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Optimization of Resource Allocation and Task Allocation with Project

Management Information Systems in Information Technology Companies

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DOI: 10.18421/TEM123-65

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 TEM Journal. Volume 12, Issue 3, pages 1814-1824, ISSN 2217-8309, DOI: 10.18421/TEM123-65, August 2023.

Optimization of Resource Allocation and

Task Allocation with Project Management
Information Systems in Information
Technology Companies
Ilham Nur Pratama 1 , Muhammad Dachyar 1, Novandra Rhezza Pratama 1
P P P P P

1
P Department of Industrial Engineering, University of Indonesia, Kukusan, Kecamatan Beji,
P

Kota Depok, Jawa Barat 16424, Indonesia

Abstract – This study proposes a novel approach to Keywords – Project management information system,
designing an integrated Resource Allocation and Task enterprise architecture, decision making project,
Allocation Optimization System (RATAOS) using human resource management.
Enterprise Architecture (EA) to improve project
management efficiency. The proposed approach
integrates Project Management Information System 1. Introduction
(PMIS) with an optimization system designed using a
random forest model and Natural Language In today's highly competitive business
Programming (NLP). The integrated system optimizes environment, organizations are constantly seeking
resource and task allocation, reducing operational ways to improve their operations and increase their
costs by 14% and planning phases by 88.7%. Project efficiency. Project management is an essential part of
completion time increased by 50.80%, demonstrating this process, as it enables organizations to plan,
the effectiveness of the integrated system. The purpose execute, and control their projects effectively. Figure
of this study is to find a solution for PMIS to be used as
1 presents data from an information technology
an automatic data-driven Resource and Task
Allocation Optimization System. The technique used in company regarding the reasons for project delays.
this study is service integration between the existing [1]. The reason projects are late is most often due to
PMIS with the Resource and Task Allocation an incompetent project manager, an organization
Optimization System. doing more than one project, and a limited project
budget. Also, another thing that impacts the project
completion time is unsupported project software,
DOI: 10.18421/TEM123-65 poor human resource management, limited
https://doi.org/10.18421/TEM123-65
35TU U35T
governance implementation, limited risk
management, and changing scope frequently. This
Corresponding author: Muhammad Dachyar, kind of condition is usually called the resource-
Department of Industrial Engineering, University constrained multi-project scheduling problem.
of Indonesia, Kukusan, Indonesia The resource-constrained multi-project scheduling
Email: [email protected]
35TU U35T

problem (RCMPSP) is a well-known challenge faced

Received: 16 April 2023. by organizations in project management. RCMPSP is
Revised: 13 July 2023. the problem of allocating limited resources to a set of
Accepted: 19 July 2023. projects with the objective of minimizing project
Published: 28 August 2023. duration or cost while considering resource
© 2023 Ilham Nur Pratama, Muhammad constraints and project interdependencies. [2], [3].
Dachyar & Novandra Rhezza Pratama; published by The RCMPSP is an Non Polynomial (NP)-hard
UIKTEN. This work is licensed under the Creative problem, which means that it is computationally
Commons Attribution-NonCommercial-NoDerivs 4.0 difficult to solve optimally for large-scale instances
License. [3]. Therefore, there is a need for a more efficient
way of allocating resources to multiple projects.
The article is published with Open Access at
https://www.temjournal.com/
U

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 TEM Journal. Volume 12, Issue 3, pages 1814-1824, ISSN 2217-8309, DOI: 10.18421/TEM123-65, August 2023.

NLP can assist project managers in determining

which tasks need assistance in resource and task
allocation, while Random Forest can help them
predict resource requirements and project outcomes
based on historical data. Together, these systems can
help project managers make more informed decisions
regarding resource allocation, reducing project
duration and costs.
This paper in detail will discuss in the first section
overview and literature review of RCMPSP problems
that occurred in information technology, how PMIS
already help the existing problem, and why PMIS
still not fulfill the need of work and resource
allocation. The second section will discuss the
overview and literature review of related knowledge
that is used in this research. The third section will
discuss how this research carries out until it can
conclude that the proposed solution will give the
desired result. The fourth section will discuss the
design process of a system NLP and Random Forest
system design to help work and resource allocation
Figure 1. The reasons for project delays [11]. This research uses enterprise architecture to
capture the enterprise condition and then model the
PMIS is a critical tool for project management, proposed solution to fill the gap inside the
which helps organizations to manage and monitor organization [13]. The existing process of the project
their projects' progress in real-time [4], [5]. management process group will also be described
PMIS has proven to be a useful tool for managing using Business Process Modeling Notation (BPMN)
projects, especially when it comes to managing
to help clarify the existing conditions. The fifth
resources, scheduling, and workload allocation [5],
section will discuss the testing phase of the designed
[6]. However, there are still some challenges that
system and how it can fulfill the needs of the project
organizations face when using PMIS, particularly
manager to allocate work and resources, speed up the
when it comes to managing multiple projects with
process, and reduce the operational cost.
limited resources [7].
To address this challenge, this research proposes
to integrate other systems with PMIS to optimize 2. Overview and Literature Study
resource allocation and workload distribution. One
such system is Natural Language Processing (NLP), The overview and the literature study in this
which is a branch of artificial intelligence that helps research covers several aspects related to Project
computers understand, interpret, and generate human Management Information Systems itself, and also the
language [8]. NLP can be used to analyze and extract subject related such as Enterprise Architecture,
information from project documents, such as project Business Process Management, and Machine
charters, scope statements, and the words of the Learning in Decision Making.
project manager, to assist project managers in
making better decisions regarding resource allocation 2.1. Project Management Information Systems
[9].
Another system that can be integrated with PMIS During project implementation, project managers
is Random Forest, which is a machine learning use a tool to facilitate the project management
algorithm that can be used to predict project process across all project management process
outcomes based on historical data [10], [11]. Random groups called the Project Management Information
Forest can be used to predict the resource System (PMIS). PMIS is a tool that an organization
requirements for future projects based on historical uses to generate, store, and manage project data in
data, such as the size, complexity, and duration of pursuit of optimal project performance [5]. PMIS
past projects. This can help project managers allocate generally has several main functions that can assist
resources more effectively, reducing project duration, project managers [4], [5], which are scheduling
and costs. software, a project cost control tool, a project
The integration of NLP and Random Forest with resource control tool, and a project documentation
PMIS can provide project managers with valuable information system. Another function of PMIS is
insights into resource allocation and workload performance management and project portfolio
distribution [5], [12]. management.

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Performance management is a human resource It is important to manage these processes to

management practice to evaluate resources based on ensure the efficient achievement of the desired
criteria entered into the system [14]. Manual project objectives and customer satisfaction. The
performance management uses methods such as key management of business processes is called Business
performance indicators (KPIs), a balance scorecard Process Management (BPM), which includes
(BSC), and the European Foundation for Quality analyzing, designing, implementing, and
Excellence Model. However, these performance continuously developing these processes [22]. BPM
management methods have limitations, as the involves policies, strategies, methods, technology,
measured performance is not real-time [15]. and people to support the management of business
When performance management is integrated processes. There are two main phases in BPM's
with artificial intelligence in PMIS, it allows for development process, namely process development
data-driven performance management. PMIS is used and process reengineering. Process development
as a performance management system, which is a aims to improve or innovate current business
complex system used to measure both qualitative and processes for sustainable development, while process
quantitative human resource performance and assist reengineering challenges and tests the current
in decision-making related to resource utilization processes to meet desired needs.
[16]. BPMN is a tool that is utilized to depict a
business process that exists inside a process [23]. It is
2.2. Enterprise Architecture a business process modeling tool that is commonly
used in industries that practice agile software
The information system in a corporate development [23]. A business process is marked with
environment has a different complexity compared to a start and end sign containing process components
the general information system. In a corporate or and decisions that illustrate how a business can
enterprise information system, there are integrated function.
systems, many interconnected processes, and When it comes to business process management,
hierarchies. To solve problems and design enterprise there are several best practices that can be
information systems, there is a method known as implemented to achieve a management process that
enterprise architecture (EA). EA is a method and aligns with existing standards [24], [25]. Some of the
principle that links the functional objectives of a commonly used business process management
business with the use of information technology and practices include task elimination, task composition,
information system strategies to achieve business integral technology, empowerment, order
value [17], [18], [19]. EA depicts the structure of a assignment, resequencing, specialist generalist,
company and its systems encompassing corporate integration, parallelism, and numerical involvement
goals, organizational structure, information structure [24], [25]. These best practices should be considered
and hierarchy, as well as the business processes that when designing processes to determine the necessary
are in operation. The Open Group Architecture improvements.
Framework (TOGAF) is a standard enterprise
information system framework that has almost all the 2.4. Machine Learning in Decision Making
components of other architecture development
methods [17]. The architecture development method Artificial Intelligence (AI) has become one of the
of TOGAF consists of several phases [17], which are tools used to help solve modern problems that cannot
preliminary phase; determining architecture vision; be solved by previous solutions. AI can be defined as
business planning; information system planning; the ability of an artificial system to mimic the
planning for the technology to be used; study of intelligent functions possessed by humans [9].
opportunities and solutions that can be resolved, Artificial intelligence (AI) is the scientific umbrella
planning for service migration mechanisms; that underpins machine learning and deep learning.
implementation of established policies; mechanisms for AI assists project managers in assigning tasks based
change management; and requirement management.
TOGAF has an enterprise architecture modeling
on the abilities of the individuals working on them
language called ArchiMate [9], [20]. By using ArchiMate, [26].
a design can be described generally and divided by several Machine learning (ML) is a type of artificial
aspects which are Business, Applications, Technology; intelligence that enables a system to learn from
Strategy, Motivation. training data rather than programming a
predetermined model from scratch [9]. There are
2.3. Business Process Management several machine learning techniques available at this
time; however, this research will focus on two
Business process is a sequence of activities that a specific techniques: Natural Language Processing
company performs to achieve a particular goal [21], (NLP) and Random Forest.
[22].

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 TEM Journal. Volume 12, Issue 3, pages 1814-1824, ISSN 2217-8309, DOI: 10.18421/TEM123-65, August 2023.

The rationale for selecting these two machine 3. Research Methodology

learning techniques for this research lies in the
expectation that the proposed system will possess This research starts with a literature study and
human-like language abilities while simultaneously data gathering related to existing PMIS to see how
interpreting data in a machine-like manner. PMIS already helps project managers optimize
Specifically, natural language processing (NLP) workload and resource allocation and if there are any
offers the capability to recognize regular expressions holes to fill with this research.
within a sentence and convert them into a desired set Based on the literature from Table 1, It has been
of words. In contrast, Random Forest employs a explained how PMIS is used to assist project
combination of multiple decision tree models to managers in project management. It is known that
generate highly precise predictions based on the among the PMIS available in the market, they still
training data, thereby ensuring the validity of the cannot accommodate the needs of project managers
results across a variety of scenarios. related to dynamic work and resource management.
Therefore, project managers combine several PMIS
to solve dynamic project management problems.
However, there is no research yet on the
development of PMIS to solve specific problems
related to work management and resource allocation
management.

Table 1. Literature review of PMIS and how PMIS is used for task and resource allocation

Title Year Goal Findings

Smart Project 2021 The purpose of this research is to see It is known that almost all existing PMIS’ have
Management how organizations implement PMIS in advantages and disadvantages, especially to fill the
Information various industries and look at the best needs of task management and resource management.
Systems practices for using SIMP in each Practitioners generally integrate several PMIS’, to
(SPMIS) industry [5] meet the needs of the project [5]
for Engineering
Projects – Project
Performance
Monitoring
& Reporting
Early-warning 2018 Development of a project monitoring A system is obtained that can monitor the Performance
performance system to see work obstacles, so that it Index of construction projects by creating a dynamic
monitoring can be predicted if there is a project graphic that is integrated with the company database
system (EPMS) risk, immediate mitigation can be [15].
using carried out, so that it remains in This monitoring data can be used as a reference for
the business accordance with the predetermined making decisions in project management. However,
information of a project scope [15]. there is no decision option that can be chosen by the
project project manager to take further action.
Project portfolio 2020 Conduct research on the It is known that PPMIS plays a positive role in
management implementation of the project and improving the quality of project & portfolio
information Portfolio Management Information management. However, this positive effect only
systems’ positive System (PPMIS) in organizations, to appears in PPMIS which has been formalized properly
influence on see the effectiveness of PPMIS in and when it has been used holistically [27]. PPMIS can
performance –the organizations. also have a positive impact on all types of portfolios
importance of regardless of the type of complexity.
process maturity
Using AI to 2022 Studying about artificial intelligence It is known that to develop a SIMP that can reduce
develop a frameworks can be used by companies project delays, it needs to be able to:
framework to in minimizing delays in project delivery
prevent [26]. 1. Predict the total required time.
employees from 2. Inform the company of the availability of
missing. resources within an organization.
project deadlines 3. Facilitate more harmonious communication
in software between project members.
projects – case Currently, the available SIMP only predicts the total
study of a global time based on the availability of resources, without
human capital taking into account the actual capabilities of those
management resources [26].
(HCM) software
company

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 TEM Journal. Volume 12, Issue 3, pages 1814-1824, ISSN 2217-8309, DOI: 10.18421/TEM123-65, August 2023.

The data gathering process will collect data from  Low Difficulty with Less Priority
information technology practitioners who have more  Low Difficulty with High Priority
than 10 years of work experience related to their  High Difficulty with Less Priority
preferences about [14], [24]:  High Difficulty with High Priority
 Resource allocation to certain task This study defines the level of resources into 4
 Number of tasks given to a resource types of levels namely:
 Resource allocation for special task  Outsource Level
 Consideration for selecting replacement  Officer Level
resource.  Senior Officer Level
All the data gathered from the experts serves as  Functional Manager Level
the basis for designing the system, particularly the This resource level has different costs and
identification system aimed at emulating expert competencies for each level, as well as the ability of
behavior. The experts are presented with questions the resource to do a job. Outsourced officers have
related to work allocation, varying in difficulty and relatively lower costs when compared to functional
priority, to assess the level of resources that should managers. However, the functional manager can do
be allocated. The scenarios of allocation based on more work in less time, but the costs incurred are
degree of difficulty and priority used in this research greater. The data of the steps that were mentioned
are [26], [28]: before is shown in Figure 2 and Figure 3.

Figure 2. Resource allocation preferences and maximum number of jobs allocated at a time

Figure 3. Special resource allocation and consideration for selecting backup resource

It shows that the expert will look at the person’s It can be concluded that when there are
workload first before selecting other aspects related considerations for selecting backup resources,
to resource allocations. The experts also prefer to experts prefer to select resources that are available
give the maximum number of jobs allocated at the and could perform the task that is being transferred.
same time, which is two, so resources will not have
much backlog on their side. There are times when 4. Resource Allocation and Task Allocation
experts do special work allocation to a certain Optimization System (RATAOS)
resource because of project characteristics and
project demand. The expert considers that when a This system architecture is represented using
resource has skills above average, a person is enterprise architecture (Figure 5), to show the
selected for that special task. relationship between humans, technology
application, and the business itself.

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The system architecture depicted includes three 8 application events, 1 application service, and 2
layers: business, application, and technology, which application components. The PMIS and RATAOS
constitute the core of the system being constructed.. are the two application components that provide the
At a high level, the business layer comprises eight necessary interface, events, and services for input
business actors, two business roles, three business processing. The business layer utilizes the
processes, and two business events. The purpose of application layer, which, in turn, requires support
this layer is to interact with the application layer to from the technological layer to operate effectively.
input projects into the Project Management The technological layer comprises two devices, two
Information System (PMIS) and receive pieces of system software, and one technology
recommended resources from the RATAOS. The service, all of which are critical to supporting the
application layer consists of 5 application interfaces, application layer and making it operational and
accessible.

Figure 4. Enterprise architecture for resource and task allocation optimization system

The database for storing the data from the Figure 5 shows the example of project
application layer has also been designed so it will be management process flow in Information
easy to store and get the appropriate data for the Technology Company. All the processes nodes will
process. Before beginning the building process, the be simulated with parameter from Table 2 and Table
first step is to know the existing condition of the 3 to get the simulation result.
process that already occurs in an enterprise.

TEM Journal – Volume 12 / Number 3 / 2023. 1819

 TEM Journal. Volume 12, Issue 3, pages 1814-1824, ISSN 2217-8309, DOI: 10.18421/TEM123-65, August 2023.

Figure 5. Flow process as is for project management process

Table 2. Cost per hour on activity execution No. Process Worker Hours
Actor Cost per Hour (USD) 6 Confirmation Functional ± 24
Functional Manager 5.58 to the related Manager
resource for
Officer 2.80
doing a task
Senior Officer 4.18
7 Resource Functional ± 0.167
Outsource 2.09
allocation for Manager,
a task Project
Table 3. Detail working time per process
Manager
No. Process Worker Hours 8 Execution by Officer ± 240
1 Input AM
Senior ±1 officer
order from
Officer 9 Execution by Senior ± 192
requisition (Account senior officer Officer
system Manager) 10 Execution by Outsource ± 360
2 Input project
Senior ± 0.5 outsource
from AM to Officer 11 Input new AM, PM ± 0.5
PMIS (Project requirement
Manager) due to change
3 Define the PM, ±1 request
task for a Functional
project Manager Activity numbers 4-6, as specified in Table 3, will
4 Create Senior ± 0.5 undergo optimization by the RATAOS. Following
timeline for Officer the RATAOS simulation, a further simulation will be
project (Project conducted to assess the optimized or "to-be" process.
Manager) The simulation results for the existing or "as-is"
process are presented in Table 4 and Figure 6.
5 Decides Functional ±1
The findings reveal that completing a project
resource who Manager
takes 12.4 weeks, or approximately 2.85 months,
will do the
which is longer than the average sprint duration of
task for a
only one month [4], [29].
project

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 TEM Journal. Volume 12, Issue 3, pages 1814-1824, ISSN 2217-8309, DOI: 10.18421/TEM123-65, August 2023.

The planning durations require 35.83 hours, Table 4. Asis process simulation results
which is longer than the actual planning duration or
Parameter Value
any sprint planning durations as identified by PMI
Cycle time of a process 12.4 Weeks
[4]. Additionally, Figure 6 depicts a right-skewed
Overall process cost 2,410.77 USD
resource usage distribution, with officer allocation
remaining high. This outcome was due to work Planning Duration 35.83 Hours
allocation based on intuition rather than data-based
decision-making.

Figure 6. Resource usage on as is process

The simulation data then will be the foundation This is caused by the experts and the training data
and characteristics for NLP and a random forest used in this study; they are still not used to
identification system, so it can be used for outsourcing work when there are no resources to do
eliminating the bottleneck as a result. NLP and it. Of course, in the future, this will need to be
random forest are trained using 29000 records to get considered for the system to function optimally. It
a precision identification of what project managers also needs to be straightened out with operational
and functional managers input. The input of activities and the way of thinking of people who use
RATAOS is task name, difficulty level, and it.
deliverables load. For difficulty level and Table 5. Simulation of the results for RATAOS;
deliverables load, there will be values of high and identification of resources to suit the task
low. The interface view of the RATAOS is shown in
Figure 7. Scenario Accuracy Average
Percentage Processing
Time
Low Deliverables, Low 90% 0.0131 second
Difficulty
High Deliverables, Low 50% 0.0071 second
Difficulty
Low Deliverables, High 80% 0.0103 second
Difficulty
Figure 7. RATAOS interface when inputting task High Deliverables, 70% 0.0089 second
High Difficulty
The system was then tested 10 times using the 4 Average 72.50% 0.0098 second
different scenarios mentioned before. The simulation
of the system can be found in Table 5. The presented The simulated RATAOS are then used for the
result has already been optimized, but at high inputs to the new process, which will be called the
deliverables and low difficulty scenarios, it still “to be” process. The new process will be modelled in
seems to have a low percentage of identification, at BPMN and can be found in Figure 8.
only 50%.

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Figure 8. Flow of to be process for project management process

To be process then will be simulated using

parameters shown in Table 2 and Table 3. The result
of to be which compared with as is process can be
found in Table 6 and Figure 9. The activities 4-6 will
be replaced by the RATAOS system to cut the time
and cost of a process. It is proved that by the
simulation, the cycle time of a project to be
completed is reduced to 6.3 weeks, or a 50.8%
reduction, which is now closer to the regular sprint
window of only 1 month. The overall process cost
was also reduced by 14%, to 2,073.53 USD. This is
caused by a previous process that was handled by Figure 9. Resource usage on to be process
humans but will now be handled by the system, and
no more time will be wasted on awaiting The simulation results from 40 times of testing
confirmation of the availability of a resource because will then be tested using a t-test to see if there is a
the data on its availability is already referenced by significant difference between two different
the system. By allocating the appropriate resources, it treatment groups [30], [31]. The treatment to be
also helps to reduce the bottleneck, which will cause tested is the time and cost of the current process
waiting costs. The planning duration also decreased compared to the time and cost of the process after
by 88.7% from the as-is process. This causes no RATAOS is integrated with PMIS. The first step of
more waiting time for the planning process, so the this analysis is creating a hypothesis for the test,
time can be used for another process. which:
• Null hypothesis (H 0 ): There is no
Table 6. As is vs to be simulation results significant difference in terms of time and
cost for the project using RATAOS
Parameter As Is To Be Delta integrated with PMIS.
Cycle time 12.4 6.1 Weeks -6.3 Weeks • Alternative hypothesis (H 1 ): There is a
of a Weeks significant difference in terms of time and
process cost for the project using RATAOS
Overall 2,410.77 2,073.53 -337.26 integrated with PMIS.
process USD USD USD The data from the time and cost parameters will
cost then be tested on statistical descriptive to ensure
Planning 35.83 4.05 Hours -31.78 there are no outliers. Table 7 shows the descriptive
Duration Hours Hours statistics result.

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Table 7. Statistic descriptive result of time and cost

Condition Number of Mean Standard Median Maximum
Data(n) Value Deviation Value Value
As is Time 40 1512.84 476.03 1436.4 2469.6
To be Time 40 815.64 227.73 747.6 1411.2
As is Cost 40 31954350.0 6602127 31993500 48616500
To be Cost 40 18622312.5 3855809 18092250 31014000
The mean and the median values of cost and time RATAOS integrated with PMIS has an accuracy
for the as-is and to-be processes do not differ rate of 72.50% in determining resources with a
significantly, so the t-test analysis can be carried out. processing time of 0.029 seconds. This helps speed
The Welch t-test will be carried out in this research up the resource allocation process with high
due to the variance difference between time and cost accuracy, but the output from the system needs to be
in the as-is and to-be-processed scenarios. The t-test socialized to ensure that experts and users are aware
will use an alpha value of 0.05, which has a of the importance of procuring resources when
confidence level of 0.95. The result is shown in internal resources can no longer handle the workload.
Table 8. With the improvement in planning process time,
operational costs for project activities can be reduced
Table 8. welch t-test result on as is and to be process by USD 352.1, and by accelerating the planning
Alpha value(ɑ) 0.05 process and allocating tasks to appropriate resources,
T-Critical ±2.024 it is possible to speed up the work done by a resource
T-Statistics on time 8.356 and accelerate project completion by 1.5 months,
Significance on time 1.919 • 10-12 which is almost 50% faster than the current
completion time. According to the paired t-test, there
T-Statistics on cost 11.028
is a significant variation in time and cost between the
Significance on cost 1.386 • 10-17
current condition and the desired condition after
incorporating the job and resource allocation
The T-Statistics values for the time and cost
optimization system into the project management
parameters in the as-is and to-be processes are
information system. Based on the conclusions drawn,
greater than the T-Critical value obtained from the t-
two recommendations are made for future research.
distribution [31]. This means that there is a
The first recommendation is to continue the system
significant difference in the time and cost parameters
design based on the simulation into the installation
between the before and after conditions of using
phase for real-world observations. The second
SOAPSD optimization in PMIS. The significance
recommendation is to model the project completion
values for the time and cost parameters in the as-is
process in information technology companies into an
and to-be conditions are below the predetermined
operations research equation and compare the
alpha value of 0.05, which means that we reject the
parameters of the before and after conditions to
null hypothesis (H 0 ) and accept the alternative
observe any significant differences.
hypothesis (H 1 ) that there is a significant difference
in time and cost for the project using RATAOS References:
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