SOFTWARE PROJECT MANAGEMENT

UNIT – 4

SYLLABUS : Project Management and Control: Framework for Management and

control Collection of data Visualizing progress – Cost monitoring Earned Value
Analysis – Prioritizing Monitoring – Project tracking – Change control Software
Configuration Management – Managing contracts – Contract Management
Project Management Framework
Definition:
A Project Management Framework provides a structured approach for planning,
executing, and controlling projects. It defines the processes, tools, techniques,
roles, and responsibilities required to manage a project from start to finish.
Key Components:
1.Project Lifecycle Phases – Initiation, Planning, Execution, Monitoring &
Control, Closure.
2.Knowledge Areas – Scope, Time, Cost, Quality, Risk, Communication,
Resources, Procurement, Integration.
3.Tools and Techniques – Gantt charts, PERT/CPM, risk matrices, scheduling
tools, etc.
Benefits of Project Management Framework
1.Standardization:
Ensures consistent project practices across the organization.
2.Improved Planning:
Helps in defining goals, timelines, and deliverables clearly.
3.Better Control:
Offers mechanisms to track project performance and take corrective actions.
4.Efficient Resource Utilization:
Ensures resources are used effectively and not wasted.
5.Risk Management:
Helps identify, analyze, and respond to project risks early.
6.Quality Assurance:
Maintains the standard of project deliverables through defined quality
processes.
7.Stakeholder Satisfaction:
Meets stakeholder expectations by delivering on time and within budget.
Collection of Data in Project Management
Purpose:
To gather reliable and timely information to monitor project progress and support decision-making.
Types of Data Collected:
1.Progress Data:
Status of tasks completed, pending, or delayed.
2.Cost Data:
Actual costs incurred vs. planned costs.
3.Quality Data:
Test results, defect counts, quality metrics.
4.Time Data:
Effort hours spent, schedule slippage.
5.Resource Utilization Data:
Resource allocation and productivity metrics.
Sources of Data:
• Project reports, timesheets, change logs, test results, and team feedback.
Tools for Data Collection:
• Project management software (e.g., MS Project, Jira), spreadsheets, manual tracking, automated
tools.
Visualizing Progress in Project Management
Definition:
• Visualizing progress means representing the status and performance of a project in a
visual format to help managers and stakeholders quickly understand how well the
project is progressing towards its goals.
Methods of Visualizing Progress
1.Gantt Charts:
1. A bar chart showing project tasks over time.
2. Displays task start and end dates, duration, and dependencies.
3. Helps track schedule adherence visually.
2.Milestone Charts:
1. Show key deliverables or checkpoints on a timeline.
2. Useful for monitoring important project events.
3.Progress Dashboards:
1. Provide a real-time graphical overview using charts, graphs, and indicators.
2. Can include schedule status, budget tracking, risks, and task completion.
4.Burn Down Charts (Agile):
1. Show remaining work over time.
2. Common in Agile/Scrum projects to visualize sprint progress.
5.Earned Value Graphs:
1. Combine cost and schedule metrics.
2. Display Planned Value (PV), Earned Value (EV), and Actual Cost (AC).
6.S-Curves:
1. Plot cumulative progress, cost, or resources against time.
2. Help compare planned vs. actual project performance.
7.Kanban Boards:
1. Used in Agile to track task movement across stages (To Do → In Progress → Done).
Cost Monitoring in Project Management
Definition:
Cost monitoring involves tracking actual project costs against the planned budget to ensure that the
project stays within financial limits.
Key Activities:
• Comparing planned vs. actual costs.
• Detecting cost variances early.
• Reporting cost status to stakeholders.
• Taking corrective actions to control overspending.
Benefits of Cost Management
1.Budget Control:
Keeps project finances under control.
2.Forecasting:
Allows early prediction of cost overruns.
3.Improved Decision-Making:
Provides accurate financial data to make informed choices.
4.Resource Optimization:
Ensures efficient use of funds and resources.
5.Stakeholder Confidence:
Builds trust through financial transparency.
Challenges in Cost Management
1. Inaccurate Estimations:
Poor initial estimates lead to cost overruns.
2. Scope Creep:
Changes in scope increase project costs unexpectedly.
3. Lack of Real-Time Data:
Delayed reporting causes late reactions.
4. Poor Communication:
Misunderstandings in budget-related matters impact control.
5. Resource Fluctuations:
Changes in availability and cost of resources affect budgets.
Common Cost Management Tools in Project Management
1. Microsoft Project:
Used for budgeting, scheduling, and resource planning.
2. Primavera:
Enterprise-level tool for large-scale project cost control.
3. JIRA (with plugins):
Agile tool with add-ons for cost tracking and estimation.
4. SAP Project System:
Integrates cost control with accounting and operations.
5. Smartsheet:
Cloud-based tool for tracking budgets and costs collaboratively.
6. Spreadsheet Software (Excel, Google Sheets):
Widely used for customized budget tracking
Earned Value Analysis (EVA)
Definition:
Earned Value Analysis is a quantitative project management technique that integrates
scope, schedule, and cost to measure project performance and progress.
Key Terms:
1.Planned Value (PV):
Budgeted cost of work scheduled till a specific date.
2.Earned Value (EV):
Budgeted cost of work actually completed till that date.
3.Actual Cost (AC):
Actual cost incurred for the completed work.
Key Formulas:
• Cost Variance (CV) = EV - AC → Shows cost performance
• Schedule Variance (SV) = EV - PV → Shows schedule performance
• Cost Performance Index (CPI) = EV / AC
• Schedule Performance Index (SPI) = EV / PV
Earned Value Management (EVM)
Definition:
EVM is the comprehensive approach that includes EVA to manage project performance
by comparing planned and actual results.
Benefits of EVM:
1.Early Detection of Variances:
Identifies cost/schedule issues early in the project.
2.Predictive Power:
Helps in forecasting final cost and completion time.
3.Integrated Control:
Combines time, cost, and scope for unified tracking.
4.Decision Support:
Provides quantitative data for corrective actions.
Challenges of EVM:
• Requires accurate and up-to-date project data.
• May be complex to implement in small projects.
• Needs proper training and understanding of metrics.
Essentials of Earned Value Management (EVM)
1. Work Breakdown Structure (WBS): The foundation of EVM is a well-defined Work Breakdown Structure. It
breaks the project into manageable, measurable tasks, each with assigned scope, cost, and duration.
2. Baseline Plan: EVM requires a Performance Measurement Baseline (PMB), which includes scope, schedule, and
cost baselines. This acts as a reference against which actual project performance is measured.
3. Planned Value (PV): Also known as the Budgeted Cost of Work Scheduled (BCWS), PV represents the estimated
value of work scheduled to be done at a given point in time.
4. Earned Value (EV): Also called Budgeted Cost of Work Performed (BCWP), EV is the budgeted value of the work
actually completed to date.
5. Actual Cost (AC): Known as Actual Cost of Work Performed (ACWP), AC represents the real costs incurred in
completing the work up to a given point.
6. Variance Analysis: EVM uses two key variance indicators: Cost Variance (CV = EV – AC) and Schedule Variance
(SV = EV – PV). These help identify whether the project is under/over budget or ahead/behind schedule.
7. Performance Indices: Two important indices are used—Cost Performance Index (CPI = EV / AC) and Schedule
Performance Index (SPI = EV / PV). These indicate how efficiently the project is using its resources.
8. Forecasting Techniques: EVM supports forecasting future performance using metrics like Estimate at
Completion (EAC) and Estimate to Complete (ETC), which help predict the final cost and time requirements.
9. Continuous Monitoring and Reporting: EVM requires regular updates and analysis of project data to monitor
progress and enable proactive decision-making.
Prioritizing Monitoring in Software Project Management
Definition:
• Prioritizing monitoring means identifying and focusing on the most critical elements of a software project that require
regular observation and control. It ensures that project resources and managerial attention are allocated efficiently,
especially in large and complex projects.
Different Priorities That Help in Deciding Monitoring Levels
1. Project Size and Complexity:
Larger or more complex projects require more intensive monitoring due to increased risk, interdependencies, and the
likelihood of issues.
2. Project Criticality:
Projects that are mission-critical or have high business value are given top monitoring priority to avoid failure.
3. Risk Level:
Components or modules with high uncertainty, technical challenges, or external dependencies should be monitored more
frequently.
4. Cost and Budget Sensitivity:
If a project has a tight budget or significant financial implications, closer cost monitoring is needed.
5. Schedule Sensitivity:
Projects with strict deadlines or time-bound deliverables require focused tracking of milestones and progress.
6. Resource Allocation:
Tasks involving scarce or expensive resources need prioritized monitoring to ensure proper usage and avoid delays.
7. Client or Stakeholder Visibility:
Projects with high client involvement or public visibility need regular status updates and issue management.
8. Phase of the Project:
Early and closing phases usually need higher monitoring due to planning and delivery risks, respectively.
Project Tracking
Definition:
Project tracking is the process of regularly monitoring and reviewing the progress of a
project against the predefined plan in terms of scope, time, cost, and quality.
Key Aspects:
1.Progress Measurement:
Tracks actual progress vs. planned milestones.
2.Performance Metrics:
Uses tools like Gantt Charts, Burndown Charts, and Earned Value Analysis (EVA) for
tracking.
3.Regular Reporting:
Involves status meetings, dashboards, and progress reports.
4.Issue Identification:
Helps in detecting delays, scope creep, or budget overruns early.
5.Decision Support:
Enables timely corrective actions based on performance data.
Change Control
Definition:
Change Control is the systematic approach to managing all changes made to a project’s baseline scope,
schedule, or cost to ensure that no unauthorized changes are made.
Change Control Process:
1.Change Request Submission:
Any stakeholder can request a change.
2.Impact Analysis:
Evaluates the effect on schedule, cost, resources, and quality.
3.Approval or Rejection:
Change Control Board (CCB) decides whether to approve or reject the change.
4.Implementation:
Approved changes are incorporated into the project plan.
5.Documentation:
All changes and decisions are properly recorded for traceability.
Importance of Change Control:
• Prevents scope creep.
• Maintains project integrity and consistency.
• Ensures stakeholder alignment.
• Helps in risk reduction and cost control.
Software Configuration Management (SCM)
Definition:
• Software Configuration Management is the systematic process of handling
changes in software to maintain integrity, traceability, and control throughout
the software development lifecycle.
Goals of SCM:
1.To identify and control changes in the software.
2.To maintain consistency of the software product as it evolves.
3.To provide accurate and up-to-date documentation.
4.To reduce errors caused by conflicting changes or mismanagement.
5.To support team collaboration in large software projects.
Objectives of Software Configuration Standards:
1.Define procedures and rules for configuration control.
2.Ensure uniformity in handling changes across the project.
3.Establish version control policies for files and documents.
4.Improve auditability and traceability of project components.
5.Minimize confusion and conflicts among developers.
6.Provide a standard framework for tracking and managing all project artifacts.
Various SCM Activities:
1.Configuration Identification:
Identifying the software items (code, documents, data) to be managed and controlled.
2.Configuration Control:
Controlling changes to configuration items through formal processes like Change Control Boards
(CCB).
3.Configuration Status Accounting:
Recording and reporting the status of configuration items, including versions and change history.
4.Configuration Auditing:
Ensuring that software configuration items conform to their specifications and that changes have
been properly implemented and documented.
5.Version Control:
Managing multiple versions of software components to track revisions and releases effectively.
Software Configuration Items (SCI)
Definition:
Software Configuration Items are the individual components or artifacts within a
software project that are subject to configuration management. These can
include:
• Source code files
• Design documents
• Requirements specifications
• Test plans and test cases
• User manuals
• Databases
• Executable programs
• Each SCI is uniquely identified and managed throughout the project lifecycle to
ensure integrity and traceability.
Baselines
Definition:
A baseline is a formally approved version of a configuration item or set of items that
serves as a reference point. Once established, a baseline can only be changed through
a formal change control process.
Types of Baselines:
1.Functional Baseline:
Defines the approved system requirements and specifications.
2.Allocated Baseline:
Details the design specifications allocated to different parts or modules.
3.Product Baseline:
Represents the completed and tested product ready for release or deployment.
Importance of Baselines:
• Provide a stable reference for development, testing, and maintenance.
• Enable progress measurement and project control.
• Facilitate change management by defining what is controlled.
• Help in audit and review processes by documenting the state of the product at a
given time.
Contract Management
Definition:
• Contract Management involves the planning, negotiation, execution, and
monitoring of contracts to ensure that all parties meet their contractual obligations
and the project goals are achieved.
Phases of Contract Management:
1.Planning Phase:
Define contract requirements, select contract type, and develop contract strategy.
2.Contract Formation:
Negotiation, drafting, and signing of the contract agreement.
3.Contract Execution:
Managing the performance of both parties according to contract terms.
4.Contract Monitoring and Control:
Tracking progress, managing changes, resolving disputes, and ensuring compliance.
5.Contract Closure:
Formal acceptance of work, documentation, and contract completion.
Issues Faced During Contract Management:
• Scope Creep: Uncontrolled changes in project scope causing disputes.
• Communication Gaps: Misunderstandings between parties due to poor
communication.
• Delay in Deliverables: Late completion affecting project schedule.
• Cost Overruns: Budget issues due to inaccurate cost estimates or changes.
• Dispute Resolution: Conflicts arising from ambiguous contract terms.
• Compliance Risks: Failure to meet legal or regulatory requirements.
• Poor Documentation: Incomplete or missing records causing confusion.
Benefits of Contract Management:
• Ensures clear understanding of roles and responsibilities.
• Helps in risk mitigation by managing obligations effectively.
• Facilitates better communication and coordination among stakeholders.
• Enables timely detection and resolution of issues.
• Supports cost control and prevents budget overruns.
• Improves project success rate by enforcing contract terms.
THANKS FOR WATCHING

BEST OF LUCK