Software Project Management | Effective processes, models & controls

Software project management is an issue that many businesses are interested in in the current digital age. However, not all businesses have the knowledge and are facing many difficulties when managing this project. Understanding that, this article Viindoo will provide businesses with information such as processes, models as well as ways to effectively control this project.

1. What is software project management?

Software project management is the management of technology-related product research and development projects. In the digital age, businesses are forced to apply technology to management instead of manual management to speed up development. However, creating the right software for businesses is quite difficult because it requires businesses to manage the software project implementation process. So what does software project management include? Let's find out with Viindoo in the next part.

Software project managementSoftware project management

2. Key elements in software project management

2.1 Human factors

The human factor is the group that plays the most important role in software project management. Human is the element that directly directs, operates and implements the processes in the project. Human factors include components such as:

  • Senior management: These are the people who decide business issues and have a great influence on the project.
  • Project Managers (Technical): These are the people who plan, motivate, organize, and control the employees that implement the software.
  • Implementers: These are people with technical skills to design products or applications.
  • Customers: These are the people who make requests for the software to be designed.
  • End users: These are the people who interacted with the software when it was released.

2.2 Product element

Besides the human factor, the product factor also plays an important role in project software management. In general, product quality is the decisive factor to customer satisfaction and revenue that businesses achieve.

  • Scenario: First, we need to understand the larger business context, the system or product the software will serve. This includes identifying constraints and specific requirements from the situation.
  • Informational Objectives: What is the goal of the software? These are the outputs that the customer will get from the software. To do this, businesses need to clearly understand the input data required to process and provide information that meets this goal.
  • Function and performance: Software must perform specific functions to transform input data into desired results. You also need to identify and address all special cases that the software may encounter in performing this function.

3. Process of managing a software project

The project management process will include 5 stages, including:

  • Initiation: This phase includes defining the project's goals and scope, analyzing stakeholder needs, identifying project risks and challenges, Project milestones and planning project planning.
  • Project Planning: This phase includes determining the tasks to be performed, assigning work to project team members, and creating a schedule and budget for the project.
  • Execution: This phase includes the execution of the tasks defined in the project plan.
  • Monitoring and Controlling: This phase includes monitoring the project's progress, addressing issues and risks, and ensuring that the project is on track.
  • Closing: This phase includes completing all remaining project tasks, delivering the product or service to the customer, and collecting feedback on the project.

3.1 Phase 1: Start of the project

The project initiation phase in software project management is the first phase of the project, in which stakeholders define the project's goals and determine if the project is viable. This phase is important because it helps ensure that the project is on track and on target.

This phase requires the project manager and team to perform a number of important tasks as follows:

  • Determine the purpose of developing software projects for businesses and customers. Also, clearly list the benefits this software provides.
  • Create a project charter to clearly define the authority and position of the manager in the project.
  • Identify the stakeholders that will benefit from the project to define the scope of implementation.
  • Evaluate your current culture and work processes and see if they align with the project's goals. If not suitable, enterprises need to conduct training, reform and find suitable human resources for the project, including designers, programmers, testers, customer care experts, ..
  • Break the project into smaller phases to assign appropriate tasks to each employee and department involved.
  • Research and collect data on the present and the past related to the project to be initiated, to make assumptions about issues such as risks, constraints and agreements.
  • Evaluate software limitations and feasibility for market needs and realities.
software project managementPhase 1

3.2 Stage 2: Project planning

The project planning phase requires the business to be dedicated and careful to define the project's roadmap. Unless the business uses a modern project management method such as agile project management (Agile), the second phase of project management is expected to take up almost half of the total project time.

In this phase, key tasks include defining elements, technical requirements, developing detailed project schedules, creating plans, and setting goals/end products. There are several methods for setting project goals, but S.M.A.R.T and C.L.E.A.R are the two most common.

S.M.A.R.T . Goals: The "SMART" criterion ensures that the goals set by the business for the project are analyzed as objectively as possible. It is an established method that reduces risk from subjective factors and allows project managers to set clear and achievable goals.

C.L.E.A.R Objectives: The C.L.E.A.R Goal Method is a method that helps you set and achieve your goals. This method is based on five principles: Specific, Achievable, Relevant, Timely, Measurable.

In addition to the project objectives, here are the tasks to be done during this phase:

  • Determine the project requirements: First, the business will determine the key requirements for the project, including the budget for implementation, the number of personnel needed, and the timeline to complete the project.
  • Outline project scope and parameters: Next, the project manager creates an outline of the size of the project, the resources required, and the complexity of the software the business will develop.
  • Break down the schedule and create work tasks: To optimize management, track and promote work progress, the manager will break down the schedule into specific tasks and create a list of tasks. work to be done.
  • Establish indicators to measure progress and quality: To ensure efficiency in project management, managers will set up indicators to measure progress and quality for each specific work task.
  • Work planning with stakeholders: We will work closely with all project stakeholders to plan work effectively and ensure the best cooperation.

3.3 Stage 3: Project execution

The project execution step is the stage where your team actually does the work. As a project manager, it's your job to establish an efficient workflow and monitor the team's progress carefully.

The project implementation phase in software project management is the stage where activities are carried out to achieve the project objectives.

Some of the key tasks performed during the project implementation phase include:

  • Assign work to project team members based on a predetermined plan.
  • Monitor the progress of the project and ensure that the project is on track.
  • Solve problems and risks arising during project implementation.
  • Update stakeholders on project progress.
  • Collect feedback from stakeholders and use feedback to improve the project.
  • Analyze and identify possible risks, and make necessary changes to ensure application quality and progress are not affected.
  • Write progress reports for superiors and stakeholders. In the report, it is necessary to clearly state arising problems and propose solutions to superiors, such as problems of budget, personnel, knowledge...

TIt is important for the project manager in this phase to establish an efficient workflow, monitor the team's progress carefully, and maintain effective collaboration between the project stakeholders. This ensures that everyone is on top of the information and the project runs smoothly without problems.

software project managementStage 3

3.4 Stage 4: Project monitoring and management

In project management, the third and fourth phases are not sequential. Phase 4 Project monitoring and management occurs concurrently with project implementation, ensuring that the project's goals and final product are satisfactory.

During this phase, the project manager should ensure that no goal deviates from the original plan by establishing Critical Success Factors (CSFs) and Key Performance Indicators (CSFs). Key Performance Indicators - KPIs).

Specific duties include:

  • Evaluate job performance using metrics in the management plan to measure reality.
  • Record and analyze all changes occurring in the project along with their causes and proposed changes made.
  • Edit the management plan according to each task in detail and specifically.
  • Handle change proposals from subordinates and have a clear understanding of accepting or rejecting them.
  • Monitor and collect input from stakeholders to make necessary adjustments.
  • Assess the risks associated with application technical, functional and output issues, and provide treatment options for each issue.
  • Regularly test software and applications to ensure the quality of the final product.
  • Manage and control all procedures related to testing and purchasing software products

3.5 Stage 5: Finish the project

The project closing phase in software project management is the final phase of the project, during which activities are performed to close the project and deliver the software product to the customer.

In the closing phase of the project, there are a number of tasks that need to be done as follows:

  • Finalization of Issues: This is a stage for product quality testing, allowing customers to try and test the technique to ensure completeness of the product.
  • Product handover and platform update: Once completed, the product should be delivered and updated to the appropriate platform or usage environment.
  • Collect feedback from customers: To continue to improve, we need to listen to customers' opinions and reviews about the application, and then adjust the product if necessary.
  • Performance and Achievement Reporting: To measure the success of a project, we need to report on performance and document achievements.
  • Lessons learned from previous projects: Finally, from the experience of the current project, we need to adjust and supplement the plan for the next projects to improve efficiency.

4. Effective software project management models

4.1 Scrum

What is Scrum? This is a form of agile process that is very commonly used in software and product development projects. In addition to software projects, Scrum is a management model that can be applied in many different projects. This process provides continuous feedback and evaluation at the end of each sprint so it is suitable for projects interested in improvement.

Software project managementScrum Process

4.2 Waterfall

Another model that is also often used for project management is the Waterfall (waterfall model). The work items in the plan are divided into different linear series. The stages all have different relationships. In this approach, each activity will execute after the pre-completion phase. Therefore, this method will be suitable for projects with specific, clear, and changeable goals. You could read Compare the differences between Agile and Waterfall in project management for more details.

Software project managementWaterfall chart

5. Software project management support tools

5.1 Gantt chart

This is a tool that is widely applied in project management with specific schedules. This chart was created in 1917 by Henry Gantt. This tool will assist the manager to reasonably control the activities and time taken in the project. The chart includes horizontal bars that show the schedule and activity times of a project. Based on this chart, the manager will control the schedule of tasks as well as the project's timelines.

Software project managementGantt chart

Currently, Gantt charts are not only commonly used in project management but also in business management. Viindoo is the pioneer in integrating Gantt into the work schedule management software. If you are intending, or wishing to apply the GANTT chart to your administration, do not hesitate to contact Viindoo immediately.

5.2 PERT Diagram

PERT diagram is a type of spider web diagram that is commonly used in project management. This diagram shows all project activities in a sequential or parallel manner. These events are represented in the form of a diagram showing their relationship to each other. The main events in the project are executed sequentially/parallel in the diagram, the latter will depend on the preceding activity in the diagram. Each event that occurs is numbered and connected by arrows to describe the sequence in which it occurs.

Software project management

6. How to successfully and effectively manage software projects

With more than 10 years of experience in researching and developing management solutions for businesses, here are some methods to manage software projects that Viindoo has successfully applied:

  • Eliminate unnecessary work to focus resources on the product.
  • Stick to the proposed project plan.
  • Motivate employees in the project.
  • Empower employees to increase productivity.
  • Build relationships within the group.
  • Limit variation in assigned tasks.
  • Break down tasks and assign specific tasks.

Software project management is an integral part of any business. Businesses will need knowledge and skills to effectively manage resource allocation, cash flow, or execution plans. However, acquiring such knowledge and skills will take a lot of time, expense, and expense. Therefore, administrators can choose alternative management software to shorten the time as well as speed up the development of the business.

Viindoo Project is a software management solution developed by Viindoo team. This is software that will help businesses control jobs, plan work, projects and track progress more effectively. From there, businesses can manage work in a "lighter" way. Currently, Viindoo Project has been trusted by many large enterprises to accompany project management.

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In the above article, Viindoo has summarized for you detailed information about software project management. Hopefully, the above information will help businesses manage projects more effectively. Follow our website to learn more effective management knowledge.

Software Project Management | Effective processes, models & controls
Jun Nguyen March 15, 2024