Software Project Management: Unique Skills for Highly Complex and Ever-Changing Projects
In this article, you’ll find the most useful tips for learning how software project management practices and tools optimize release cycles and help bring state-of-the-art software to market quickly.
Included on this page, you'll find information on the six phases of the software development project lifecycle , details on project manager duties that align with the SDLC , as well as tips and best practices from software PM experts .
What Is Software Project Management?
Developing cutting-edge software is not easy and requires a controlled environment that manages time, resources, people, and costs to ensure on-time, on-budget delivery. The term software project management refers to the planning, scheduling, and organization of a software development project.
Project management dates back to the start of human civilization, but modern project management was born in the early part of the 20th century, when Henry Gantt developed the Gantt chart. Today, project management practices take place across organizations of all sizes and in all industries, including manufacturing, information technology (IT), marketing, finance, and construction. You can find a concise history of project management methodologies here.
John Tukey , a Princeton University statistician, introduced the term “software” in 1958. Initially, companies packaged software as part of the purchase or lease of a computer. In 1969, however, IBM began selling their software as a standalone product, thereby establishing an industry exclusively dedicated to software. As the industry grew, software manufacturers required formalized practices for controlling and releasing software tools. The already-popular project management practices were the perfect fit for managing the lifecycle of software projects.
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Why Is Software Project Management Important?
Project managers have a big responsibility — one that involves much more than avoiding overdue, over-budget software projects. Software project management ensures that the project in question aligns with business goals, achieves high-quality results, and delivers real value to all stakeholders.
Software development comes with multiple risks and challenges — frequent technology changes, immature technology, sloppy development practices, and staff and management turnover, to name a few. Creating software brings other potential challenges as well, such as navigating through stakeholder politics and communicating clearly with end-users, developers, and others. Failure to address such issues can lead to poorly defined system requirements and other problems.
Software project management helps project managers overcome these complexities by inspiring end-user and stakeholder involvement, managing risks, and creating an environment for transparent communication. All of these capabilities help you set realistic project goals, estimate resource requirements more accurately, report on project status, and handle commercial pressures. Software project management offers strategic alignment, leadership, planning, practicality, quality assurance, and proven processes to combat chaos and complexity.
What Are the Types of Software Projects?
Software projects can fall into several categories depending on numerous factors, including the intended use of the software, the type of company developing the software, and the type of end-users. Here are a few of the most common types of software projects:
- New software tools developed by existing software vendors or startups
- Updates, patch fixes, and version releases of an existing software solution
- Mobile applications
- Homegrown, internal support software solutions
The 6 Phases of the Software Development Project Lifecycle
The five phases of project management, developed by the Project Management Institute (PMI), work to standardize project management practices. Each step of the project lifecycle represents the activities necessary to complete the project.
The software development lifecycle (SDLC), a unique software project management lifecycle process, aims to design, develop, and test the quality of software tools. (Note that there are several SDLC models — Agile currently dominates the industry due to its flexibility and fast pace.)
Depending on the methodology you use (e.g., Agile, traditional Waterfall , iterative, v-shaped, spiral, big bang, or a hybrid approach), the phases of software development — also known as software project management stages or steps — you follow may be linear, overlap, repeat, or have varying amounts of focus placed on them. You may find different naming conventions across phases, but the following six steps are the most common designations for the major software development phases:
- Initiation/Planning
- Requirements
- Implementation
What Is the Software Planning Process?
Planning is the first phase in the SDLC and consists of several activities that set the stage for a successful software development project. Below are the software project planning activities and phases:
- Outline project goals.
- Create a baseline.
- Set a budget.
- Create deadlines.
- Identify stakeholders.
- Host a brainstorming session that includes the entire project team.
- Perform an analysis of past projects.
- Identify all tasks and break them down into subtasks.
- Create a list of all activities and assign them to an individual or group.
- Estimate timelines.
- Identify resources.
- Evaluate resource constraints.
- Consider outsourcing options.
- Allocate resources.
- Identify potential risks and impact.
- Perform qualitative and quantitative risk analyses.
- Create contingency plans.
- Identify the required functionality.
- Evaluate products.
- Select a solution.
A project planning template can help you begin mapping out your strategy. The template can be simple or complex, but it should allow for collaboration and real-time adjustments. Click here to download the top project planning templates.
Who Is Involved in Software Project Management?
The responsibilities of software project management — as well as the project results — touch many people and teams across an organization. A software project manager is typically responsible for the management of a project, and developers, engineers, IT, quality assurance (QA), employees from various business departments, contractors, and leadership are also involved at varying stages of the process.
Additionally, clients and customers are involved in the SDLC during user acceptance testing (UAT), which is the final phase of the testing process. During this stage, users (typically clients and customers) put software to the test with real-world test cases to make sure the development is complete.
Software Project Manager Job Duties
Like other types of project managers, a software project manager is the project leader with a diverse set of responsibilities, including project planning, leadership, activity monitoring, time management, budgeting, communication, risk analysis, resource management, and change management. The primary responsibility of the software project manager, though, is to ensure that the team adheres to the SDLC.
If we look at the phases of the SDLC, we can better visualize the many hats worn by the software project manager.
- Define the project scope.
- Gather feedback and buy-in from all stakeholders.
- Decomposition Techniques: These methods use a breakdown of significant project activities to estimate size, effort, and associated costs.
- Empirical Estimation Techniques: These methods use an educated guess from an expert or group of experts. The techniques base decisions on previous software development projects and apply lines of code (LOC) or function points (FP) in the formula. COCOMO and Putnam are two empirical techniques.
- Divide work into subtasks and relate similar tasks.
- Assign responsibilities based on availability by creating resource requests.
- Create a change control, quality control, communication, and risk management plan.
- Host a project kickoff meeting.
- Estimate project costs, including software, hardware, tools, licenses, human resources, travel expenses, communication needs, training tools, and additional project support.
- Create a business requirements document.
- Create an implementation plan.
- Take an active role in the software design document.
- Execute the active development portion of the project.
- Monitor activities and milestones.
- Share status reports with all stakeholders.
- Measure progress and performance along the way.
- Remain informed on user acceptance testing results.
- Ensure the team makes appropriate updates.
- Close project activity.
- Ensure that all tasks are complete.
- Evaluate project performance.
- Execute the next steps.
Risk analysis and management will take place throughout the entire SDLC. The project manager must have the skills and insight to monitor for, identify, categorize, and manage risks that may occur. If problems arise, they must be able to manage changes (i.e., identify, validate, analyze, control, and execute changes) to reduce or remove risk.
Based on the aforementioned responsibilities of the software project manager, it comes as no surprise that a qualified candidate must possess outstanding multitasking skills. Strong communication and leadership skills, as well as technical acumen, are also vital, along with the ability to pay close attention to detail and remain organized amidst constant change.
Software Project Management Metrics
Each project is subject to unique metrics based on the goals of the business. In other words, all metrics should answer business-related questions. Below are four useful software project management metrics:
- Satisfaction: How satisfied are stakeholders with the project? Similar to a net promoter score , this post-project survey contains a question that calculates the overall satisfaction on a numerical scale.
- Delivery: This refers to the percentage of projects that the team completes on time.
- Cost: This refers to the percentage of projects on which the team stays within budget.
- Defects: This refers to the amount of defects that the team identifies and repairs during the project versus the amount of errors that users report post-implementation.
The Benefits of Software Project Management
Project management can be a significant expense for some organizations, but when software projects involve numerous stakeholders, tasks, and teams — and the results impact customers — the benefits easily outweigh the risks. A project manager can reduce overall expenses by streamlining operations. A project manager has the power to keep a project on time and within budget, but, more importantly, they can create a relationship between internal stakeholders and clients, improving communication and visibility into projects. Additionally, they can reduce risks that negatively impact an organization and minimize the number of issues that can burden software development teams.
Challenges That Impact Software Project Management
Software project management is packed with benefits, but there are potential issues that may arise. These challenges are generally prominent in organizations that attempt to take a cookie-cutter approach, rather than considering each software project individually before applying project management methods. Start by evaluating each project one by one to accommodate unique requirements.
For example, some project management solutions are too expensive for small software development teams. If you purchase a needlessly pricey solution, you risk yielding little return on your investment. Software project management solutions do not have to be costly; spreadsheets and basic solutions are available at minimal expense. And, some software projects may not even require an extensive project management solution. In fact, in the case of a simple project, implementing a complicated solution may do more harm than good. Be sure to consider the type of software projects your team will be managing before investing in a software project management solution.
Tips and Best Practices for Software Project Managers
We have talked about the software development lifecycle and a software project manager’s typical duties, but what are some best practices that contribute to project success? Here are just a few things a project manager can do to build trust and create a high-quality relationship with their team:
- Understand and articulate a company’s needs and goals.
- Gather team feedback.
- Break down a plan into daily tasks.
- Stick to that plan (or make changes only when necessary).
- Share successes to inspire and encourage a team.
Alan Zucker, a project management instructor, advisory consultant, and Founding Principal of Project Management Essentials , recognizes the current communication challenges that project managers face and offers this advice: “Project managers spend nearly 90 percent of their time communicating with team members and stakeholders. The Project Management Institute has researched this subject extensively and supports this statistic. While the most effective form of communication is face to face, many of today’s project teams include remote members. Closing the communication quality gap using an online project management tool can help build relationships and effective collaboration.”
Sergei Brovkin holds an MBA, is a certified PMP, and is a Lean and Six Sigma leader. He echoes the need for excellent communication: “Communication is critical. Set up project meetings from day zero and be sure that they are productive and that everyone attends them. Make sure you fully understand the strategic direction and purpose of the project and be able to explain it clearly.”
In addition to possessing the human-touch elements, software project managers must have technical acumen, be able to separate development from non-development tasks, understand the number and types of users the software tool serves, and have insight into pricing models and deployment methods.
What Software Is Best for Project Management?
Finding the right project management software can be tricky. As mentioned earlier, you must analyze the type of projects you will manage, their complexity and intricacy of detail, your team’s size, and your budget to help you determine the best solution for project success. A software’s features and methods of deployment (in-house versus cloud) are essential considerations. Look at tools that offer Gantt charts , PERT diagrams , resource histograms , and critical path analysis functions. To help you choose the right project management software, read “All about Project Management Software.”
Features to Look for in Software Project Management Tools
A project manager’s workload can quickly become overwhelming. As mentioned in the discussion of the SDLC and project managers’ duties, project managers have a wide variety of responsibilities. But, there are hundreds of software project management tools available to help; they range from individual to mid-sized and high-end systems. To identify the best tool for you, first determine your organization size, the type(s) of software projects you’ll be doing, and which development methodology you’ll be using. Below, you will find features that support the planning, execution, and control of each phase of the SDLC.
- Project estimation
- Scope definition, verification, and control
- Project scheduling/calendar
- Resource management
- Risk management planning and control
- Task management with priorities and categories
- Budget management and forecasting
- Time and expense management
- Project monitoring and control
- Team collaboration and communication (online discussions and chat, video, and email notifications)
- Kanban boards, Gantt charts, and PERT diagrams
- Milestone tracking
- Document management and file storage
- Analysis, reports, key performance indicators (KPIs), dashboards, and objectives and key results (OKRs), including cost-to-complete analyses
- Permissions and user roles
- Workflow processes
- Portfolio management
- Billing and invoicing
- Mobile apps for iOS and Android
- Easy to use, drag-and-drop configurations and out-of-the-box templates
- Contact management
- Change management
- Configuration management
- Release management
- Artificial intelligence (AI)
- Product roadmaps
- Backlogs/stories
- Bug tracking
- Client portals for communication, UAT, and approvals
The Future of Software Project Management
Emerging technology is revolutionizing every aspect of the technology industry. AI, natural language processing (NLP), and machine learning are already transforming consumer interactions, and it’s only a matter of time before bots are also handling project management activities. Employee expectations are changing, too. Workers now seek flexible, remote work environments, along with the use of personal devices for work purposes (e.g., bring your own device [BYOD]). In many industries, a remote workforce is already the norm.
Project managers are facing the challenge of communicating with a remote workforce, while also having to worry about robots that will take their jobs. Over the next few years, project managers will experience the effects of digital transformation, which will minimize issues that currently cause project delays. Intelligent tools may take on some project management tasks, leaving human project managers to focus on more strategic activities. In addition, technology that improves communication with the increasingly distributed workforce will become the standard. In the near future, companies will have fully adopted and implemented technology and practices that support today’s modern workers. Then, we will move on to the next technological revolution.
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Software Engineering | Software Project Management (SPM)
- Software Engineering | Project Management Process
- Levels of Capability Maturity Model (CMM)
- Software Engineering | Capability maturity model (CMM)
- Integrating Risk Management in SDLC | Set 1
- Integrating Risk Management in SDLC | Set 2
- Integrating Risk Management in SDLC | Set 3
- Software Engineering | Role and Responsibilities of a software Project Manager
- Software Engineering | Software Project Management Complexities
- Software Engineering | Quasi renewal processes
- Software Engineering | Reliability Growth Models
- Software Engineering | Jelinski Moranda software reliability model
- Software Engineering | Schick-Wolverton software reliability model
- Software Engineering | COCOMO Model
- Software Engineering | COCOMO II Model
- Difference between COCOMO 1 and COCOMO 2
- Software Engineering | Calculation of Function Point (FP)
- Software Engineering | Functional Point (FP) Analysis
- Software Engineering | Project size estimation techniques
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- Software Engineering | Software Maintenance
- Cost and efforts of software maintenance
- Differences between Black Box Testing vs White Box Testing
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- Difficulty Level : Easy
- Last Updated : 18 May, 2022
Software Project Management (SPM) is a proper way of planning and leading software projects. It is a part of project management in which software projects are planned, implemented, monitored, and controlled. Need for Software Project Management: Software is a non-physical product. Software development is a new stream in business and there is very little experience in building software products. Most of the software products are made to fit clients’ requirements. The most important is that the basic technology changes and advances so frequently and rapidly that experience of one product may not be applied to the other one. Such type of business and environmental constraints increase risk in software development hence it is essential to manage software projects efficiently. It is necessary for an organization to deliver quality products, keep the cost within the client’s budget constrain and deliver the project as per schedule. Hence in order, software project management is necessary to incorporate user requirements along with budget and time constraints.
Software Project Management consists of Several Different Types of Management:
- Conflict Management: Conflict management is the process to restrict the negative features of conflict while increasing the positive features of conflict. The goal of conflict management is to improve learning and group results including efficacy or performance in an organizational setting. Properly managed conflict can enhance group results.
- Risk Management: Risk management is the analysis and identification of risks that is followed by synchronized and economical implementation of resources to minimize, operate and control the possibility or effect of unfortunate events or to maximize the realization of opportunities.
- Requirement Management: It is the process of analyzing, prioritizing, tracking, and documenting requirements and then supervising change and communicating to pertinent stakeholders. It is a continuous process during a project.
- Change Management: Change management is a systematic approach for dealing with the transition or transformation of an organization’s goals, processes, or technologies. The purpose of change management is to execute strategies for effecting change, controlling change, and helping people to adapt to change.
- Software Configuration Management: Software configuration management is the process of controlling and tracking changes in the software, part of the larger cross-disciplinary field of configuration management. Software configuration management includes revision control and the inauguration of baselines.
- Release Management: Release Management is the task of planning, controlling, and scheduling the build-in deploying releases. Release management ensures that the organization delivers new and enhanced services required by the customer while protecting the integrity of existing services.
Aspects of Software Project Management:
The list of focus areas it can tackle and the broad upsides of the Software Project. Management are:
- Planning: The software project manager lays out the complete project’s blueprint. The project plan will outline the scope, resources, timelines, techniques, strategy, communication, testing, and maintenance steps. SPM can aid greatly here.
- Leading: A software project manager brings together and leads a team of engineers, strategists, programmers, designers, and data scientists. Leading a team necessitates exceptional communication, interpersonal, and leadership abilities. One can only hope to do this effectively if one sticks with the core SPM principles.
- Execution: SPM comes to the rescue here also as the person in charge of software projects (if well versed with SPM/Agile methodologies) will ensure that each stage of the project is completed successfully. measuring progress, monitoring to check how teams function, and generating status reports are all part of this process.
- Time management: Abiding by a timeline is crucial to completing deliverables successfully. This is especially difficult when managing software projects because changes to the original project charter are unavoidable over time. To assure progress in the face of blockages or changes, software project managers ought to be specialists in managing risk and emergency preparedness. This Risk Mitigation and management is one of the core tents of the philosophy of SPM.
- Budget: Software project managers, like conventional project managers, are responsible for generating a project budget and adhering to it as closely as feasible, regulating spending and reassigning funds as needed. SPM teaches us how to effectively manage the monetary aspect of projects to avoid running into a financial crunch later on in the project.
- Maintenance: Software project management emphasizes continuous product testing to find and repair defects early, tailor the end product to the needs of the client, and keep the project on track. The software project manager makes ensuring that the product is thoroughly tested, analyzed, and adjusted as needed. Another point in favour of SPM.
Downsides of Software Project Management:
Numerous issues can develop if a Software project manager lacks the necessary expertise or knowledge. Software Project management has several drawbacks, including resource loss, scheduling difficulty, data protection concerns, and interpersonal conflicts between Developers/Engineers/Stakeholders. Furthermore, outsourcing work or recruiting additional personnel to complete the project may result in hefty costs for one’s company.
- Costs are high: Consider spending money on various kinds of project management tools, software, & services if ones engage in Software Project Management strategies. These initiatives can be expensive and time-consuming to put in place. Because your team will be using them as well, they may require training. One may need to recruit subject matter experts or specialists to assist with a project, depending on the circumstances. Stakeholders will frequently press for the inclusion of features that were not originally envisioned. All of these factors can quickly drive up a project’s cost.
- Complexity will be increased: Software Project management is a multi-stage, complex process. Unfortunately, some specialists might have a propensity to overcomplicate everything, which can lead to confusion among teams and lead to delays in project completion. They may also become dogmatic and specific in their ideas, resulting in a difficult work atmosphere. Projects having a larger scope are typically more arduous to complete, especially if there isn’t a dedicated team committed completely to the project. Members of cross-functional teams may lag far behind their daily tasks, adding to the overall complexity of the project being worked on.
- Overhead in Communication: Recruits enter your organisation when we hire software project management personnel. This provides a steady flow of communication that may or may not match a company’s culture. As a result, it is advised that you maintain your crew as small as feasible. The communication overhead tends to skyrocket when a team becomes large enough. When a large team is needed for a project, it’s critical to identify software project managers who can conduct effective communication with a variety of people.
- Lack of originality: Software Project managers can sometimes provide little or no space for creativity. Team leaders either place an excessive amount of emphasis on management processes or impose hard deadlines on their employees, requiring them to develop and operate code within stringent guidelines. This can stifle innovative thought and innovation that could be beneficial to the project. When it comes to Software project management, knowing when to encourage creativity and when to stick to the project plan is crucial. Without Software project management personnel, an organization can perhaps build and ship code more quickly. However, employing a trained specialist to handle these areas, on the other hand, can open up new doors and help the organisation achieve its objectives more quickly and more thoroughly.
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15 Tips for Managing a Software Project
Industry Advice Management
Whether you’re an experienced project manager looking to transition into the software industry or a software engineer looking to take on a management role, there’s never been a better time to consider a role in software project management.
According to Indeed, the median salary for software project managers is more than $126,000 per year. What’s more, the projected job growth rate for this discipline is 11 percent , compared to seven percent for all management occupations.
Professionals looking to enter the field of software project management will find that many of the same principles that apply to project management in other fields translate to software, said Johan Roos, a professor in the Northeastern University College of Professional Studies .
“The work breakdown structure is the same irrespective of industry. Whether your team is working on a software application or an office building,” Roos says, a sprint is the same—a 1- to 4-week process of building one part of a larger project that may ultimately take months or years to build. “It’s how you organize the work and the people and the deliverable at the end.”
These 15 tips for managing a software project through the entire development life cycle will benefit both new and veteran software project managers alike.
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1. Assemble the right team.
Ideally, you will have a role in hiring the members of your organization’s software development team to ensure that their skills and experience align with your needs. If the developers are already on board, assess their professional and personal attributes in order to determine which developers are best suited for a project’s particular tasks and objectives. When team members are able to focus on their strengths, they will complete tasks faster, which will help the project manager keep the work on time and on budget.
2. Define the project scope.
The process of developing a project scope statement will define the business needs of the project as well as identify boundaries and constraints . This ensures that all key stakeholders have a clear understanding of what the project will do and how it will be built. For the development team, it reduces the likelihood of “ scope creep ,” or the addition of desired features—and additional work—above and beyond what was defined in the scope.
3. Define deadlines and milestones.
The major milestone is the day the software project must be finished, but there are many deadlines in between the start date and the end date. It’s the responsibility of the software project manager to map out a project management plan , including deadlines and milestones, paying careful attention to which features of the software depend on others in order to work. Focus on four key phases of the development life cycle : Initiation, Planning, Execution, and Closure.
It’s especially helpful to delineate which deadline corresponds to which sprint., which will help with the allocation of resources for each sprint. Further, project managers can identify potential challenges or bottlenecks, such as a feature that may be particularly challenging to build or a feature that will require a completed design from the user experience team.
4. Establish individual and team goals.
The software development team’s goals are closely tied to the project’s overall deadlines, milestones, and business goals. These will be short-term goals, such as the desired output of a sprint, as well as long-term goals, such as the completion of a software module. Communicate these goals clearly and display them visibly, as a reminder to the team (and any new hires who join while the project is in development) of the overall objective.
In addition, a software project manager should set individual goals for each developer. It’s important to balance the business goals of the project with personal development goals, such as learning a new skill or taking on some leadership responsibility on the development team. Set up recurring one-on-one meetings to evaluate these goals and adjust as necessary.
5. Set the tone right away.
Setting the right tone for a software development project means telling the team that you will provide trust, support, and transparency—and that, in return, the team will provide software code that meets both project requirements and quality standards.
When you offer this support and encouragement in the first few days of the software development life cycle, you set the tone for collaboration and high-quality work for the duration of the project.
6. Communicate early and often.
Communication with the development team should take the form of formal meetings as well as more informal check-ins. Scheduled meetings provide a structured way to share information, especially from stakeholders whom the project manager engages with on behalf of the development team. Meanwhile, informal conversations let a project manager ask questions, proactively listen to team members, and build rapport. When issues arise, ensure the development team that management or other stakeholders will be notified.
Frequent communication helps developers feel like valued members of the larger project team. They may be working independently, but thanks to the project manager, they are not working in isolation. Think of it like directing a play: When everyone reads from the same script , everyone has the same cues and the same lines, and there are far fewer questions about what has to happen for the play to run smoothly.
7. Make meetings meaningful.
Daily meetings, commonly called “stand-up meetings,” are a critical part of the software development process. These meetings allow the team to review the previous day’s work, discuss the current day’s tasks, and discuss progress toward requirements, milestones, and KPIs.
It’s important to keep meetings short and productive . The longer the meeting, the less time the software development team has to complete its tasks. Create an agenda for each meeting, share it with all attendees in advance, and stick to the agenda as precisely as possible.
Find a time that works best for everyone. If your team works best in the afternoon, schedule meetings for the morning so you don’t interrupt their flow. If your team is in multiple time zones, consider alternating the time of day for the meeting so one group of developers won’t feel like they’re being overlooked.
8. Gather requirements, then let the team work.
One of the biggest responsibilities in software project management is to gather requirements —to understand what users want the software to be able to do. As noted, this means meeting with internal and external stakeholders to understand their needs and determine what to build to meet those needs.
When you have requirements, give them to the development team for feedback. Experienced developers can tell a project manager whether something makes sense, needs additional explanation, or simply won’t work.
Once requirements are set, a good best practice is to let the developers write code. Take care of the non-technical and administrative parts of the project, and remain available to support the development team as necessary, but do your best to stay out of the way. Interruptions, complications, or complex processes for accomplishing simple tasks will only lead to delays.
9. Identify measurable and practical KPIs.
Short for Key Performance Indicators, KPIs are the metrics that define the success of a software project . KPIs will vary from one project to the next, but they are often discussed during the process of gathering requirements, and they help the development team assign a quantitative value to how a software application needs to perform in order to support those requirements.
For example, a metric for an e-commerce application might be the number of online shoppers who are able to place an order without crashing the app. For a research application, it might be the number of seconds it takes to retrieve results after a user hits “submit.”
10. Keep the team in the loop.
While the development team works through the sprint, the project manager remains in constant contact with key internal stakeholders ; these range from user experience designers and data analysts to sales and marketing and the executive team. In addition, if a software product is being developed for use by a specific customer or set of customers, the project manager talks to those organizations frequently.
These meetings help the project manager ensure that the developers’ work continues to meet the needs of the project and the customer. When stakeholders want a new feature or a different deadline, for example, the project manager has to relay this feedback to the development team and reset their priorities accordingly.
11. Set your team up for success.
Effective software project managers know the strengths of their developers and assign them to tasks accordingly. You don’t need deep technical knowledge of their skillsets, but you should know what they do best and what they like to do most. Some projects will offer you the latitude to give developers a chance to learn a new skill, while others may have time or priority constraints that force you to call on a developer’s particular strengths.
When giving developers work, try to avoid task-switching ; that can make it difficult for team members to focus, which can lead to delays. In addition, try to avoid adding more people to a project unless absolutely necessary. Too many cooks in the kitchen could spoil the code. Instead, try to reshape the mindset and best practices of the team members who already know the project and its requirements.
12. Manage risk and resolve issues quickly.
Risk is inherent in any project. The key to successful software project management is identifying potential risks in advance , as this saves both time and money when mitigating them. Every time you outline a requirement, set a milestone, or define a task, think about the risk that could be involved—insufficient data, bugs in the software, incomplete designs, potential lack of buy-in, and so on.
Next, think about how you and the teams you manage will address each risk. Think about the priority level for the risk as well—the wrong color in the user interface, for example, is likely to be less of a risk than the wrong information in the database. Resolve issues as soon as they arise ; this reduces the risk of a small issue becoming a massive problem, and it allows the development team to return to its scheduled tasks faster.
13. Test often, then test again.
Testing software throughout the development lifecycle, also referred to as quality assurance, is critical to project success. Software that is slow, full of bugs, insecure, or difficult to use is very hard to sell.
At a minimum, software should be tested at every milestone . The team that tests the code should be different from the team that wrote the code. Along with verifying that the software continues to meet the project requirements, tests should focus on the application’s stability, security, and speed. Any failures or problems with the code should be addressed immediately.
14. Recognize hard work.
By its very design, software is meant to simplify complex tasks. But achieving this is by no means a simple process. Not only is it challenging to write code—a single misplaced character in a set of code can cause an entire application to crash—but understanding how a software program solves a problem or completes a task often requires deep analytical thought. And while it’s easy to see when the sales or marketing team has a “win,” it can be harder to quantify this for the development team.
That’s why it’s important to recognize the accomplishments of the development team throughout the project. Use scheduled meetings as a forum for recognizing team members who have devised creative solutions to complex problems. Invite them to demo their solution or discuss how they approached the problem. Share successes with colleagues outside the development team to show others how the team is making progress.
15. Evaluate the project regularly.
Since the software development lifecycle takes place in a series of sprints, the completion of each sprint offers an opportunity to evaluate project progress . Look at both the individual sprint as well as the project as a whole, and focus on success, failure, and areas of improvement. As you take time to evaluate, share your findings with both the development team (to help them improve the way they work) and the larger stakeholder group (to help influence the way projects are developed in the future).
Learn How to Manage a Software Project From Experience
Project management is a skill that students best study and apply through experiential learning , which is a cornerstone of the Master of Science in Project Management program at Northeastern University. Classroom work combined with professional experience helps students learn how to balance the theory and practice of project management, Roos says.
“You’re not learning from a textbook or business school study. It’s something you have to do,” he says. “You have to think about all of the steps in the process.”
To learn more about the skills needed to succeed as a project manager—and how to get them—download our guide below.
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Project Management Software and Technology Term Paper
Several project management software solutions which contain the newest technology were created for operation in businesses or offices management. As allocation of projects operations all over the world, the speed in which they have successfully to communicate is essential.
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There are many technological improvements which are assisting to create this efficient. Advanced computer-based project management software assists people to conclude swiftly if their projects are possible, analyze possible drawbacks, and analyze every step of their project (Frame 41).
Project managers are assisted by this software in planning about employees, tools, and resources available. The software helps in resource management consisting of assessment of state of the project and in tracking the development of the project, tracking the project team as well as the end users or administration.
These software applications may assist in allocating duties to people, coming up with goals, objectives, and creating timelines for the highlights of the projects like grant charts. It also helps in making and producing essential developments and status reports including reviews, reports, charts, graphs, and so forth.
Advanced software applications are capable of assisting in fixing expenses and costs for projects and assess them. It helps in rescheduling the program of the project to balance the demands of resources (Frame 41). Project management software and technology assist in creating project document guides to make incorporated project appearance and approach.
Project management software includes software applications which are simple to use and allow users to follow and make out various unconnected assignments, like the tasks function implanted in Microsoft Outlook and advanced software application which handle projects which are complex or manages a lot of customers, employees, projects, programs, and resources for several complex projects which have a high spending.
It is vital to select a program which is suitable for the extent, difficulty, volume, and management demands of the projected task. Software programs which are intended for huge and difficult projects normally are highly complex and challenging to operate than software which is intended for projects which are less demanding. It is then significant to select a software program which is suitable for the company’s projected project.
The new technology includes of instantaneous status updates which allow management to create the effective decisions swiftly, because of the records which they are assessing through the information they are getting from the newly established software (Jaaksi 25).
The newest project management programs contained wide ranged of features and exceptionally operational and yet it is easy to operate with least start-up time. Additionally, these features are as well modifiable and can significantly be operated by different customers in various areas and various mass dimensions.
The contact resource management strategy is essential to the firms and project management software which has been created currently is addressing the issue.
The management should expect complete incorporation of the business Customer relationship management (CRM), besides the business mail, financial results, and improvement in security. The newest online project management software includes of the programs designed to assist in security, since they have a superior programs that allow business to share and transfer without allowing you to share and transmit safely.
These revised technologies often assist management to restrict the number of conferences they have to plan and only do meetings which are more genuine and beneficial.
Managers supervising the distribution groups understand the need for such gathering and they can usually analyze the status of the group, particularly when participants are in different areas and the reliability of the project is at risk. The continual supply of the updated information and data collected are particularly useful here.
Several companies have coped with the idea that effective technology program are always originated from using tried and true techniques for successful project management. The most active businesses, however, have greatly emphasized on the field of project management, administering the human resources which simplify project results.
Tried and true denotes that the software or the newest technology was tried and examined to be excellent by experts and specialists and they are cheaper but exceptional programs, applications, and tools (Jaaksi 25).
Old-fashioned managers or employees will count on tried and true system and it is undeniable facts that pen and paper is valuable, but new software such as Microsoft Office Project 2007 is definitely more competent (Jaaksi 25). All the experts and professionals cannot outshine the operational of the newest technology of computers with the old system of pen and paper.
Project management software and technology are simply as fair and operational during analyzing the workers’ duties and responsibilities.
Rather than having blame the employees for certain errors or inefficiency and being seen as biased while a times they may be inaccurate, the project manager should leave it up to the project management software application to analyze and raise the issue and then they can talk about the issue without being observed as putting blames on certain group or individual.
Lastly, possessing a project management software application for the project creates the management process even, rather than pen and paper managers all performing tasks rather different, workers can be guaranteed that their administration is performed efficiently, slickly and with greatest competence toward achieving their targets.
Works Cited
Frame, Davidson. The new project management: tools for an age of rapid change, complexity, and other business realities. New York. NY: John Wiley & Sons, 2002. Print.
Jaaksi, Ari. Tried & true object development: practical approaches with UML . Cambridge: Cambridge University Press, 2010. Print
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50 Project Management Terms You Should Know
Project management is a set of important skills for most of the careers. It is the application of processes, knowledge, skills, and experience to reach the project goal. Main components of project management are:
- Outlining the basis why a project is essential.
- Determining the project requirements, the standard of deliverables, resource allocation, timescales etc.
- Controlling risks, issues, changes in project and managing project budget as planned
- Providing communication with project team and stakeholders
- The closing of the project in a controlled manner at the proper time.
Also Read : Latest Project Management Trends in 2018
Every course has its own glossary, and hence project management is not an exemption. Project Management glossary contains a number of project management terms that will help the project team to standardize the project’s startup process. These project management terms are the popular project management buzz words. Here we have given top 50 project management terms that you should know-
1. WBS (Work Breakdown Structure)
Work Breakdown Structure is one of the important project management terms. A work breakdown structure (WBS) is hierarchical that breaks down the work into manageable clods so that each level of WBS could be easily understood by the project team. Project team creates WBS by analyzing major deliverables and then dividing them into sub-deliverables. This dividing process is continued until it is assigned to a single person.
Do you know about communication methods in project management? If no, read the article – Communication methods and its importance in project management .
2. Milestone
A milestone is a scheduling process that describes the set of related deliverables. These are the significant points in time or an event that mark important moments during the project. This is a best practice for project managers to use a milestone in the project to celebrate something expressive being created. Milestone is one of the components of Gantt chart and you will be able to see them on the project schedules presented as a diamond. These are mainly used for
- Starting phase
- Ending phase
- Fixed dates on plan
3. Stakeholder
Stakeholders are very important in project management, thus stakeholder is one of the project management terms you should know. Stakeholders are the people engaged in and influenced by the project. Some of the stakeholders cover every section of the organization whether some have limited scope. Some of them are outsiders as government bodies. They must be informed about the necessary information. To deliver a product on the basis of customer’s demand is not enough for the success of a project. Projects must meet all the expectation of stakeholder.
4. Work Plan
One of the key terms of project management is its work plan. A work plan is an outline of a group of goals with the help of which project team can reach those goals. The aim of the project work plan is to promote efficiently, systematized and completion of the project according to budget, schedule, and requirements. It presents all the tasks involved in a project, who is responsible for each task and when these tasks will be completed. It includes the job scope, work product definition, task sequencing, budget, schedule etc.
5. Baseline
The baseline is one of the most popular project management terms among project managers. A baseline is used to measure the performance of the project. There are three baselines in project management. These are –
- Schedule baseline
- Cost baseline
- Scope baseline
The combination of these three is considered as complete performance measurement baseline.
6. Triple Constraint
All the projects are brought about under some constraints. Triple constraint is a four components group (time, scope, cost and quality of the product) represented by a triangle with time, scope and cost at corner side and quality at the central theme. There must a balance among all these components as the change in any one will impact the other components.
Still confused whether you should get certified in project management? Here is the answer if certification is required to grow in project management
7. Project Life Cycle
The project life cycle is among some important project management terms you should know. It includes project planning, analysis, design, implementation, and budget. A project life cycle can have many models but each model represents a single phase to build the deliverables of the project. A project life cycle consists of initiating the project, it’s planning, monitoring and controlling, executing, and closing.
8. Gantt Chart
Gantt chart is a bar chart that displays the scheduled information graphically. These are very useful in the planning and scheduling of the projects. It is also helpful in managing the relationship between tasks. This chart can be used to keep the project team and sponsors informed about the project progress. Using the Gantt chart, one will be able to see what is achieved by a certain date and, if the project is behind the schedule then an action can be taken to bring it on track.
9. Change Management
Change management is one of the project management buzz words. It is a project management plan that has authority to approve or reject the changes on the project. Purpose of this management is to manage the change that occurs during project according to the previous planned requirements and statements. If change management approves the new change in the project, only then the project manager will be able to modify the budget and deadline to reflect the additional work.
10. Risk Mitigation
At the beginning of the project, it is important to know the risk that surrounds the project because you can change your plan or can choose some other option to avoid the risk occurrence. And, risk mitigation is that project management term which identifies the risk. It is a risk reaction devising technique associated with menace to the project. If risks are not identified then it can cause a failed project by taking so much time as you are not prepared for that. So, this risk mitigation, risk identifying term is of much use as this idea reduces the possibility of occurring risk and also reduces the imprint of risk on the project.
11. Activity
During the course of a project, Work or Work Package consists of an Activity. Sometimes it is defined as the smallest part of a project. It identifies the timeline development, accurate estimating and many other aspects by turning into small tasks. Activity has a unique function i.e. sequencing. Along with Work Breakdown Structure (WBS), it states two main processes: Identification and Documentation.
12. Assumptions
While dealing with statement of work (SoW) and working on a project, Assumptions are listed as factors. It ensures the validation and result of projects. Assumption Analysis is a practice in which one can identify or calculate the accuracy part.
Agile is an approach particularly used for product and project management. Sprints are used in terms of short bursts of work typically in an iterative way to deliver software projects. Agile was initially developed for Engineering and Information Technology projects. But with the continuous innovation, marketing industry is also currently using it successfully. Agile’s approach is making its mark rapidly because it gives a flexible working style. It comes under the most popular project management terms.
Try: 25 Free Agile Certified Practitioner (PMI ACP)® Exam Questions with detailed Answers
14. Brainstorming
Before executing or designing a project, a complete SWOT analysis should have to be performed by teams involving in the same project. The technique used to calculate solutions, risks etc. by professionals is known as Brainstorming. It is basically an analysis method.
15. Business Case and Use Cases
Business Case is referred to a doc file which is used to store data like costs, calculations, benefits etc. Moreover Use Cases also help users by providing the requirement of software tests. These requirements are directed from end consumer directly. Use cases also concentrates on daily actions.
16. Business Plan
Business Plan is termed as a doc file which evidently describes about the project goals. It includes the business goals and their strategies to achieve them. Business Plan also concludes contextual info.
17. Certified Associate in Project Management (CAPM)
CAPM is generally found among the project management buzz words. Certified Associate in Project Management is an entry-level project management certification offered by Project Management Institute (PMI). This is a knowledge guide by the Project Management Institute to provide an associate level certification.
18. Contingency Plan
Contingency plan refers to the second plan if your plan A doesn’t work. It includes the situations which may or may not occur in future. Contingency plan provides solutions to exceptional risks. These risks have disastrous concerns. Thus it also includes the risks management. Contingency Plans are often designed by officials who are in businesses or Governments. It is sometimes referred to an alternative action.
19. Cost Estimation
Cost estimation is one of the most popular project management terms among project managers. Cost is the factor which is the most important for any business. It can impact profit and time duration of the project. So, cost estimating is the key method which is used to calculate entire project cost.
20. Critical Path Method (CPM)
Critical Path Method (CPM) provides functions to write an algorithm for project activities. It is particularly used for scheduling and termed as the “critical or shortest path”. Critical Path Method (CPM) is a step by step approach in which one can analyze critical and non-critical tasks.
21. Case Study
Case study comes among the important project management terms. Case Study is a process in which an individual or a team conducts a research on particular project to analyze its crucial aspects. It basically consists of document files consisting of approaches, practices, and product specifications.
22. Closing Processes
Closing Process is described as the termination of a project along with all the phases and processes. It is the end of the project that denotes the successful completion of the project. In the five steps of project management life cycle, closing process is the last step.
Also Read: 10 Steps at the Time of Project Closure
23. Dummy Activity
Before going through final activities, every project manager suggests dummy activities. Dummy Activities are shown with dashed lines. Dummy Activities are used after a failure, to describe that.
24. Dashboard
Dashboard is basically a platform which helps to check all the useful information about the project. Through dashboards, anyone can view data from their location. It is used to check KPIs where KPIs stands for Key Performance Indicators. Dashboard monitors all the reports and allows users to regularly update. Dashboards are categorized as Informational, Planned, Logical or Operational.
25. Deliverable
For every tasks or projects, there is a commitment of required result/output which is to be delivered to the users. That required output is known as deliverables. Deliverable is referred to perceptible or imperceptible objective which is the most important for a successful project. A document, A Report, End Product or Project Block are the best examples of Deliverables. It can be categorized in terms of Software, Hardware and design documents.
26. Earned Value & Earned Value Management (EVM)
Earned Value is termed as the methodology in which three main aspects of projects i.e. the actual work, project plan & value at which work is completed, are observed. It also demonstrates the timeline and total costs that have been spent on the projects. Moreover, Earned Value Management (EVM) is a process where one can schedule, measure, and check scope of performances.
Also Read: Earned Value Management – Analysis
27. Feasibility Study
Feasibility Study is among the most popular project management terms. It is defined as the process of assessment of a designed plan. It is a methodology in which you can see everything practicality. It consists of the activities like market research, polls, detailed project study etc.
28. Human Resource Planning
Human resource is responsible for the manpower and their deployment. In human resource planning, you can identify the individual roles. Also, you can observe the relationships between individuals who are related to the project.
29. Network Diagram
Network Diagram is a graph or chart which clearly indicates the flow of elements in the project. It also consists of the elements that are shown from left to right with their dependencies.
30. Organizational Breakdown Structure (OBS)
Organizational Breakdown Structure (OBS) is defined as the organization of a project in hierarchical depiction. It can rely on work packages to perform all the organizational activities.
31. PERT Chart
PERT Chart is used to evaluate the reviews. It is also known as Program Evaluation Review Technique. PERT Chart is used to create, establish, and organize tasks. A precedence diagram, a network chart, and logic diagram can be created in the PERT Chart.
Must Read: 25 PMP Formulas to Pass the PMP Certification Exam
32. PERT Estimate
PERT estimate is used to calculate time and costs. It is actually an accurate estimating technique. “Pessimistic plus the optimistic, plus four times the most likely, divided by six.” is the main formula used in PERT. PERT Estimate uses a prejudiced middling to expect the longevity of a task.
33. PRINCE2
PRINCE2 refers to Projects In Controlled Environments – version 2. It is a formal project approach which provides functions like Planning, Monitoring, and Controlling. It encourages individuals or teams to attain their goals timely. It also takes care of budget. It is also termed as a certification which is essential for UK and Europe project managers.
Preparing for PRINCE2 Foundation Certification? Get Certified Now .
34. Project Management Body of Knowledge (PMBOK)
PMBOK is one of the most popular project management terms among the project managers. Project Management Body of Knowledge (PMBOK) is a guide which concludes terms, best practices, strategies and procedures. This guide is a standard guide provided by The International Organization for Standardization and followed by the industry.
35. Project Management Professional
Project Management Professional indicates to an individual who is an expert professional. He/She is a certified project manager who is responsible for all the activities, elements, strategies etc. The category of certified project manager includes all the associate and professional level candidates.
What is the best strategy to prepare for PMP? Read here .
36. Project Change Request Form
Formalizes requests from anyone to the project manager. It requires the requestor not only to describe the change, but also to supply a reason why this change is appropriate and needed. Once the requestor has completed the form, the project manager can determine whether the change is indeed necessary, should be rejected, or should be delayed until the completion of the current project.
37. Project Management and Knowledge Area
An application consists of few key points: information, services, tools, and methods. These applications are defined by the Project Management Institute (PMI). Project Management also achieves the expectations of stakeholders. There is an area defined for project management for the knowledge requirements.
38. Project Manager
Project Manager is an individual who is responsible for a project . He/She is responsible for aspects like execution, planning, and closure of a project. There are various occupations like healthcare, information technology, architecture and others that requires Project Managers. No doubt, project manager is worth to be included in the list of top project management terms.
Also Check: What are the Responsibilities of a Project Manager ?
Scrum is an important approach in Agile. It is used for delivering software products with iterative incremental process. Scrum basically follows Rugby stint in which teams use short sprints. Short Sprints are useful for delivering a steady progress in a strong leadership. The leader in Short sprints is referred as Scrum Master.
40. Quality, Quality Assurance, and Quality Control
Quality is an interpretation which defines superiority and inferiority of things. Quality gives products’ sustainability, maintainability, and reliability. It also pre-decides the requirements which inherits characteristics. Quality Assurance refers to the approach which includes prevention of errors. It maintains the preferred level of the quality. Quality Control refers to the procedures which certifies that product defines the necessary goals.
41. Risk Management
In every project, you can have some risks. To reduce risks, there are few methods where you can manage risks. Also you can write down the potential risks occurred in the project and through the management tools, you can reduce them easily. Risk management is worth to be included in the list of top project management terms.
Are you preparing for PMI-RMP® Certification? Here’s the complete preparation guide for Risk Management (PMI-RMP)® certification exam ?
42. Reporting
Reporting is an essential part in any project. Reporting is basically a document file in which every information about the project is stored with the development records. At every phase, one should report to the project manager so that every team which involves in the same project can gather.
43. RACI Chart
An RACI chart is defined as a matrix in which you can get all the significant actions happening in a project. It is bifurcated according to the roles or people. Also in matrix and at each intersection, you can allocate responsibility to anyone.
44. Resource Calendar
Resource calendar is termed as the list of working days along with non-working days which specifies the activity of resources. It is particularly used to calculate the holidays.
45. Statement of Work (SoW)
SoW stands for the Statement of Work. It describes the method and production of the project. It is basically a tool by which you can directly work with anyone. You just need to enter the description of tasks which is to be done.
46. Status Reports
Status reports deliver existing info on the project charge, financial plan, possibility, and other pertinent info. It also includes the completed tasks and tasks in future. It also includes a risk list and project duration.
47. SWOT Analysis
if you are in project management, SWOT analysis is among the project management terms you should know. SWOT stands for Strengths, Weaknesses, Opportunities and Threats. Before starting a project, there should be a SWOT analysis so that you can have all the required terms of the project and you can calculate the key terms. The SWOT analysis refers to the planning by which you calculate these terms.
48. Time Management
When a project is designed and delivered to the team for reference, then it consists of the time duration which every team should follow. It also indicates the method of scheduling and management of time of the project. It also involves the project manager, management and all the key personnels who are responsible for the project. It helps to calculate the team efficiency.
Read: Tips For The Project Manager On How To Manage Time
49. Three-Point Estimation
Three point estimation is a method or process by which you can take reviews or cases. Mainly known Three Point Estimations are best-case, worst-case, and most likely case. It helps enterprises to generate accuracy, calculate estimation, and average.
50. Waterfall Model
In Waterfall Model, There are various phases which need to be followed from sequentially one phase to the next. Waterfall Model is a traditional project management procedure in which sequential development process is followed. Also in this model, development actually moves in downward direction. It also consists of few phases like initiation, analysis, design, build, test, and maintenance. Besides, agile model is preferred over waterfall model now-a-days, waterfall model is always there in project management terms cheat sheet.
Final Thoughts
To deliver a project successfully, it is important to start the project with proper identification and pre-defined goal. For this, it is required to know and understand the project management terms. This article is the project management terms cheat sheet for those who are not familiar with the project management. Here, we have covered all the project management terms that you should know. So, give a good start to your project management career by reading these important project management terms.
You can also try PMP online course and PMP practice tests to prepare for the PMP certification exam.
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Detailed explanation of pmbok 4 vs pmbok 5, pmp study notes series, 25 thoughts on “50 project management terms you should know”.
Very good and detailed summary. I think it will be good to add the allocated or acquired work force competencies and abilities. Moreover the shot gun policies too. Thank you
Informative… Tag line @ Belief is powerful and thought of the day… Can u please tell me what is CoC and COE in production scenario (COE: Center of Excellence)
Love your write up. Keep it up!
very clean definition. wonderful Neeru..
keep continue with same learning attitude
Well done !
Can you please share all the Abbreviations and acronyms used in Project management?
What does PVT stand for in relation to Pre-commissioning test? What’s the V for..
Nicely done!
Concise n most effective terms described.. Tq
Great article! I am a project manager (relatively new at that) at my company and as I’ve noticed besides of knowing the terminology it is also important to have a tool to work with. We tried few until we ended up with Proggio.com Easy to understand and simple to use. It has a free trial can be helpful especially for beginners to see how things work 🙂
I second Proggio recommendation it is very friendly. They also have quick real people support that answered all my questions which is nice because in many places they use bots for that
Love your write up/ Keep writing for goodness! Many thanks
Brilliantly added
Great Article. Thank you Neeru
Oh my goodness! Impressive article dude! Thanks
Very good write-up. I certainly appreciate this site. Keep it up!
great work and thanks for information.
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Software Project Management Term Paper
Software project management term paper:.
Software project management is the special type project management, which maintains planning, monitoring and control over the projects on the processing and development of software. The key moment in software project management is the choice of the correct method of operation.
The process of software project management differs from the other types of project management, because the result of the project in software in always non-material. Then, the amount of the accumulated experience in this sphere is not enough and the technologies which are used for the fulfilment of the project change and improve very rapidly. Finally, the experience gained during the software project management can not be applied on the management of other projects in other spheres. There are several factors, which caused the development of software project management and the most logical is the rapid development and improvement of the computer technologies from the 1970-ies.
We can help with your Software Project Management term paper online!
Computers became more powerful and could process more information and fulfil more tasks and it provoked numerous projects, the majority of which, unfortunately, failed. The most obvious reasons which caused failure were: obscurity of the aims of the projects; the wrong calculation of the resources required for the project; the wrong calculation of system requirements; uncontrolled risks; weak cooperation between the client, producer and user; the use of extremely brand new and unstable technologies; disability to cope with the complexities of the project; unskilful project management; financial problems. Since that time the process of software project management has improved seriously, because now the experts pay attention to the aim of the project, evaluate, risk, requirements, calculate expenditures and create the appropriate terms for the projects.
Software project management is an important topic, which helps students understand the process of management, get to know about the problems which can occur in the project management and how to solve them. A successful term paper on software project management should present up-to-date trustworthy information about the topic, analyze it from all sides, touch upon the problems of software project management and summarize the paper well. The student is supposed to pay attention to the methods of the research and the literature review of the books and periodicals used for the investigation of the topic, because the quality of the paper is evaluated on these factors.
Evidently, every student, who has problems with term paper writing, can find solutions to these problems in the Internet. One can read a free software project management term paper example and get to know about the right manner of paper writing. Furthermore, due to a good free software project management term paper sample one can learn to format and construct the paper well.
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"The specific problem addressed in this study was the low success rate of information technology (IT) projects in the U.S. Due to the abstract nature and inherent complexity of software development, IT projects are among the most complex projects encountered. Most existing schools of project management theory are based on the rational systems view; however, for projects with a high degree of complexity, a complex adaptive systems view more effectively describes the full range of project behavior. To investigate the problem, a distinction was made between project complexity and project complication. To help reduce the frequency of IT project failure, project attributes that contribute to complexity and complication were identified from literature, and a survey instrument was developed to measure and investigate relationships between IT project complication, IT project complexity, and IT project success. The survey was tested and administered to the U.S.-based membership of the Project Management Institute's Information Systems Community of Practice (PMI IS CoP). A total of 235 qualified responses were received, exceeding the minimum sample size of n = 115 determined by power analysis. The survey data was analyzed and transformed, and parametric Pearson's correlation coefficients and nonparametric Kendall's taub and Spearman's rho correlations were determined. Results indicated IT project complexity and IT project complication were positively correlated, but IT project complexity had a greater negative correlation with IT project success. The study expanded the application of complex adaptive systems theory to project management theory by providing empirical evidence of a distinction between project complexity and project complication, and between their respective relationships with project success. Implications for practice and future research include identifying and managing project attributes related to complexity to increase the likelihood of project success, and further investigation of project attributes related to project complexity, complication, and success. "
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Software Project Management
In: Business and Management
Project Management for Information Systems A refreshingly readable, realistic and relevant view of project management within the context of information systems. This comprehensive and practical book is an excellent starting point for any practicing project managers or students of Project Management for Information Systems, whether they are from a computing or a business background, at undergraduate or masters level. In this book, the practical perspective and industry experience of the authors complements the clear explanation of project management theory and methodologies. The authors strike a good balance covering both the mechanics of project management and the human factors involved and plentiful case studies, exercises and good and bad examples from real life help the reader to put the theory into context and into practice. This fifth edition has new material on: • development life-cycles and approaches (including agile approaches) • different types of IS projects and how to manage them • implementing change through information systems • updated coverage of leadership and management. Project Management for Information Systems is all you need to plan every aspect of an IS project and ensure that it is implemented on time, within budget and to quality standards. ‘This is an excellent starting point: a practical down-to-earth and comprehensive guide to many facets of IS project management. Cadle and Yeates draw on a wealth of experience in running projects, offering a unique combination of a refreshing approach to the subject and the detailed insights from the trenches. Overall, a truly valuable book for both students and learning practitioners.’ Professor Darren Dalcher, Professor of Software Project Management, Middlesex University fifth edition Project Management for Information Systems fifth edition Cadle and...
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The Best Project Management Software for 2023
We tested more than 25 project management apps to find the best ones to help teams of all sizes keep projects on track and deliver results.
I've been contributing to PCMag since 2011, at times as an analyst and currently as deputy managing editor for the software team. My column, Get Organized , has been running on PCMag since 2012. It gives advice on how to manage all the devices, apps, digital photos, email, and other technology that can make you feel like you're going to have a panic attack.
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Zoho Projects
Liquidplanner.
Let's say you're building a house. It's a complex process and some tasks must be done in a particular order. You can't install windows if you haven't put up the walls yet. You probably have dozens of people working on the house, and you have to know which days they are available to pour the foundation, lay the tile, and so forth. Then you have to schedule them based not only on their availability but also on each task happening in the right order. The way to manage a complex project like this one—including all the jobs that need to be done by whom and when—is to use project management software.
We're here to tell you about the best project management apps we've tested and what makes each one unique. Below our recommendations, you'll find more information on what project management software is and advice on how to shop for the right app for your team.
Best for Beginners
Who it's for.
GanttPro is one of the best project management apps for beginners. That also means it's a great pick for teams, especially small teams, that don't have an expert in project management on hand to run their projects for them. It does not have customizable reports and dashboards that larger teams may need, however.
Why We Picked It
With reasonable pricing, an interface that anyone can learn to use, and a good balance of features, GanttPro is one of the best project management apps. We also appreciate that it includes custom fields for tasks, a kanban board view, and a critical path feature, as well as a save history that allows you to do multiple undos.
- Competitively priced
- Well designed and easy to learn to use
- Includes custom fields for tasks, kanban board view, critical path feature
- Saves history for undo
- No customizable reporting tools or customizable dashboards
- No billing or invoicing
- Light on integrations
Best for Client Work
If your business takes on projects for clients, then Teamwork is one of the best project management apps you'll find. It comes with billing and invoicing included, so it's easy to track hours worked on a project and know what to bill.
Before Teamwork became focused on organizations that take on client work, it was already a superbly designed project management platform. If you are new to project management, you could spend a bit of time using Teamwork and watching some of its excellent video tutorials to learn enough to use it in practice.
- Simple and intuitive design
- Great customization options
- Billing and invoicing included
- Free account available
- No PDF or image markup tools
Best for Small and Growing Teams
Zoho Projects is a low-cost project management app with an array of helpful features, which makes it an attractive option for small and growing businesses. Its tiered pricing, with attractively low rates, is also targeted at organizations that are on a budget and those that expect to grow quickly.
We picked Zoho Projects as one of the best project management apps because it offers excellent value. It's easy to set up and navigate, offers deep configuration options, and includes the option to track time worked. You can make your own project templates in Zoho Projects, but the app does not come with its own set of templates.
- Excellent value
- Generally easy to set up and navigate
- Multiple ways to communicate in app
- Deep configuration options
- Strong time-tracking tools
- Does not include premade templates
- Slightly unusual resource management view
Celoxis is one of the best project management apps for medium and large organizations. This app provides ample reports and other tools that give decision-makers and business owners value. For example, you can use Celoxis to not only work most efficiently by adjusting project schedules, but also to forecast revenue.
Celoxis is reasonably easy to use, with a short setup time. Medium to large businesses will like that it includes time tracking, budgeting, and resource management tools.
- Ample reports and other tools for decision makers
- Easy to use and short setup time
- Includes time tracking, budgeting, and resource management
- No proofing tools
- No billing or invoicing features
- No free version
Best for Automated Scheduling
While LiquidPlanner can be a great project management app for teams of any size, we think it's especially well suited to larger teams working on complex projects. One reason is because LiquidPlanner's area of specialization is automated scheduling. If a pain point for your organization is scheduling people to take on certain tasks at specific times, then LiquidPlanner can help. This app comes with ample tools for automatically fixing project schedules when tasks slip or when workers are suddenly unavailable.
LiquidPlanner is impressive at managing projects, tasks, workloads, and more. It can automatically and dynamically schedule work for your whole team, even as factors change—which may not be everyone's cup of tea. If you're open to what LiquidPlanner offers, this app can project best- and worst-case scenarios for projects and tasks, dish up rich management and insight tools, and give you the tools you need for time-tracking—as long as you opt for a Professional or Ultimate plan.
- Automated, intelligent scheduling
- Projects best and worst case scenarios
- Rich management and insight tools for a variety of resources
- Good time tracking included in Professional and Ultimate plans
- Takes significant time to set up projects and learn to use
- Some functions are difficult to find
- Gantt chart is not interactive
- No milestones
- No nonimage attachments
Best for Proofing
ProofHub is a project management app for team that including proofing stages as part of their workflow. In other words, if your team evaluates or critiques visual materials—whether ad campaigns or mobile app designs—ProofHub has tools that other project management apps lack to help you through those processes. More specifically, it has markup tools you can use to draw on PDFs and image files while you give feedback or otherwise collaborate on them with your team.
ProofHub aims for simplicity without skimping on core features. It's also competitively priced for small teams. This app is also surprisingly easy to use, making it great for teams that don't have a dedicated project manager.
- Quick and easy setup
- Nice balance of features and simplicity
- Good tools for discussing visual materials
- Sometimes loads slowly
- Lacks budgeting tools
Best for Open-Source Project Management
Redmine is the go-to project management app for anyone who wants a free and open-source option—but you also need to have people on hand that know how to install and maintain it. Redmine is not an off-the-shelf project management app. It's focused on projects that include issue- and bug-tracking.
While Redmine isn't for everyone, we chose it as one of the best project management apps because it's free and open source, which is a rarity in the project management world.
- Open source
- Customizable
- Includes time estimates, dependencies, Gantt charts, project wikis
- Requires self-installation and maintenance
- No included support (beyond the online community)
- Support limited to community docs
- Not suitable for all teams and projects; favors software developers
Best for Automations
Smartsheet is the project management app for people who like to increase productivity through automations. That means you're willing to put in the time to set up "if this, then that" type commands that Smartsheet carries out for you automatically. For example, you might have an automation that says, "When someone marks a task as blocked, and the task status is 'in progress' or 'for review,' then alert the person assigned as the manager for that task." Most other project management apps don't have automation options built into them, though sometimes you can create them using third-party tools, such as Zapier . One note about Smartsheet: to get time-tracking, budgeting, and resource management, you need companion software that come with added fees.
If you're willing to put in the time to learn what Smartsheet can do and customize it to your needs, it's very powerful. It might become your go-to tool not only for project management but also for other collaborative business.
- Endlessly customizable and quite powerful
- Supports automations, input from web forms, proofing and approvals
- Requires companion software with added fees for time-tracking, budgeting, resource management
- Pages don't update in real time or autosave with every keystroke
Best for Easy Entry Into Gantt Charts
TeamGantt is for beginners because it's so easy and intuitive to use. If you don't know anything about Gantt charts, you will quickly and painlessly learn while using TeamGantt. We like this app best for small teams who may not have a dedicated project manager on hand. TeamGantt doesn't have budgeting or invoicing tools, which is another reason it's better suited to small teams rather than large ones.
TeamGantt has lovely interactive Gantt charts that are incredibly easy to learn to use. The app has exceptional tutorial content to help you learn anything you don't know. We also love a feature that automatically corrects any errors created among dependencies.
- Intuitive and easy to use
- Excellent interactive Gantt charts
- Exceptional tutorial content
- Automatic dependencies correction feature
- Features for discussions, notifications, and uploaded files could be improved
- No budgeting or invoicing tools
- Average reports
Best for Managing Projects and Ongoing Work
Wrike has a few plan types that are targeted at very specific types of teams, namely marketing and creative industries, and professional service teams. Wrike is very good at what it does, so long as you put in some time to pick the right plan and learn its features—expect to work with Wrike's customer support on this process, rather than merely paying for an account and setting up the app on your own. In that sense, Wrike is for larger teams that have the time and resources to dedicate at least one person to work with Wrike during setup.
Wrike is a powerful tool in both the categories of project management and collaboration software . Now owned by Citrix, Wrike supports team collaboration, work management, and project management, and it continues to grow by adding new work intelligence features that can, for example, predict when a project is at risk of falling behind and call attention to possible causes.
- Easy to use
- Special account types for marketing/creative teams and professional services
- Can manage both projects and ongoing work
- New intelligent features flag projects at risk of slipping
- Difficult to choose the right plan without customer assistance
What Is Project Management Software?
Project management software is a type of online collaborative app. All the people who are working on a project login and see what they're supposed to do and when. These workers also record their progress on those tasks and add relevant details, such as notes about any changes. With the appropriate permission level, people can also see what everyone else is doing, what requirements must be met for them to get it done, and when.
For the person or people managing the project, the project management app provides a clear overview of the project and its health. Are all the tasks on track to be completed on time? If one task is late, how does it affect the projected deadlines of other tasks? Is someone available to pick up an urgent task if the person assigned to do it is ill? Plus, if the project management app supports tracking finances, the app will also tell the people in charge whether the project is running on budget.
How We Choose the Best Project Management Software
For this roundup of the best project management apps, we evaluated and tested more than 25 project management platforms and have included here the products with the highest scores. Inclusion is based on PCMag's independent testing and evaluation . In determining scores, we consider the needs of a variety of business types, including small businesses on a budget and large organizations that need to manage many projects, people, and budgets simultaneously.
For this category, we stick to traditional project management apps only. These apps are specifically created to manage projects, rather than ongoing work. A project is a set of work with a start date, an end date, and a deliverable.
To be included in this roundup, the app must offer Gantt charts , which is a type of timeline view that's commonly used in project management. All the apps included here also have other standard tools in addition to Gantt charts for tracking, organizing, and scheduling project-based work.
There are many other excellent collaboration apps that sometimes get called "project management apps," such as Trello , Basecamp , and Airtable . While some collaboration or work-management apps are very capable at managing certain kinds of work, they aren't necessarily designed for juggling the complexities of dozens or hundreds of projects and their schedules simultaneously. Therefore, we don't include them here.
What Can You Do With Project Management Software?
Project management apps let you track and manage nearly any kind of project, such as the creation of a new product, building a house or website, or launching a marketing campaign. Teams that use project management apps typically track more than one project at a time. The software helps them figure out when to schedule work based on when things need to get done and the human resources available to do them.
The very best project management apps detect problems before they happen. By tracking the progress of work and individual tasks (for example, having completed six hours of a task that's estimated to take a total of eight hours), project management apps can sound an alarm when a deadline is in danger of slipping, but before it actually happens. The most powerful project management apps also offer to automatically reflow the project schedule when tasks do fall off course. They generate reports that give managers insight into which team members have too much or too little work assigned to them. Some let you track project budgets, too, and log billable hours so that you can send invoices to clients for time worked.
What Is the Best Free Project Management Software?
A few of the best project management software systems have free versions. Usually, these free versions are severely limited in some way. For example, you might be allowed to manage only one or two projects at a time or invite only a handful of people to work alongside you. Plus, you usually don't get all the best features of the app in the free version. Still, if you have a small team and need to only manage one or two projects, it might work.
You can get a free account from Zoho Projects, Teamwork, Wrike, TeamGantt, ProofHub, plus a few others that did not make this list, such as AceProject .
Redmine, which did make this list, is a 100-percent free project management app, but you have to install and maintain it yourself. It's not an off-the-shelf product, but rather an open-source alternative. If you're looking for something simple you can start using right away, Redmine isn't it. For simplicity, you're better off with Zoho Projects, TeamGantt, or AceProject.
What's the Easiest Project Management App to Use?
If you're new to project management and especially if your organization doesn't have a dedicated project manager, you need a project management app that's easy to use. TeamGantt and GanttPro are the easiest project management apps to learn and use. They are both designed for beginners and other people who are inexperienced at project management.
Many of the project management apps we've reviewed are easy to use, provide good video tutorials, and work well for beginners, but after testing dozens of them, we believe GanttPro and TeamGantt are best.
What's the Best Project Management App for Small Business?
If your team needs to manage and track a couple of projects, but you're less concerned with employee scheduling, collecting time sheets to bill clients, and comparing the progress of dozens of projects in development, a low-cost tool such as Zoho Projects (starting at $5 per person per month for Premium) is the best bet. What we especially like about Zoho Projects is that it scales easily if your team ends up growing and needs more features. Zoho, the company, offers a wide range of other business apps that can connect to Zoho Projects to expand what you can do with it.
We also like GanttPRO as a low-cost option. It's one of the easiest tools to use and is great for people who have limited or no prior experience with project management.
There's no need to spend more than about $15 per person per month if you aren't going to use the tools that are unique to more expensive software, so stick with something low-cost.
What's the Best Project Management App for Large Organizations?
Large organizations have starkly different needs than small businesses. Organizations with hundreds or thousands of employees and hundreds of projects use project management apps for scheduling, insights into their resources, budget-tracking, revenue projection, and time-tracking for billing purposes, among other reasons.
For a large company, it's important to be able to manage not just individuals, but also teams. If you have 15 hours of work for a junior designer, and it doesn't matter which junior designer does it, you want to be able to see how much work each junior designer has assigned to them and whether you can free up one of them for the task.
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For the same reason, all the managers and team leads in your company should be able to see what tasks are high priority and which projects are in danger of slipping so that they can triage accordingly.
If your organization handles complex projects and has many team members collaborating on projects, we recommend Celoxis or LiquidPlanner .
What Project Management Software Has the Best Special Features?
Teams that aren't quite small businesses, but also aren't enormous organizations may have special needs that they want their project management software to address.
Our top pick in this category is Teamwork , which is specialized to handle client work. If your team primarily completes projects as billable work for clients, then Teamwork is the app we recommend using for managing your projects. It includes billing and invoicing, as well as the ability to create intake forms for new projects. Another app called Paymo , which didn't quite score highly enough for this roundup, also has built-in billing and invoicing tools.
There are other areas of specialization for project management software, of course. If you're looking for a tool that can manage both project and non-project work, we recommend Wrike or Celoxis . (LiquidPlanner is a good pick too, but it's best for large groups.) If your team spends a lot of time discussing and iterating visual assets, ProofHub is a great choice. Smartsheet is good for building automations into your project management.
The Right Project Management Software for Your Team
Choosing the right project management software can take time, but it's worth it to get it right before rolling it out to an entire team. Project management apps typically have a significant setup cost. Even when they are simple to learn to use and let you import data, it still takes time to fine-tune the app to do what you need it to do and then get everyone on board using it.
When deciding which app to use, it's important to consider what kind of work your team does, how many people are in the organization, and how you want to run your business. There are a lot of excellent options to fit every budget.
With a reliable project management app in place, people can collaborate with greater ease on project work. Plus, business owners and team managers can get useful insights into how their teams work, whether projects are on track, and how to guide them back to a successful place when they slip.
Compare Specs The Best Project Management Software for 2023
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Pcmag stories you’ll like, about jill duffy, columnist and deputy managing editor, software.
My latest book is The Everything Guide to Remote Work , which goes into great detail about a subject that I've been covering as a writer and participating in personally since well before the COVID-19 pandemic.
I specialize in apps for productivity and collaboration, including project management software. I also test and analyze online learning services, particularly for learning languages.
Prior to working for PCMag, I was the managing editor of Game Developer magazine. I've also worked at the Association for Computing Machinery, The Examiner newspaper in San Francisco, and several other publications.
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Good Example Of Project Management Term Paper
Type of paper: Term Paper
Topic: Project , Organization , Skills , Risk , System , Workplace , Employee , Management
Words: 1375
Published: 2020/10/19
Quality Assurance
The human resource assets in an organization determine the failure or success of a business. Managing human resources effectively is one of the vital components of project management as managing people are a challenging and demanding task. In this case, there is the requirement to hire instructors for a project management course. Some of the qualities used in making this hiring process include: Observant and conversant: Instructors need to be observant and conversant with their teams. This is a requirement to determine how teams are performing task and how they feel about work or training. In the training sessions, instructors must practice management by walking around to physically check and hear how trainees are going about. This can be formal or informal through conversations to establish if the project is yielding positive returns. Apart from one to one instructional session, instructors may observe and discuss issues with their teams virtually using email, telephone conversations and other media. Interpersonal skills: project managers just as instructors must possess interpersonal skills to effectively manage their teams. The type of skills required of instructors includes leadership skills, influencing power, and decision making skills. Conflict management: As an instructor, the requirements for conflict management skills cannot be underemphasized. Some conflicts are desirable in the training process but others are not and hence, instructors should have the skills to resolve conflicts that might arise. Apart from one to one instructional session, instructors may observe and discuss issues with their teams virtually using email, telephone conversations and other media. Appraisal: Every project requires that appraisals are provided to determine the progress of projects. Even without official project performance appraisal, instructors should seek timely project performance feedback. If a team member exhibit signs of sloppiness or lateness, it is important to establish the reason underlying such behavior. Perhaps, the might have had a family issue that caused huge distraction or was intending to leave the project. Either way the need for project appraisal skills is required depending on the complexity, length of the project, organizational policies and contract requirements among others. In the case where some current instructors do not meet the quality standards anticipated, the only way to handle this is to train them. It is often more economical to train current employees in particular with some skills of how the organization functions than to hire new once who already posses those skills. Training can be directed towards emotional intelligence and dealing with difficult people and mirroring techniques. Taking specific skills as an individual or a team will improve the performance of both parties. It is important to provide training in a just-in-time manner. Many organizations are providing e-learning opportunities for their employees so that they can improve their skills and master certain aspects at any time and place. This is recommended for instructors in this organization. Since the program is flexible, instructors will have a chance to sharpen their skills without interacting their activities and that of the organization. For instructors, they can partake in e-learning while providing their services to the company since it is cost effective and flexible. As long as the timing and the delivery method is appropriate, the method will work in improving the skills of employees to the required standard. It is often more economical to train current employees in particular with some skills of how the organization functions than to hire new once who already posses those skills.
Identifying risks and strategies
The college institutions is undertaking an IT project that will see to it that employees, students and customers access and maintain their own human resource information such as marital status, address and tax information. The system is beneficial in reducing the human resource personnel for the organization and providing more accurate and timely information. The new system will allow employees to enter their information directly into the system without having it through human resource departments. For instance, tax withholdings and pension plan contributions will be updated by the user himself. Risks can be classified as market, financial, technology, people and structure. This new project seems to have associated risks spanning all the risk categories noted.
Using a risk register, the risks facing this project can be documented as follows:
No: 1 Rank 1 Risk: Acceptance of the project by the organization - Will the users in the institution accept to enter their human resource data themselves or will it be a hard idea to sell Description: This risk is associated with the willingness of the people to accept change and adopt the new system. The system might be developed but fail to be used by the stakeholders due to their unwillingness to adopt it. As it is, the system adds extra work load to the user because it involves decentralization of the human resource department to the individual level.
Category: Market risk
No: 2 Rank 1 Risk: Resources for the development of the system – will the institution have sufficient resources to develop the new system. Here, matter such as stakeholder projections and willingness to support the project, ROI justifications, payback estimates and NPV need to be established. Description: As it stands, this is a positive risk since the organization has the resources in terms of finances and the will to execute the project. Resources are required to gather for the design, development, implementation and testing of the system.. Human resources involved in these processes require to be paid together with training and education programs for employees, students, customers and other stakeholders using the system.
Category: Financial
No: 3 Rank 1 Risk: Technical feasibility of the project - Is this project technically feasible in terms of support of leading/bleeding edge technology, support for networks, software and hardware in use and the duration required for the technology to be obsolete Description: There is a requirement that technical details of the project be develop and integrated in all sections of the institution to support the project. These technical aspects include networks, software and hardware and protocols for communication. Since all the stakeholders in the organization work in disparate departments with different characteristics and structures, the project will require deployment of computing resources to a greater extend. For instance, cleaners of the institution will require computers where they will be adding their details and so forth. Traditionally, cleaners have no offices with computers where they work from. Thus, the project may introduce a new project of computerizing all the segments of the organization.
Category: Technology
No: 4 Rank 1 Risk: Lack of authenticity– content entered by people is not supervised as was the case with human resource department. Description: People may misuse the new freedom by providing false information or engaging in undesirable activities. The system provides employees, people and customers freedom to enter their details some of which are sensitive and require supervisory authority. For instance tax withholdings or pension plans is guided by rules and regulations established by the organization or other authorities. Giving employees freedom to manage them without supervising them may open a window for misuse and fraudulent activities. This way, employees may enter wrong information for personal financial gains subsequently depriving the organization the financial benefits it was seeking in the first place by eliminating human resource department.
Category: People
No: 5 Rank 1
Risk: People in the organization pose a risk depending on the skills and knowledge required to execute the project.
Description: The degree of change that the new system will introduce to the organizational processes need to be considered. The new system will need to interact will many systems in the organization that covers employees, students and other stakeholders so that they are in a position to update their information directly from their end. This poses a risk on the interaction mechanisms established and existing processes in the organization that will see to it that the project succeeds. There is disparate level of knowledge of use of computing resources and the system would mean that retraining and education is required in all sectors of the institution. This is a negative risks since it involve establishment of other projects which are not intended. The system provides employees, people and customers freedom to enter their details some of which are sensitive and require supervisory authority. Category: Structure
Schwalbe, K. (2014). Information Technology Project Management, Seventh Edition. Cengage. Taylor, J. (2004). Managing Information Technology Projects: Applying Project Management Strategies to Software, Hardware, and Integration Initiatives. American Management Association.
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Project Management Office (PMO)
This guide to pmo is presented by projectmanager, online project management software trusted by 35,000+ users. try pmo tools today.
What Is a PMO?
- What Are the Functions of a PMO?
What Is PMO Software?
Desktop vs online pmo software, essential pmo tools.
- What Are the Different Types of Offices in a PMO?
- How Does a PMO Benefit Your Business?
- How to Set Up a Project Management Office
PMO Resources
A project management office (PMO) is a group or department that defines, maintains and ensures project management standards across an organization. A PMO can either be internal or external. They can also be referred to as a program or project portfolio management office, but they’re different types of PMO. Let’s quickly explain the differences:
- Project Management Office: Provides administrative support for the project management team and standardizes the project-related management processes.
- Program Management Office: Manages the program governance process and coordinates the efforts of the program management team.
- Portfolio Management Office: The project portfolio management office oversees all the projects and programs of an organization and supports project and program management offices.
A project management office keeps documentation on projects and offers direction and key metrics in the execution of the projects under its governance. Through guidance, the PMO helps organizations get a return on their investment and add value to their stakeholders through projects, programs and portfolios. This is executed with the help of PMO software , which provide data and insights into projects and programs across an organization.
ProjectManager’s online PPM tools help PMOs track portfolios, projects and tasks in one place— learn more.
The PMO doesn’t always focus solely on standards and project management methodologies. They can also be part of strategic project management by facilitating, or even owning, the project portfolio management process. In this capacity, they can monitor and report on active projects and portfolios to top-tier management and foster strategic decision-making.
A project management office is meant to operate as a centralized and coordinated management hub for all the projects, with the aim to create efficiencies between projects—as well as merely defining standards in the project management process .
Project Management Office Roles and Responsibilities
One can think of a project management office as a regulatory commission that seeks to standardize the execution of projects in order to maintain productivity. A PMO offers guidance to project managers and develops metrics on the practice of project management.
Most project management offices share these common roles and responsibilities:
- Strategic Planning and Project Governance: This involves defining project criteria, selecting projects that align to business goals and advising management with cost-benefit ratio.
- Defining the Project Management Methodology: Defining the project management methodology that will be used on a project, such as waterfall or an agile framework.
- Best Practices: This includes standardizing and consolidating best practices and processes across departments to manage and deliver projects.
- Common Corporate Culture: Here, the project management office sets common project culture through communication and training on techniques, methodologies and best practices.
- Resource Management: PMOs manage and allocate resources across projects based on priorities, schedules, budgets and more.
- Creates Project Archives, Tools and More: The PMO provides administrative support and invests in templates , tools, software and more to better manage projects.
No two PMOs operate in exactly the same way, but they can be generally divided into three PMO types:
- Supportive: A supportive PMO collects all projects in an organization, supplies best practices, templates, training, but with a low degree of control.
- Controlling: A controlling PMO checks if the project management tools , processes and standards are being applied in the projects, with some degree of control.
- Directive: A directive PMO maintains a high degree of control in the project management process within the organization.
What Makes a Good PMO Manager?
A good PMO manager oversees the team members in the project management office and takes responsibility for the quality and value of each project under its care. This involves collaboration with project managers and reporting to the executive staff of the organization.
PMO managers succeed by facilitating project planning, analyzing financial information, modifying processes and ensuring proper documentation for the projects they’re overseeing. This is done by both focusing on details and keeping an eye on the big picture.
Naturally, a PMO manager has to function under pressure, have strong interpersonal skills and be able to prioritize and juggle different projects.
Project Management Office Functions
Project management offices have been around since the 1800s, though their function has evolved over time. They began as a type of national governance of the agricultural industry, and by 1939 they were beginning to be referred to as project management offices. What we know as a PMO today wasn’t in existence until the 1950s, and now they are a dynamic entity used to solve specific issues.
In general most PMOs act as the backbone of a successful project management approach in any organization. They offer support and information and ensure project and program success. These are the main PMO functions.
- Governance: They make sure that the right decisions are being made by the right people based on the right information. This can also include auditing and peer reviews, developing project structure and making sure there’s accountability.
- Transparency: They provide information that is relevant and accurate to support effective decision-making.
- Reusability: There’s no reason to “reinvent the wheel,” so they are a depository of learned lessons, offering templates and best practices from previous successful projects.
- Delivery Support: They facilitate project teams and help them do their jobs more effectively by streamlining process and bureaucracy, offering training, mentoring and quality assurance .
- Traceability: They manage documentation, project history and organizational knowledge.
PMO software is used to create efficiencies when organizing the process of a project, program or portfolio under the governance of a project management office. This includes every phase of the project: initiation, planning, execution, monitoring and closure.
Some of its functions include analytics, tracking , planning, resource allocation, prioritization, scheduling and reporting for business insights. Project management software also aligns to its organization’s and industry’s standards.
PMO software should be flexible, with the ability to adapt to changes and stakeholder expectations. It should be able to manage and analyze teams, while providing collaborative features. A project management software for a PMO should have:
- Project management tools for different project management methodologies.
- Project management tools to manage and analyze teams, while providing collaborative features.
- Resource management features
- Program and project portfolio management features
Since project management software is used to manage more than one project, having program and portfolio dashboards to get a high-level view of performance is usually part of the features set. Microsoft Project is one of the most commonly used project management software, but it has major drawbacks that make ProjectManager a better alternative for project management, program management and portfolio management offices.
Desktop PMO software applications tend to be more expensive and require installation; and training can take additional time for everyone to learn it. Online project management tools offer more entry points in terms of price because they have multiple-tier subscriptions. They also tend to be more user friendly and intuitive to use. But which is right for you?
Both have advantages and disadvantages.
The desktop tool is almost always going to operate more quickly, since it’s not at the mercy of an internet connection to determine how fast you get your data. There’s also no delays if the internet goes out. The desktop is a closed system, which can be networked to other computers in the office, but because it’s not online, your work tends to be more secure.
However, online PMO software has made great strides to delivering security with better authorization and customized in-app permissions. Speed still lags, but depending on your connection to the internet the difference can be negligible. But these are still considerations when shopping around for a software that fits your PMO needs.
What an online project or program management office tool can do that a desktop can’t is foster collaboration across your project teams, monitor and track performance and progress in real time. Teams are connected to the tool wherever they are and whatever time they’re working. There’s no need to input data; it’s collected automatically as it occurs. This means PMOs can make better decisions with more accurate data.
There’s a lot of ground to cover when discussing PMO tools: the demands on PMO software are broad and complex. PMOs need basic project management features such as resource management, task management, workflow management and planning tools, along with more advanced project portfolio features.
In addition, teams need to be able to collaborate and take control over their ongoing projects, as they all impact one another. This ensures that you’re keeping project processes standardized and meeting business goals and objectives.
Here are some essential PMO tools that no project management office should be without—all of which are included in ProjectManager .
Real-Time Project Management Software
The first step in any successful PMO software is that it works in real-time so you can see what’s happening as it happens, and teams get to collaborate.
Our project management software is cloud-based and is instantly updated. Teams know what to work on, and you get transparency into processes to keep projects running smoothly.
Project Portfolio Management View
PMOs have lots of projects to manage. These projects are not isolated, and most complement each other. Therefore, it’s crucial that PMO software has a portfolio view to see all projects on one screen to be able to quickly note how they relate to one another.
We have multiple project views, including an overview feature where you get a high-level one of all your projects. You have the controls to group and organize them as you want, to drag and drop them into folders or create new folders for each client who needs more specialized attention.
Our software gives PMOs both broad and narrow views of projects. A real-time project portfolio dashboard tracks progress across six project metrics in colorful and easy to share graphs and charts. Get more detailed data with automated reports on status , tasks and timelines .
Project Portfolio Roadmap
While a high-level view is good to track progress, if you’re dealing with standardizing processes and making sure every task is meeting the requirements across all projects, then you must have more detailed data.
With our portfolio roadmap, you see every project you’re managing in your PMO. All the projects are laid out on a timeline on a Gantt chart view. Now you can see each project at the task level and filter the Gantt to get just the information you need, whether that’s by assignee, project manager or customer. We help you make more accurate PMO forecasts.
Resource Management
Resources for a project include staff, equipment, materials and more. That’s just for one project. Resource management at the PMO level will help you manage those resources to keep your projects moving forward.
We have a resource management tool that can track, manage and report across your portfolio. You have visibility into your resources and can make sure they’re balanced so that each project has what it needs, when it needs it. Because our software is cloud-based, you can track your project’s performance against the planned work to make sure you’re staying on schedule.
Workload Management
Workload management is a window into a team’s tasks to make sure there are no imbalances. Team workloads vary. If you’re not keeping a close eye on who is tasked with what, teams can find themselves overworked or underworked. Neither is good for productivity or morale.
Our software gives you transparency into the workload of all your projects in easy-to-use color-coded pages. See at a glance who is overallocated and then reallocate resources right from the workload page to balance the team’s workload. It’s that simple: optimize resources in real-time. Now you can make data-driven decisions to better manage your teams in multiple projects .
Team Management
There are many ways the PMO looks after their organization, from roadmaps that gather all the tasks of multiple projects on a shared timeline to looking at your projects through the lens of resources. But your most important resource is your teams, and PMOs need a team management tool that provides transparency into their work.
Our Team section makes it even easier to balance resources and assignments. Your projects’ resources appear on the team page, with task progress indicated as colors. There’s a priority level for tasks, too. You can filter the page by team members so that you have even more control over your team’s resources and workload.
PMO Reports
Reporting is one of the key tools for tracking progress. You can look at the projects from a high-level dashboard view or drill down for more detailed data with reports. Reporting keeps projects on track and stakeholders updated on progress.
Reports can be customized by customer, priority and much more to show what you want to see for better PMO oversight. You can even get reports on specific projects in your PMO, all downloadable and shareable.
To get all of these PMO tools and more, sign up for a free 30-day trial of ProjectManager.
How Does a Project Management Office Benefit Your Business?
Now that you know more about what a PMO is and what it does, we can examine why an organization should have a project management office and how a PMO benefits the organization as a whole.
The PMO Offers Guidance
First, when you have a PMO you have an agency to align the project, program or portfolio with an eye focused on the future strategy of the organization. This allows you to work within the boundaries of a long-term plan and therefore be more efficient in your decision-making thanks to project management office guidance.
Helps Keep Projects on Track
They also act like an external mechanism to ensure project success. Due to their metrics-based assessment, they can help keep projects on track and alert you when scheduling, budget and other scope issues are threatening to derail the project. That way you can act quickly when issues arise—before they become potentially project-ending problems.
PMO has a Big Picture View
When you’re working on a portfolio of projects , the project group has a keen understanding of the links between those projects. They are aware of the dependencies that can impact one another. This provides you with a bird’s-eye view of the work that is often not part of your purview, putting your actions in play on a larger canvas, so you can see how a small move could have larger repercussions.
Helps with Communications
They can also be seen as another arm of your communications plan . They have the ears of your stakeholders in ways that you might not, and therefore can facilitate communications with them, both freeing you up for other work and making sure your message is delivered and understood.
Project management governance can help with communications across the board, too, as they often have working relations with other parts of the project or program participants that you might not be connected with.
PMO Shares Resources Throughout the Organization
Setting up a project management office allows for the sharing of resources. If your resources are limited but your projects aren’t, a program management office can strategize the use of those resources across your project or program to best use them productively.
When you have your projects aligned to a business case and strategy, there are many benefits from support to portfolio management, centralizing training and project management tools , as well as mentoring. Of course, a project management office alone is not enough. You need good people, proven processes and supporting technology to get the most out of it.
How to Set Up a Project or Program Management Office
You’re probably wondering how you can set up a PMO in your organization. Think of it as another project. So, therefore, you’re going to follow a similar process:
- Analyze the situation
- Form a plan to respond to that situation
- Implement that plan
You’ll need to find someone to back it, ideally someone in management with knowledge of change management . That person must totally understand the venture, be fully onboard with believing in its benefits and then actively promote the process of setting it up.
Step 1: Analyze the Situation
First, analyze the current situation by checking the project management methodologies , processes, and tools that are being used for any signs of weakness. Also, do the same analysis with any ongoing projects. You’ll want to create a complete and up-to-date informative project list , prioritized if possible, to determine who is working on what.
With this information you can document the project management majority of the organization, which is crucial paperwork to refer to later on as you apply improvements to the system. But remember, be delicate in your report and do not neglect the positive, as the process can get very political. No one is served by ruffling feathers.
Determine the goals of the project management system by getting a stakeholder analysis . First, you have to identify the stakeholders and find out what benefits they’re looking for. Stakeholders can include management, executives, project managers, controllers, even staff members. They’re all going to want to see what the value is, so you have to make that clear from the get-go.
Step 2: Design the Plan
Begin by defining its areas of responsibility, hierarchical position and competencies. What’s its mandate and services? For example, is the PMO a service unit providing tools as required or is it set up for training and support of project managers to ensure project quality?
There are many areas that a PMO can find itself responsible for, some of which are sketched out in the list below:
- Training and coaching, attending to staff development for project members and teams
- Defining project management methodologies and best practices
- Operation support, holding workshops or temporarily taking on work as project controller
- Methods and processes, which might include project management tools
- Project setup and implementation, selecting projects and prioritizing them through cost-benefit analysis and other conditions
Don’t overload your project management office from the start. That’s a recipe for disaster. To ensure you’re productive, stick to just one or two areas of responsibility. Your stakeholders might want to overload it with too many responsibilities and tasks, so speak with them about realistic goals and practical paths forward.
Remember that the PMO is a new entity in the organization, so it’s going to take time before it’s commonplace. There will be a learning curve. Make sure all employees are introduced to the PMO and briefed on what it’s responsible for. This provides clarity and promotes its services so people use them.
Step 3: Implement the Plan
Just as you would in any other project plan , proceed step-by-step, provide the IT infrastructure and finalize the PMO staff training. Focus on change management, as this is one of the foundational tasks. And you want to cement organizational buy-in, so it doesn’t hurt to reiterate the beneficial reasons for implementing it.
When you’re communicating the PMO’s areas of responsibility, you can do so on the company’s intranet or whatever platform or venue is best. However you disseminate this information, be sure to include these three things:
- What are its services
- The processes in the company’s project management
- Who is the team leader
Once you’re in operation and internal staff has assumed full responsibility, if it has been set up by an external consultancy, the new project office has to persuade all stakeholders of the benefits it brings. This usually results in the following phases:
- Scenario 1: Early success, happy stakeholders.
- Scenario 2: Period of disenchantment, which is not unusual after implementing a new structure or competency, but it can lead to some skepticism.
- Scenario 3: Initial skepticism evolves into constructive collaboration as the project office establishes itself in the culture.
Final Thoughts on PMOs
As noted earlier, a PMO’s success depends on appointing the right person to promote it. Sometimes they’re going to have to demand unpopular changes, so the only way for them to be successful is with backing from management, and with clearly defined responsibilities and competencies.
Then there’s the culture in the organization, and it will likely take time for the project management office to settle into this establishment smoothly. For this transition to occur successfully there must be transparency in the project environment. Therefore, how transparency is applied in the company culture is going to either help or be a hurdle.
But once the PMO has been established and it begins to benefit your projects, you’ll find it an integral part of the organization as a whole. It helps support success and provides an overview for project managers who might not always see the whole picture, allowing them to do better work for their company and for their teams.
Ready to start a PMO at your business? Make sure you give them the best tools for the job. Sign up for a free trial of ProjectManager, so your PMO can have a positive impact on your organization.
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Project Management - Term Paper Example
- Subject: Management
- Type: Term Paper
- Level: Undergraduate
- Pages: 2 (500 words)
- Downloads: 3
- Author: teresa25
Extract of sample "Project Management"
Introduction Project management is the activity that involves planning, organization, securing, and management of resources towards those activities with the objective of achieving specific goals (Kerzner, 2001).This project aims at developing software that will provide the management of Maverick Property with the required information for smooth running of the enterprise. The project is also intended at helping in cost reduction at the company with specific emphasis on data collection, analysis and transmission.
The system will centralize the relevant information for ease of access and therefore all managerial decisions will henceforth be backed by statistical data generated from this system. The information will also include structural data like floor plans, amenities, lease deadlines and renewal arrangements, lease and vendor contracts, correspondences for lease arrangements and tenant payment history together with their contacts. The system will therefore automatically detect upcoming vacancies in the apartment block well in advance to facilitate timely reservations and ensure seamless flow of revenue.
Resources For a successful implementation of this project, there must be in place human, physical and financial resources. With regards to the required human resource, software developers will be hired on a contractual basis. This is because the core business is property management and therefore software developers’ services will only be necessary until the fully implemented after which a technician’s services will be sought for system maintenance purposes. Room must be availed for the installation of the necessary hardware such as server, computers and other relevant accessories.
All these will require financial resources for both the development of software, purchase of hardware and training of staff on the new system.Project deliverablesMilestones will be measured through a proper reporting channel to the project manager from all the involved teams. The project will be divided into individual activities with each activity headed by a team leader. All the component activities will follow a strict time and progress reporting guideline. Software development should take a month during which the installation of the required hardware shall be complete.
Since these two activities are independent, they can be undertaken simultaneously. Upon completion of these two significant activities, a test run of the system shall be done to verify the compatibility of the soft and hardware. Success of this activity will provide the green light for training of staff on how to use the new system which should last 14 days. During the training period, the new system will run alongside the existing one before a full crossover to the new system.A monitoring and evaluation system will be in place to keep track of the progress of each activity.
Software development will be evaluated by the generation of test reports while physical and hardware related activities will be verified by the project management team through observation.ConclusionThe success of a project depends on how well the component activities are managed. Proper management of these activities requires prompt reporting channel to help in the detection of any shortcomings well in advance should they arise (Kerzner, 2001). Project manager therefore, can only succeed by having a proper communication channel with the activity team leaders.
ReferenceKerzner, H. (2001). Project management a systems approach to planning, scheduling, and controlling (7th ed.). New York: John Wiley.
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- Project Management
After completing the Project Management course and finishing the master’s degree program in Biotechnology: Regulatory Affairs, I hope to use my knowledge and skills to support a successful career. Right now, my focus is primarily on earning my master’s degree, so I have yet to decide on a specific career...
Project management involves a lot of activities and, as such, project managers are required to possess various skills to succeed in their everyday activities. According to Harrin (2015), some of the skills that project managers should possess include leadership, negotiation, scheduling, cost control, risk management, cost control, and contract management...
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According to Nelson & Morris (2014), in project planning, accurate estimates are the success of a project. It is necessary as a project manager to have accurate estimates that will spell out the time needed and costs involved for a project. A good project manager should be one who is...
Project management has been occurring since the earliest recorded periods of civilization. The evolution of project management is due to more recent changes into a global capitalist based system. In these systems, new products and process will require careful monitoring as they may decide the fate of a company. Hence,...
Examining the different approaches to building a project budget reveals clear pros and cons of each as well as clearly defining the role of personnel in the process. It is critical to appreciate how the practical side of budgeting (that is, allocations in the context of estimations as well as...
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What Is Project Management? Definitions & Terms
What is project management?
PMI defines project management as “the use of specific knowledge, skills, tools, and techniques to deliver something of value to people.”
In simple terms, project management means the process of leading a team to hit goals or complete deliverables within a set timeframe. Project management involves project documentation, planning, tracking, and communication—all with the goal of delivering work successfully within the constraints of time, scope, and budget .
What is a project? Project management examples
To explain the concept of project management further, think about all the projects you encounter every day—both in business and your personal life.
- At work, you might build or contribute to a deliverable, like a report, a website, a tool or product, or even a building.
- At home, you might make a meal, plan a vacation, or even work on upgrades to your home.
These are just a few examples of true projects that have a defined start and end date, goal, scope, and resources. And they all require some level of management.
In business, which is where we’ll focus in this chapter, a project is typically a unique operation conducted to meet specific goals. Examples of projects may include:
- Development of software to increase employee productivity
- Construction of a building to house community events
- Design of a website to decrease call volume to a business
All of these projects require a team of people who are responsible for different aspects of the delivery. For example, you’d likely see a designer, developer, and copywriter working on website design projects. In many instances, a project manager is staffed to these projects to ensure the team delivers the project on time and under budget and hits its key objectives.
Quick links
- What does a project manager do?
Project management process
What are the benefits of project management.
- Project management definitions & terms
Project manager definition: What does a project manager do?
Project managers work on the front lines of projects, defending their teams, clients, and projects from miscommunication, missed deadlines, scope creep, and any other failures. You’ll find project managers in just about every industry, including construction , agencies , marketing , manufacturing , HR teams , software development , engineering , and event planning .
No matter where they work or what type of projects they manage, project managers champion the well-being of the people involved in their projects and facilitate strategic decisions that uphold the goals of their projects. That’s a hefty job description, and it requires a fine balance of managing the administrative details of a project and its people.
While project managers often work behind the scenes in a project, they must be part of bigger strategic project conversations to be highly effective. They’re not on your team to just take notes and make sure you’re recording your time properly. Yes, they do work in spreadsheets and follow up on deadlines. But a project manager’s role on your team is important for several reasons.
Let’s take a closer look at a project manager’s tasks and responsibilities.
Project manager roles and responsibilities
As mentioned, a project manager’s role—and even title—may differ slightly from place to place, but the basics of what a project manager does for a team are fairly consistent (though some may be less formal than others).
The role of the project manager involves many tasks and responsibilities, including:
- Implementing project management methodologies
- Planning and defining scope
- Setting and managing expectations
- Crafting process
- Creating project plans
- Managing tasks
- Resource allocation and planning
- Time/cost estimating
- Analyzing and managing risks and issues
- Monitoring and reporting project status
- Providing team leadership
- Influencing strategy
- Facilitating communication and collaboration
- Planning and facilitating meetings
That’s a lot to include in one job description—one that doesn’t actually hold any operational or management responsibility for the team working on the projects.
Project managers are often in a tough position of trying to make things happen without the authority to truly push an issue. To be effective, you have to gain the trust and respect of your teams and have endorsement from senior management.
There’s no single way to run all projects. Many organizations spend a lot of time making mistakes and adjusting their approach to get it just right, only to find it needs tweaking again.
Changing business needs and goals, new or different staff and expertise, and evolving or new technology are just some of the reasons processes have to adapt. That’s why having a basic framework for how projects operate in your organization or team is so important.
As you research project management, you’ll find most models organize activities into 3 basic phases (with varying names, tasks, and deliverables):
1. Research, discovery, and planning
Typically, an organization will perform some level of research to determine the validity of a project. This could take the form of market research, user research, competitive analyses, or other activities.
These critical steps in the project help define goals and requirements for what needs to be designed or built. This phase is also when a project team comes together to define how they’ll work together and what their execution plan will be, taking all outside factors into consideration.
2. Executing
Once the project is planned, it’s time to execute. Project execution can play out in several different ways, whether your team uses Waterfall project management , Agile methodology , or hybrid approaches .
Essentially what you’ll find in this phase is time for collaboration, creation, review, and iteration. Teams will partner with stakeholder groups to present work, accept feedback, and complete deliverables that are mutually agreed upon, leading up to a final deliverable.
This phase is riddled with change, delays, and sometimes even dispute. For that reason, it’s also the phase where the project manager is most active.
3. Testing, measuring, and iterating
After a project has launched, it’s time to make sure it’s tracking well against its goals.
- In an Agile project, a minimum viable product (or MVP) will launch to gain early feedback to iterate.
- On Waterfall projects, the feature-complete product will be launched and tested.
In either case, test results will reveal what is—and isn’t—working for users and stakeholders.
Teams will take test results and alter—or build on—the product to create something that’s closer to those goals. This is natural for Agile projects, but not so much for Waterfall projects, which would require a new or “Phase 2” project to be added on.
There’s no right or wrong way to roll out a process. Just be sure it matches the values and talent of the organization. If a process isn’t the right fit for a team, it’ll quickly become evident because people will be unhappy and issues will pop up in the work.
The best thing you can do is sit down with your team to discuss what will work best and why. Document decisions, roll out a process, and be open to discussing and changing it when needed.
Keep the 3 phases above in the back of your mind for an overall framework to operate by, and do what feels right for your project and team.
Project managers perform so many intangible tasks that it’s not uncommon for people to not fully understand their worth. So how can you demonstrate the benefits of project management?
- First, it starts with you. Each and every project manager should know their role inside and out. Following through by being a good project manager for your team will show everyone the value you bring to a project.
- Second, it comes down to the organization. You can’t thrive as a project manager if your organization doesn’t value the role and see how your work benefits the business. Learn why project management is good for business.
- Lastly, the benefit of having a project manager on a team is realized by the people you work with. If your team isn’t bought in, you’ll have a hard time helping.
You may not always need a dedicated project manager, but you do need someone who will handle project management tasks. For instance, on a small team, sometimes just having someone handle logistics and communications is enough. That person might be a producer, account manager, designer, or even developer.
Managing tasks and communications can provide more time for team members to collaborate and get work done. If that’s not enough to sell you on the value of project management, consider these additional benefits.
More efficient teams
Having a project manager on your team means you’ve got someone dedicated to making sure work is done on time and at the right time. That person also ensures the team’s practices run smoothly so they can focus on working hard and producing successful products.
Happier teams and clients
Everyone walks away from projects that are done on time and budget with a smile on their faces. They’re also happy when they’re communicating well. Guess who helps make all of that happen?
Better organization
Teams with project managers benefit from the fact that someone’s paying attention to how, when, and why something should happen. Great project managers use tools like project plans and RACI charts to help suss out the details and streamline communication.
Team growth and development
When you’re trying to work on a task and manage it along with everyone and everything else, it can be tough. That means you don’t have time to focus on your work product, or developing strategies or methodologies to do it better.
When a project manager’s involved, that stress is peeled away, and the team gets to collaborate and grow by trying new approaches to deliverables. There’s something to be said for letting experts focus solely on their craft (even when that expert is a project manager).
More flexibility
Great project managers know projects change, and they’re always on the lookout for it. And when change becomes a real factor, they immediately find ways to adapt the project’s path. Having a project manager on your team means you’ll always know when a risk, issue, or change is on the horizon so you can plan for it.
Better quality
When your team is focused on their craft, the quality of work goes up because they have all the time they need (well, within scope) to do that job.
And a good project manager will always have quality of work on their mind as they help deliver work to stakeholders. It’s common for a project manager to contribute to internal reviews, proofread content, and make sure work is flawless before it goes out the door.
Higher output
This one is important for business owners. When you remove the burden of project management from your team and place it on one person, you free up your team’s time to take on more projects and produce more work. Sounds like a win-win.
More transparency and accountability
Organizations also benefit from the hard facts and details you get out of typical project management reporting . Regular reports increase transparency on budget and timeline and lead to better task accountability.
All of these project management benefits come together to not only affect the bottom line, but the people and the process as well.
Project management definitions and terms
Project management terms can get technical, but it all comes back to things that keep projects on track. Here’s a list of definitions every project manager should know:
Agile methodologies are based on the mindset that self-organizing software development teams can deliver value through iteration and collaboration. The Manifesto for Agile Software Development was formally developed in 2001 by 17 practitioners and is based on a core set of values of delivering value and collaborating with customers. These principles include:
- Individuals and interactions over processes and tools
- Working software over comprehensive documentation
- Customer collaboration over contract negotiation
- Responding to change over following a plan
When you or your team make assumptions, you have to communicate them because project assumptions can affect scope, goals, deliverables, and outcomes. In fact, assumptions can set the context for how a project is defined and even executed.
You’ll see project managers bringing up assumptions and turning them into larger conversations, scope line items, milestones, deliverables, and anything else to ensure the team operates on concrete facts.
Change management
Projects change often, and it’s your job as a project manager to make sure everyone—clients, team, and any other related parties—is aware of the change and its impacts.
As the scope or business requirements change during the project, it’s very likely the estimated effort, associated cost, and original deadline may no longer be valid. In this case, the project manager will draft a change order or change request document to formalize the change and its associated impacts.
Client/customers
This can mean a couple of things. Project managers in a consulting space—like an advertising agency or construction company—work with clients to build or deliver a product. They need to take those clients into account when crafting process, presenting work, and gaining approvals.
At the same time, those clients might have clients or customers they’re trying to please in production. Often, in the digital space, you’ll hear those people referred to as “users,” and a lot of work is done to ensure a product is built to please these people.
Constraints
Constraints are limitations outside the control of the project team that need to be managed to. A project constraint might include scope, budget, or timeline. There’s only so much you can do within those bounds, so they set a constraint on the work product. Project managers are hyper-aware of these constraints because it’s their job to deliver projects on time and budget.
Critical path
The critical path is the sequence of stages determining the minimum time needed for an operation, especially when analyzed on a computer for a large organization. It’s a formal, step-by-step project management technique for process planning that defines critical and non-critical tasks with the goal of preventing scheduling or timeline problems and process bottlenecks .
Deliverable
A deliverable is any tangible outcome produced by the project. It’s either produced along the way to gain consensus or delivered at the end as the final work product. Deliverables include visual designs, documents, plans, code, prototypes, blueprints, proofs, buildings, apps, websites, products, etc.
In project management, a dependency refers to a task that cannot happen without its predecessor being completed. This is an important detail for project managers to consider when planning projects. Planning tools like TeamGantt make it easy to point out and track dependencies.
Gantt chart
A gantt chart is a chart with a series of horizontal lines that show the progress of work done over certain periods of time in relation to the time planned for those periods. TeamGantt produces beautiful gantt charts to help you keep track of your project tasks, dependencies, resources, and even communications. Learn more about gantt charts !
Goal/objective
A project goal or objective is a documented statement of the intent and outcome of the project. Goals are used to help make decisions when a project arrives at a crossroads or point of indecision (or runs into scope creep ) because the goals determine project success.
Project managers constantly hunt for project issues so they can knock them down before they become bigger problems. Issues typically impede the progress of the project and cannot always be resolved by the project manager or project team without outside consultation.
A common issue in marketing project management is when content is missing or late. When that happens, it holds up progress and often requires the deadline to be moved.
Methodology
There are several ways to manage projects, as methodologies have been formalized and taught for several years—Waterfall and Agile methods included.
It’s good to know how methods were created, and decide for yourself how they can be adapted in the work you’re doing today. If you’re looking to learn, see our chapter on project management methodologies , which covers the following categories:
- Traditional methodologies
- Agile methodologies
- Change management methodologies
- Process-based methodologies
A milestone is an action or event marking a significant change or stage in the production or development of a project.
By its project management definition, a milestone has a duration of zero and no effort because no work is associated with it. It’s essentially a point in the project plan that signifies important work has been completed, and the project will transition to a new phase.
Working on several projects that are connected in some way (goals, product, client, etc.) is often referred to as a program . The program itself is not a project with deliverables. It provides overall management to ensure there’s a central point of communication that provides consistency and alignment for the proper timing, pacing, and approval of all interconnected projects.
Program manager
Program managers are often not only responsible for projects, but also for larger strategic initiatives and sometimes teams of project managers. When it comes to programs—or sets of projects—they help articulate the goals and objectives of those connected projects and how their outcomes will impact the business overall. Knowing these goals helps them focus on the strategy of each project's implementation and how to get them done with the appropriate resources and team members.
This was mentioned at the beginning of this chapter. Projects are unique operations that are conducted to meet specific goals. Examples of projects might be the development of software to increase employee productivity, the construction of a building to house community events, or the design of a website to decrease call volume to a business.
Project manager
Also mentioned earlier in this chapter, project managers are the people who work on the front lines of projects, defending their teams, clients, and projects from miscommunication, missed deadlines, scope creep, and any other failures. They champion the well-being of the people involved in their projects and facilitate strategic decisions that uphold the goals of their projects.
Project phase
Project managers will break a series of tasks or deliverables into phases to keep the project organized. On a website redesign project , logical phases might be definition, design, development, and deployment.
Project plan/timeline/schedule
Project managers build project plans to chart the course for how a project will be completed. Good project plans show overall process in phases, deliverables, and tasks, along with corresponding details on who’s responsible, dates when work will start and finish, and any relevant notes for each task.
The project plan is a form of communication and arguably one of the most important deliverables on a project, as it provides detail on what should be happening at any point during the course of a project. You can find plenty of sample plans and templates on the TeamGantt website.
Project team
The project team includes the people who are responsible for conducting tasks and completing deliverables on a project. Project teams vary by industry and project type, and companies recruit the proper team members with expertise to conduct the work.
Requirements
Requirements are critical to getting a project done right. Project requirements are often included in a detailed scope of work and define how the product should act, appear, and function within the stated goals.
This is a term that is by far the least human of all project management terms. Resources are the people who do the work on projects. A better term here would be “staff” or “team,” but for some reason, we revert back to this.
Resourcing plan
Resourcing plans are created to ensure staff are properly assigned to projects and not being over- or underutilized. A simple way to sort this out is by using the resource management features in TeamGantt, which allows you to assign people to tasks and estimate the time needed to complete them.
Issues cause risk! When project managers talk about risk, they’re thinking about potential issues or events that cause things to go wrong, along with the probability the event will occur and its potential impact on the project.
A good way to keep a team tuned in to potential risks is by including a risk register (or a list of risks, issues, and a mitigation plan) in a regular status report .
A scope defines in detail what the project will and won’t deliver. In a consulting agency, this takes shape in a formalized project scope document . On an internal team, it might take shape as a project brief or even a less formalized format, like an email.
Sponsor (executive sponsor and project sponsor)
When working on large projects, you might hear the ultimate decision-maker or funder referred to as the project sponsor. This person has ultimate authority over the project and will be involved in making funding decisions, resolving issues and scope changes, approving deliverables , and providing overall strategic direction.
At the same time, the sponsor is often held responsible for championing a project within an organization, ensuring everyone’s on board with the initiative.
Stakeholder
Stakeholders are the people who have an actual stake in the outcome of the project. They may be internal to the project (marketing, IT, and other departments), as well as external to the project (suppliers, investors, partners, etc.).
Project managers work with stakeholder groups to make sure they’re aware of project developments and are part of the decision-making process when necessary.
The Waterfall model is certainly among the most widely known and practiced project management methodologies. The key ingredient in running a Waterfall project is to complete a task and hand it down to be used, or built on, in a following task or phase.
The Waterfall process requires a fair amount of planning and requirement-gathering before work begins. Without that initial planning, steps can be missed, incomplete, or even out of line. Further, any alteration to project requirements can cause a change in scope.
Define what project management means to you
Educating yourself on project management is the first step in defining what your organization needs. So take this information, and adapt it to your situation.
One way to ensure you’re headed in the right direction is to ask yourself these questions:
- Now that I know what project management is and understand the role, do I think it fits in my organization?
- What are the things a project manager would do for my team? And what benefits would they provide?
- Is our process right for us? If not, what avenues should I explore?
- What else do I need to learn about project management?
There are tons of questions you could ask, but give these a shot. Or even better, talk to a project manager who can help you determine the right path for your organization.
Read the next chapter on project management methodologies.
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The term software project management refers to the planning, scheduling, and organization of a software development project. Project management dates back to the start of human civilization, but modern project management was born in the early part of the 20th century, when Henry Gantt developed the Gantt chart.
Software project management Authors: Tameem Abdulbaset Abdulwahid ABDO Hezam Nanjing University of Science and Technology Abstract The ability to deliver projects on schedule, budget, and...
Project management software is a term covering vast types of software, including estimation and planning, scheduling, cost control and budget management, resource allocation,...
Software Project Management (SPM) is a proper way of planning and leading software projects. It is a part of project management in which software projects are planned, implemented, monitored, and controlled. Need for Software Project Management: Software is a non-physical product.
15. Evaluate the project regularly. Since the software development lifecycle takes place in a series of sprints, the completion of each sprint offers an opportunity to evaluate project progress. Look at both the individual sprint as well as the project as a whole, and focus on success, failure, and areas of improvement.
Project Management Software and Technology Term Paper Exclusively available on IvyPanda Updated: May 28th, 2019 Several project management software solutions which contain the newest technology were created for operation in businesses or offices management.
These project management terms are the popular project management buzz words. Here we have given top 50 project management terms that you should know- 1. WBS (Work Breakdown Structure) Work Breakdown Structure is one of the important project management terms.
Software Project Management Term Paper: Software project management is the special type project management, which maintains planning, monitoring and control over the projects on the processing and development of software. The key moment in software project management is the choice of the correct method of operation.
INT411 : Software Project Management Mid Term Exam Question Paper - INT 411 - Lpu Question Paper. by Sharecodepoint - March 06, 2018. Project management software has the capacity to help plan, organize, and manage resource tools and develop resource estimates. _ Wikipedia.
Term Paper Brief You are required to submit a fully referenced analytical paper of 3,000 words (excluding diagrams, figures and appendices). Examples of the Harvard system are included in your Course Notes and will be discussed further in the research methods block days.
Project Management for Information Systems A refreshingly readable, realistic and relevant view of project management within the context of information systems. This comprehensive and practical book is an excellent starting point for any practicing project managers or students of Project Management for
Who It's For. Redmine is the go-to project management app for anyone who wants a free and open-source option—but you also need to have people on hand that know how to install and maintain it ...
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Software configuration management is the process of identifying, and documenting the scope itself, which is the software product underway, including all sub-products and changes and enabling communication of these to relevant stakeholders.
A good project management software package should be cross-functional throughout an organization and have the ability to provide the users with the necessary tools to accomplish their given tasks. This white paper explores two options for two audiences. Global Project Management Community. ... long-term trends across a range of key issue areas ...
Project Management. Term Paper. Pages: 9 (2449 words) · Bibliography Sources: 0 · File: .docx · Level: Master's · Topic: Business - Management. SAMPLE EXCERPT . . . While on the surface, it would be easy to point blame on the project members who were responsible for the mix up in the case, ultimately it is the project manager's ...
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PMO software is used to create efficiencies when organizing the process of a project, program or portfolio under the governance of a project management office. This includes every phase of the project: initiation, planning, execution, monitoring and closure. Some of its functions include analytics, tracking, planning, resource allocation ...
Extract of sample "Project Management". Introduction Project management is the activity that involves planning, organization, securing, and management of resources towards those activities with the objective of achieving specific goals (Kerzner, 2001).This project aims at developing software that will provide the management of Maverick Property ...
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Project management involves a lot of activities and, as such, project managers are required to possess various skills to succeed in their everyday activities. According to Harrin (2015), some of the skills that project managers should possess include leadership, negotiation, scheduling, cost control, risk management, cost control, and contract ...
PMI defines project management as "the use of specific knowledge, skills, tools, and techniques to deliver something of value to people.". In simple terms, project management means the process of leading a team to hit goals or complete deliverables within a set timeframe. Project management involves project documentation, planning, tracking ...