October University for Modern Sciences and Arts

Faculty of Management Sciences

MIS Project Management MGT 442

Instructor: Dr. Emad Elwy Habib

TA: Hend Osama

Submitted by :

Ihab Elsayed Hesham 202743

Mohamed Ezzat 203877

Rawan Saeed Ahmed 201385

Table of content :

Introduction : 3
Project objectives: 3
Problem description: 4
1. AI and project management : 5
1.1. The impact of AI in project management : 5
1.2. AI application in project management : 6
2.1. Mind map : 7
2.2. WBS: 8
2.3. Responsibility matrix ; 9
2.4. Network diagram : 10
2.5. Gantt chart : 11
2.6. Resource histogram: 11
2.7. Cost performance and control 12
References: 13
Introduction :

Project management is the practice of controlling and organizing resources in order to achieve
specific goals within a limited timeframe (Kerzner, 2017). It is a crucial aspect of any
organization as it allows for the efficient allocation of resources and ensures that projects are
completed on time and within budget. With the increasing complexity of modern business
environments, effective project management has become more important than ever before.
Project management has become an essential practice in modern business environments, with the
ability to manage complex projects being a critical skill for organizations across all industries. It
involves the planning, organizing, and controlling of resources to achieve specific goals within a
defined timeline (Kerzner, 2017). Successful project management requires an understanding of
the project cycle, from initiating a project to closing it out, as well as the ability to manage
stakeholders, risks, and project budgets.

Project objectives:

Project management is a crucial process that involves planning, organizing, and controlling
resources to achieve specific project goals within a defined timeline. The primary objective of
project management is to ensure that projects are completed within the scope, budget, and
timeframe while meeting the desired quality standards. According to the Project Management
Institute (PMI), the key objectives of project management include:

1. Delivering projects on time: One of the critical objectives of project management is to ensure
that projects are completed within the defined timeline. This requires effective planning,
scheduling, and monitoring of project activities to ensure that they are completed on time.

2. Meeting project goals and objectives: Project management aims to ensure that projects meet
the desired goals and objectives. This involves defining project deliverables, documenting
project requirements, and ensuring that the project team works towards achieving the project
goals.
3. Staying within the budget: Another objective of project management is to ensure that projects
are completed within the defined budget. This requires effective cost estimation, budget
planning, and monitoring of project expenses to ensure that the project stays within budget.

4. Managing project risks: Project management aims to identify potential project risks and
develop strategies to mitigate them. This involves conducting risk assessments, developing risk
management plans, and implementing risk mitigation strategies.

5. Ensuring quality project outcomes: Project management aims to ensure that projects meet the
desired quality standards. This involves defining quality criteria, developing quality assurance
plans, and implementing quality control measures. Overall, project management plays a critical
role in ensuring the successful completion of projects. By focusing on delivering projects on
time, meeting project goals and objectives, staying within budget, managing project risks, and
ensuring quality project outcomes, project managers can ensure that projects are completed
successfully.

Problem description:
One of the fundamental duties of project management is problem solving. It is a procedure for creating
and implementing a fix for the issues that have arisen. When a specific approach is used in a project, the
likelihood of success increases. The following steps might be used to explain the problem-solving
process. The actual status or problem definition must be ascertained first. The application of the solution
method is the following phase. The realization of the desired actual status is the final phase. A thorough
understanding of the issue that has to be altered must come first. So, it should be made crystal clear which
goal needs to be accomplished. And the question is: "What is the purpose of this project; why is it to be
carried out?" To find the answer to this question and then define the project, it is necessary to assess the
project's initial state, objects, purpose, and scenario. The project situation is illustrated by the first
circumstance. Project measurability and target tracking transparency are made possible by the object
description. To efficiently complete project objectives, the scenario or project structure plan splits the
entire project into work packages (Fachrizal, Wibawa & Afifah, 2020).
 1. AI and project management :

1.1. The impact of AI in project management :

The introduction of new technology will have a significant impact on people's lives and ways of
functioning in every period. The use of these technologies will significantly increase productivity at work,
generate enormous economic gains, and present both opportunities and difficulties. Consequently,
actively studying and adopting new technology is crucial to boost the company's competitiveness (
Wang,2019). The "iron triangle" of time, cost, and scope has long been the emphasis of project
managers, frequently at the expense of crucial components like people management. According
to a recent global study by KPMG, 46% of the project managers surveyed thought that
"managing people" was the most crucial aspect of completing a successful project. 28 percent
thought technology was the most important aspect, while 26 percent said either processes or
governance were essential for success.This suggests that AI frees project management teams to
concentrate on key areas like people management, project vision, team building, and network
development by handling routine data-driven duties. AI can predict deviations from a program's
schedule, but it cannot offer a fix. It cannot bring about the agreement required to put a project
back on track or settle the issues brought about by a detour. These "human-centered" talents are
the oil that keeps every project's machinery running smoothly, and they are currently and for the
foreseeable future outside the purview of artificial intelligence (AI) (Niederman, 2021).
According to Wang (2019),there were 3 Implications of Artificial Intelligence for Project
Management:
1. AI systems can assist in keeping projects on budget and on schedule. Professor and
author of "The AI Advantage: How to Put the Artificial Intelligence Revolution to Work"
Tom Davenport remarked, "We've not been very good at anticipating how much
initiatives will cost and how long they'll take." We'll be able to anticipate, with a much
higher degree of confidence, how much a project will cost and how long it will take by
employing AI-powered data analysis that examines data from previous projects, he said
on an episode of the PMI Center Stage podcast.
2. Project managers' administrative chores will be replaced by AI-powered tools. AI-based
technologies can take over administrative duties like scheduling meetings, setting
reminders, providing daily updates, and more. Project managers and team members will
be able to concentrate on more intricate, high-level tasks and planning as a result.
 3. To generate insights, AI systems can examine data from ongoing and completed projects.
Yet, data analysis is much more than just a tool for cost and schedule estimation. Using
AI for direction and data-based insights, project managers will continue to steer projects
through challenging decisions and unforeseen roadblocks.

1.2. AI application in project management :

Artificial Intelligence (AI) has immense potential to revolutionize project management. Its
ability to analyze large volumes of data, provide predictive analytics, and automate routine tasks
has opened new opportunities for project managers. Artificial intelligence has already started to
disrupt various industries, and project management is no exception. In fact, AI can provide
project managers with insights and analysis that were once impossible to obtain. Here are three
applications of artificial intelligence in project management that can help businesses become
more efficient:
Firstly, AI can be used to predict project outcomes. AI algorithms can be trained on historical
project data to identify patterns and predict future outcomes with a high degree of accuracy. This
helps project managers to make better decisions and mitigate risks. In addition, AI can also alert
project managers to potential problems in real-time, enabling them to take proactive measures to
address issues before they escalate (Wang, 2019).
Secondly, AI can be used for resource optimization. In project management, identifying the
right resources and allocating them effectively is crucial for success. AI can be used to evaluate
team performance, identify bottlenecks, and optimize resource allocation. This not only leads to
better project outcomes but can also save time and money (Wang, 2019).
Finally, AI can be used for project scheduling. AI algorithms can analyze project data to
determine the time it takes to complete specific tasks and optimize project scheduling
accordingly. This can ensure that all tasks are completed on time and within budget. In addition,
AI can also automate routine scheduling tasks, freeing up project managers’ time to focus on
more strategic activities (ResearchGate, 2020). AI has immense potential to transform project
management. By predicting project outcomes, optimizing resources, and automating scheduling
tasks, it can enable project managers to achieve better outcomes, save time, and reduce costs. As
AI technologies continue to evolve, it is likely that we will see even greater benefits in the years
ahead.
2.1. Mind map :
Mind mapping is a popular visualization tool that aids in brainstorming, problem-solving, and
project planning. In project management, it can be an effective way to capture and organize
ideas, communicate project objectives and requirements, and create a shared understanding of
the project scope. According to Biedrzycki and Rogala (2016), mind maps provide a holistic and
graphical representation of a project, which enables stakeholders to identify the project's key
elements quickly. One of the significant benefits of using mind maps in project management is
that it helps to create a detailed plan of action. A well-prepared plan of action makes it possible
for the team to gather resources, identify project goals, and execute tasks with precision.
Riquelme et al. (2015) argue that mind maps can help teams create a comprehensive project plan
that aids in allocating resources and time effectively. Another significant advantage of mind
maps in project management is that it enhances communication among team members. Mind
maps make communication simple and straightforward because they provide stakeholders with a
common understanding and vision of the project. According to Biedrzycki and Rogala (2016),
mind maps enable team members to communicate effectively by outlining the project's goals,
objectives, timelines, and deliverables. In addition, mind maps also assist project managers in
identifying potential risks and addressing them proactively. Risk management is a critical aspect
of project management and requires careful planning and execution. By creating a mind map,
project managers can easily identify potential risks and develop strategies to mitigate them.
According to Riquelme et al. (2015), mind maps are a useful tool in risk management because
they allow stakeholders to visualize the possible threats facing the project.Furthermore, mind
maps can be used to create a comprehensive stakeholder management plan. Stakeholder
management is a crucial aspect of project management, and it requires careful planning and
execution. Using mind maps, project managers can identify stakeholders, map out their roles,
and create a strategy for managing their expectations. According to Biedrzycki and Rogala
(2016), mind maps provide the visual representation needed to manage complex stakeholder
relationships. So, mind maps are an effective tool in project management because they provide a
comprehensive and holistic visualization of a project. They help in creating detailed plans of
action, promoting effective communication, identifying potential risks, and developing a
comprehensive stakeholder management plan. By using mind maps, project managers can
improve project planning and execution, leading to successful outcomes.

2.2. WBS:

Work Breakdown Structure (WBS) is a significant aspect of project management, which

involves organizing complex tasks into small, manageable, and understandable components.
According to Cebotarean and Balan, "WBS is the process of breaking down the complex projects
into smaller, less complex subsets of goals, milestones and deliverables". By creating a
hierarchical structure, the project manager can allocate resources effectively, monitor progress
and identify potential areas of risk. Each level of the breakdown represents a task or deliverable
that can be integrated with other components to achieve the overall project objective. In this
regard, Iqbal et al. assert that "WBS is a crucial management tool for project deliverance as it
provides a clear overview of the project scope and facilitates effective communication amongst
project team members" (2018, p. 99). The WBS has several advantages in project management.
Firstly, it helps to identify the scope and deliverables of the project, which is fundamental to
developing a project plan. By breaking down a project into smaller components, it becomes
easier to manage the project's overall goal. Secondly, it facilitates communication among project
team members, enhancing collaboration and coordination. Cebotarean and Balan (2019) pointed
out that "WBS promotes communication amongst team members, hence ensuring that they are
well-informed about the specific tasks they are expected to undertake, and the project timeline".
Thirdly, WBS enables the project manager to identify potential areas of risk, such as unforeseen
delays, budget overruns or tasks dependencies. This ensures that appropriate mitigation plans are
put in place to minimize the impact on the overall project. As well as the WBS is a critical tool in
project management for breaking down complex projects into smaller, manageable, and
understandable components. The hierarchical structure of WBS helps to allocate resources
effectively, monitor progress, and identify potential areas of risk. The benefits of WBS in project
management include identifying the scope and deliverables of the project, enhancing
communication and collaboration among project team members, and identifying potential areas
of risk. Therefore, it is essential for project managers to develop a thorough WBS plan, which
should be updated regularly to ensure effective project management.

2.3. Responsibility matrix ;

A responsibility matrix is a project management tool that helps to define and clarify the roles and
responsibilities of the project team members. According to the Project Management Institute
(PMI), a responsibility matrix is a "grid that links project activities or work products to the
resources responsible for executing or producing them" [1]. The responsibility matrix is also
known as a RACImatrix, where RACI stands for Responsible, Accountable, Consulted, and
Informed. The responsibility matrix helps to ensure that everyone on the project team knows
what is expected of them and who is responsible for each task or deliverable. It also helps to
reduce confusion, duplication of effort, and conflicts among team members. The matrix provides
a clear picture of who is responsible for each activity and who needs to be informed or consulted
before a decision is made. To create a responsibility matrix, project managers typically start by
identifying the key project activities and deliverables. They then assign each activity or
deliverable to one or more team members, specifying whether they are responsible, accountable,
consulted, or informed for each task or deliverable. The RACI matrix is then used to
communicate the roles and responsibilities to the project team and stakeholders. In summary, the
responsibility matrix is a useful project management tool that helps to clarify the roles and
responsibilities of team members, reduce conflicts and confusion, and ensure that everyone is
aligned on the project goals.

2.4. Network diagram :

According to Soe & Htike (2018), A network diagram is a graphical representation of a project that uses
connected arrows and boxes to show how the many project activities are related to one another. The
activity description is represented by boxes or nodes, and the relationships between the activities are
depicted by arrows. All other activities must have a beginning and an end, and they all fit within these
constraints. There are numerous techniques to create a network diagram, but the precedence diagramming
method (PDM) and the arrow diagramming method are the two that are most frequently employed
(ADM). Currently, the majority of project managers create their network diagrams using the precedence
diagramming approach. You must choose which action is the predecessor and which is the successor
before you can draw your diagram. The next step is to make a chart of your dependencies. To begin with,
though, you must establish a logical connection between the operations. When drawing a network
diagram, a project manager must examine these dependencies. A modification network diagram called
GERT allows for loops between the activities. But nowadays, it is hardly ever used. Yet, a project
manager needs to understand the logic behind using GERT to construct a network diagram. The
precedence diagram approach and the arrow diagram method are the two primary types of project
network diagrams.

Using an Arrow Diagram (ADM)

The ADM, also known as the activity network diagram, uses arrows to represent the activities connected
to the project. ADMs aren't used very often these days, which is unfortunate, but it's still a good idea to be
familiar with them just in case

precedence diagram approach

The Precedence Diagram Method has considerable use in today's project management circles and
is considered to be a more efficient way for ADMs. The arrows signify the connections between
several activities, and each node, or box, represents one activity. So, the four different forms of
logical relationships in the diagram are represented by the arrows (Rashed & Alnassar, 2021).

2.5. Gantt chart :

A Gantt chart is a project management tool that shows the relationship between work that has
been performed over time and the time that was scheduled for the task. It normally consists of
two sections: a left-side task list and a right-side timeline with scheduling bars that show work.
The start and end dates of tasks, milestones, task dependencies, and assignees can all be included
in the Gantt chart. Currently, roadmap tools are a common term used to describe Gantt chart
tools. Roadmap solutions like Jira Software provide features like a collapsible task structure and
resource management panels to keep up with the needs of contemporary software development.
In spite of the iterative nature of the software development process, this aids teams in
maintaining a consistent project strategy. Roadmaps, which makes plans around Jira issues
assigned to a team, and Advanced Roadmaps, which does the same thing across teams and
organizations, are two roadmap tools provided by Jira that you may use to produce Gantt charts
for your projects (Tereso et al., 2022). Gantt charts are popular in the realm of project
management for two basic reasons. They facilitate the creation of complex plans, particularly
those involving several teams and shifting timeframes. Teams may better plan their work around
deadlines and manage resources when they use Gantt charts. Gantt charts are another tool used
by project planners to keep an overview on their initiatives. They show, among other things, how
dependent tasks, milestones, and tasks with different start and end dates relate to one another.
Programs that use modern Gantt charts, like Jira Software with Roadmaps and Advanced
Roadmaps, synthesize data and show how decisions affect timelines (Babordina et al., 2021).

2.6. Resource histogram:

A resource histogram is a statistical and visualization tool used in project management

to manage resources, including people, time, and money [2]. It is a stacked bar chart
that displays the amount of time a resource is scheduled to work over a period of time
[1]. Resource histograms help project managers with resource planning, quality
management, and profitability analysis of project activities [1]. They provide a visual
representation of resources available, being utilized, and for how long they will be tied
up [3]. By creating a histogram, project managers can monitor daily spending, better
understand the project scope, and make data-based decisions to streamline processes
and protect their projects from unexpected situations [2]. Although project management
software has made resource histograms somewhat obsolete, they still show up in the
PMP certification exam [1].

2.7. Cost performance and control

Cost performance and control are critical aspects of project management that ensure the project's
financial resources are managed effectively. These aspects involve monitoring and controlling
the project's cost and schedule to ensure that it remains within budget and on schedule. Cost
performance involves measuring the project's actual cost against its planned cost. This is done by
comparing the actual project expenditures to the budgeted cost of the project at each stage. The
objective of cost performance is to identify any variances between the actual cost and the
planned cost and take corrective action to bring the project back on track. Cost control, on the
other hand, involves taking corrective action to keep the project's cost within the allocated
budget. Cost control is achieved by implementing measures to monitor and control the project's
cost, such as creating a cost baseline, tracking project expenses, and identifying cost variances.
To ensure effective cost performance and control, project managers must implement a robust
cost management plan. This plan should include a detailed budget, cost estimates, and cost
control measures. It should also outline the project's financial reporting requirements and the
roles and responsibilities of the project team members responsible for managing the project's
cost.
In conclusion, cost performance and control are essential aspects of project management that
ensure the project's financial resources are managed effectively. By monitoring and controlling
the project's cost and schedule, project managers can identify and address cost variances and
keep the project within budget and on schedule. A robust cost management plan is critical to
ensuring effective cost performance and control throughout the project's lifecycle.

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