How do project teams plan, schedule and manage the development of an information system?
Describe the tools and techniques used to manage a project, including scheduling, communication and the roles within a development team
A focused answer to the HSC Information Processes and Technology Project Management dot point on team roles and management tools. Gantt charts, journals, communication skills, the system development life cycle, and the traps markers look for.
Reviewed by: AI editorial process; not yet individually human-reviewed
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What this dot point is asking
NESA wants you to describe how a development team plans and controls the building of an information system. You need to name the management tools (scheduling charts, journals, funding management), explain how a team communicates, and identify who does what inside the team across the system development life cycle.
The answer
Why project management matters
An information system is built by people, money and time, and all three are limited. Project management is the discipline of planning the work, scheduling it, allocating resources, and tracking progress so the finished system meets the requirements without blowing the deadline or the budget. The three constraints that pull against each other are time, cost and scope, often drawn as a triangle: change one and you affect the others.
The system development life cycle
NESA frames the project around five stages that a team moves through, often returning to earlier stages as understanding improves:
- Understanding the problem: defining the requirements and the boundaries of the system.
- Making decisions: deciding whether to build, buy or modify, and how to proceed.
- Designing solutions: producing data flow diagrams, context diagrams, schemas and screen designs.
- Implementing: building, testing and converting to the new system.
- Testing, evaluating and maintaining: checking the system meets requirements and keeping it running.
This life cycle gives the team a shared map. The project manager schedules each stage and checks that one stage is genuinely finished before committing resources to the next.
Scheduling tools
A Gantt chart is the central scheduling tool. It is a horizontal bar chart where each task is a bar whose length shows its duration and whose position shows its start and finish dates. Bars that overlap show tasks running in parallel. Dependencies (task B cannot start until task A finishes) are shown by ordering the bars. The Gantt chart makes the critical path visible: the longest chain of dependent tasks that determines the earliest the project can finish.
Other scheduling aids include task lists, milestones (key checkpoints with no duration), and resource calendars that show who is available when.
The project journal and logbook
A project journal (or logbook) is a running record of every decision, change and problem during development. It records what was tried, what worked, and why choices were made. The journal is vital evidence in the HSC major project because it shows the markers your thinking, not just your final product. It also helps a team recover when a developer leaves, because the reasoning is written down.
Managing funding and resources
A project has a budget. The team tracks actual spending against the planned budget and reports variances early. Resources include hardware, software licences, and most importantly people. A resource allocation plan assigns each task to a person with the right skill, and avoids over-committing one person to two tasks at once.
Roles within the development team
- Project manager: plans the schedule, allocates resources, tracks progress, manages communication, and is accountable for delivery.
- Systems analyst: investigates the existing system, gathers requirements from users, and designs the logical solution.
- Developers and programmers: build, code and test the system.
- Users and participants: the people who will use the system; their needs drive the requirements and they test the prototype.
- Sponsor or client: the person who funds the project and signs off on the result.
Communication and prototyping
Most failed projects fail because the team built the wrong thing, not because the code was bad. Active communication prevents this. Analysts use interviews, surveys and questionnaires, observation, and study of existing documents to gather requirements. Regular meetings keep the team aligned. A prototype, a quick working model of part of the system, is shown to users early so they can react to something concrete rather than a written specification. Feedback on the prototype is cheap; rebuilding a finished system is expensive.
Social and ethical responsibilities
The team must also consider privacy of the data the system handles, the accuracy of information, the security of stored data, and the effect of the new system on the jobs and work of the people who use it. These responsibilities run through every stage, not just at the end.
Exam-style practice questions
Practice questions written in the style of NESA exam questions on this dot point, with worked answer explainers. The year tag is the paper they imitate, not the source.
2021 HSC2 marksDescribe the progress of the 'testing the system' task. (Based on a Gantt chart shown for an electronic driver licence project, this part asks candidates to read task progress from the chart.)Show worked answer →
A Gantt chart is a horizontal bar chart that schedules project tasks against a time line, so a "describe the progress" question is asking you to read the bar for that task.
For 2 marks, make two points tied to what the chart shows:
State the planned versus actual position. For example, the 'testing the system' task is shown as partially complete - the shaded (actual) portion of the bar reaches only part way along the planned bar, so the task has started but is not yet finished.
Relate it to the current point in time. Compare the shaded progress against the "today" marker: if the shading falls short of the marker the task is behind schedule, and if it reaches or passes it the task is on or ahead of schedule.
Markers reward reading the chart accurately rather than describing what a Gantt chart is in general.
2022 HSC3 marksDescribe the advantages of forming a project team from various departments in an organisation when reviewing an existing system.Show worked answer →
For 3 marks give three distinct advantages of a cross-departmental (multidisciplinary) team and tie each to reviewing an existing system.
Broader expertise. Members from different departments bring different technical and business knowledge, so problems in the existing system are identified from several viewpoints rather than just IT's.
More complete requirements. Each department represents its own users and participants, so the review captures how the system actually affects every area of the business, reducing the chance of missing a requirement.
Greater buy-in and smoother change. Involving staff from across the organisation builds ownership of the recommendations, so any changes that follow the review are more likely to be accepted and adopted.
Markers reward advantages that are clearly linked to the review task, not generic teamwork comments.
2020 HSC3 marksHow could a project manager use communication skills to resolve a disagreement between two team members?Show worked answer →
The dot point covers communication as a project management technique, so for 3 marks describe specific skills and how each helps resolve the conflict.
Active listening. The manager hears both team members separately and together, restating each position so each feels understood and the real source of disagreement is clarified.
Negotiation and mediation. The manager facilitates a discussion focused on the project goal, helping the pair find common ground and agree on a workable compromise rather than taking sides.
Clear, documented communication. The manager confirms the agreed way forward in writing (for example in the project journal or a follow-up message) so responsibilities are unambiguous and the disagreement does not recur.
Markers reward named communication skills applied to resolving the disagreement, not a list of generic traits.