Project Scheduling and Time Management of an Application iTalk - Case Study Example

Project Scheduling and Time Management Student’s Name Institutional Affiliation Date Table of Contents Running head: PROJECT SCHEDULING AND TIME MANAGEMENT 1 1 List of Figures 4 List of Tables 4 Introduction 5 Project Scope Statement 5 Work Breakdown Structure (WBS) 6 Organization Breakdown Structure (OBS) 12 Relational Diagram of WBS vs. OBS 14 List of Project Activities 16 Problem Definition 16 Data Gathering and Analysis 17 Defining the Project Scope 18 Cost and Time Estimation 18 Budgeting and resource allocation 19 Design of user interface 19 Algorithm Writing 20 Database design 21 Server Side Design 21 Design of Accessories 22 User Interface Coding 22 Source Code Writing 22 Database Coding 23 Coding of Application Accessories 23 Server side coding 23 Testing the project 24 Debugging Errors 24 Implementing the Project 25 Marketing the project 25 Project performance monitoring and maintenance 25 Improving the project 26 WBS Coding Structure 26 Conclusion 27 References 28 List of Figures Figure 1: Simple flow of a WBS 7 Figure 2: Work break down structure for project iTalk 8 Figure 3: OBS Diagram 13 Figure 4: Relational Diagram of iTalk 15 List of Tables Table 1: WBS Dictionary 12 Introduction Projects usually require a lot of time and input them to materialize. This is characteristic of heavy projects, for example, research projects, and large software or hardware innovation developed by a group of people, a company or an institution. A successful project usually involves proper scheduling and time management. This serves to ensure quality production and completion of the project in time. This way, extra costs are cut down and quality is assured. Scheduling involves determining the amount of time required for a certain work that is part of the whole work input and organizing a working plan that defines the various modules of work in relation to time, hence a project schedule. Time management simply defines the process of conforming to the set schedule in order to produce desired results within the stipulated time. Project Scope Statement This research will examine an IT project on development of a mobile application from scratch and illustrate various aspects of project scheduling and time management. The research considers an application known as iTalk, a social mobile application for exchanging text message, videos and sharing of images by using Internet as a medium of data connection. Therefore, the research will examine, in details, various aspects of project scheduling and management of time under the broad headings such as, Work Breakdown Structure (WBS), Organization Breakdown Structure (OBS), and Relational Diagram of WBS vs. OBS, List of Project Activities and WBS Coding Structure. Our main objective is to show the purpose of professional knowledge such as work breakdown structure when handling a project to its completion in order to ensure quality, time saving, proper resource allocation, coordination in the development and proper control of the overall project building process. Work Breakdown Structure (WBS) WBS is defined as an outline of the several tasks needed to sum up to a whole functional project (Cocuzzo & United States, 1994). Usually, it is a representation of the approved work in a hierarchical form which could be designed in the form of a tree diagram, logical flowcharts or even very well detailed table structures. The tasks are logically and clearly arranged in order to allow easier prioritizing of the tasks to avoid deadlocks in the development process WBS is used as a precursor for project analysis in order to estimate the time for project scheduling and hence cost estimation. The purpose for developing a work breakdown structure is to enhance data gathering for analysis of the work input required by the project and to help with breakdown of the project into manageable modules that can be handled in small teams (Eisner, 2002, Jalote, 2002). Further, WBS enables logical planning, proactively to project completion. For a work break down structure to be efficient, it must have a dictionary. Figure1 illustrates a simple flow of a WBS Figure 1: Simple flow of a WBS The WBS and WBS Dictionary should be flexible to allow for continuous modification & updating as the project progresses and upcoming discoveries are made to reflect the current process (Fairley & IEEE Computer Society, 2009). Such substantial changes should be made with clear reference to guidelines from the project plan for change management. For the project under consideration, the WBS can be summarized diagrammatically by Figure 2. Figure 2: Work break down structure for project iTalk The above WBS for project iTalk has been designed with various specific organizing levels for the tasks. It is hierarchical with three distinct levels of work from the main task to the modularized tasks of the project. This design uses an outline numbering sequence unique for all levels. Futrell, Shafer & Shafer (2002) hold that there are many forms to decompose a project into a WBS. The clearest way is to use visual objects to show the phases, activities and deliverables. This could be done in the presence of all team members to ensure a comprehensive structure. Simpler and closely related deliverables can be merged together to form one single entity. Usually, there are two types of WBS structures: The first, Deliverable oriented structure is created with much consideration of the desired results and deliverables (United States, 2010). It is characterized by features like level 3 components being the main tasks needed to produce the level 2 deliverables which include agent tasks and all vendor names for deliverables required to be contracted (Józefowska & Węglarz, 2006). In this type of structure, we could use additional levels depending on the size of the details involved when estimating cost the cost and project schedule. This structure identifies all the deliverables and describes all the work included. This makes it very useful in showing the progress of the project against the contracted deliverables. The second structure is a Process-centered WBS which is the same as the deliverable oriented structure only that it is defined at the highest level by steps that show a process instead of the deliverables (Haugan, 2002). Its advantage is the ability to include deliverables that require a process. All projects WBS should ensure inclusion of System Development Life Cycle and contractual deliverables. Process-centered deliverables are characterized by level 2 tasks being schedule checkpoints, level three tasks being activities needed so as to finish level phases and use of additional levels depending on the time required and the details needed to efficiently determine the cost estimate and project schedule. The levels in a WBS could be constructed using two industry standard methods. The first one which is the traditionally predetermined seven level model. This method is advantageous due to its usage of definitions and clear labels for every level. For instance it would have an organization of the form project-task-smaller tasks-work product-and effort level as the last. However, it is too detailed with a lot of unnecessary information and also not very flexible as a result of its predefined methods. The second way of construction is more characteristic of the present as it lets the characteristics of the project determine the levels. This requires careful analysis in order to come up with an efficient and comprehensive WBS. The number of levels must be enough to allow the Manager estimate the schedule and cost as well as controlling the work modules (Jacobson, Booch & Rumbaugh, 1999). In any WBS, the project detail should be such that, the lowest level is not more than 40 working hours and only one person should be assigned the task (Horlait, 2003). This way of monitoring and progress assessment can be done efficiently and responsibility can be accounted for. Details need be documented for referencing in the WBS Dictionary – a document that captures detailed information of a given task with the names, amount of input required for every task, dependencies and the resources available. It should consistently impute its information to the WBS structure. This will help the manager in preparation of the detailed schedule for the project. Nevertheless, the WBS and WBS Dictionary are not the project schedule; they simply are part of the means to achieving a viable project schedule. Level WBS Code Name of WBS code Definition 1 1.0 iTalk Project This a project entailing developing of a mobile application. 2 1.1 Requirements gathering and Analysis Data collection, project definition and analysis of the scope and extent of requirements to be met is studied. 2 1.2 Design Phase The project is designed on how it should look or appear 2 1.3 Coding and Development The working code is written to meet the design requirements from the design phase 2 1.4 Delivery Stage The project is delivered to the market for use by consumers as a working entity. 3 1.1.1 Data gathering Field work research about the project is done 3 1.1.2 Defining the project scope The project problem and scope is determined 3 1.1.3 Cost estimation The total cost of the project is estimated from fieldwork data 3 1.1.4 Budgeting and resource allocation The budget is made and resources allocated 3 1.2.1 Design of user interface This is the creation of the user interface outline 3 1.2.2 Algorithm writing The pseudo code for the project is written 3 1.2.3 Database design The tables and relationships are formulated 3 1.2.4 Server side design The scripting algorithm is written 3 1.2.5 Design of accessories The complimentary functions of the application are formulated 3 1.3.1 UI coding Actual code for the interface is written 3 1.3.2 Source code writing The code for the functional part of the project is written. 3 1.3.3 Coding application Accessories The application accessories such as help and about menus are implemented. 3 1.3.4 Server side coding The server side script algorithm are written in actual code 3 1.4.1 Testing the project Running the project to ensure it meets the required status 3 1.4.2 Debugging the project Correcting errors resulting during the testing process 3 1.4.3 Implementing the project The project is installed and starts running 3 1.4.4 Marketing the application Use of media to publicize the application 3 1.4.5 Project performance monitoring and maintenance The project is assessed to measure its performance and maintaining done to prevent breakdown 3 1.4.6 Improving the project Opportunities identified for improvement are factored into the project Table 1: WBS Dictionary Organization Breakdown Structure (OBS) OBS, just like the WBS, is a hierarchical structure which defines the established organizational model for enabling project planning, time and cost monitoring, resource management, allocation of expenses, revenue reporting and the management of the work. The OBS does grouping of closely related project tasks and activities and ascribes them to the organization’s structure (In & In, 2013). OBS is usually used when defining the responsibilities of individual entities for project control, management, reporting of expenses, budget building and billing. This structure is organizational based rather than task-dependent perspective of the project structure. It forms a hierarchical structure which allows the consolidation of information about the project into higher levels. Most researchers such as Kandare ( 2006), Kerzner (2001), Klein (2000) & Lacy (2012) concur with the fact that combination of both WBS and OBS provides possibilities for powerful analysis of the project development. This means several aspects of the project, such as workforce performance, can be measured at a very high level. For example, the work of a member of the team on a specific task can be assessed to the detail and progress rated, hence an efficient program management. In order to design an OBS one has to draw the whole organization from the top to the bottom and in small subdivisions, while defining all the departments and the staff that will form part of the project development team (Lau, 2004) & (Marinacci, 2012). Also you have to specify all of the stipulated. The diagram in Figure 3 illustrates the OBS diagram as applicable to this research. Figure 3: OBS Diagram Relational Diagram of WBS vs. OBS According to Indelicato (2009) and Jaakkola, Brumen & Kukkonen (2002), the purpose of relational diagram for WBS vs OBS is to ensure the project is well planned according to the resources in this case the staff available. This creates a relationship between the OBS and the WBS. Figure 4: Relational Diagram of iTalk List of Project Activities Cobb (2012) illustrates that a list of project activities contains the various tasks distributed to various departments of the organization using both the WBS and the OBS so as to enable a comprehensive and achievable project program. The development of iTalk would encompass a lot of activities in order to realize its objectives as a mobile application that functions to the fullest. These activities have been stripped down into manageable categories to take advantage of the diversity and teamwork of the company. Figure 2 is a diagrammatic representation of the project activities which are also discussed herein. The first activities try to gather all the necessary requirements to use in analysis of the project where it is defined and started. Some of the main components of List of Project Activities include: Problem Definition This is the task that will ensure the project is understood by the team. A select number of staff is picked to define the task at hand without ambiguity and identify the data needed to be collected from the field. This way the final result is agreed upon and other members briefed immediately. The team is tasked with ensuring each and every staff member understands what the project is about. For instance, in this case, the company tasked with developing the mobile app can chose a number of guys to define the project about building the iTalk Mobile Application. From their definition, it would have to be built from scratch and different from other competitors. iTalk is an application that enables different people to communicate by means of sending text messages, sharing images and videos. It will need a server side management system and the user interface which is the application itself for it to be fully functioning. It would also need to be specific to each user and be able to attract them into using it all the time they want to text or chat. Here, the suitable market target is also defined. Data Gathering and Analysis From the above definition several issues come out that need a lot of research and data collection. This data will then be analyzed to provide a way forward into the development of this application. The responsible team, according to the OBS and WBS specifications, takes this role and starts its work progress (Norman, Brotherton & Fried, 2008). Fieldwork is a very important aspect of this group. The recommended areas for data collection, from the definition above, included target market, competitors, the estimated cost of obtaining the resources and the minimum time required to develop such an application. From the fieldwork research, the target market for project iTalk is identified as all mobile phone users having smartphones and at the age of twelve and above. This is a wide market that provides a great business opportunity and increases chances of success. The market wanted to have a cheaper cost effective way of communication that is flexible, simple and easier to use other than the normal standard operator based mode which is expensive. The competitors for this project were identified as the social networking sites which include MySpace, Twitter and Facebook. Also existing mobile applications that serve an almost similar like the iTalk project can be identified and include Line, Nimbuzz and eBuddy. Defining the Project Scope The group tasked with this objective will use the above data to analyze the extent to which the project was required. This included the level of sophistication and the user expectations from the target market. iTalk would be built to ensure exchange of data involving text messages, images and videos. It would also use the internet available on all the mobile platforms. The selling point identified was introduction of accessories such as group chat, emoticons and user identification services. The project would also include support for search bar where users can search for their friends or specific people from an aggregated database. User id, for instance, when a text is received from an unspecified sender, that would enable flexibility and promote its usage by replacing the standard established system. Cost and Time Estimation This is a very critical part of the project design that can render the project not working in situations where under-budgeting was done or rather the time limit does not provide enough room for detailed design and development of the project (Pritchard,1998). In order to ensure quality the project design has to be done with clear focus on details to ensure the flaws are as minimal as possible. This would make the application attract a large customer base. Furthermore it would reduce the cost of maintenance of the project, testing and debugging of errors. After a clear description of the scope of iTalk, further analysis could be made to estimate the funding required and time to be allocated. This is done by looking at the data collected on the amount of funds that applications related to iTalk invested in their construction as well the time. Budgeting and resource allocation Once the cost and average time required have been determined, the budgeting committee then settles down to plan the budget and allocate resources to individual teams. First the tasks required are identified and matched with the responsible departments. This is catered for from the WBS and the OBS made at the initial stages. After this, the second stage in level two defines starting the project development by its creation. All the above activities are done specifically to facilitate the scheduling and time management for the project. Design of user interface iTalk would need to be designed so as to be very attractive to the user, user friendly and at the same time retaining its quality through its simplicity. This needs a lot of time investment and assessment of the market likes. For the project to run on all the mobile platforms different user interface designs would be incorporated according to platform capabilities. It would be a light colored application with support for the installation of themes to match user desires as an accessory. Here several design options are proposed and the best voted for design is chosen for implementation. Algorithm Writing Taylor (2008) reaffirms that algorithm writing is the main functional part of the project which involves creating the working mechanism of the project. For project iTalk, the algorithm is created in form of a pseudocode that can be understood by the individual users. The user registration to ensure uniqueness of users and login procedure is defined. This is then followed by a design of the menu for the home screen where specific options are available for the user to choose from. This includes the messaging that serves as the main functionality component of the project. It allows sending of text, images and videos to the user’s recipient list which is formed by the contacts they have in another menu option- contacts which displays the contacts of the user. The other menu options are just accessories that the application comes with to make it more attractive and user friendly. They include favorites menu that displays the list of most contacted contacts. The other menu options include settings which enables the user to customize the project according to how they feel suitable. This would include changing their profile data, the application theme and the other setting that would require definitions such as network data management. Implementation of the search bar and user identification, a very important aspect and selling point of the application should also be designed. In this stage, usage of tools such as flow charts and flow diagrams comes in handy. Database design This involves creation of the tables, coding of the queries, and relationship definition within this entities (Richman, 2012). This is quite a technical stage that just like the algorithm stage, requires the user input a lot of effort and technical knowledge to create a working design. In order to implement project iTalk the database design would have to create the necessary tables in this case the users table which will contain all the user data, the storage for messages sent to and from the users. Also advanced tables to store information about how the users use their applications so as to allow for better services of the project and implementation of the project details such as favorites. Illustrative diagrams can be used which are created by specialized software that require input and then they draw the designs for the user so as to help save time for the project creation. Server Side Design This is quite a smaller task related to the design of the database though needs a lot of consideration (Bidanda & Hackworth, 2007). For a proper functioning application, the use of servers bought and hosted by individuals pose a large risk to the operation of this project. Therefore, the server specifications have to be obtained. This will determine the required server types, and the exact definition of the coding to be used in the implementation. The server connection scripts algorithm will have to be written according to the server specifications, and database design made. It will detail the hosting connection design between the application, and the files stored on the database. Also, the server design will ensure the security of the project by designing various levels of security layers. Design of Accessories According to B'Far (2005), accessories are basic but fundamental services that the project implements in order to ensure amicable services to the users. They include the help menu that enables the user to solve problems that might occur during the use of the application. User Interface Coding This is simpler and involves easier coding techniques where the team of programmers and graphic designers come together to implement this phase (Royce, 1998). The programmer code the design using the knowledge of graphic designers who help them to ensure every color and any images used fit the application definition and user requirements. Coding is done for every platform in phases to ensure the project UI for all the platforms have a similarity in resemblance according to the capabilities of each platform. This way, standardization is done across all the available platforms. Source Code Writing Source Code Writing is where the functionality elements of the application are implemented in code, from the user registration to the login stage, to the sending of the messages (Salmre, 2005). The real writing is done by professional programmers that have a wide experience and knowledge of the several languages used. Once one element of the functional element is coded and works, the next function is implemented to work. This way, the project is developed in successive steps. Database Coding The database coding usually is the simplest after proper design of the relational model of the database (Shi, 2004, Sommerville, 2000 & Taylor, 2008). The main focus is to code the queries, usually using structured query language in order to achieve functional elements created in the source code that require server side access. The database can then be installed on a running server system that is well configured. Once it is ready, test data is entered to help the testing process and further development. Coding of Application Accessories Once the application achieves its basic functionalities, the programmers embark on coding the accessories. The mandatory ones which include ‘help’ and ‘about us’ are first added then the selling structures that serve to ensure the project attracts and maintains its market. Usually this is simple and does not require a lot of input from the programmers. Care should always be taken despite the simplicity of the coding to ensure the project is within the bounds of the requirements. Server side coding  Scripting languages such as php, python and javascript are utilized in this stage to code the mechanism by which the server side reads from and writes data into the database (Washburn, 2011). Further, Węglarz (1999) & Wysocki (2006) argue that these files are coded with special consideration for security protocols that would ensure the server is used with maximum confidentiality to the user. This should be able to prevent malicious attacks such as SQL injection that would compromise the whole project. The coding, however, is simpler and based on the requests made by the application source code. This, therefore, acts as a medium of interaction between the database located on the server and the application. Once this coding is finished, the code is assembled together to form one module; the application. This is done in the last stage which is the project delivery stage. Testing the project Immediately the project is assembled together testing begins to ensure it meets all the requirements and stipulated functions. A team of critical minded staff is assembled to test the project and point out the errors. This starts with the merging capability both the UI code have that enables them to be one working entity. Debugging Errors From the testing stage errors that are identified are forwarded to the debugging stage where the project is re-evaluated and the necessary corrections implemented. The bugs are fixed and future possible errors that are unavoidable are documented for reference. Implementing the Project The application is first branded then uploaded to the stores of various mobile platforms. The copyrighting is also done by the team to ensure privacy and ownership. Further, the database is installed and configured with security credentials of the design company. The application becomes a fully working system and users have to be sought for drastically in order to gain the market value. Marketing the project For this part, the brand name of the application, in this case iTalk, is sent out to various marketing channels including the company website, television media, magazines and social sites. Furthermore, internal marketing opportunities are utilized to promote the application by creating awareness of the application to the public. Project performance monitoring and maintenance Once the project roles into usage by a wider market, the performance has to be monitored keenly to ensure it meets the standards required of it at the start. The growth in numbers of the users and the messaging means databases have to be adjusted to accommodate this expected changes. The project shortcomings during this expansion period have to be analyzed and outlined properly for maintenance and also to form the basis for the improvement stage. The advantages have to be noted as well to indicate the measure of success of the project. This way, the project can be efficiently measured. Maintenance is done on the identified shortfalls. Where there are opportunities for improvement, then the specific areas are noted down and handed down to the team at the improvement stage. Improving the project  This activity is basically used as a correctional mechanism for the shortfalls of the project, whereby the immediate problems are corrected. This helps maintain the competitive age in the market. This is characterized by the release of different versions of the project. WBS Coding Structure WBS Coding structure are mostly alphanumeric codes used to identify every task uniquely in the outline structure of the project (American Management Association, 1995). They serve as keys used to trace a given task among the many tasks in the work breakdown structure. They are important when reporting schedules and tracking the costs of every task. The coding structure could be done in two different standard methods. The outline numbering is the simplest form of WBS coding. A task is assigned a value say 1.1 then the subtasks are numbered in reference to the task in which they fall in, where in this case the first sub-task for task 1.1 would be numbered 1.1.1, the second 1.1.2 and the rest follow. This way, tracing a task position is very easy and logical. The second format of coding is the use of custom WBS code which supports incorporating detailed WBS code names of different lengths, order, sets of numbers and letters. A single code mask is defined. The numbers used at each level of the code represent an outline level task in the list. A unique code format is used at each level and the level listed in the code in a manner to retain the hierarchy of main tasks being followed by summary tasks and subtasks. Of the code, and each level is listed in the code according to the hierarchy of tasks, summary tasks, and subtasks. For project iTalk, we have used a simple way of denoting the levels using the outline numbering format. The levels are well arranged in hierarchy with sub-tasks adding up to the main tasks. Conclusion In order to develop a large project from scratch, a lot of planning and input is involved. Project scheduling and time management form the large chunk of all the project planning and development. This is attributed to their high importance in propelling the project into success. Such activities need detailed consideration as they determine the rate at which the project is done. From the above research using iTalk as the project, we have detailed how to schedule a project and manage the time involved in creating it. The use of effective methods, such as work break down structure to identify the tasks and modularize, allows easier control of this units. Organizational breakdown structure on the other hand distributes the task force with the tasks that can be done in small groups so as to add up to one large task that is the project description. 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Effective software project management. Indianapolis, IN: Wiley Pub. Read More