INF4825-2024

Assignment number: Assignment 2

Assignment unique code: 812841

Student number: 48172413

Initials & Last name C Durand

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01 August 2024
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1. Can you identify three core principles of software project management that were
evident in the case study? And how did these principles influence decision-making
during the project?

INF4825 – Assignment 2 – Page 1

 Core principles of software project management evident in the case study

I. Effective communication
Effective communication is essential in software project management because it
guarantees that efforts are coordinated and that all stakeholders are working toward the
same objective. Effective communication requires clarity - clearly defining roles and
responsibilities, setting realistic expectations, and being transparent about progress and
challenges, as well as taking the time to truly understand others' perspectives, concerns,
and ideas before responding, which helps to avoid misunderstandings or delays and fosters
trust among team members.

How effective communication influenced decision-making during this project?

Due to key developer taking an extended leave for personal reasons, causing a gap in
critical coding tasks, the team agreed on redistributing tasks among available resources
and hired a temporary consultant to fill the void temporarily. Regular progress meetings
were held to communicate the project and to ensure continuity in development.

II. Strong team collaboration

Essentially, efficient cooperation aide in completing tasks on schedule and within budget.
By working well together, teams can effectively divide duties, leverage each other's
abilities, and ensure that everyone is aligned regarding the project's objectives and
expectations. This leads to improved decision-making, increased productivity, and a
successful project conclusion.

How strong team collaboration communication influenced decision-making during

this project?
The team agreed on redistributing tasks among available resources to cover the gap for the
absent key developer. The project manager collaborated with all teams involved to
reassess the feasibility of an earlier launch.

III. Quality assurance (QA)

QA guarantees that the final product satisfies specific criteria and expectations. This
includes establishing explicit quality goals, developing thorough testing methods, and
regularly evaluating project progress to verify that it corresponds with these goals. Quality
assurance reduces mistakes, improves overall efficiency, and boosts customer satisfaction
by providing an excellent item that fulfils or exceeds expectations.

How quality assurance influenced decision-making during this project?

Since the marketing team accelerated their campaign, desiring an earlier app launch than
initially planned, putting pressure on the development schedule, the project manager
collaborated with all teams to formulate a project plan, highlighting trade-offs and potential
risks to ensure a balance between quality assurance and speed.

INF4825 – Assignment 2 – Page 2

2. How would you apply your understanding of the software project management
environment to initiate a new information technology project similar to the mobile
app development at XYZ Retail? What key factors would you consider during the
project initiation phase?

Initiating a new software development project

Success of starting a new software development project requires proper execution of tasks
in the initiation phase. This early stage of a software project management environment is
essential in fostering a successful outcome. It lays the foundation for all later decisions and
enables the creation of a well-structured project plan.

I.Make the business case

 A business case provides a high-level summary of what the project is and how the
business will benefit from it. This summary ensures that strategic business goals are
aligned to when deciding on what software projects to invest in.
 The business case must:
o give the reasons for the project within the specific context of that organisation
o reasons this project was chosen over other options
o benefits
o potential risks
o estimated costs

II.Conduct a feasibility study

 After business case approval, the next step is a feasibility study. This exercise tries to
predict the possibility of project success, it puts the benefits against the risks.
 Two important questions to be answered are:
o do we have enough resources?
o is the return-on-investment (ROI) worth the effort?

III. Create a project charter

 Outlines the goals and objectives, the scope and budget, and key stakeholders.
Essentially it answers the ‘three Ws’:
o What? – scope and objectives
o Who? – stakeholders and team members
o When? – timeline

IV. Identify key stakeholders and secure top-down buy-in

 Stakeholders is anyone who has direct or indirect influence over a project and it could
include anyone from customers, team members, partners, etc.
 Not all stakeholders will have an equal influence over your project, and they will also
not have influence over projects at the same point in time. It is critical to understand
when and how to communicate with all of them at the appropriate stages in the project.
 Armed with this knowledge an effective communication strategy can be developed,
resulting in proper alignment.

V. Identify key stakeholders and secure top-down buy-in

 Project Approved – YES ** Stakeholders Aligned – YES ** It’s now time to assemble
the team. The charter created earlier will guide this process. It will allow project
managers to know what skills and experience is needed.
 Make sure to assign roles and responsibilities in line with the skills each team member
has, this will ensure accountability and transparency during the project lifecycle.

INF4825 – Assignment 2 – Page 3

 Key factors to consider during the project initiation phase
 Define the project's scope and objectives. Clearly describing the project's goals,
deliverables, timeframe, and resources can assist stakeholders know what is
anticipated and minimize scope creep.
 Setting a realistic timeframe and budget is critical for properly managing expectations
and resources.
 Identifying potential risks and developing mitigation methods. A thorough risk
assessment will assist in identifying potential impediments and difficulties to the
project's success.
 Build a solid project team at the start phase. Entrusting roles and tasks, establishing
essential skill sets, and forming an effective group will set the foundation for successful
project execution.

3. Based on your knowledge of software project management principles, how would

you evaluate the feasibility and potential success of a proposed IT project before its
initiation? Discuss at least three critical factors to consider

Evaluating the feasibility and potential success of a proposed IT project before its
initiation.
 When determining the feasibility of an IT project, several aspects should be
considered, including the budget, timetable, technological needs, and available
resources. It is critical to undertake a comprehensive study of these aspects to
evaluate if the project can be completed successfully within the stated timeframe.
 When evaluating the potential accomplishment of an IT project, it is necessary to
analyse the project's goals, objectives, and projected outcomes. Setting reasonable
and achievable goals is critical to the project's success.
 Evaluating the feasibility and possible success of an IT project includes identifying and
minimising any potential risks or problems that may develop during the project's
execution. This might entail doing a risk assessment to identify potential roadblocks
and preparing a backup plan to resolve these issues.
 Ensuring that the project team have the essential skills, knowledge, and experience to
effectively complete the project. Proactively addressing possible risks and problems
can considerably boost the odds of the IT project's success.

Critical factors to consider:

A. Software Development Estimation
 The technique of estimating the most realistic amount of time and expense necessary
to build or maintain software. This entails carefully assessing aspects such as budget,
time limits, resource requirements, and potential dangers. By assessing these critical
factors early in the process, you may set realistic goals for your project and make
educated decisions about whether to proceed. You want to ensure that you have
enough financial resources (allocated budget), know what the objectives are (project
goals), and have anticipated and planned for obstacles (project risks).

Key steps involved in estimating a software development project:

 Define project type and environment – Begin by closely assessing your project
framework. Consider issues such as project scope, limits, and current limitations.
 Compile a list of tasks and resources – Identify the precise activities needed to
complete the project and the resources (such as people and tools) necessary to fulfil
them.
 Allocate resources to tasks – Allocate resources to each assignment according to
their availability and competence.
 Prioritise and estimate task duration – Estimate how long it will take to perform each
activity. Prioritise jobs according to their significance and interdependence.
B. Resource Allocation

INF4825 – Assignment 2 – Page 4

  Ensuring that you provide adequate time, money, and labour to properly assess the
project's viability and potential success. This entails proper preparation i.e. studying the
market, assessing rivals, and comprehending the technologies involved. It also entails
bringing in the proper people to assist analyse risks, find opportunities, and make
sound decisions. By deploying resources effectively during the review process, you
may improve your chances of success and prevent spending time and energy on
initiatives that are likely to fail.

C. Planning and Scheduling

 Determine the amount of time each phase of the project will take, from development
and research to execution and evaluation. This helps you determine whether the
project can be finished within a realistic timetable and budget. Setting realistic
timetables and milestones allows you to better assess if your team has the necessary
resources and experience to complete the task. Furthermore, having a good timetable
in place provides everyone with a feeling of direction and accountability.

4. In the context of software project estimation, what methods or techniques would you
recommend using to estimate the time and resources required for integrating new
features into an ongoing project? How do these differ from initial project
estimations?

When evaluating the time and resources required to integrate new features into a
current project, the following techniques could be considered:

A. Top-Down Estimation
 A project management strategy in which historical data or expert opinion are used to
estimate a project's overall scope and expense before dividing it down into smaller,
more particular tasks.
 This method is extremely beneficial for estimating the number of resources required or
the duration of the project. Starting with this high-level perspective, you can make
better judgments regarding the project's feasibility and prepare more effectively for any
problems along the road.

How does this differ from initial project estimations?

 Top-down estimating lays the groundwork for fine-tuning specifics later, whereas early
estimations get down into the weeds to provide a more precise pathway for your
project.
 Initial project estimates were more specific from the start. Which included breaking
down each work package and evaluating resources, schedules, and potential dangers
from the start. While top-down estimating may not be as exact as initial projections, it
provides a general notion of what to expect early in the planning process.

B. Bottom-Up Estimation
 This strategy involves dividing down the project into more manageable parts that are
smaller and calculating the time, resources, and prices for each one.
 Bottom-Up Estimation produces more precise and dependable estimates since it takes
into account the specifics of each work rather than relying on general assumptions.
 While this strategy may take more time at first, it eventually leads to improved planning,
budgeting, and forecasting for projects of all kinds. Furthermore, it promotes greater
openness and accountability since stakeholders can see exactly how estimates were
derived and have a better grasp of what is involved in completing the project.

INF4825 – Assignment 2 – Page 5

How does this differ from initial project estimations?
 Bottom-up estimating and beginning project estimation differ in terms of detail and
accuracy. The initial project estimates were based on high-level facts and assumptions,
offering a general indication of the total cost and schedule of a project. Bottom-up
estimation, on the other hand, is breaking down a project into smaller jobs or
components, estimating the time and cost for each individual item, and then combining
these estimates to get a more accurate estimate of the whole project cost.

C. Analogy-Based Estimation
 Using previous experiences or information to make an estimate. This strategy may be
quite useful in circumstances when accurate data are not accessible or when you're
attempting to find out a ballpark estimate fast.

How does this differ from initial project estimations?

 Analogy-based estimating relies on real facts and experience to support your
estimates, making them more accurate and dependable in the long term, as opposed
to the initial estimations, which start from blank and attempt to produce figures based
on limited information.

D. Three-Point Estimation
 A tool that allows you to create more accurate forecasts by considering the best-case,
worst-case, and most likely scenarios. By combining these three separate predictions
and computing the average, you may have a better understanding of the various
outcomes and risks connected with your project timetable.

How does this differ from initial project estimations?

 At project inception estimations were likely generated based on best-case scenarios. It
could be compared to estimating how long it will take to drive from point A to point B
without considering traffic or road conditions. Three Point Estimation, on the other
hand, employs a more deliberate technique by evaluating three distinct scenarios:
optimistic (best-case), pessimistic (worst-case), and most likely.

E. PERT (Project Evaluation and Review Technique)

 Breaking down a project into pieces, calculating how long each work will take, and
determining the best strategy to complete it effectively.
 PERT calculates a weighted average known as the Expected Time by combining three
time estimates for each task: optimistic (best-case scenario), realistic (most probable
estimate), and pessimistic (worst-case scenario).
 This enables project managers to plan for uncertainty and make more informed
scheduling and resource allocation decisions. PERT also reveals task dependencies,
which can help to avoid bottlenecks and keep things operating smoothly.

How does this differ from initial project estimations?

 Initial project predictions could have been difficult and challenging to estimate since
there may have been a dependence on guessing and assumptions.

F. Expert Judgment
 Tapping into the expertise of seasoned experts who have vast experience and can
share insights based on previous projects.
 To provide a more realistic estimate, these specialists consider a variety of aspects
such as project scale, complexity, team dynamics, and industry trends. By utilizing their
knowledge and skills, you may avoid some of the problems and surprises that
frequently ruin software projects.

How does this differ from initial project estimations?

INF4825 – Assignment 2 – Page 6

  Initial estimates are useful for establishing a baseline, however, professional judgment
is essential for ensuring that software development projects continue as planned and
do not derail. Initial estimations included taking best guesses at duration and cost.
Expert judgment, on the other hand, is usually an honest assessment from individuals
who have experience. These are the people who have acquired years of expertise and
can confidently assess estimations to determine their feasibility.

G. Parametric Estimating
 This approach employs historical data and statistical analysis to estimate the amount of
time and resources required for a project. Essentially, it's considering previous projects,
similar to the current project, and to use the lessons learned that guide the
assumptions about what is required for a greater chance of success.
 Employing this method allows for time and money savings by avoiding obvious costly
mistakes and unnecessary delays

How does this differ from initial project estimations?

 Parametric estimate differs from the standard initial estimating in that it is more data-
driven.
 Rather of relying entirely on previous experiences or expert opinion, Parametric
Estimating use mathematical models and historical data to provide estimates based on
specific project criteria.
 This technique enables for a more methodical and accurate cost projection by
accounting for various elements that may impact the final budget.
 In contrast, initial project estimates were more preliminary estimates provided early in a
project's life cycle without the benefit of substantial data analysis. While early estimates
might have provided a basic notion of expenses, they lacked the precision and
dependability of Parametric Estimating.

5. Explain how you would plan and schedule activities to manage unexpected resource
constraints, such as a key team member taking extended leave. What steps would
you take to ensure minimal disruption to the project timeline?

How to plan and schedule activities to manage unexpected resource constraints.

 When confronted with unanticipated resource constraints, flexibility and adaptability are
essential. A structured, proactive, and collaborative approach, while assessing the
issue, is preferred. Maintain open lines of communication for interaction with all team
members and stakeholders to ensure alignment toward project objectives.
 Analyse the issue by determining which tasks or projects will be impacted by the
resource constraint and then prioritise activities based on urgency and priority.
 Reallocating tasks to team members to pick up the slack or exploring outsourcing
possibilities are other methods to address this constraint.
 Inform everyone involved about the revised strategy and any changes in deadlines or
expectations.

Steps to take to ensure minimal disruption to the project timeline

A. Keep an eye on long-term capacity:
 Ensure you have enough resources to complete the task despite possible constraints.
Understanding your team's skills and workload over time allows you to identify possible
restrictions before they become an issue. This entails getting ahead of the game and
making modifications as necessary to keep things moving smoothly. Taking a proactive
approach to long-term capacity, whether it's adding extra team members, modifying
timetables, or finding methods to improve procedures, may help keep the project on
track.

B. Plan team availability in advance

INF4825 – Assignment 2 – Page 7

  Without a thorough understanding of who is available to work on specific tasks and
when, you risk encountering major resource restrictions that can derail your entire
project. Task scheduling and task allocation can prevent delays. Furthermore, by being
proactive about team availability, you will be able to identify possible difficulties before
they escalate into more serious situations.

C. Frequently review and balance team workload

 To minimise burnout and resource limits, your team's workload should be reviewed and
balanced on a regular basis. When team members are overburdened with work, it can
result in lower productivity, missed deadlines, and dissatisfied employees. Regular
check-in sessions and clever adjustments can ensure that all team members are
working at a sustainable pace and that resources are being used efficiently.

D. Find creative solutions

 The skill to think quickly and beyond the bounds of current constraints, such as
outsourcing some duties, collaborating with other teams, or streamlining procedures to
make things more efficient is necessary. Constantly refreshing viewpoints and/or
conducting brainstorming sessions to generate new ideas can assist in reducing the
impact of disruptions caused by project limits.

E. Add buffers to project time estimates

 It's critical to cater for buffers in your project timelines, therefore creating a safety net if
and when tasks don't go as planned.

F. Use time tracking for better estimates

 Keeping note of how much time your team spends on each work allows you to predict
how long comparable activities will take in the future. This results in more accurate
projections and a lower chance of future resource restrictions. With real-time data on
where time is spent, you can spot inefficiencies early on and make changes as
needed. Employing time monitoring for improved estimations not only helps to keep
your projects on schedule, but it also guarantees that your team works as effectively as
possible.

6. From the case study, identify two resource allocation strategies used to address
resource gaps and meet project deadlines. How effective were these strategies, and
what improvements could be suggested for better resource management in similar
scenarios?

Resource allocation strategies used to address resource gaps and meet project
deadlines.
Unexpectedly, a key developer had to take extended leave due to personal reasons,
causing a gap in critical coding tasks.

A. Project manager hired a temporary consultant to fill the void temporarily

 Bringing in someone with the necessary experience may bring new perspectives and
ideas to the table, which can be quite beneficial when dealing with difficult code
challenges.
 Outside Perspective: Consultants give an outside perspective, allowing you to think
beyond your company's day-to-day operations. Their knowledge and industry
benchmarking can be beneficial, especially as such insights could take years to
develop in-house.
 Focused Expertise: Consultants address immediate capability shortages in your
workforce. They allow your employees to learn and build comparable abilities through
educational courses, hands-on training, and one-on-one engagement with the
consultant.

INF4825 – Assignment 2 – Page 8

 B. The team redistributed tasks among available resources (Collaboration)
 To close any gaps and to keep software projects on track distributing tasks among the
rest of the crew is a useful tactic. It's about maximising everyone's abilities while
ensuring that no one feels overwhelmed. Communication is also important here;
keeping everyone informed about who is doing what prevents overlapping efforts and
task duplication.
 Effective job distribution allows your team to operate more effectively and provide
higher-quality products. Fair use of staff can also contribute to increased job
satisfaction. A collaboration tool is your best friend when it comes to rapidly and
effectively dividing assignments among your team members.
 Boosts Productivity: When duties are efficiently distributed, team members may focus
on their strengths and contribute productively. This leads to increased productivity and
improved outcomes.

Effectiveness of the strategy: These strategies were effective because XYZ Retail
successfully launched the mobile application within an acceptable timeframe.

Suggested improvements for better resource management: Plan team availability in

advance, by meeting down with your team ahead of time and determining everyone's
schedules, you can ensure that the correct individuals are assigned to the right tasks at the
right time. This allows you to prevent unnecessary delays that might impact project
timelines.

7. What monitoring techniques or tools would you recommend to track project

progress, especially when facing timeline pressures and scope changes? How do
these tools aid in effective project management?

Monitoring techniques or tools recommended to track project progress when facing

timeline pressures and scope changes.

Using the monitoring strategies, as described below, will allow project managers to track
project progress and will also enable for rapid modifications when faced with scope
changes, allowing you to stay on track and successful project completion.

A. Gantt Charts
 Charts that visually represent project timelines, tasks, and dependencies. They are
useful tools for tracking project activities and progress, spotting bottlenecks, and
managing deadlines.

B. Key Performance Indicators (KPIs)

 Measurable metrics are used to evaluate project performance objectively. They provide
quantifiable statistics to evaluate progress and identify areas for improvement.

C. Earned Value Management (EVM)

 Integrates project costs, schedules, and performance data to provide a comprehensive
view of project progress. By comparing planned and actual performance, it determines
project result estimates.

D. Risk Assessment Matrix

 The Risk Assessment Matrix helps with the discovery, prioritising, and continuing
monitoring of project risks. These matrices give probability and impact to risks, allowing
for proactive risk management.

E. Milestone Tracking

INF4825 – Assignment 2 – Page 9

  Enables project managers to monitor progress and guarantee timely fulfilment of
critical objectives. This strategy assures that the project follows its predetermined
route.

F. Critical Path Method (CPM)

 It divides the project into many progress phases using charts. The critical route is the
longest series of tasks that must be accomplished before the project is finished.

 Project monitoring identifies possible difficulties, dangers, or deviations from the project
plan early on, allowing for the avoidance of larger problems.
 A project monitoring method aids in the optimisation of labour, money, and materials by
continually monitoring and managing how resources are assigned and utilised.
 Proper project monitoring strategies guarantee that project outputs fulfil quality
requirements and aid project managers in addressing quality concerns as they develop.
 Project monitoring improves project planning by allowing teams to adjust to changes in
scope or market conditions, ensuring that the project remains on track.

8. Provide recommendations on how to manage and communicate scope changes

effectively within a project team and with stakeholders. How does managing scope
changes impact overall project success?

How to manage and communicate scope changes effectively within a project

 Be proactive and truthful. Maintain open communication with all stakeholders, including
team members, clients, and other relevant individuals or groups.
 Ensure that everyone understands the possible implications of the modifications on the
project timetable, budget, and overall goals.
 Understand and express the necessity for any changes, as well as to evaluate them
and its impact on scope, schedule, and budget.
 Understand why the scope adjustment is required and how it will help the project in the
long term.
 Prioritise jobs according to their priority and urgency to reduce interruptions caused by
scope changes.
 Formally record all changes to guarantee that everyone is aware of the impact of these
changes.
 Document the modification, examine the ramifications, and get authorisation for the
changes.
 Staying organised and keeping everyone informed allows you to efficiently handle
scope changes while maintaining a strong working relationship with all stakeholders.

How managing scope changes impact overall project success

 When scope modifications are not properly managed, they can result in project delays,
cost overruns, and poor-quality outputs. To keep control of the project, project
managers must have a systematic process in place to analyse, authorise, and execute
scope adjustments.
 Managing scope changes contributes to project success by ensuring that the project
stays within its initial limits, such as money and timetable. When scope creep is not
adequately managed, new work may be added to the project without commensurate
increases in resources or time. This can lead to overcrowded project teams, low
morale, and, eventually, project failure.
 By developing a clear procedure for analysing and approving scope adjustments,
project managers can verify that any changes are in line with the project's goals and
objectives, and that the required resources are assigned to support these changes.
 Managing scope modifications contributes to project success by ensuring stakeholder
expectations and satisfaction. When scope adjustments are made without sufficient

INF4825 – Assignment 2 – Page 10

 communication and approval from stakeholders, it can result in misunderstandings,
disputes, and unhappiness with project outcomes.
 Project managers may guarantee that the project stays within its restrictions and meets
stakeholder expectations by adopting a disciplined process to evaluating and
approving scope adjustments. Finally, good scope change management is critical for
completing projects on schedule, within budget, and with the satisfaction of all
stakeholders.

9. Considering the pressure for an earlier app launch, suggest strategies to maintain
the quality of deliverables while adhering to the revised timeline. How do you strike a
balance between delivering quickly and ensuring quality?

Striking a balance between delivering quickly and ensuring quality

 Prioritise efficiency while maintaining attention to detail.

 Setting realistic deadlines, dividing activities into digestible portions, and allocating
resources efficiently.
 End-to-End Traceability – Using Jira can be used to coordinate development features
and Bamboo can be used to automate testing in your continuous delivery pipeline.
Integrating these technologies simplifies testing, increases productivity, and assures a
higher-quality product delivery.
 Feature Flags – Use feature flags to control rollouts. Gradually bring out new features
to a group of customers so you can evaluate performance and solve any concerns
before a full deployment.
 Powerful Reporting and Monitoring – Use reporting and monitoring tools to acquire
an understanding of system behaviour, performance, and user experience. Real-time
dashboards offer a complete picture of your product's health.
 Deploy with Confidence – Implement strong deployment processes. Automated
testing, code reviews, and good documentation assist in decreasing the risks during
deployment.
 Technical Debt Management – By proactively resolving technical debt, such as old
code or incomplete activities, teams may avoid compromising long-term productivity for
short-term advantages. Consistently prioritising and addressing technical debt
alongside routine development work. It enables teams to remain adaptable and
responsive to change without incurring excessive debt, which might impede future
success.
 Effective Collaboration and Communication – Working successfully with your team
members, exchanging ideas, splitting jobs, and always keeping everyone in the loop,
you can simplify the entire process and eliminate any misunderstandings or glitches
that may arise.

INF4825 – Assignment 2 – Page 11

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INF4825 – Assignment 2 – Page 12