweekly) to assess
performance, identify issues, and resolve them quickly.

Use Visual Tools

Dashboards, Gantt charts, and progress graphs can help provide an immediate
visual representation of the project's status.

Involve the Team

Ensure team members update their tasks regularly so that you have the most
up-to-date information for decision-making.

Track Changes
Keep track of scope changes, schedule adjustments, and cost revisions to
ensure that you have accurate, current project data.

💡 Example of a Project Tracking Process:

Define Key Performance Indicators (KPIs):

Decide on the metrics (e.g., CPI, SPI, scope change, etc.) you’ll track.

Set Milestones:
Identify major milestones or deliverables, then monitor the progress toward
each.

Collect Data:
Gather progress reports from team members, track actual cost and earned
value, and update tools like Gantt charts or dashboards.

Analyze Data:
Compare the current progress (e.g., EV) against the baseline (e.g., PV) to
identify variances in schedule or budget.

Communicate Results:
Report project status to stakeholders, making sure they understand any
variances and how the project is progressing.

 Change control
Change Control in project management is the structured process used to manage
changes to a project's scope, schedule, cost, or deliverables. It ensures that any
changes are carefully evaluated, approved, implemented, and documented to avoid
scope creep, budget overruns, or delays.
🧩 Why is Change Control Important?

Prevents unauthorized changes from disrupting the project.

Ensures stakeholder alignment and approval before changes are made.

Helps manage the impact on time, cost, resources, and quality.

Provides a record of decisions for accountability and future reference.

🔄 The Change Control Process (Step-by-Step)

Identify the Change

A request for change (RFC) is submitted by a stakeholder, team

member, or external party.

This could relate to scope, budget, timeline, quality, etc.

Document the Change

Complete a Change Request Form with details such as:

Description of the change

Reason/justification

Impact (cost, schedule, risk, resources)

Alternatives considered

Evaluate the Change

Conduct an impact assessment to determine how the change affects:

Scope

Budget

Schedule
 Risk profile

Resources

Quality

Project team or Change Control Board (CCB) reviews the request.

Decision-Making

The Change Control Board (CCB) (or Project Manager, depending

on authority level) approves, rejects, or defers the change.

May request additional information before making a final decision.

Implement the Change

If approved, the change is integrated into the project plan, schedule,

and baseline documents.

Assign responsibilities and adjust timelines/resources as needed.

Communicate the Change

Notify all stakeholders of the approved change.

Update project documentation, tools (e.g., Gantt charts), and tracking

logs.

Track and Review

Monitor the implementation of the change.

Review to ensure it has the intended effect without causing new issues.

📋 Key Documents and Tools:

Change Request Form (CRF)

Change Log: A record of all change requests and their status.

Impact Assessment Reports

Updated Project Plan/Baseline

Meeting Minutes from Change Control Board

🧠 Best Practices for Effective Change Control

Establish a clear process early in the project.

Define who has the authority to approve changes (e.g., Project Manager,
CCB).

Use a centralized change log to track all requests.

Ensure all change requests are justified and documented.

Assess risks and benefits before approving.

Communicate changes promptly to avoid confusion or delays.

 Software Configuration Management

🧩 What is Software Configuration Management

(SCM)?

SCM is the process of identifying, organizing, and controlling changes to software

products during development and maintenance. It ensures that the software:

Is built correctly and consistently,

Evolves in a controlled manner,

Can be reproduced or restored at any point.

🎯 Objectives of SCM:

Control change to prevent uncontrolled modifications.

Maintain integrity of software throughout development.

Enable traceability of changes, from requirements to deployment.

Support collaboration among teams working on shared code or

documentation.

Facilitate reproducibility, auditing, and rollback when needed.

Key Activities in SCM:

Configuration Identification

Define and document the baseline components of the software (e.g.,

source code, documentation, requirements).

Assign unique identifiers (version numbers, tags).

Configuration Control

Manage change requests through a formal process.

Use tools to ensure that only approved changes are made to baselines.

Configuration Status Accounting

Record and report the status of configuration items (what versions

exist, which are approved, which are in testing, etc.).

Maintain detailed history and logs of all changes.

Configuration Audits

Perform reviews and audits to ensure configuration items are correct

and compliant with requirements.

Check for unauthorized changes or inconsistencies.

Version Control

Use version control systems (VCS) like Git, SVN, or Mercurial to

manage changes to code and documents.

Supports rollback, branching, and merging.

📚 Key Terms in SCM:

Term Definition
A formally reviewed and agreed-upon version
Baseline
of a software product.
Configuration Any component (code, doc, model) that is
Item (CI) subject to configuration control.
Version A specific instance or release of a CI.
Change Control A group responsible for reviewing and
Board (CCB) approving changes.
⚙️Common Tools for SCM:

Version Control Systems:

Git, GitHub/GitLab, Bitbucket, Apache Subversion (SVN)

Build Tools:

Maven, Gradle, Ant

Issue and Change Tracking:

Jira, Redmine, Trello

Continuous Integration (CI):

Jenkins, GitLab CI/CD, CircleCI

✅ Benefits of SCM in Project Management:

Reduces risk of integration issues

Improves team coordination

Simplifies rollback and debugging

Ensures compliance and auditability

Supports Agile and DevOps practices

 Managing contracts – Contract Management

Contract Management in software project management is the process of

systematically creating, executing, and managing contracts to ensure that both the
client and vendor (or internal teams) meet their agreed-upon obligations throughout
the project lifecycle.

It plays a critical role in governing relationships, minimizing risks, and ensuring

deliverables are met—especially in software development, where scope changes, IP
ownership, and deliverable timelines are common concerns.
📜 Why Contract Management Matters in Software
Projects:

Defines the scope and expectations (features, quality, timeline)

Reduces legal and financial risks

Ensures payment and delivery terms are clear

Handles change management formally

Clarifies intellectual property (IP) rights and licensing

Provides mechanisms for dispute resolution

🔁 Phases of Contract Management in Software

Projects:

Contract Planning

Define the type of contract:

Fixed-price, Time and Materials (T&M), Cost-plus, or

Milestone-based

Identify project requirements and vendor selection criteria.

Determine KPIs, payment terms, SLAs, and legal frameworks.

Contract Creation & Negotiation

Draft the agreement with clear:

Scope of work (SOW)

Timeline and milestones

Acceptance criteria

IP ownership and confidentiality (NDAs)

Termination clauses and penalties

 Negotiate terms with stakeholders and legal teams.

Contract Execution

Finalize and sign the contract.

Distribute to all stakeholders.

Set up systems for monitoring compliance and tracking performance.

Contract Monitoring and Control

Track:

Deliverables

Performance vs. milestones

Billing and payments

Scope changes (via change requests)

Address and log deviations or breaches.

Contract Closure

Verify all deliverables have been met.

Conduct a post-project review or audit.

Close out financials and retain documentation for legal/audit purposes.

📋 Key Components of a Software Contract:

Component Description
Scope of Work Defines deliverables, timelines, and quality
(SOW) standards.
Payment Terms Fixed, milestone-based, or hourly.
Service Level Defines performance standards (e.g., uptime,
Agreement (SLA) response time).
Change Control How changes to scope/timeline/costs will be
Process handled and approved.
Intellectual
Who owns the software/code after delivery.
Property (IP)
Confidentiality Protects proprietary or sensitive
Clause (NDA) information.
Termination Clause Conditions under which either party can end
 Component Description
the agreement.
Specifies mediation, arbitration, or court
Dispute Resolution
jurisdiction processes.

🧰 Tools and Techniques for Contract Management:

Contract Lifecycle Management (CLM) Software:

Examples: Icertis, Concord, Agiloft, PandaDoc

Project Management Tools:

For tracking milestones and deliverables (e.g., Jira, MS Project)

Change Request Logs

Vendor Performance Dashboards

Automated Alerts for renewal dates, milestone deadlines, etc.

✅ Best Practices for Managing Contracts in Software

Projects:

Clearly define scope and change control in the contract to prevent scope
creep.

Involve legal and technical experts in drafting and reviewing contracts.

Use milestone-based payments to align vendor incentives with delivery.

Keep a centralized contract repository for tracking versions and

amendments.

Regularly review performance against SLAs and take corrective action

early.

Document all communications and decisions to maintain a reliable audit

trail.