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Introduction Project management today draws a lot of attention based on the benefits that accrue from its successful application. As business processes keep changing, a need for a defined process to start, plan, execute, and monitor these processes is necessary. This discipline normally presents itself through project management. The dynamic nature of business processes require an approach that can well adapt to the ever-changing business environment. During project management starting, planning, executing, and monitoring the project must be within the project constraints of time, cost, and scope. These are considered as the constraints into which every other project resource must fit. These constraints cost, scope and the time, form the project envelope. The project management process helps organizations to work within these constraints to ensure the success of their projects. Project management requirements are significant and planned by a well-defined team that has the technical capacity to work within the defined boundaries. However, when these disciplines are not followed clearly, the project is likely to slip or all together fail resulting in loss of money and a dented reputation. Failed projects have a colossal negative impact to any business, especially due to the time and resources spent. To ensure that the project management process advances in a successful manner, tools are available to ensure that the aspects of project integration, time, cost, quality, as well as human resources are effectively covered. The project charter for instance is a very important document that is prepared to support a successful project management process

(Schwalbe, 2009). This lays the framework for the project management process and remains a strong reference point during the progress of the project. Lack of a project charter reflects negatively on the project and can adversely affect its success. Project scheduling under project time management can be demonstrated using scheduling chart tools such as Gantt chart and critical path method (CPM) which are covered in more detail in a later section of this write up. The general project management tools provide the necessary support to assist expediently the project management team manage a candidate project successfully. Financial Tools Financial costing and other financially related matters in any project is very critical. Managing these issues will determine the success of any given project. A professionally constituted project management team should be able to employ “cost estimation tools and techniques” (Schwalbe, 2009, p.263). A variety of financial oriented tools may be used within a project. Some can be integrated as applications while others are specific and stand-alone. The conventional tools such as the net present value (NPV) which uses cash flows, investment rate of return (IRR), and the annual percentage yield (APY) are among the tools used to determine the financial value of the project undertaken. The Tenrox tool for instance rely on previously collected data relating to similar disciplines that include planning, resource management and scheduling, project cost and billing, time and expense tracking as well as work process management (Tenrox, 2011). This tool makes use of a constituent component called the chargeback to ensure effective

project cost reporting. The chargeback is also used to determine whether project costs and billing are properly accounted for. Chargeback also makes the project’s revenue recognition policy automatic. General Project Management Tools The IT project management framework is an example of a tool that falls in this general category of project management tools. The framework also called the project investment life cycle combines the development life cycle of the system with the project management process (Dataperceptions, 2010). This framework also depicts the activities related to deployment and operations. Assembla is another example of a tool that can be used for general project management purposes. This tool has features that offer communication through powerful collaboration. The main support features within this tool includes easily editable wiki pages allowing the team members to gain access and post their messages efficiently (Assembla, 2010). This tool also provides a centrally accessible file repository where the project team members can upload and download their files. Message boards where the team can pin and retrieve their messages. The tool also has a group chat video that offers real time communication for the team as another feature within this tool. Risk Management Tools Risk management is one of the most fundamental issues necessary for the success of any project. A very vital undertaking by any project manager is to identify, prioritize, and mitigate any likely project risks. The project manager can set up a risk chart covering these risks and

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their priority based on the likely impact to the project because of their occurrence. The risks with a higher possibility of occurrence and a greater impact on the project progress are addressed adequately or their effects addressed to reduce impact to a bare minimum. All this is important for successful implementation of the project. PIMS risk is a framework used to identify, analyze as well as evaluate typical threats to the project. This tool will work well with the probability impact model that is used to estimate the occurrence probability by the cost or schedule delay. Other tools such as the schedule risk assessment manager (SCHRAM) and technical risk identification and mitigation system (TRIMS) enables the generation of risk adjusted schedules and provision of knowledge on technical risk management.(Worldnews, 2011). Scheduling Charts During project activity documentation, illustrations and diagrams ensure that communication is well effected among the members of a project team and with other stakeholders. Charts are used to ensure that information is accurately passed across to the target audience. Project scheduling is one such area where charts are used to illustrate effectively the project’s progress. Gantt charts are a common phenomenon in many projects. They represent a graphical design of the project schedule. Other tools such as the critical path method (CPM) which helps the project team to determine the best duration a project can take based on the available resources normally accompany these scheduling charts. Another

common tool is the project evaluation and review technique (PERT) which is an analysis tool that also falls within this category. Claromentis project management software is a tool that specifically generates scheduling charts during project progress. The tool can enable the project team to effectively collaborate by controlling and monitoring the project’s progress and other related activities. Claromentis project management software provides task management, Gantt chart, as well as resource allocation capabilities. The task status- reporting component within this tool effectively complements the charting capability (Claromentis, 2010). The Gantt chart and the PERT chart are probably the two best known visuals in project management. Agile teams can use each of these charts for scheduling, but because Gantt charts don't illustrate task dependencies and PERT charts can be confusing, project managers often use both. The Gantt chart , frequently misspelled as "Gant" or even "Gannt," is a powerful tool, but it can become long and unwieldy, especially in large or complicated Agile development projects. PERT charts have their limitations as well. The critical path method, also called CPM , is another project management chart, with which Agile planners can display the critical path in PERT and Gantt charts, so the appropriate method is not an either/or choice. Burn down, and burn up, charts provide useful additions or alternatives to more conventional charts in various Agile approaches. These charts are helpful for Scrum and extreme programming approaches.

Get a handle on the commonalities and differences between various project management tools to create a strategy that works for your developers and organization. Gantt chart This horizontal bar chart displays tasks, or events, on the Y axis; they correspond to a timeline on the X axis, to show the schedule for and dependencies between aspects of an overall project. The chart's bars vary in length in accordance with how long the team estimates that task will take. For example, in an application update, the requirements gathering task might take longer than regression testing. Each bar's placement on the timeline provides start dates and deadlines. Gantt charts show where tasks overlap , and where some team members will wait for new work while others complete a step, which can help prevent inefficiencies . However, these charts can get complex and long, especially when a project includes many discrete tasks. Agile project managers can select Gantt chart builders, such as TeamGantt or GanttProject, and use plugins to bring these charts into collaboration platforms like Atlassian Jira. Dynamic Gantt charts include progress bars, critical path visualization and other features. PERT chart The acronym PERT stands for Program Evaluation Review Technique. A PERT chart is not strictly linear like a Gantt chart. Instead, nodes -- typically a basic shape like a circle -- represent milestones in the project. Vectors, which are connecting lines, represent the tasks to achieve them. A PERT chart shows dependencies with a sequence of lines, and tasks that must occur at the same stage in the project with parallel lines. For example, development followed by unit testing are sequential tasks, while parallel tasks might be user acceptance testing and marketing materials creation. The PERT chart should include indicators of the sequence of tasks and estimated time to reach each milestone.

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Like a Gantt chart, a PERT chart can include the project's critical path and other features. While PERT charts show task sequences at a glance, they aren't simple to construct, and adopters should learn time estimation methods and ways to track resources assigned to tasks. Software development project managers can generate PERT charts in visualization tools, such as Lucidchart and Microsoft Visio, and integrate these charts with collaboration tools like Slack. Consider how tough it is to balance multiple balls at the same time. If you miss a ball, the entire act is thrown out. Project management is a lot like juggling, in that you're continuously juggling between many tasks, people, projects, and other things. When a deadline is missed, the entire planning process might go awry, with catastrophic consequences. This is why having a visual picture of a project schedule and knowing when each task is completed and who is working on it is beneficial. And it is here that Gantt chart software comes into play. Gantt charts are visual representations of tasks plotted against time. They represent crucial information in a project, such as who is assigned to what, task durations, and overlapping activities. A Gantt chart depicts the completion of each work in a project using timelines. These timelines explain how the various tasks are connected. Gantt charts are useful because they show the activities and progress of a project. Gantt charts show how work on a project can only begin after another task has been completed. Managers can use this data to better understand project obstacles and make key decisions about how to take a project ahead. In its most basic form, a Gantt Chart is a timetable that depicts how the project will progress during the Project Management Process. Gantt Charts' timeline view has also proven to be quite beneficial for Project Scheduling and Planning. It assists project managers and teams in determining the length of a project, determining the resources required, understanding task dependencies, and planning the order in which each work will be accomplished if the project is to be completed on time. Benefits of Gantt Charts

Some of the key benefits of using Gantt charts in project management software are: 1. Allows Better Tracking Project leaders and members can use a Gantt chart to keep track of tasks, milestones, and overall workflow. The chart can show potential constraints or concerns, allowing project leaders and members to make appropriate adjustments. 2. Provides High-Level Overview For both individuals who are directly committed and those with less involvement, such as executives and other stakeholders, a Gantt chart provides an overall perspective of a project and its timeframe. 3. Boosts Productivity A Gantt chart enables workers to collaborate in order to increase production. A Gantt chart's great visibility helps workers keep focused on the tasks they need to finish. This transparency also ensures that all team members are held accountable for their tasks.Keep track of your project plans and teams' progress and generate detailed reports with project planning software . 4. Illustrates Overlaps and Dependencies A Gantt chart illustrates how tasks in a project may intersect. It also demonstrates how the start of one job might be contingent on the completion of another. This type of data enables project managers to schedule work and allocate resources in a way that does not stymie project progress. 5. Manage Complex Information A Gantt chart's visual clarity can aid in the simplification of a complex set of tasks. The chart depicts tasks in a straightforward and simple manner for those who must complete them. Team members can stay focused and avoid becoming overwhelmed by a huge number of duties because of this transparency. 6. Balance Multiple Projects Managers can quickly track many projects using a Gantt chart. Because the chart shows how to give the proper resources at the right time, it allows those managers to balance the work on each project.

7. Set Realistic Deadlines and Expectations A Gantt chart lists all of the tasks that must be completed by a team in order to complete a project. The diagram also depicts the linkages and dependencies between the various tasks. A realistic assessment of the time it takes to finish the work is possible with such cohesive visual communication. As a result of having such precise information, you can set reasonable timelines for each work and the overall project. 8. Motivates Team Members A Gantt chart in project management software allows team members to visualise their duties, which helps them stay motivated to complete the project. Members of the team may see how the project is progressing and how other team members are accomplishing their roles. The diagram also shows how certain jobs can't start until another one is finished. Because of the increased visibility, workers are able to execute their responsibilities efficiently and on schedule. 9. Keeps Everyone Aligned, Including Remote Workers All work on a project remains aligned when everyone in the team (including remote workers and those in distant offices) has simple access to the same information. Everyone benefits from the chart since it enhances communication and teamwork. Communication Aids for Teams The success of any project largely depends on the communication among all the stakeholders. Effective communication channels must be established and maintained so that the progress of the project is communicated at every designated point. Perfecting communication involves the use of several support tools. One such tool is the ProWorkflow tool that is a web-based tool that can be used for time and team management (ProWorkflow, 2010). This tool provides an easy to use interface to manage projects and all their associated tasks. This process is integrated with the time tracking function for the staff. Basecamp is another tool that enables the project team to communicate online concerning the status of the project. The tool is

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complete with a component that caters for project files. Basecamp has a dedicated dashboard that avails all the project resources and options to a user. Using this tool interactive milestone setting is easy. The team can also have online discussions related to the project they are working on. Basecamp centralizes these discussions to reach a wider audience (Basecamp, 2010). The message board component will support message posting concerning particular projects. This tool has powerful communication aiding components that enable every team member to contribute to any project related discussions as well as enable task assignment and tracking. Personalized and unique features enable the team members to even leave comment tags against project milestones. Basecamp has an automated email notification system to encourage communication. The tool also supports popular file formats, which covers documents and images. These files and images can be shared between the team and clients. To keep track of project status, Basecamp supports version control Conclusion Project management remains an important exercise whenever a project is undertaken. The size and complexity of the project can be addressed satisfactorily if the project management approach is used. However, it can be noted that the management process itself spreads out to cover other aspects of the project. It is important for the project team to address integration issues independently. This is based on the assumption that the project consists of various components that must eventually be integrated. This integration is going to result into the complete system that represents the whole project. Therefore, towards this end, project integration management should be carried out.

Another key aspect for any project is its scope. The scope clearly identifies the project stakeholders and the acceptable levels of contribution and involvement within the project. The scope will cover the tasks and durations typical to the project. The time management will cover the whole project duration. A combination of methods and tools are available to support this process. Costing in projects is among the most essential exercises. This process can determine the financial viability of a project as well as lay a foundation on which future projections can be made. This exercise helps the stakeholders beforehand to assess the financial benefits that accrue from the implementation of the project. Project cost management as a part of the project management exercise will employ methods, tools, and techniques to achieve a successful project management exercise. Forecasts can also be made based on the results for future projects. Project management also includes quality management in projects. Under this part, the project’s quality assurance and control process is defined. Accompanying tools and techniques such as statistical sampling or the six-sigma approach can be used here. Communication remains the most crucial aspect within any project management process. The project human resource management covers all aspects related to a project team to ensure a project’s success. This process focuses on the communication process within the project and ways of making the process effective and productive. Project human resource management explores the available communication aids, methods, tools, and techniques that are important to establish effective project teams that can be employed projects effectively.

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