Lecture 5: Project Planning

and Feasibility Study

Prepared by
Mr. Umer Tanveer
Computer Science Lecturer,
AWKUM , Garden Campus.
Introduction to Project Planning
• Project planning is the foundation of successful software engineering
projects.
• It involves defining goals, resources, timelines, and potential challenges
upfront.
• Proper planning ensures that software is delivered on time and within budget.
• Without a solid plan, projects risk scope creep, delays, or even failure.
• Planning aligns the team, stakeholders, and resources toward a common
objective.
• It provides a roadmap to navigate the complexities of software development.
• This lecture explores why planning is indispensable in software engineering.
Definition of Project Planning
• Project planning is the process of organizing tasks to achieve a
software goal.
• It establishes a clear path from project initiation to completion
• Planning identifies what needs to be done, who will do it, and when.
• It ensures all aspects of the project are considered before development
begins.
• A well-defined plan minimizes misunderstandings among team
members.
• It serves as a reference point to measure progress and success.
• In software engineering, planning is critical due to the field’s technical
complexity.
Importance of Planning in Software
Engineering
• Planning prevents wasted time and resources during software
development.
• It helps anticipate challenges like technical debt or shifting
requirements.
• A good plan ensures the software meets user needs and business
goals.
• It enables efficient allocation of developers, tools, and infrastructure
• Planning reduces the likelihood of project failure due to poor
preparation.
• It fosters collaboration between developers, managers, and clients.
• Ultimately, planning drives the creation of reliable, high-quality
software.
Overview of Key Elements in Project Planning

• Project planning consists of several interconnected components.

• The project scope defines the boundaries and deliverables of the
software.
• Time and resource estimation predicts the effort and tools required.
• Cost-benefit analysis evaluates the financial viability of the project.
• Risk management identifies and mitigates potential obstacles.
• Each element ensures the project stays on track and meets
expectations.
• This lecture will dive deep into these elements for clarity and
application.
Introduction to Project Scope
• Project scope outlines what the software project will and won’t include.
• It defines the features, functionalities, and deliverables to be
produced.
• A clear scope prevents unnecessary work and keeps the team focused.
• It serves as a contract between developers and stakeholders.
• Scope is documented in a scope statement or requirements
specification.
• It helps avoid scope creep, which can derail timelines and budgets.
• Understanding scope is the first step in effective project planning.
Importance of Defining Project Scope
• Defining scope ensures everyone agrees on the project’s objectives.
• It provides a measurable way to assess project success upon
completion.
• A well-defined scope reduces confusion during development phases.
• It helps prioritize tasks and allocate resources efficiently.
• Without scope, projects can expand uncontrollably, leading to delays.
• It acts as a guide for decision-making throughout the project lifecycle.
• Clear scope improves communication with clients and team members.
How to Define Project Scope
• Start by gathering requirements from stakeholders and end-users.
• Document specific goals, deliverables, and acceptance criteria.
• Identify what is out of scope to avoid misunderstandings later.
• Use tools like user stories or use cases to detail functionality.
• Validate the scope with stakeholders to ensure alignment.
• Break the scope into manageable milestones or phases.
• Review and refine the scope as needed before development
begins.
Challenges in Project Scope Management
• Stakeholders may request additional features after scope is set.
• Unclear requirements can lead to misinterpretation of the scope.
• Changing technology might force adjustments to the original plan.
• Poor communication can result in scope being misunderstood.
• Scope creep occurs when new tasks are added without approval.
• Balancing flexibility and firmness in scope is a common struggle.
• Effective scope management requires constant monitoring and
control.
Introduction to Time and Resource Estimation
• Time estimation predicts how long the software project will take.
• Resource estimation determines the personnel, tools, and
materials needed.
• Accurate estimates ensure deadlines are realistic and achievable.
• It involves analyzing tasks, dependencies, and team capacity.
• Poor estimation can lead to rushed work or missed deadlines.
• This step bridges the gap between planning and execution.
• Time and resources are finite, making estimation a critical skill.
Importance of Time Estimation
• Time estimation helps set realistic project milestones and
deadlines.
• It allows teams to schedule tasks and avoid overcommitting.
• Accurate timelines improve client trust and satisfaction.
• It prevents burnout by ensuring workloads are manageable.
• Time estimates guide budgeting and resource allocation
decisions.
• They provide a baseline to track progress and adjust as needed.
• Proper time planning keeps the project on schedule and within
scope.
Techniques for Time Estimation
• Break the project into smaller tasks for detailed analysis.
• Use historical data from past projects to inform estimates.
• Apply the PERT method to calculate best, worst, and likely times.
• Employ expert judgment by consulting experienced team
members.
• Use software tools like Gantt charts to visualize timelines.
• Factor in buffers for unexpected delays or issues.
• Regularly review and update estimates as the project evolves.
• Resource estimation identifies the people and tools required.
• It includes developers, designers, testers, and hardware/software
needs.
• Estimating resources ensures the team is adequately equipped.
• It prevents shortages that could halt development progress.
• Resource planning considers skill levels and availability.
• It aligns with the project scope and time estimates.
• Accurate resource estimation optimizes efficiency and cost.
Challenges in Time and Resource Estimation
• Unexpected technical issues can disrupt time predictions.
• Team members may overestimate or underestimate their capacity.
• Limited availability of skilled personnel can delay progress.
• New tools or technologies may require a learning curve.
• External factors like holidays or vendor delays affect estimates.
• Balancing accuracy with flexibility is a constant challenge.
• Poor estimation leads to strained resources and missed
deadlines.
Introduction to Cost-Benefit Analysis
• Cost-benefit analysis evaluates the financial feasibility of a
project.
• It compares the costs of development to the expected benefits.
• This analysis helps stakeholders decide whether to proceed.
• Costs include labor, tools, infrastructure, and maintenance.
• Benefits may be revenue, efficiency gains, or user satisfaction.
• It ensures the project delivers value worth the investment.
• This step is crucial for justifying software projects.
Importance of Cost-Benefit Analysis
• It prevents investment in unprofitable or impractical projects.
• Cost-benefit analysis provides data for informed decision-making.
• It helps prioritize features based on their return on investment.
• Stakeholders gain confidence when benefits outweigh costs.
• It identifies hidden costs that might emerge later.
• This analysis aligns the project with organizational goals.
• It ensures resources are spent wisely and effectively.
Steps in Cost-Benefit Analysis
• Identify all direct and indirect costs of the project.
• Estimate the monetary and non-monetary benefits expected.
• Calculate the total cost and compare it to total benefits.
• Use metrics like ROI or payback period for evaluation.
• Consider long-term maintenance and operational costs.
• Adjust for risks or uncertainties in cost predictions.
• Present findings clearly to stakeholders for approval.
Challenges in Cost-Benefit Analysis
• Predicting long-term benefits can be uncertain and speculative.
• Hidden costs, like training or support, may be overlooked.
• Benefits like user satisfaction are hard to quantify financially.
• Changing market conditions can affect cost or benefit projections.
• Stakeholders may disagree on what constitutes a benefit.
• Time constraints might rush the analysis, reducing accuracy.
• Balancing short-term costs with long-term gains is tricky.
Introduction to Risk Management
• Risk management identifies and mitigates potential project
threats.
• Risks in software projects include delays, bugs, or budget
overruns.
• It involves planning how to handle uncertainties proactively.
• Effective risk management minimizes disruptions to the project.
• It ensures the team is prepared for worst-case scenarios.
• Risks are assessed based on likelihood and impact.
• This process protects the project’s success and quality.
Importance of Risk Management
• Risk management prevents small issues from becoming major
problems.
• It safeguards the project timeline, budget, and deliverables.
• Proactive planning reduces stress and reactive firefighting.
• It builds confidence among stakeholders and team members.
• Identifying risks early allows for contingency planning.
• It ensures software quality by addressing potential flaws.
• Risk management is essential for complex software projects.
Steps in Risk Management
• Identify potential risks through brainstorming or past experiences.
• Assess each risk’s probability and potential impact.
• Prioritize risks based on severity and likelihood.
• Develop mitigation strategies to reduce or eliminate risks.
• Assign team members to monitor and manage specific risks.
• Create contingency plans for high-impact scenarios.
• Review risks regularly and adjust strategies as needed.
Common Risks in Software Projects
• Technical risks include system failures or compatibility issues.
• Schedule risks arise from delays or poor time estimation.
• Budget risks occur when costs exceed initial projections.
• Human risks involve team turnover or skill gaps.
• Requirement risks stem from unclear or changing specifications.
• External risks include regulatory changes or vendor issues.
• Proactive management can mitigate all these risks effectively.
Tools for Risk Management
• Risk registers document all identified risks and responses.
• Probability-impact matrices prioritize risks visually
• Software like Jira tracks risks alongside project tasks.
• Scenario analysis explores “what-if” outcomes for planning.
• SWOT analysis identifies internal and external risk factors
• Regular status reports keep the team informed of risks.
• These tools streamline the risk management process.
Challenges in Risk Management

• Some risks are unpredictable, like sudden market shifts.

• Over-focusing on minor risks can distract from major ones.
• Team members may lack experience in identifying risks.
• Mitigation efforts might increase costs or delay timelines.
• Stakeholders may underestimate the importance of risk planning.
• Balancing risk avoidance with project progress is difficult.
• Effective risk management requires constant vigilance.
Integrating Key Elements in Planning
• Project scope sets the foundation for all other planning steps.
• Time and resource estimation depend on a clear scope.
• Cost-benefit analysis evaluates the scope’s financial viability.
• Risk management protects the scope, timeline, and budget.
• These elements must work together for a cohesive plan.
• Integration ensures alignment across all project phases.
• A unified plan drives successful software development.
Real-World Example: Software Project
Planning
• Consider a mobile banking app development project.
• The scope defines features like transfers and bill payments.
• Time estimation predicts a 6-month timeline with 10 developers
• Resource estimation includes cloud servers and security tools.
• Cost-benefit analysis shows profit from user subscriptions.
• Risks like data breaches are managed with encryption.
• This example shows how planning elements apply practically.
Benefits of Effective Project Planning

• Projects finish on time, delighting clients and users.

• Budgets are respected, maximizing financial efficiency.
• Teams work cohesively with clear goals and roles.
• Risks are minimized, ensuring smooth development.
• Quality software meets or exceeds stakeholder expectations.
• Planning reduces stress and uncertainty for everyone involved.
• It sets the stage for long-term project success.
Common Pitfalls to Avoid
• Skipping scope definition leads to uncontrolled changes.
• Underestimating time causes rushed, buggy software.
• Ignoring resource needs results in overstretched teams.
• Neglecting cost-benefit analysis risks unprofitable projects.
• Overlooking risks invites preventable failures.
• Poor communication derails even the best plans.
• Avoid these pitfalls with thorough, proactive planning.
Conclusion
• Project planning is the backbone of software engineering success.
• Scope, time, cost, and risk management are its core pillars.
• Each element requires careful thought and execution.
• Effective planning saves time, money, and effort.
• It turns complex projects into manageable, successful outcomes.
• Apply these principles to your next software project.
• Planning well today ensures quality software tomorrow.
Q/A
• What challenges have you faced in project planning?
• How do you ensure your project scope remains clear?
• What tools do you use for time and resource estimation?
• How do you approach cost-benefit analysis in your work?
• What risks have derailed your past projects?