How important is Software Project Management? What should we understand when we say Software Project Management?

What is a Project?

Before we go into Software Project Management, it makes sense to pay attention to what a software project is. A project is an initiative that is shaped by specific demands, managed operationally through job titles, and has fixed start and end times. These initiatives work within a specific resource management framework and aim to achieve the most efficient operation using these existing resources.

What is Software Project Management?

Software Project Management is the planning and reporting of a software project's activities in line with demands, time and resource management, thereby ensuring control. The aim is to fulfill user demands alongside project objectives in the most efficient way possible. Proper management of scope, risks, resources, and costs is needed to meet objectives. This way, companies/startups gain efficiency, increased profit margins, and improved quality. Project Management is carried out over certain phases: Initiation, Planning, Execution, Monitoring and Control and Closure. The PMI Project Management Institute, one of the leading nonprofit organizations that guide project management, has formalized the phases in this way. We will also talk about certifications from PMI. Let's also talk about these phases.

In the initiation phase, we focus on the problems and opportunities on the job. These are defined and solutions are determined, thus the first step of software project management is taken. Detailed examination of problems is done considering objectives, opportunities, and constraints. Alternative solutions are considered, and cost, risk and benefit analyses are made for the job. We look for the answer to the question, what are the main requirements of my project. At this stage, the project team is appointed and we move to the detailed project planning stage.

When we move to the planning phase, the project is already defined, the team is determined, and a detailed plan for development is needed. We can say that the planning phase is the most important part of the project development cycle and management. Here, we create a guideline for planning, execution in other words development, and bringing the project to its conclusion. In the basic sense, work requirements are established, cost, time planning, deliverables and times are planned. It includes scope planning, detailed documentation (the process of breaking down into detailed sub-parts), time planning, resource planning, risk planning, financial planning/management, production, quality and communication planning. Based on the information obtained at the initiation stage, project requirements are determined, tasks are assigned and planning is made, thereby securing resources. The reporting and management mechanism will be much stronger with a good planning phase. In this phase, we should mention SWOT analysis. This analysis is used to plan opportunities and threats by focusing on the strong and weak aspects of the initiative. These points are written on a graph and interpreted. In this way, a complete commentary on the expected environment of the product can be achieved and strategies can be devised. Afterward, necessary solutions are produced based on the conclusions from the TOWS analysis, and these are noted on the graph.

At the execution step, action is taken, and the project starts being implemented/put forward. It is critical at this stage to continue development according to the plan without releasing control, and for this, communication within the team and on a managerial level is key. In many projects, the project manager spends most of their time focusing on this phase. Team members stay in current communication and report developments, working on planned tasks. The main aim is to keep the development in the project current and at the planned level, otherwise alternative plans will start to be considered for different scenarios. During this phase, the project's sponsors and other relevant stakeholders are informed. As progress is made updates are made to the main plan and it is continued. Current status reports are always developed based on costs, planning, quality, and requirements. Any critical development must be presented to the requestor in terms of quality and hence approval should be obtained.

The monitorability and control of the project progress with the execution phase. This forms another project management phase. At this stage, performance indicators are reported, and any changes requirements/requests, if any, are taken into account. Regular contact should be maintained with team members, users, and other project stakeholders, and actions in the project should be taken accordingly. Scope, cost, quality, and risk should continually be checked for, and supportive communications should be fostered.

Lastly, we will talk about the closure phase. At this final phase of project management phases, we focus on the delivery of the final requests of our project. Success is discussed, evaluations are conducted over the final document and the project is concluded if an agreement is reached.

What are Project Management Tools/Software?

If we have to give examples from the most used ones, Slack, Trello, and JIRA can be provided. Microsoft's Project application can also be given as an example. As someone who has experienced both JIRA and Project applications, let's give some information about Project. With this application, the development can be planned entirely, resources can be distributed, development can be tracked step by step and analyses can be made, just like in other similar applications. The division of time into periods can be shown with graphics/charts depending on software development models and can be tracked. An example of these graphs can be given as GANTT charts. These charts are fully visual aids that offer visual support for project management and are preferred frequently. With Project, you can easily draw a GANTT chart, you can model resources over certain people, and you can edit the time this way. Project is also very similar to other Office applications (Word, Excel) interfaces and usages.

Certificates on Project Management

Thinking about getting universal training to specialize in Project Management? Then it's beneficial to suggest you a few certifications. Looking presently to the years 2020-2021, these certificates can be good for you.

1. PMP
2. CAPM
3. CSM
4. compTIA
5. CPMP

Some of them are the most valid certifications. This way, you can have a chance to be universally accepted, you can continue your way without having problems in terms of recognition and approval. If you are already in the Project Management area, these certifications can provide a significant rise in your salary. You can have information about universal projects, be aware of advanced job opportunities, increase your performance. This can be summarized as a few of its countless benefits.

Let's say a few words about PMP in particular, and that will be enough for this section. PMP is considered the most valid certificate by many authorities and professionals. It might be useful to talk a bit about this. PMP is one of the most recognized industry-based certificates for project managers. PMP is universal because you can work in any industry with any methodology or location. To take this training, you need to meet some requirements: a 4-year diploma education, 4500 hours of project leadership experience, and 35 hours of project management training can be mentioned. Detailed research can be done on the PMI's own site by researching the PMP certificate.

On Project Management Methodologies

We can give a few examples of Project Management Methodologies. They have different time managements, different solution modellings, the same project does not provide the same output on different methodologies. According to our resources, project delivery date, user requests, it is critical to benefit from choosing the most suitable methodology.

We can write some popular ones like this;

• From Agile methodology Scrum, Kanban, Extreme Programming
• Scrumban(Scrum and Kanban hybrid) are some examples of hybrid modelling
• Lean and Waterfall as examples.

We will devote more place to the Agile methodology in another article of ours.

Let's give some information for Waterfall. Although Waterfall has lost much of its popularity today, it is still considered an effective methodology. It is generally good for projects that require us to follow a sequential and linear process, and where we can have a good documentation. Because we have solid documentation, its management and usage is easy. It has a rigid and inflexible structure, hence phases and plans should be followed precisely and without deviation. Each stage requires deep documentation and each stage is managed in a controlled way. Owing to its commitment to existence, control, and good management, it is an example of a disciplined methodology. These can be listed as the advantages offered by Waterfall'. If we're to discuss some disadvantages, it is strictly resistant to change because if a stage is completed by the team, they cannot go back, otherwise it would be extremely costly.

Software is time-sensitive in the sense that it strictly acts according to the plan, and hence is sensitive. Delivery cannot be made until the very end. Coding/Production cannot be started until other stages are completed, this prevents delivery until the very end. The most critical disadvantage is the requirement of collecting the requirements. Demands from users should be taken fully and requirements should be built on these demands, if these are not done fully, satisfaction problems will be encountered in the future and changing it will be quite costly since it is a change-resistant methodology. Besides, since the production part ends at the same time as the delivery time, dissatisfaction will result in a total cancellation.