Project Evaluation and Project Planning
Software Project Management (SPM)
Software Project Management is the discipline of planning, organizing, directing, and controlling software development projects to ensure that they are completed on time, within budget, and with required quality.
Key Focus of SPM
- Time management
- Cost management
- Quality management
- Risk management
- Resource management
Importance of Software Project Management
Software projects are complex, costly, and risky. Proper management ensures success.
Importance Explained
| Aspect | Importance |
|---|
| Cost Control | Prevents budget overruns |
| Time Management | Ensures timely delivery |
| Quality Assurance | Meets customer expectations |
| Risk Reduction | Identifies and mitigates risks |
| Resource Utilization | Efficient use of manpower & tools |
| Customer Satisfaction | Delivers expected functionality |
Why Software Projects Fail Without SPM
- Poor planning
- Unclear requirements
- Unrealistic schedules
- Lack of monitoring
Project Evaluation
Project Evaluation is the process of assessing the feasibility, cost, benefits, risks, and technical viability of a software project before and during development.
Objectives of Project Evaluation
- Decide whether the project should be started
- Compare alternative solutions
- Estimate cost and benefits
- Identify risks early
Types of Feasibility Analysis
| Feasibility Type | Description |
|---|
| Technical | Availability of technology and expertise |
| Economic | Cost vs expected benefits |
| Operational | User acceptance and usability |
| Schedule | Can it be completed on time |
| Legal | Compliance with laws and regulations |
Project Evaluation Flow
Project Planning is the process of defining project scope, objectives, schedule, resources, and risks before actual development starts.
Goals of Project Planning
- Define what to build
- Estimate time and cost
- Allocate resources
- Prepare risk mitigation strategies
Major Components of Project Planning
| Component | Description |
|---|
| Scope Planning | Defines project boundaries |
| Schedule Planning | Task sequencing & deadlines |
| Cost Estimation | Budget preparation |
| Resource Planning | Allocation of manpower & tools |
| Risk Planning | Identifying & managing risks |
| Quality Planning | Standards and procedures |
Project Planning Process Diagram
Activities in Software Project Management
These activities are performed throughout the project life cycle.
Key Activities
| Activity | Description |
|---|
| Project Initiation | Define objectives and feasibility |
| Planning | Scheduling, budgeting, resourcing |
| Execution | Actual development work |
| Monitoring & Control | Tracking progress and quality |
| Risk Management | Handling uncertainties |
| Project Closure | Delivery and documentation |
Methodologies in Software Project Management
A methodology defines how a software project is planned, executed, and controlled.
Common Software Project Management Methodologies
| Methodology | Features | Suitable For |
|---|
| Waterfall | Sequential phases | Stable requirements |
| Agile | Iterative & flexible | Changing requirements |
| Scrum | Time-boxed sprints | Fast development |
| Spiral | Risk-driven | Large, high-risk projects |
| Incremental | Delivered in parts | Modular systems |
Methodology Comparison Diagram
Categorization of Software Projects
Software projects are categorized based on size, complexity, application, and risk.
Based on Size
| Category | Description |
|---|
| Small | Simple applications, short duration |
| Medium | Moderate complexity |
| Large | Complex, long-term systems |
Based on Application Type
| Type | Example |
|---|
| System Software | Operating systems |
| Application Software | Payroll, billing systems |
| Web Applications | E-commerce websites |
| Embedded Software | IoT, automotive systems |
| Enterprise Systems | ERP, CRM |
Based on Risk
| Risk Level | Description |
|---|
| Low Risk | Well-known technology |
| Medium Risk | Some uncertainty |
| High Risk | New technology or large scope |
Setting Objectives in Software Projects
Project objectives define what the project aims to achieve.
Importance of Setting Objectives
- Provides direction
- Helps in performance measurement
- Avoids scope creep
- Aligns team efforts
SMART Objectives
| SMART | Meaning |
|---|
| S | Specific |
| M | Measurable |
| A | Achievable |
| R | Relevant |
| T | Time-bound |
Example of Software Project Objective
| Objective Component | Example |
|---|
| Specific | Develop an online admission system |
| Measurable | Handle 10,000 users |
| Achievable | Using existing technology |
| Relevant | Supports university operations |
| Time-bound | Within 6 months |
Objective Setting Diagram
Short Exam Notes (Quick Revision)
- Project Evaluation decides feasibility and worth
- Project Planning defines roadmap of execution
- SPM ensures time, cost, quality control
- Methodologies guide development approach
- Project categorization helps select tools & methods
- Clear objectives ensure project success
Management Principles
Management principles are fundamental guidelines that help managers plan, organize, direct, and control organizational activities efficiently.
Core Management Principles (Henri Fayol)
| Principle | Explanation |
|---|
| Division of Work | Work is divided to improve efficiency |
| Authority & Responsibility | Authority must match responsibility |
| Discipline | Employees must follow rules |
| Unity of Command | One employee → one boss |
| Unity of Direction | One plan for one objective |
| Centralization | Balance between authority levels |
| Scalar Chain | Clear line of authority |
| Order | Right person at right place |
| Equity | Fair treatment to employees |
| Stability of Tenure | Job security improves efficiency |
| Initiative | Encourage creativity |
| Esprit de Corps | Team spirit |
Management Functions Diagram
Management Control
Management Control is the process of monitoring project performance and ensuring activities are aligned with organizational goals.
Objectives of Management Control
- Ensure timely completion
- Control cost overruns
- Maintain quality
- Correct deviations
Management Control Process
| Step | Description |
|---|
| Setting Standards | Define performance benchmarks |
| Measuring Performance | Collect actual data |
| Comparing Results | Actual vs planned |
| Corrective Action | Fix deviations |
Management Control Cycle
Project Portfolio Management is the process of selecting, prioritizing, and managing multiple projects to achieve strategic business objectives.
Importance of PPM
- Optimal resource utilization
- Strategic alignment
- Risk balancing
- Better ROI
PPM Components
| Component | Description |
|---|
| Project Selection | Choose high-value projects |
| Prioritization | Rank projects |
| Resource Allocation | Assign resources efficiently |
| Performance Review | Monitor portfolio |
Project Portfolio Diagram
Cost–Benefit Evaluation Technology
Cost–Benefit Evaluation compares total expected costs with anticipated benefits to determine project feasibility.
Types of Costs
| Cost Type | Example |
|---|
| Development Cost | Software design & coding |
| Operational Cost | Maintenance |
| Training Cost | User training |
| Infrastructure Cost | Hardware & tools |
Types of Benefits
| Benefit Type | Example |
|---|
| Tangible | Increased revenue |
| Intangible | Customer satisfaction |
Cost–Benefit Techniques
| Technique | Description |
|---|
| Payback Period | Time to recover investment |
| Net Present Value (NPV) | Present value of benefits |
| Return on Investment (ROI) | Profitability ratio |
| Break-even Analysis | Cost = Benefit point |
Cost–Benefit Evaluation Diagram
Risk Evaluation
Risk Evaluation identifies, analyzes, and prioritizes risks that may impact project success.
Types of Risks
| Risk Type | Example |
|---|
| Technical | New technology |
| Schedule | Delays |
| Cost | Budget overruns |
| Operational | Resource unavailability |
| External | Legal or market changes |
Risk Evaluation Process
| Step | Description |
|---|
| Risk Identification | List potential risks |
| Risk Analysis | Probability & impact |
| Risk Prioritization | Rank risks |
| Risk Mitigation | Reduce impact |
| Risk Monitoring | Continuous tracking |
Risk Matrix Diagram
Strategic Program Management
Strategic Program Management involves managing a group of related projects (programs) to achieve long-term organizational goals.
Difference: Project vs Program vs Portfolio
| Aspect | Project | Program | Portfolio |
|---|
| Scope | Single objective | Multiple related projects | All projects |
| Duration | Short-term | Medium-term | Long-term |
| Focus | Deliverable | Strategic benefit | Business value |
Benefits of Strategic Program Management
- Alignment with business strategy
- Improved coordination
- Reduced duplication
- Better risk control
Program Management Structure
Stepwise Project Planning
Stepwise Project Planning is a structured approach to planning software projects in logical steps.
Steps in Project Planning
| Step | Description |
|---|
| Step 1 | Define project objectives |
| Step 2 | Identify scope & deliverables |
| Step 3 | Break work into tasks (WBS) |
| Step 4 | Estimate time & cost |
| Step 5 | Allocate resources |
| Step 6 | Identify risks |
| Step 7 | Prepare schedule |
| Step 8 | Review & approve plan |
Stepwise Planning Diagram
Exam-Focused Key Points (For Quick Revision)
- Management principles guide efficient operations
- Management control ensures performance alignment
- PPM optimizes multiple projects
- Cost–benefit evaluation checks feasibility
- Risk evaluation minimizes uncertainty
- Strategic program management links projects to strategy
- Stepwise planning ensures systematic execution
