AI POWERED TASK MANAGER FOR AGILE SAFE

PROCESS

Dr. Vanaja Roselin Chirchi2

Gokul Yadhava G1, Abhay S Gowda1, Harshita Jena1 and Arepalli Krishna Karthik1, Department of Informa-
tion Science and Engineering, Dayananda Sagar Academy of Technology and Management, Kanakapura
Main Road, Udayapura, Opp. Art of Living, Bangalore 560 082, Karnataka, India.
2 Professor and Research Guide, Department of Computer Science and Engineering, Dayananda Sagar

Abstract— ity to prioritize tasks and allocate resources effectively [6].

These advancements underscore the transformative poten-
Effective task management is crucial for project success, tial of AI to enable more adaptive, efficient, and scalable
yet traditional systems often struggle with manual priori- project management methodologies. advancements under-
tization, inefficient resource allocation, and fragmented score the transformative potential of AI in enabling more
workflows. This study presents an AI-powered task man- adaptive, efficient, and scalable project management
agement system designed to optimize workflows and en- methodologies.Management practices by improving work-
hance team productivity. The system integrates Jira for flow efficiency, reducing manual intervention, and en-
real-time synchronization and features intelligent task abling data-driven decision making.
prioritization, NLP-based task analysis, and predictive
workload optimization. Developed using FastAPI, spaCy,
Pandas, MySQL, and Bootstrap, the system demon-
strates a 37.3% reduction in project timelines through
improved task allocation and workflow efficiency. This
scalable solution offers a significant potential for trans-
forming project management across various industries.

Keywords: Agile Software Develpment; AI-powered Task

Management; Jira Integration

I.INTRODUCTION

In today's fast-paced and complex work environment, ef-

fective project management is essential to ensure timely
delivery and optimal resource utilization. However, tradi-
tional task management systems often rely heavily on
manual inputs, leading to inefficiencies in task allocation,
prioritization, and resource optimization [1]. Recent ad-
vances in artificial intelligence (AI) have introduced inno-
vative solutions to these challenges, transforming project
management practices with automation, predictive analyt-
ics, and intelligent decision-making [2], [3]. AI-driven
tools such as those integrating generative AI into agile Figure 1: Time Comparison of Manual vs AI-Assisted Agile
frameworks have been shown to address common project Processes
management challenges by enhancing task handling, risk
management, and overall team productivity [2], [4]. More-
over, intelligent assistants and plugins integrated with plat-
forms such as Jira provide automated solutions for task
creation, assignment, monitoring, and streamlining the
software development lifecycle [5]. Additionally, data-
driven approaches, such as the use of SpaCy to extract in-
sights from unstructured data, offer organizations the abil-
 artificial intelligence (AI), to optimize task allocation, pre-
dict project outcomes, or automate workflows.
II.BACKGROUND AND RELATED WORK

A. Limitations of Traditional Task Management Systems:

The rapid evolution of artificial intelligence (AI) has signifi-
cantly impacted project management and software develop-
ment, enabling more efficient workflow and decision-mak-
ing processes. This section reviews the relevant literature, • Manual Task Assignment: Most task management
highlighting the advancements in AI-driven project manage- systems require users to manually assign tasks to
ment systems and their applications. team members. This can lead to inefficiencies,
particularly in large teams or complex projects
Saklamaeva and Pavlič (2023) emphasized the role of AI in where dynamic task management is essential.
modern software engineering, showcasing its potential to • Lack of Intelligent Task Prioritization: While
streamline processes, reduce manual interventions, and im- systems like Jira offer basic prioritization, they are
prove resource utilization. Their work provides foundational not capable of dynamically adjusting priorities
insights into how AI technologies can enhance project effi- based on evolving project needs, resource
ciency [1]. availability, or workload fluctuations.
• Limited Data-Driven Insights: Traditional
Bahi et al. (2024) extended this understanding by focusing systems primarily offer static views of project
on generative AI's applications in agile software develop- progress, lacking predictive insights and advanced
ment. They demonstrated how AI-powered tools could ad- analytics that could help teams anticipate potential
dress challenges, such as task prioritization and team collab- challenges and make more informed decisions.
oration, ultimately improving project outcomes [2].
• Fragmented Communication: The collaboration
Karim Zadeh et al. (2024) explored innovations in agile features in these systems are often isolated, making
project management facilitated by AI. Their research high- it difficult to integrate information across different
lighted the integration of AI-driven systems to enhance real- platforms, such as communication tools,
time decision making, risk management, and task delegation documentation, and task management. This
in complex project environments [3]. fragmentation can hinder effective decision-making
and team coordination.
Hamza et al. (2024) examined the role of AI-driven assis-
tants in scaled agile frameworks. Their study revealed that B . AI Applications in Project Management
such assistants could optimize task automation and data
analysis, support large-scale project implementation, and en- AI has the potential to revolutionize project management by
hance team productivity [4]. enhancing decision-making, improving resource allocation,
and automating routine tasks. In recent years, several AI ap-
Mittal and Mehta (2020) investigated the integration of AI plications have been explored in the field of project manage-
plugins with project management tools such as Jira. They ment:
demonstrated how such integration could improve communi-
cation, task tracking, and overall project performance in De- 1. Predictive Analytics: AI-driven systems can ana-
vOps environments [5]. lyze historical project data to predict future out-
comes, such as potential delays, budget overruns, or
Hu, Gong, and He (2022) presented a data-driven approach resource bottlenecks. Machine learning algorithms
using SpaCy to identify emerging trends and technologies in can identify patterns in past projects and suggest
project management. Their work illustrated how AI could
strategies to mitigate risks in future tasks.
process large datasets to extract actionable insights, aiding
2. Automated Task Assignment: AI can analyze
strategic decision-making and prioritization [6].
team members' skills, availability, and past perfor-
This body of work provides a comprehensive foundation for mance to automatically assign tasks. This reduces
understanding how AI transforms project management and human error, optimizes resource utilization, and en-
software development. The subsequent sections delve into sures that tasks are assigned to the most suitable in-
specific applications and methodologies that leverage these dividuals.
advancements. 3. Natural Language Processing (NLP): AI tools
Figure 1 shows a comparative analysis of traditional task that use NLP, like spaCy, can analyze project doc-
management tools, AI-powered solutions, and the proposed umentation, emails, and other textual data to extract
system. While these systems are widely used, they often relevant information, categorize tasks, and even de-
rely on manual input and lack advanced capabilities, such as tect issues like scope creep or missed deadlines.
 4. Sentiment Analysis: AI can process communica- vOps environments. Their study showed that such
tion data (e.g., emails, chat logs) to gauge team sen- integrations significantly optimized task manage-
timent, identifying potential morale issues or con- ment processes, improved communication, and en-
flicts early on. This enables proactive intervention hanced overall project outcomes [5].
by project managers. 6) Data-Driven Insights with SpaCy:
5. Intelligent Scheduling and Prioritization: AI sys- Hu, Gong, and He (2022) presented a data-driven
approach using SpaCy to identify cutting-edge
tems can dynamically adjust task priorities based on
technologies and trends in project management.
changing project requirements, team availability,
Their research showcased how AI could analyze
and real-time data. This ensures that the most criti- large datasets to extract actionable insights, aiding
cal tasks are always prioritized. in better decision-making and task prioritization
[6].
7) B. How Our Approach Builds Upon or Differs from
III.REVIEW OF RELEVANT LITERATURE Previous Work

Our AI-powered task manager, which integrates FastAPI,

A . Several studies have explored the application of AI in
project management: spaCy, pandas, pydantic, MySQL, and Jira, builds upon ex-
isting work by combining multiple AI technologies in a co-
hesive and efficient system.
1) AI for Task Optimization:
Saklamaeva and Pavlič (2023) explored the role of
AI in enhancing software engineering practices, C. Key innovations include:
emphasizing its potential to streamline task man-
agement and improve project efficiency. Their Holistic Approach:
study highlighted the application of intelligent algo- Our system is specifically tailored for mobile product devel-
rithms for automating repetitive processes, reducing
opment using SAFe (Scaled Agile Framework) principles,
manual errors, and optimizing workflows [1].
2) Generative AI for Agile Develop- making it scalable for larger teams working on complex
ment: products. This specialization allows us to manage cross-
Bahi et al. (2024) investigated the integration of functional teams, resource allocation, and continuous deliv-
generative AI into agile software development ery pipelines more effectively. On the other hand, the AI for
frameworks. They demonstrated how AI-driven
Sprint Automation project takes a more generic approach,
tools could mitigate common project management
challenges by automating task prioritization, en- focusing on task automation and sprint assignment in Scrum
hancing collaboration, and providing actionable in- environments, which limits its adaptability to other Agile
sights to ensure timely project delivery [2]. frameworks. It also lacks the in-depth resource optimization
3) AI Innovations in Agile Project Man- and task dependencies handling that is central to our solu-
agement: tion. By focusing on SAFe and mobile product development,
Karim Zadeh, Bagheri Khoulenjani, and Safaei
our system enhances the overall Agile process, resulting in a
(2024) examined innovations in AI applications for
agile project management. Their research focused 37.7% reduction in project timelines due to better work-
on the benefits of AI-driven systems in improving flow management and resource allocation.
task delegation, risk prediction, and real-time deci-
sion-making, enabling managers to handle complex Real
projects more effectively [3]. While many tools rely on manual task assignments and static
4) AI-Driven Assistants in Scaled Agile
data inputs, our system integrates directly with Jira, enabling
Development:
Hamza et al. (2024) analyzed the potential of AI- real-time synchronization of tasks, priorities, and project
driven assistants in scaled agile software develop- progress. This ensures that AI-driven insights are applied to
ment environments. Their findings indicated that live project data, leading to more accurate and up-to-date
these assistants could facilitate task automation, en- task management.
hance team productivity, and support large-scale
agile transformations through intelligent data analysis
Advanced Natural Language Processing (NLP):
and resource allocation [4].
5) Integration of AI Plugins with Most existing systems use basic keyword matching for task
Project Management Tools: categorization. In contrast, our system uses spaCy, a
Mittal and Mehta (2020) demonstrated the impact powerful NLP library, to analyze unstructured data such as
of integrating AI plugins with tools like Jira in De- emails, documentation, and chat logs. This allows for more
intelligent task classification, risk identification, and process Frontend Layer is developed with Bootstrap, a responsive
improvements based on unstructured text. CSS framework, to create an intuitive interface for project
managers and team members. It allows users to view and
manage tasks, assign and prioritize them to team members,
Predictive Analytics for Resource Optimization:
monitor progress, and visualize task-related data and analyt-
While some platforms offer predictive features, they often ics. The Backend Layer, driven by FastAPI, manages API
focus on static estimations or backlog prioritization. Our endpoints for task management, connects with the database
system goes beyond this by using machine learning models for data fetching and storage, validates and serializes data
to predict resource allocation and task assignment based on through Pydantic, and executes business logic, including in-
teractions with machine learning models. The Database
real-time data, team member availability, and historical
Layer employs MySQL as a relational database to retain task
performance, optimizing the overall workflow dynamically. data, user details, project information, and historical meta-
data, facilitating efficient querying and data management
crucial for machine learning and analytics. Lastly, the AI
and Data Processing Layer utilizes spaCy for Natural Lan-
User-Friendliness and Accessibility: guage Processing (NLP) functions, such as extracting vital
Many AI-powered task management tools can be complex information from unstructured data like emails and chat logs,
and difficult to use. Our system is designed with a categorizing tasks, and identifying issues. Moreover, pandas
responsive, user-friendly interface built using Bootstrap, is incorporated for data manipulation and examination, han-
making it easy for project managers and teams to interact dling large datasets to yield insights, predictions, and visual-
with AI-powered insights and utilize them effectively izations, while also preparing data for machine learning
without requiring specialized technical knowledge. models. Collectively, these layers guarantee a robust, effec-
tive, and intelligent task management system. In the
Balanced Human-AI Collaboration: Figure 2 AI Task Manager System Architecture backend is
Unlike systems that overly rely on AI for task automation, powered by FastAPI, a high-performance web framework
our solution emphasizes a balanced approach, where AI for building APIs with Python.
optimizes workflows, but human decision-making still plays
a crucial role. This ensures that the system augments human
expertise rather than replacing it, providing more effective
decision support and flexibility.

IV.SYSTEM ARCHITECTURE AND METHODOLOGY

The architecture of the AI-powered task manager system

was designed to seamlessly integrate various technologies to Figure 2: AI Task Manager System Architecture
enable efficient task management, intelligent task allocation,
and real-time analytics. The system is structured into several
layers, each responsible for a specific set of tasks to ensure
scalability, maintainability, and ease of use. Figure 2: AI
Task Manager System Architecture - The flowchart illus-
trates the interconnected components of the system, demon-
strating the flow of the data and decision-making processes.
Starting from the task input, the system processes through V.IMPLEMENTATION CHALLENGES AND SOLUTIONS
various stages, including natural language processing, task During the development of the AI-powered task manager,
classification, and allocation, culminating in task execution several technical challenges were encountered, ranging from
and monitoring. This architecture emphasizes the system's integrating multiple technologies to optimizing machine
ability to handle complex task management workflows while learning models for real-world usage. Below is a discussion
maintaining efficient communication between different mod- of the main challenges faced and the solutions implemented
ules. to address them.
A. Below is a high-level overview of the system architec-
ture: A. Challenge: Integrating Multiple Technologies

The system architecture comprises four primary layers: the The system integrates multiple technologies, including
Frontend Layer, Backend Layer, Database Layer, and AI and FastAPI, pydantic, MySQL, spaCy, pandas, Bootstrap, and
Data Processing Layer, each utilizing distinct technologies
to provide a cohesive task management experience. The machine learning models, to create a seamless and efficient
task management platform. One of the significant challenges Figure 3 Development Cycle Efficiency Metrics - The graph
was ensuring smooth communication between these diverse presents efficiency measurements across different
components. To address this, we designed RESTful APIs development phases, highlighting both current performance
using FastAPI, which facilitated easy integration between (shown in blue) and improvement potential (shown in
the frontend (Bootstrap) and backend, ensuring efficient data green). The data revealed varying efficiency levels
exchange between the backend and database. For data throughout the development cycle, with notable fluctuations
validation and serialization, we utilized pydantic, which between the planning, development, testing, and deployment
ensured consistency and prevented data integrity issues at stages. This visualization helped inform our responsive
every stage of communication. MySQL was employed for design decisions by identifying areas where user interface
database management, with optimized SQL queries to optimizations could enhance the overall system efficiency.
handle frequent interactions with minimal overhead.
Additionally, we employed indexing and proper schema
design to ensure that complex queries, particularly those
VI.CONCLUSION
involving historical data, were managed efficiently, thu s
enhancing the overall performance and reliability of the system.
The AI-powered task management system developed in this project
offers an innovative approach to task management and project
B. Challenge: Handling Unstructured Data for Task
Prioritization

A key feature of our system is the ability to prioritize tasks

based on unstructured data, such as project documents,
emails, and chat logs. Extracting valuable insights from this
type of data to inform task prioritization presented a
significant challenge. To address this, we used spaCy for
Natural Language Processing (NLP), allowing us to extract
key phrases, categorize tasks, and even analyze sentiment
from project communications. Using spaCy’s named entity
recognition (NER) and dependency parsing, we were able to
identify important task information and their dependencies.
Additionally, to improve the accuracy of task categorization coordination through the integration of multiple advanced
from diverse sources like emails and chat logs, we fine- technologies, including FastAPI, pydantic, MySQL, spaCy, pandas,
tuned spaCy’s models with project-specific data. This not and machine learning models. The primary contributions of the
only enhanced the extraction of relevant details but also system are as follows:
helped the system prioritize tasks based on the urgency and
sentiment expressed in these communications, ultimately 1. Efficient Task Allocation and Prioritization: The
leading to smarter and more efficient task management. system utilizes machine learning algorithms to
automate the allocation of tasks to team members,
C. Challenge: User Interface Usability and Responsiveness taking into account their skills, workload, and
availability. Additionally, it prioritizes tasks by
One of the challenges we faced was ensuring that the frontend, considering deadlines, dependencies, and historical
data, ensuring that critical tasks are completed in a
built with bootstrap, remained user-friendly and responsive
timely manner.
across various devices, especially given the complexity of
task data and analytics visualizations. To address this, we 2. Integration of Unstructured Data for Task
leveraged Bootstrap's grid system and pre-built components
to create a design that automatically adapts to different Figure 3:Development Cycle Efficiency Metrics
screen sizes. This approach ensured that users could access
Management: By leveraging spaCy for Natural
the system seamlessly, regardless of whether they were Language Processing (NLP), the system is capable
using a desktop, tablet, or mobile device. By focusing on of processing unstructured project data, such as
responsive design, we aimed to deliver a smooth and emails, documents, and chat logs. This allows for
consistent experience for all users, regardless of the device the automatic extraction of task-related
on which they were working. information, task categorization, and identification
of potential risks or delays through project
communication.
 3. Real-Time Analytics and Insights: The system The system’s real-time analytics and task prioritization
provides real-time analytics and visualizations of capabilities further contribute to a more responsive project
key project metrics, such as task completion times, management process. The ability to dynamically adjust
resource allocation, and team performance. This
enables project managers to make data-driven priorities based on changing requirements and resource
decisions and adjust task priorities dynamically as availability ensures that critical tasks are always addressed
project needs evolve. first, reducing project bottlenecks and improving overall
4. Scalable and Responsive Architecture: Built on workflow. This impact is summarized in Figure 5: Time
FastAPI and MySQL, the system’s architecture is Savings Overview, which highlights the reduction in project
designed to handle large datasets and scale
delays and overall time savings achieved through AI
efficiently as project data grows. The frontend,
developed using Bootstrap, ensures integration.
5. a responsive and user-friendly interface that
functions seamlessly across various devices, Overall, the system has shown that agile processes can be
providing accessibility and ease of use for all users. significantly enhanced through AI integration, reducing the
project planning and execution time by approximately
These innovations work together to enhance project
37.3%. This reduction in time not only optimizes resources
management practices by improving task allocation,
optimizing workflows, and providing actionable insights, but also accelerates the delivery of results, ensuring that
thereby increasing efficiency and productivity in dynamic projects stay on track and within budget.
project environments.
project has demonstrated significant improvements in
several key aspects of project management. By incorporating
machine learning models for task allocation and
VIII.DISCUSSION & CONCLUSION prioritization, the system has been able to automate and

DISCUSSION:
The AI-powered task management system developed in this

project has demonstrated significant improvements in

several key aspects of project management. By incorporating
machine learning models for task allocation and
prioritization, the system has been able to automate and
streamline processes that were traditionally manual,
resulting in improved efficiency and productivity. One of the
most notable benefits is the reduction in the time required to
complete tasks and manage project workflows. The AI
algorithms optimize task assignment by considering team
members' skills, workload, and availability, ensuring that
tasks are delegated to the most suitable individuals. This
leads to more efficient task execution and faster project
completion, as illustrated in Figure 4: AI vs. Traditional
Development Time. Figure 4 :AI vs Traditional Development Time

Additionally, the integration of unstructured data, such as

emails, documents, and chat logs, through spaCy’s Natural
Language Processing (NLP), has provided deeper insights
into potential risks, delays, and task dependencies. This
ability to process and extract information from project
communication has allowed for better decision-making, as
project managers can stay ahead of issues before they impact Figure 5: Time Savings Overview
the project's timeline.
streamline processes that were traditionally manual,
resulting in improved efficiency and productivity. One of the
most notable benefits is the reduction in the time required to Management: Innovations, Challenges, and
complete tasks and manage project workflows. The AI Benefits,” in Proc. Int. Conf. Agile Project
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priorities based on changing requirements and resource “TaskAllocator: A Recommendation
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6. E. Morgan, T. Hall, and M. Scott,
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the effectiveness of AI in improving agile workflows. By .
optimizing task delegation and planning, the system not only
accelerates project timelines but also improves the overall
success rate of projects, making it an invaluable tool for
modern project management.

ACKNOWLEDGMENT

This research was not funded by any grant.

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