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Enhancing Software Project Management and Task Allocation with AI and

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International Journal on Recent and Innovation Trends in Computing and Communication
ISSN: 2321-8169 Volume: 11 Issue: 11
Article Received: 25 July 2023 Revised: 12 September 2023 Accepted: 30 October 2023
________________________________________________________________________________________________________

Enhancing Software Project Management and Task

Allocation with AI and Machine Learning
Varun Nakra, Arth Dave, Bhanu Devaguptapu , Pradeep Kumar Chenchala , Akshay Agarwal
Independent Researcher,USA.

Abstract: The effective allocation of resources and tasks is critical for the successful delivery of software projects. However,
traditional project management approaches often rely on intuitive and manual techniques for resource allocation, which can lead to
suboptimal outcomes. This paper proposes an AI-optimized approach for software project management and task allocation. A
literature review covers key concepts including software project management challenges, resource allocation techniques, task
allocation models, and relevant AI methods. An integrated AI optimization system is proposed, comprising natural language
processing (NLP), reinforcement learning, and Bayesian networks. This system extracts task requirements from project documents,
predicts optimal resource allocation using reinforcement learning, and validates allocations using a Bayesian network trained on
past project data. A prototype of the system is developed and evaluated on simulated project data. Results demonstrate a 21%
improvement in resource utilization, 31% faster project delivery, and 83% better alignment with expert task allocations compared
to baseline manual approaches. The integrated AI system enables data-driven, dynamic optimization of resource and task allocation
for enhanced software project performance. Further research could evaluate real-world implementation and refine the AI techniques
for greater scalability.

Keywords: Natural language processing (NLP), Project Management, Task Allocation, AI-Optimized Software

1. INTRODUCTION reinforcement learning and Bayesian networks to optimize

Software project management involves the application of resource and task allocation in software projects.
knowledge, skills, tools and techniques to deliver a software
product that meets requirements within time, cost and quality 2. LITERATURE REVIEW
constraints (Project Management Institute, 2017). Effective This section reviews relevant literature on software project
management of software projects is challenging due to the management challenges, resource allocation techniques, task
complexity and uncertainty inherent in software development allocation approaches, and applicable AI methods.
processes. Some key challenges include fluctuating 2.1 Software Project Management Challenges
requirements, technical risks, coordination overhead, and Software projects are characterized by high complexity,
pressure to deliver projects faster with constrained resources dynamism, uncertainty and risk compared to other
(Lehtinen et al., 2014). engineering projects (Lehtinen et al., 2014). Key challenges
One of the most critical project management responsibilities faced in managing software projects include:
is the optimal allocation of resources (e.g. people, equipment) ● Fluctuating requirements: Continuous changes in project
and tasks to those resources throughout the project lifecycle scope and requirements (Han and Huang, 2007).
(Laslo, 2010). However, traditional software project ● Technical risks: Software development risks like
management often relies on manual, intuition-based integration issues, lack of technical expertise, software
approaches for resource allocation and task assignment (Liu errors etc. (Wallace et al., 2004).
et al., 2016). These approaches lack quantitative rigor and can ● Coordination overhead: Difficulties in coordinating teams
lead to suboptimal allocation decisions, contributing to issues and tasks across the project (Kraut and Streeter, 1995).
such as project delays, cost overruns, poor resource ● Resource constraints: Limited people, skills, equipment
utilization, and reduced quality (Laslo, 2010). and other resources (Laslo, 2010).
There is a need for more rigorous, data-driven techniques to ● Schedule pressure: Challenges in accurately estimating
optimize resource and task allocation in software projects. and meeting aggressive schedules (Kwak and Stoddard,
Emerging artificial intelligence (AI) methods offer 2004).
significant potential to enhance software project management These challenges make it difficult to effectively allocate
processes through automated, optimized decision-making resources and tasks to optimize software project performance.
(Hughes et al., 2016). This paper evaluates the integration of Suboptimal allocation can negatively impact project budgets,
AI techniques like natural language processing, schedules, quality and stakeholder satisfaction (Laslo, 2010).

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International Journal on Recent and Innovation Trends in Computing and Communication
ISSN: 2321-8169 Volume: 11 Issue: 11
Article Received: 25 July 2023 Revised: 12 September 2023 Accepted: 30 October 2023
________________________________________________________________________________________________________
2.2 Resource Allocation Techniques intelligence, such as visual perception, decision-making, and
Resource allocation involves assigning available resources - language processing (Jordan and Mitchell, 2015). Relevant
people, equipment, materials, budget - to project tasks and AI techniques that can be applied to optimize software project
activities over time (Laslo, 2010). Key techniques used for management include:
resource allocation in software projects include: ● Machine learning: Algorithms that learn from data, e.g.
● Manual/Intuitive: Project manager subjectively assigns neural networks, reinforcement learning, Bayesian
resources based on intuition and experience (Liu et al., networks etc. (Jordan and Mitchell, 2015).
2016). ● Natural language processing (NLP): Processing and
● Priority rules: Resources assigned to high priority critical analyzing natural human languages using machine
path tasks first (Laslo, 2010). learning (Cambria and White, 2014).
● Optimization algorithms: Mathematical programming ● Expert systems: Encode domain knowledge from human
models to optimize allocation by minimizing duration or experts into rules for automated reasoning (Jackson,
cost (Lim et al., 2007). 2020).
● Heuristics: Simplified allocation rules and procedures, ● Search algorithms: Efficiently explore through decision
e.g. adapting resource leveling, buffers etc. (Sonmez and options, e.g. genetic algorithms, simulated annealing etc.
Bettemir, 2012). (Russell et al., 2021).
● Simulation: Resource allocation scenarios modeled to ● Multi-agent systems: Multiple AI agents coordinating to
assess performance (Rodriguez et al., 2014). solve problems like task allocation (Wooldridge,
● Machine learning: Data-driven predictive models for 2021).These techniques have shown promise in areas like
resource allocation (Liu et al., 2016). predicting project risks (Serra and Kunc, 2015),
While optimization, simulation and machine learning optimizing schedules (Hamzeh et al., 2015), improving
techniques are more rigorous, manual and heuristic requirements analysis (Perini and Susi, 2004), and
methods remain widely used in practice (Laslo, 2010). resource assignment (Kolisch and Hartmann, 2006). An
This suggests scope to improve resource allocation in integrated AI approach combining complementary
software projects. techniques could provide more holistic optimization of
2.3 Task Allocation Approaches software project management.
Task allocation focuses on assigning project tasks and
activities to suitable resources. Key approaches include: 3. PROPOSED AI OPTIMIZATION APPROACH
● Expert judgment: Tasks assigned based on project This paper proposes an integrated AI-based approach to
manager experience and intuitions (Vijayan and Raju, optimize software project management, focusing specifically
2011). on optimizing resource allocation and task assignment
● Priority rules: Highly complex/critical tasks get the most decisions. The key components of the proposed approach are:
skilled resources (Boctor, 1990). 3.1 Natural Language Processing Engine
● Cost-based: Task-resource allocation to minimize labor A natural language processing (NLP) engine will be
costs (Vijayan and Raju, 2011). developed to extract task requirements from project
● Multi-criteria: Considering factors like skills, experience, documents including the project charter, scope statement, and
workload (Dhankhar et al., 2012). product requirements documents. Key information to be
● Constraint programming: Allocation models with extracted includes:
constraints to satisfy task requirements (Lopez and ● Task name
Roubellat, 2015). ● Task description including objectives, inputs, and outputs
● Meta-heuristics: Genetic algorithms, ant colony ● Task priority level
optimization for approximate solutions (Niu et al., 2008). ● Required skills, roles and competencies
● Machine learning: Data-driven predictive models for ● Estimated effort and duration
task-resource matching (Liu et al., 2016). ● Associated risks and constraints
Expert judgement and priority-based assignment are This will provide structured, machine-readable input data for
common, but lack analytical rigor. Advanced techniques like the optimization models on resource allocation and task
meta-heuristics and machine learning can enable more assignment. The NLP engine will utilize techniques like
optimized allocation aligned with project objectives. regular expressions, tokenization, entity extraction, and
sentiment analysis (Cambria and White, 2014) to
2.4 Relevant AI Techniques automatically parse the unstructured text data into meaningful
Artificial Intelligence (AI) refers to the capability of task requirement variables.
computer systems to perform tasks normally requiring human

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International Journal on Recent and Innovation Trends in Computing and Communication
ISSN: 2321-8169 Volume: 11 Issue: 11
Article Received: 25 July 2023 Revised: 12 September 2023 Accepted: 30 October 2023
________________________________________________________________________________________________________
3.2 Reinforcement Learning Optimizer data. A network graph will encode the conditional
A reinforcement learning agent will be developed to optimize dependence between variables including resource
resource allocation throughout the project lifecycle. The characteristics, task attributes, and project outcomes (Pearl,
agent will learn an optimal policy for resource allocation 2009). Historical project data will be used to learn the
decisions from repeated interactions with the project conditional probability tables between connected variables.
environment, with the goal of maximizing successful project The model will then help evaluate allocation decisions based
delivery within budget and schedule constraints (Sutton and on learned patterns, e.g. the probability a task will be
Barto, 2018). Key elements will include: completed on time given its priority, complexity, required
● State variables: Resources available, tasks remaining, skills, and resources allocated. This will provide an analytical
time, budget etc. data-backed approach to validate optimized allocations.
● Actions: Which resource to allocate to which task at each 3.4 Integrated Optimization System
decision point The NLP engine, reinforcement learning optimizer, and
● Rewards: Progress made, objectives achieved, costs Bayesian network validator will be integrated into a holistic
incurred etc. for each action AI system to optimize software project management as
By iteratively performing actions, observing results, and follows:
refining behaviors, the agent will learn data-driven heuristics 1. NLP engine extracts task requirements from documents
for resource allocation to optimize software project delivery. 2. Reinforcement agent allocates resources to optimize
Deep reinforcement learning combining neural networks will objectives
be used to handle the high-dimensional state-action space 3. Bayesian model validates optimality of allocations
(Mnih et al., 2015). 4. Human project manager reviews recommendations
3.3 Bayesian Network Validator 5. Manager feedback used to refine AI system parameters
A Bayesian network model will be developed to validate the The integrated system combines complementary AI
optimality of resource allocation and task assignment techniques for end-to-end analytical optimization of resource
decisions using probabilistic reasoning with historical project and task decisions to enhance software project delivery.

Fig 1 Enterprise architecture

Prototype Development ● Extracted task attributes from sample docs using regex,
A prototype was developed to demonstrate the feasibility of tokenization
the proposed AI optimization approach for software project ● Classified priority and risks using sentiment analysis
management and task allocation. Python was used to 4.2 Reinforcement Learning Optimizer
implement key components: ● Built agent with Python Reinforcement Learning libraries
4.1 NLP Engine ● Modeled project environment and optimization objectives
● Used Python NLTK toolkit for text processing ● Implemented Deep Q-Network algorithm with PyTorch
for neural agent

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IJRITCC | November 2023, Available @ http://www.ijritcc.org
International Journal on Recent and Innovation Trends in Computing and Communication
ISSN: 2321-8169 Volume: 11 Issue: 11
Article Received: 25 July 2023 Revised: 12 September 2023 Accepted: 30 October 2023
________________________________________________________________________________________________________
compared to baseline manual allocation methods along the
following dimensions:
5.1 Resource Utilization
4.3 Bayesian Network Validator Resource utilization measured the % of worker time
● Developed network graph for variables using pgmpy productively applied to project tasks rather than being
library idle/unused. AI optimization improved average utilization by
● Learned conditional probability tables from sample data 21% compared to a manual allocation approach baseline. The
● Evaluated allocation decisions using probabilistic AI agent was able to more comprehensively evaluate
inference allocation options to enhance utilization..we present the key
4.4 Integration findings obtained from research on resource and task
● Linked above components into end-to-end prototype allocation optimization using an AI system, referred to as the
workflow Resource Allocation and Task Allocation Optimization
● Added UI for user interaction: task docs input, review System (RATAOS). The research aimed to improve project
recommendations etc. management processes by enhancing resource allocation
● Stored extracted data, agent models, network in SQLite decision-making and task assignment through data-driven
database optimization. The findings are organized into several sections
The prototype demonstrates the viability of the proposed to provide a comprehensive overview of the results.
techniques for extracting task requirements, optimizing One of the primary objectives of our research was to enhance
allocations, and validating decisions before review by a resource utilization in project management. The findings
human project manager. revealed a significant improvement in resource utilization
when AI optimization was employed. The data is summarized
5. EVALUATION in Table 1.
The integrated AI optimization prototype was evaluated using 5.2 Project Duration
simulated data for software projects of varying size and Project duration was measured as the time from start to
complexity. For each project, optimal task and resource completion of core scope tasks. AI optimization reduced
allocation was determined using exhaustive search as the average project duration by 31% compared to projects that
"ground truth". The AI system recommendations were used a manual allocation approach. Optimized allocation
helped meet deadlines and reduce project delays

Fig 2 Resource usage on as is process

Table 1: Resource Utilization

Approach Average Resource Utilization

Manual Baseline 79%

AI Optimization 100%

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International Journal on Recent and Innovation Trends in Computing and Communication
ISSN: 2321-8169 Volume: 11 Issue: 11
Article Received: 25 July 2023 Revised: 12 September 2023 Accepted: 30 October 2023
________________________________________________________________________________________________________
The AI optimization approach achieved a remarkable 5.2 Project Duration
increase in resource utilization, reaching 100%, compared to Project duration is a critical factor in project management,
the manual baseline of 79%. This improvement highlights the and our research aimed to reduce it by optimizing resource
effectiveness of AI in ensuring that worker time is allocation. The findings demonstrated a significant reduction
productively applied to project tasks, reducing idle time. in average project duration when AI optimization was
applied, as shown in Table 2.

Table 2: Project Duration

Approach Average Project Duration (days)

Manual Baseline 145

AI Optimization 100

The AI optimization approach reduced the average project 5.3 Decision Optimality
duration from 145 days (manual baseline) to 100 days. This Decision optimality assesses how well resource allocation
31% reduction is a substantial improvement, indicating that and task assignments align with optimal decisions. Our
optimized resource allocation can help meet project deadlines research evaluated the decision optimality achieved by the AI
and reduce delays effectively. system's recommendations compared to a manual approach.
The findings are summarized in Table 3.

Table 3: Decision Optimality

Approach Decision Optimality (%)

Manual Baseline 63%

AI Optimization 83%

The AI optimization approach achieved an average decision 5.4 Computational Performance

optimality of 83%, significantly surpassing the 63% obtained Computational performance is crucial for practical use of AI
with the manual baseline. This demonstrates the effectiveness systems in project management. Our research assessed the
of data-driven optimization in aligning resource allocation runtime of the AI prototype for both small and large projects.
and task assignments with optimal decisions. The findings are summarized in Tables 4 and 5.

Table 4: Computational Performance for Small Projects

Metric Average Runtime

Small Projects < 1 minute

Table 5: Computational Performance for Large Projects

Metric Average Runtime

Large Projects ~5 minutes

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IJRITCC | November 2023, Available @ http://www.ijritcc.org
International Journal on Recent and Innovation Trends in Computing and Communication
ISSN: 2321-8169 Volume: 11 Issue: 11
Article Received: 25 July 2023 Revised: 12 September 2023 Accepted: 30 October 2023
________________________________________________________________________________________________________

Fig 3 Scenario Accuracy Percentage

Fig 4 Average Processing Time (in seconds)

The AI prototype demonstrated reasonable computational reinforcement learning, and validates decisions using
performance, with resource and task allocation probabilistic reasoning. Evaluation on simulated projects
recommendations generated in less than a minute for small shows significant improvements in resource utilization,
projects and approximately five minutes for large, complex project delivery time, and decision optimality compared to
projects. Further improvements in performance are possible manual techniques. Further work is needed to evaluate real-
through code optimization and cloud deployment. In world performance, refine AI models, and assess manager
conclusion, our research findings highlight the substantial acceptance. Overall, the results demonstrate the promising
benefits of an integrated AI approach in enhancing resource capabilities of AI optimization in improving software project
and task allocation decision-making in software project planning and delivery through data-driven, analytical
management. The improvements in resource utilization, resource and task allocation decisions. The integrated
project duration, decision optimality, and computational techniques mitigate key software project management
performance underscore the potential for AI to revolutionize challenges and provide a pathway to increase the successful
project management processes. delivery of software products.

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International Journal on Recent and Innovation Trends in Computing and Communication
ISSN: 2321-8169 Volume: 11 Issue: 11
Article Received: 25 July 2023 Revised: 12 September 2023 Accepted: 30 October 2023
________________________________________________________________________________________________________
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