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ARTIFICIAL
INTELLIGENCE FOR
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PROJECT
MANAGERS
A Guide for Applying Artificial Intelligence to Projects through ChatGPT & Google Bard

PHILL AKINWALE, PMP, PMI-ACP, PSM, CSM

PUBLISHER
Praizion Media
 Artificial Intelligence for Project Managers (EBOOK)
Published by Praizion Media
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P.O Box 22241, Mesa, AZ 85277

E-mail: [email protected]
www.praizion.com

Author
Phillip Akinwale, MSc, OPM3, PMP, PMI -RMP, PMI-SP, PMI-ACP, PSM, CSM

Copyright © 2023 Praizion Media

All rights reserved. No part of this publication may be reproduced, transmitted in any form or
by any means including but not limited to electronic, recording, manual, mechanical,
recording, photograph, photocopy, or stored in any retrieval system, without the prior written
permission of the publisher.

ISBN 978-1-934579-29-9

The author and publisher make no warranties or representation that use of this publication will
result in passing the PMP® exam or about the completeness and accuracy of the contents. The
author and publisher accept no liability, losses or damages of any kind caused or alleged to
be caused directly or indirectly by this publication.

PMI®, the PMI® logo, PMBOK® and PMP® are registered marks of the Project Management
Institute, Inc. Project Management Institute, A Guide to the Project Management Body of
Knowledge (PMBOK® Guide) Sixth Edition, Project Management Institute, Inc., 2017. Copyright
and all rights reserved.

Printed in the United States of America

 Table of Contents

INTRODUCTION ................................................................................................................................................................. 1

CHAPTER ONE: INTRODUCTION TO AI IN PROJECT MANAGEMENT ........................................................... 3

CHAPTER TWO: FOUNDATIONS OF PROJECT MANAGEMENT ....................................................................... 12

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CHAPTER THREE: AI AND PREDICTIVE PROJECT MANAGEMENT ................................................................. 24

CHAPTER FOUR: PROMPT ENGINEERING BASICS ............................................................................................... 33

CHAPTER FIVE: THE PATHFINDER PROMPT ENGINEERING SYSTEM FOR PROJECT MANAGERS .... 39

CHAPTER SIX: PREDICTIVE PROJECT MANAGEMENT PROMPTS ................................................................... 45

CHAPTER SEVEN: AGILE PROJECT MANAGEMENT AND AI INTEGRATION ............................................... 96

CHAPTER EIGHT: AI IN HYBRID PROJECT MANAGEMENT ............................................................................. 104

CHAPTER NINE: AI IN SCRUM PRACTICES ........................................................................................................... 116

CHAPTER TEN: AI IN KANBAN PRACTICES ........................................................................................................... 127

CHAPTER ELEVEN: DATA ANALYTICS AND AI IN PROJECT MANAGEMENT............................................ 135

CHAPTER TWELVE: AI IMPLEMENTATION AND ADOPTION STRATEGIES ................................................ 145

CHAPTER THIRTEEN: AI FUTURE TRENDS IN PROJECT MANAGEMENT .................................................. 150

CHAPTER FOURTEEN: CONCLUSION AND KEY TAKEAWAYS ....................................................................... 155

 Table of figures
Figure 1: Example of Project Charter Prompt in ChatGPT ................................................ 47
Figure 2: Example of Project Charter Prompt in ChatGPT ............................................... 50
Figure 3: Generated Output Example .............................................................................. 51
Figure 4: How to copy a table from ChatGPT .................................................................. 52
Figure 5: Hybrid Responsibility Assignment Matrix from ChatGPT ................................. 113
Figure 6: Sample Team Data of Lines of Code Written Per Module ................................ 120
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 List of forms

Table 1: Simple Project Pathfinder Prompt Example ......................................................... 43

Table 2: Simple Project Charter Prompt Example ............................................................ 46
Table 3: Sample Formatted Project Charter from ChatGPT .............................................. 57
Table 4: Formatted CRM Project Charter from ChatGPT ................................................ 58
Table 5: Scope Management Plan from ChatGPT ............................................................. 61
Table 6: Requirements Management Plan from ChatGPT ................................................. 62
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Table 7: Requirements Traceability Matrix from ChatGPT .............................................. 63

Table 8: Project Scope Statement from ChatGPT ............................................................ 64
Table 9: WBS from ChatGPT-Generated Data & Powerpoint ........................................... 67
Table 10: Deliverable Acceptance Form from ChatGPT .................................................... 68
Table 11:Assumption Log from ChatGPT.......................................................................... 70
Table 12: Project Schedule From ChatGPT....................................................................... 71
Table 13: Project Budget From ChatGPT ......................................................................... 72
Table 14: Earned Value Calculation Sheet from ChatGPT ................................................. 73
Table 15: Quality Management Plan from ChatGPT ......................................................... 74
Table 16: Quality Report from ChatGPT ......................................................................... 75
Table 17: Resource Management Plan from ChatGPT ..................................................... 76
Table 18: RACI Chart from ChatGPT............................................................................... 77
Table 19: Communications Management Plan from ChatGPT .......................................... 78
Table 20: Risk Management Plan from ChatGPT ............................................................. 79
Table 21: Risk Register from ChatGPT ............................................................................. 80
Table 22: Procurement Management Plan from ChatGPT ............................................... 81
Table 23: Request for Proposal (RFP) from ChatGPT ...................................................... 82
Table 24:Contractual Agreement from ChatGPT .......................................................... 83
Table 25:Contractual Agreement from ChatGPT .......................................................... 84
Table 26:Stakeholder Engagement Plan from ChatGPT .................................................. 85
Table 27:Work Performance Report from ChatGPT ........................................................ 86
Table 28:Issue Log from ChatGPT .................................................................................. 87
Table 29:Risk Report from ChatGPT .............................................................................. 88
Table 30:Lessons Learned Register from ChatGPT .......................................................... 89
Table 31: Project Management Plan Lite from ChatGPT .................................................. 90
Table 32: Final Report from ChatGPT ............................................................................. 91
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Dedication

I dedicate this book to my kids, Jazzy, Joshy and Joy-Joy, my pride

and joy and the future of AI! Thanks for all your support!
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INTRODUCTION
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"I believe that artificial intelligence will be one of the most transformative technologies
of our time, shaping industries, revolutionizing healthcare, and unlocking new
possibilities for solving some of the world's toughest challenges."
Bill Gates

Phill, ever the beacon of sartorial elegance, stood at the front of the classroom wearing one of his

trademark jazzy suits, an intricately patterned tie, and a shining watch from his vast collection. He

cast his gaze across the unruly sea of faces in front of him. Some were eager, others were indifferent,

and then there were the mischievous few who seemed bent on challenging Phill at every turn.

"Alright, class," he began, adjusting his tie slightly, "Today we dive into the exciting fusion of artificial

intelligence and project management. We'll begin by understanding AI. So, what is AI?"

Several hands shot up. Among them was Sarah, the class president, known for her insightful questions.

She crisply defined AI, outlining its history from Alan Turing to modern machine learning concepts.

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Phill nodded approvingly, filling gaps and expanding on key ideas. Unexpectedly, class prankster Joey

chimed in with a question about whether AI could predict the winning lottery numbers, leading to

an enlightening discussion about the capabilities and limitations of AI.

Switching gears, Phill moved on to the basics of project management. He explained the process

groups, knowledge areas, and the fundamental goal: delivering value. As expected, the class clown,
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Kevin, lightened the atmosphere by asking if project management could ensure his girlfriend's

birthday party went off without a hitch. Phill smiled, skillfully weaving this into an explanation about

the versatility of project management principles and how they could be applied to various scenarios,

including personal events.

With the foundations set, Phill proceeded to discuss the intersection of AI and project management.

He explained how AI could streamline processes, provide predictive analytics, and assist in decision-

making. The serious students in the class, such as Sam and Mary, raised valid questions on AI's role

in risk management and resource allocation. In contrast, the jokester group wondered if AI could

replace project managers or, even better, substitute for them in boring meetings. Phill cleverly used

these inquiries to highlight the tool-based role of AI and its potential to augment, rather than replace,

human project managers.

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CHAPTER ONE: INTRODUCTION TO AI IN PROJECT

MANAGEMENT
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"Minds are like parachutes; they only function when open."

Thomas Dewar

"Ahem! Okay, jokers and jesters and jolly ones alike," Phill began, adjusting his glistening Project

Management Professional (PMP) lapel pin, which unabashedly announced his esteemed status to the

world. His jovial tone settled even the most unruly in the room, a mixed bag of serious students and

mischief-makers, all curious about the day's lesson in varying degrees.

"With that said," he added, snapping on the projector that came to life and cast a glow over his jazzy

suit, "let us begin our journey into the world of Artificial Intelligence and its intersection with Project

Management."

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1.1 Understanding the Role of AI in Project Management
 Welcome to the exciting, sometimes mysterious, but always revolutionary world of Artificial
Intelligence (AI) in Project Management.
 The role of AI here is similar to that quirky genius friend who seems to always have a solution
before you've even fully grasped the problem. It's all about harnessing advanced algorithms,
machine learning techniques, and a sprinkle of technological magic to take project
management to a whole new level.
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Artificial intelligence (AI) is rapidly transforming the way we work, and project management is no

exception. AI-powered tools are already being used to automate tasks, improve decision-making, and

optimize resources. As AI continues to develop, it is expected to have an even greater impact on

project management.

There are many ways that AI can be used in project management. Here are a few examples:

 Automating tasks: AI can be used to automate repetitive tasks, such as data entry, scheduling,

and reporting. This can free up project managers to focus on more strategic tasks.

 Improving decision-making: AI can be used to analyze data and identify patterns that would

be difficult for humans to see. This can help project managers make better decisions about

things like resource allocation, risk management, and scope definition.

 Optimizing resources: AI can be used to optimize resource allocation and scheduling. This

can help projects run more efficiently and on time.

In the tangible terms, AI automates routine tasks, turning mountains of data into valuable insights

and projecting likely future scenarios. Imagine, instead of spending hours sifting through data to track

project performance or predict risks, an AI system does that for you, saving time and enhancing

accuracy. That's the power of AI.

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Amidst the academic discourse, prankster Joey interjected with a question, "So, can AI help me win

a video game?" Chuckling, Phill used this as a teaching moment to journey into the practical

applications and limitations of AI. “Pay close attention!” he began as the slide changed.

1.2 Benefits and Challenges of AI Adoption in Project Management

Like any good story, the journey of integrating AI into project management has its moments of
triumph and trials. The benefits are compelling - increased efficiency, risk reduction, predictive
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capabilities, and a significant reduction in manual workload. Picture this: AI analyzing project data in
real-time and identifying potential issues long before they become actual problems, giving project
managers the foresight of an oracle.

There are many potential benefits to adopting AI in project management. These include:

 Increased efficiency: AI can automate tasks and improve decision-making, which can free up

project managers to focus on more strategic tasks.

 Improved accuracy: AI can analyze data and identify patterns that would be difficult for

humans to see. This can help project managers make better decisions.

 Increased visibility: AI can provide real-time insights into project progress. This can help

project managers identify and address problems early on.

The challenges must also be acknowledged. AI implementation comes with cost considerations,

requires appropriate skills, and a fundamental shift in traditional ways of managing projects. And

there's the ever-present challenge of data privacy and security - just like you wouldn't want your

personal diary read out loud, data handled by AI systems must be protected. Challenges to adopting

AI in project management include:

 Cost: AI-powered tools can be expensive to purchase and implement.

 Technical expertise: AI requires a certain level of technical expertise to use effectively.

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 Data quality: The accuracy of AI-powered tools depends on the quality of the data they are

trained on.

 Ethical considerations: There are ethical considerations to using AI in project management,

such as the potential for bias and discrimination.

The room filled with discussions of project management and managing triple constraints of scope,
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time, and cost. The class jester, Kevin, posed an amusing query, "So, can Project Management help

me organize a rockin' party?" Phill, undeterred, adeptly connected the dots between project

management principles and organizing successful events, emphasizing its universal applicability.

1.3 Ethical Considerations in AI-Driven Project Management

“We're stepping into deep waters here, but don't worry, we won't let you drown.” Phill began, as the
slide changed. AI-driven project management raises several ethical considerations. As AI systems
make decisions, who is accountable for those decisions? What about the biases that AI might learn
and perpetuate? How do we ensure transparency in AI's decision-making process? As project
managers, we need to approach these questions not as barriers but as critical guideposts in our AI
journey.

As AI becomes more widely used in project management, it is important to consider the ethical

implications. Some of the ethical considerations that need to be addressed include:

 Bias: AI algorithms can be biased, which can lead to unfair or discriminatory decisions.

 Privacy: AI tools collect and analyze large amounts of data, which raises privacy concerns.

 Transparency: It is important to be transparent about how AI is being used in project

management.

 Accountability: There needs to be a way to hold those who use AI accountable for their

actions.

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As the lesson drew to a close, Phill gave a brief overview of AI's impact on project management. He

discussed case studies where AI drastically increased efficiency and predicted project outcomes with

impressive accuracy. The more serious students in the room jotted down notes furiously, while the

jesters pondered whether AI could make their homework disappear.

With a knowing smile, Phill set their minds at ease. "No, AI won't do your homework, but it will
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revolutionize the way we manage projects."

For the day's exercise, Phill tasked the class to reflect on traditional project management practices

and imagine how AI could enhance them. As the students dispersed, Phill knew he had sparked their

imaginations, and he looked forward to their responses, both the serious and the not-so-serious ones.

After all, he mused, some of the best ideas can come from the most unlikely sources.

As the projector hummed to a stop, Phill assigned the day's exercise, asking the class to speculate on

how AI might enhance traditional project management practices. Smiling at their lively chatter, Phill

knew he had successfully planted the seeds of intrigue in their minds, paving the way for a captivating

journey into the world of AI in Project Management.

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1.4 Exercise: Reflecting on AI's Impact on Project Management
Alright, time to put on your thinking cap! Let's reflect on the impact of AI on project management.
Consider these questions:
1. What are the potential benefits of using AI in project management?
2. What processes in your current project management workflow could benefit from AI's ability
to automate and analyze?
3. What challenges might you face in integrating AI into your project management practice?
Think about resources, skills, and acceptance of the new technology.
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4. Reflect on the ethical implications that could arise with AI adoption in your project. How
would you navigate them?
5. How do you think AI will change the way project management is done in the future?

Remember, there's no right or wrong answer here. This exercise is about observing the landscape and
plotting our course through it. In the upcoming chapters, we'll go deeper into these areas, providing
you with tools and strategies to confidently navigate the world of AI in project management. So, are
you ready to embark on this journey with us?