October University for Modern Sciences & Arts

Faculty of Management Sciences

MGT 442

MIS Project Management

Artificial Intelligence, Robotics, Advanced Technologies, & Human Resource

Management

Submitted to:

Dr. Emad Elwy

TA: Hend Osama

Submitted by:

 Ahmed Essam Ahmed Abdelbaky (175255)

 Youssef Taymour Abdelmoneim (195851)
 Ali Sherif Sebai (183239)

Fall 2022
Contents
Contents......................................................................................................................................................2
1. Problem Description............................................................................................................................3
2. Project Goals and Objectives...............................................................................................................3
3. AI and Project Management................................................................................................................4
3.1 The Impact of Adopting AI Technologies in Project Management.............................................4
3.2 AI Applications in Project Management.....................................................................................6
3.2.1 Human Resources....................................................................................................................6
3.2.3 Project Management as a whole (Machine Learning)............................................................7
4. Literature Review................................................................................................................................7
4.1 Mind Mapping.............................................................................................................................7
4.2 Why Use Mind Mapping?...........................................................................................................8
4.3 Work Breakdown Structure........................................................................................................9
4.4 Characteristics of a well-designed WBS......................................................................................9
4.5 Responsibility Matrix................................................................................................................10
4.6 Network Diagram......................................................................................................................11
5. AON:.............................................................................................................................................12
5.1 Application of Gantt Chart in The Artificial intelligence..............................................................13
5.2 Application of resource histogram on The Estates:.....................................................................13
5.3 Application on cost performance and control on AI....................................................................14
6. Impact of Artificial Intelligence:....................................................................................................15
6.1 Impact of Artificial Intelligence on WBS:.....................................................................................15
7. AI Impact on Gantt Charts:............................................................................................................16
8. Impact of AI on Cost Performance and Control.............................................................................16
9. References:...................................................................................................................................17
 1. Problem Description
Problems and challenges facing project management can be viewed from a different
perspective as being opportunities and openings for success. Of the many challenges facing
proper project management, uncertainty is a major one of them as the unpredictable nature of
different markets in recent years prove to be the reason for such uncertainty. Moreover, other
complications like outdated technology, shortages in labor talent and skills, and communication
issues make it difficult for project managers to focus solely on identifying the key critical
success factors of a certain project they are willing to work on with their respected teams
(Tabassi .et al, 2019). Thankfully, employing the knowledge needed for a competent project
management has become easier nowadays as in the last few decades, project managers have
witnessed how the profession has evolved and grown to become increasingly accepted. Project
management frameworks and techniques are now in high demand in the markets of different
businesses, as companies are looking to become more multinational and more global. The
modern world is shrinking as global business groups are scaled-down. In this business
environment, a modern project manager can lead virtual world-wide projects. The current trend
is most likely going to continue as planned. To be involved in such competitive virtual
environments project managers need to create, lead and deal with virtual teams and cope with all
the related challenges. A virtual group is a team made up of people who all work towards a
common goal (Tabassi .et al, 2019).

2. Project Goals and Objectives

 Project managers aim at succeeding in initiating, planning, executing, and closing a project.
They do that by offering proper guidance to the team so the project is executed according to
schedule and allocated budget. The project goal is what is required to happen when the project is
finished. It is measured both qualitatively and quantitatively. External factors may affect the
ability to attain project goals. The effect of project goals is observed sometime after the project
ends. A project objective is a precise statement describing what the project is supposed to
achieve. Objectives can be measured quantitatively. Using the SMART objective strategy
guarantees that an objective can be implemented. SMART objectives have 5 characteristics.
They are specific, measurable, achievable, results-oriented, and time bound (Sampietro, 2016).
Artificial intelligence (AI) has grown rapidly in several industries and one of the most important
is human resources management (HRM). Moreover, this project aims to systematize the
academic inputs on intelligent automation so far and to clarify what are its main contributions to
and challenges for HRM.

3. AI and Project Management

3.1 The Impact of Adopting AI Technologies in Project Management
Research about the AI adoption process, not only in the project management field, but
also in many other managerial fields within an organizational body, is becoming increasingly
important as advancements in Artificial Intelligence continue to emerge at a rapid pace. And
because of this, 56% of world-wide organizations are already implementing their digital
transformation strategy that includes the adoption of Artificial Intelligence technologies in
most, if not all, managerial departments and domains (IPMA, 2020). Several studies have
been performed previously to study namely two aspects: the know-hows of implementing
and directing AI Adoption inside businesses, as it is considered to be an essential pillar in
enhancing the overall organizational performance nowadays, and the expected impact,
influence and challenges to be faced when employing such digital transformation that is more
than capable of reimagining and reinterpreting all business processes and market
requirements of today’s world (IPMA, 2020).

The impact of AI in project management is evident and is on a large-scale as many firms

experienced and will continue to experience transformational changes to their key business
operations. Not only that, but new methodologies have been developed with the purpose of
 encouraging the interaction between man and machine, or in a more formal wording, to
encourage the collaboration between project management individuals and robotics (IPMA,
2020). When looking at the anticipated advantages of putting AI technology into
practice/action in organizational projects, it is worth noting that the gains come in the form
of: enhanced productivity, decision-making, and overall performance (IPMA, 2020).

Figure 1: Shows the first three reasons and perceived benefits behind the consideration of adopting AI
technologies in project management. Aside from enhanced productivity, decision-making, and
performance, cost reductions are also possible when it comes to running and maintaining the day-to-day
business operations. In addition, resources will be better utilized, and communication will be further
modified to offer more flexibility and successful communications across the organization.
AI can be very beneficial in assisting project managers and project management teams in
completing their projects through the process of delivering additional insights into potential
outcomes, which subsequently improves the quality of decision-making. The execution of said
technology will eliminate inapplicable and irrelevant information from data by detecting
correlations and patterns, allowing project managers to focus on the most relevant information
alone (Gil et al., 2020). For instance, leaders in the healthcare sector may guide the next wave of
change by leveraging advances in data science with the objective of gaining meaningful insights
from the vast, complex data sets amassing in health systems, private and public alike. By using
the expert knowledge and lessons gained from prior projects, machine learning algorithms can be
utilized to offer estimations of the amount of time and resources needed to carry out project
activities professionally and proficiently (Gil et al., 2020). Project planning might also be
strengthened through the rise of virtual assistants that have the capability of helping project
managers stay up-to-date on trends in their industries and assist them in the recruitment process
of experts and talented personnel to bring even more value to their projects as recommendations
are a crucial and fundamental aspect of AI. Machine learning algorithms are capable of giving
plans and suggestions prioritizing projects based on data from previous projects (Gil et al., 2020)

3.2 AI Applications in Project Management

3.2.1 Human Resources
Hiring choices are made all the time in the workplace, and for the longest time, humans have
traditionally been the primary agents in these key decisions. However, in recent years there has
been a movement toward the use of technology, namely AI, to aid in workplace decision making
processes, including recruitment. Human resource management is of utmost importance in the
field of project management since projects rely on having the finest, most skilled human capital
possible. Mandatory techniques like applicant evaluation and categorization throughout the
recruiting process are needed to successfully recruit qualified employees (Gil et al., 2020). Other
techniques and methodologies are present like evaluating employees’ emotional intelligence
using data from social networks which heavily depends on the capacity of AI to duplicate human
recruiting judgements. In order to achieve positive outcomes of AI recruitment systems, it is
obligatory for AI to be able to automate the hiring process by imitating human hiring
judgements. According Gil et al. (2020), trained computers can accurately anticipate human
hiring choices through the usage of machine learning algorithms that will help replicate and
predict human interview scores, and interview-specific features like verbal and nonverbal
behaviors in job interviews.

3.2.2 Information Technology

Information technology is a new aspect of project management, but it is just as vital as the
rest of the procedures. In regard to the implementation of computer and network security, the
goal in this case is to utilize the use of AI to counteract harmful user behavior. For an example,
many of the goods that people buy are becoming increasingly capable of Internet connectivity.
These goods will include anything from smart refrigerators to smart vehicles. Malicious behavior
and cyber-attacks will rise in response to the continuous expansion in technology undoubtedly.
Every day, the threat of malicious users grows more serious (Gil et al., 2020). Phishing,
pharming, and identity theft are all terms that frequently appear in the headlines. Malicious
behavior on the Internet has reached a new degree of complexity as malicious users' tools and
notions are infiltrating underground criminal scenes where hackers are compensated for their
services; Corporate espionage, extortion, and identity theft are all very profitable
properties/commodities in the criminal underworld just to name a few (Gil et al., 2020). As a
result, there is an engineering requirement to create sophisticated software and hardware systems
capable of consistently detecting unauthorized user activities.

3.2.3 Project Management as a whole (Machine Learning)

Machine learning has been implemented to allow for predictive and corrective analysis, with
the goal of providing data to the project manager for decision making, such as how to plan and
manage project resources within certain parameters and constraints, or how to deal with
problems and risks in order to achieve project success based on the history of previous projects
(Belharet et al., 2020). Not only that, but AI has the ability to use and review the lessons learnt
from previous projects to recommend new project timetables, making careful and accurate
adjustments based on resource performance and project success. An AI system could even alert
the project manager about any possible risks and opportunities through the use of real-time
project data analysis (Belharet et al., 2020). A new vision will be created when it comes to
directing projects by minimizing the risks involved in decision making. In the near future, an AI
system may even be capable of making decisions for itself, which will herald the new era of AI,
one that will mark the fourth phase of the evolution of project management.

4. Literature Review

4.1 Mind Mapping

Mind-maps are one of the various methods of inventiveness that are now used and taught in
conceptual design since they go beyond the boundaries of just examining a solution-space. Mind-
maps are essentially tools for assisting critical thinking and analysis in active learning
environments (Saleh, 2021). Its form enables for in-depth investigation of concepts, making it
helpful for a number of applications such as document drafting and in engineering students'
learning process to further elevate their creative thinking. They are especially effective during
design ideation for introspection, note-taking, and idea transmission while decreasing cognitive
load (Saleh, 2021).

In addition, Mind-mapping is a common approach for early design ideation that is both
applied and instilled. It enables the externalization of ideas through the use of a structured
network composed of textual and visual representations of concepts issuing from a core problem
and radiating outward as branches containing pertinent information. While mind-maps have
frequently been used in design research for concept generation, the main value of mind-mapping
stems from the ability to have a visual overview of a problem at hand that shows the relationship
between a central theme as well as addressing important factors or ideas. This is because it
enables for the unrestricted exploration of a wide range of concepts prior to fixing an issue
(Saleh, 2021).

Figure 2: Figure above represents the absolute most basic form of mind mapping that consists of
major questions in need to be answered like: What is the concept that is going to be applied, how to apply
the thought of concept/idea, and why is there a need for the concept to be applied, just to address a few of
the questions mentioned above.

4.2 Why Use Mind Mapping?

Mind mapping is an excellent method for project management teams to try if they want to
develop higher levels of devotion and creativity, as well as better-quality organization and more
concise communication. The advantages of mind mapping are numerous and diverse (Saleh,
2021). In general, they are as follows:

1) Providing an overview of a huge subject/broad issue and helping the team convey it in a
more succinct manner.
2) Assisting the project manager to see the wider picture and creative routes.
3) Presenting a more appealing and delightful framework for the eyes and the brain to look
at, think about, and recall.

4.3 Work Breakdown Structure

A Work Breakdown Structure (WBS) is a deliverable-oriented hierarchical breakdown of the
work needed to be completed by the project team in order to achieve the project objectives and
provide the requisite deliverables. WBS is the foundation of efficient project planning,
execution, controlling, monitoring, and reporting. All of the work in the WBS must be
recognized, estimated, planned, and budgeted (Alutbi, 2020). WBS is used by business owners
and project managers to make complicated tasks more manageable. WBS is intended to assist in
breaking down a project into manageable portions that may be properly estimated and overseen.
This post will provide several work breakdown structure examples as well as an introduction of
how WBS may aid in project planning (Alutbi, 2020).

WBS is created to help everyone comprehend the scope of the project. It is a hierarchical
description of the work required to fulfil a project's deliverables. Each decreasing level of the
work breakdown structure offers a more complete explanation of the project deliverables (Alutbi,
2020).

4.4 Characteristics of a well-designed WBS

A well-designed work breakdown structure describes planned results rather than planned
actions. Outcomes are the desired outcomes of a project, such as a product, result, or service, and
may be reliably anticipated. Actions, on the other hand, may be difficult to correctly forecast
(Alutbi, 2020). A well-designed WBS makes it simple to allocate WBS parts to any project
activity. A good work breakdown structure should include the following characteristics:

1) Definable: Project members can easily explain and understand it.

2) Convenient: An important characteristic that premises the delegation of particular duties
and authorities to accountable individuals.
 3) Estimable: Length of a certain project can be estimated in terms of time necessary for
completion, and cost can be calculated by taking into account the amount of resources
needed to accomplish project administration and planning.
4) Autonomous: Little to no interaction is needed as there is a substantial amount of
reliance on other continuing aspects.
5) Integrable: Works with other project parts as well as higher level cost estimates and
schedules to cover the complete project.
6) Calculable: Can be used to track progress, as in it has start and finish dates.
7) Flexible: To allow for the addition and/or removal of work scope in the WBS framework.

Figure 3: Organizational Breakdown Structure, also known as an Organization Chart, is a form of Work
Breakdown Structure and is a popular project management tool for illustrating project organization. It
usually starts with the project sponsor and includes all essential stakeholders, it also considers the
organization or group seeking the project, as well as their degree of sponsorship and authority when
presenting the organizational structure.
4.5 Responsibility Matrix
The Responsibility Matrix (RM), also known as Responsible, Accountable, Consulted, and
Informed (RACI), is a useful tool for expressing the job responsibility assignment matrix. RM is
primarily used in order to manage resource allocation for each task on the project and is also
typically used to define the link between occupations, as well as to establish the roles,
responsibilities, and levels of authority, accountability, and responsibility for each project
activity (Suhanda & Pratami, 2021). RM has a significant impact since it facilitates
communication between the project manager and his team in identifying their positions in the
project. According to Suhanda & Pratami (2021), being Responsible, Accountable, Consulted,
and Informed (RACI) provides various other advantages, including:

1) Facilitate Team Communication: RM makes it simple for project team members to

communicate. The duties for each team are clearly defined with this strategy, making
communication between team members easier because each team already knows what
role they are performing.
2) Determine the Number of Teams in Each Activity. RM can indicate who is most
suited to do a task based on the position held by the candidate in charge. Thus, employing
RM, a method of effectively distributing duties and tasks is clear and simple, ensuring
that no one person has too many jobs.
3) Adjust the Workload Appropriately: RM also aids in the management of task
proportions so that no team member is overburdened. When someone does too much
work, it almost always results in less-than-optimal performance, putting employees at
risk for workplace stress produced by excessive workload pressure. Each team member
will be positioned based on his or her skill utilizing the RACI Matrix.

Figure 4: This model is a framework that depicts the link between several ideas in order to solve an
issue. The link between these ideas are as follows: At the beginning, project data is identified and
collected, and the activities carried out on the project are described using WBS, which will be used as
a reference in designing the business process.

4.6 Network Diagram

The activity network diagram is a means of presenting the timelines of all the many subtasks
involved in a project. The overall task length, as well as the earliest and latest start and end
timings for each job, are computed and shown as a result. In addition to indicating which
subtasks are crucial to task completion on time, the activity network diagram assists in
determining where extra effort to speed up a subtask will have the biggest benefit in terms of
total speed (Nagar, n.d.). An activity network diagram is able display which actions or series of
activities are crucial to the timing of a larger set of interactive activities. This may be quite useful
in determining where and when to devote extra energy in order to complete projects on schedule
(Nagar, n.d.).

Figure 5

5. AON:
The activity, on the other hand, is placed on the node in AoN diagrams. The interconnection
arrows would show the interdependencies between the activities. They are more adaptable and
can depict the various types of relationships. (Yang, Z, 2010)
The data may usually be placed on the activity because it is on a node. To begin altering the AoN
template, simply click on it below. Additionally, because the activities in an AON diagram are
placed on the nodes, the arrows can move in any direction, reflecting a wide range of
dependencies.
5.1 Application of Gantt Chart in The Artificial intelligence
The figure below shows a Gantt chart that was developed by the project manager of the AI
which he used for scheduling different activities.
 5.2 Application of resource histogram on The Estates:

5.3 Application on cost performance and control on AI

AI (Cost performance and control)

AI (Cost performance and control)

 6. Impact of Artificial Intelligence:
6.1 Impact of Artificial Intelligence on WBS:
Intelligent planning systems can reduce the effort of planning and increase the chance of success
of a plan. Researchers in artificial intelligence developed both mixed-initiative and automated
hierarchical planning systems. Automated hierarchical planning techniques, including case-based
plan retrieval modules, as well as knowledge management have been used for the efficient
creation of WBS. These systems are known as Knowledge-based Project Planning (KBPP)
systems. Such systems use previous problem solving and decision making experiences.
Hierarchical planning involves the recursive decomposition of tasks included in a set of tasks.
The resulting structure is known as a hierarchical task network (HTN). Mapping WBS structure
to hierarchical plans is straightforward. To develop a KBPP a system called HIAP that is used in
hierarchical planning is extended to function as a KBPP. HIAP's hierarchical plan displays are
very similar to displays of WBS in software packages. In HIAP each task has a case decomposer
which upon invoking by the user displays alternative decompositions of the task which the user
chooses from. The system decomposes the task according to a conversation with the user. This is
the main advantage of the case retrieval method. The critical planning experience of the manager
is captured and used in creating new plans. This facilitates and increases the efficiency of the
complex experience-dependent task of creating a WBS for a new project (Munoz-Avila et al.,
2002).

7. AI Impact on Gantt Charts:

An artificial neural network consists of mutually connected elements that are used to process
data. Connections have weights assigned to them to determine their strength or priority according
to a learning process. It requires a large representative population to base its knowledge on and
consequently become able to solve a relevant problem. A neural network is therefore a modeling
method that is able to model complex relations. Recurrent neural networks allow recurrent
reverse connections and therefore cycles are accepted in them.
Neural networks have been applied in the estimation of the time a task takes. They are therefore
used in project scheduling which is what Gantt Charts are used for in the design and the
manufacturing phase of a project. Standard Gantt charts and the software programs that develop
them do not take into account that occasionally a task needs to be reworked so they lack iteration
and feedback processes. Artificial neural networks enable those iterative processes. This requires
collecting data that is related to product design and manufacture and the data is used to make
models which reflect those two phases. The input data is analyzed carefully to determine the
network structure and the network learning process. The model for solving a problem, which in
this case is estimating a task duration, is built during the learning process (Kutschenreiter-
Praszkiewicz, 2009).

8. Impact of AI on Cost Performance and Control

Artificial Intelligence offers the ability to analyze data across multiple functionalities, scam
detection and improve customer relationship management.  It is estimated that by 2020, AI will
be one of the top five investment priorities for more than 30% of CIOs globally. It is the right
time to understand how AI can transform your business and gain a competitive advantage.
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