Project Management and Control
- Project Management refers to planning, organizing, and overseeing a software project to ensure successful completion.
- Project Control means tracking progress, monitoring costs, and making adjustments to keep the project on schedule and within budget.
Framework for Management and Control
A framework provides a structured approach to managing and controlling software projects. It includes:
1. Planning – Defining project goals, tasks, and schedules.
2. Execution – Developing the software according to the plan.
3. Monitoring & Controlling – Checking progress, managing risks, and making changes when needed.
4. Closure – Delivering the final product and documenting lessons learned.
Example: In a mobile app project, the framework ensures each phase (design, coding, testing) is properly managed.
Collection of Data
To track progress, managers collect data on:
- Time spent on each task.
- Budget used so far.
- Errors or bugs found in the software.
- Team performance and workload.
Example: If coding was planned for 4 weeks but is taking 6 weeks, the delay is identified through data collection.
Visualizing Progress
Progress visualization helps in understanding how much of the project is completed and what remains.
Common visual tools include:
- Gantt Charts – A timeline showing task durations.
- Burndown Charts – Shows work completed vs. remaining work.
- Kanban Boards – Displays tasks in different stages (To Do, In Progress, Done).
Example: A Gantt chart for an e-commerce website project may show designing (2 weeks), coding (4 weeks), and testing (3 weeks) on a timeline.
Cost Monitoring
Cost monitoring ensures the project does not go over budget by tracking:
- Planned cost vs. Actual cost.
- Unexpected expenses like additional developer hiring.
- Software tool costs (e.g., servers, licenses).
Example: If a project budget is ₹5 lakh and ₹4.5 lakh is spent in 2 months instead of 3 months, adjustments are needed.
Earned Value Analysis (EVA)
EVA is a technique used to measure project performance by comparing:
1. Planned Value (PV) – The expected cost of work planned at a given time.
2. Earned Value (EV) – The actual value of completed work.
3. Actual Cost (AC) – The money spent so far.
Formula:
- Schedule Variance (SV) = EV – PV (If SV is negative, the project is behind schedule).
- Cost Variance (CV) = EV – AC (If CV is negative, the project is over budget).
Example: If PV = ₹50,000, EV = ₹40,000, the project is behind schedule by ₹10,000.
Prioritizing Monitoring
Some parts of a project need more monitoring than others, such as:
- High-risk tasks (e.g., security implementation).
- Tasks on the critical path (delays here affect the entire project).
- Expensive tasks (cost overruns must be avoided).
Example: If a project includes AI-based features, they should be monitored more closely than simple UI design.
Project Tracking
Project tracking ensures that:
- Tasks are completed on time.
- Milestones are achieved.
- Bottlenecks (delays) are identified and resolved.
Common tools used:
- JIRA – For tracking Agile projects.
- Microsoft Project – For managing schedules and progress.
Example: If testing is delayed, tracking helps reallocate resources to speed up testing.
Change Control
Change Control ensures that any modifications to the project are managed properly.
Steps in Change Control:
1. Request for change – A stakeholder requests a modification.
2. Impact analysis – The team checks how the change affects the project.
3. Approval or rejection – The manager decides whether to apply the change.
4. Implementation – The approved change is added to the project.
Example: If a client requests a new payment method in an e-commerce app, change control ensures it does not delay the project.
Software Configuration Management (SCM)
SCM is the process of tracking and managing changes in software development. It includes:
- Version Control – Keeping track of different versions of the software.
- Change Management – Ensuring only approved changes are applied.
- Build Management – Managing compiled versions of the software.
Popular tools:
- Git – Tracks code changes and allows multiple developers to work together.
- SVN – Another version control tool.
Example: If two developers are working on different parts of an app, Git helps merge their work without conflicts.
Managing Contracts
When a project involves third-party vendors or outsourcing, contract management ensures:
- Vendors deliver work on time.
- The agreed price is paid.
- All terms & conditions are followed.
Example: If a company hires a freelancer to develop an API, contract management ensures the API is delivered as promised.
Contract Management
Contract management involves:
- Negotiating contracts with clients or vendors.
- Ensuring compliance with legal and business terms.
- Handling disputes if something goes wrong.
Example: If a company outsources UI design, contract management ensures the design is delivered on time, as per agreed specifications.
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