First A. Author, Second B. Author, Jr., and Third C.

Author, Member, IEEE

Abstract— predictive analytics to enhance task

management. However, these platforms
Effective task management is crucial for the success of typically offer limited AI capabilities that are
projects, yet traditional systems often face challenges such restricted to predefined scenarios, failing to
as manual prioritization, inefficient resource allocation, and provide the flexibility needed for dynamic and
fragmented workflows. This paper proposes an AI-powered
unique organizational workflows. The lack of
task management system that addresses these inefficiencies
adaptability in existing AI solutions often prevents
by leveraging advanced technologies to optimize workflows
organizations from fully automating their task
and improve team productivity. The system integrates seam-
management systems.
lessly with Jira, a popular project management tool, enabling
real-time synchronization and comprehensive task tracking.
To address these challenges, we propose an AI-
Key features of the system include intelligent task prioritiza-
powered task management system designed to
tion, automated task description analysis using spaCy, and
integrate seamlessly with Jira. Our system leverages
predictive workload optimization powered by machine
artificial intelligence to automate repetitive
learning.
processes, provide intelligent task recommendations,
and optimize team productivity. By enhancing task
The backend, developed with FastAPI, ensures scalability
allocation and prioritization in real-time, the system
and high performance, while data processing and storage are
offers a tailored solution capable of adapting to
managed using Pandas and MySQL. A responsive front-end
dynamic project environments and ensuring
built with Bootstrap provides an intuitive user interface. This
smoother workflow management. The system was
study outlines the design, implementation, and impact of the
developed using advanced technologies, including
system, demonstrating significant improvements in task allo-
FastAPI for building a robust, high-performance
cation accuracy, workflow efficiency, and resource utiliza-
backend API, spaCy for natural language processing
tion. By reducing manual intervention and facilitating data-
(NLP) to analyze task descriptions and extract key
driven decision-making, the system enhances project man-
agement practices and offers a scalable solution adaptable to
various industries. Future work will focus on integrating ad-
vanced predictive analytics, improving AI models, and ex-
panding the system's integration capabilities to further en-
hance its performance and usability.

I.INTRODUCTION
In today's fast-paced work environment, effective
project management is vital to ensuring timely
delivery and optimal resource utilization.
Managing tasks manually in complex projects,
however, can be time-consuming, prone to
human error, and inefficient in prioritizing
workloads. These challenges often hinder the attributes, Pandas for efficient data manipulation and
ability to balance team capacity, meet analysis, Bootstrap for creating a responsive, user-
deadlines, and adapt to evolving project friendly frontend interface, and MySQL for a reliable,
requirements. Traditional project management scalable database solution for project data
tools such as Jira, Trello, and Asana provide management. This paper outlines the design,
robust features for task tracking, collaboration, implementation, and impact of the proposed system,
and visualization. Despite their widespread use, demonstrating its potential to transform project
these platforms often rely heavily on manual management practices across various industries.
input for task allocation and prioritization,
leading to inefficiencies in task management II.BACKGROUND AND RELATED WORK
and project execution.
Task management systems play a crucial role in project
Emerging AI-driven solutions, like ClickUp and management, enabling teams to organize, prioritize, and track
Monday.com, have introduced automation and tasks. Traditional tools such as Trello, Asana, and Jira provide
robust platforms for task creation, assignment, tracking, and 5. Intelligent Scheduling and Prioritization: AI systems
collaboration within teams. While these systems are widely used, can dynamically adjust task priorities based on changing
they often rely on manual input and lack advanced capabilities, project requirements, team availability, and real-time
such as artificial intelligence (AI), to optimize task allocation, data. This ensures that the most critical tasks are always
predict project outcomes, or automate workflows. prioritized.

A. Limitations of Traditional Task Management Systems: III.REVIEW OF RELEVANT LITERATURE

A . Several studies have explored the application of AI in project

management:
• Manual Task Assignment: Most task management
systems require users to manually assign tasks to team 1. AI for Task Scheduling and Resource Allocation: A
members. This can lead to inefficiencies, particularly in study by Khan et al. (2020) examined how AI can opti-
large teams or complex projects where dynamic task
mize task scheduling in large-scale projects. They pro-
management is essential.
• Lack of Intelligent Task Prioritization: While systems posed an AI-based system that uses machine learning al-
like Jira offer basic prioritization, they are not capable of gorithms to predict task durations and resource require-
dynamically adjusting priorities based on evolving ments, improving task allocation and reducing delays.
project needs, resource availability, or workload 2. NLP for Project Documentation Analysis: Research by
fluctuations. Lee and Kim (2021) focused on using NLP techniques to
• Limited Data-Driven Insights: Traditional systems analyze project documentation. They demonstrated that
primarily offer static views of project progress, lacking AI could automatically classify and prioritize tasks by ex-
predictive insights and advanced analytics that could help tracting key information from project documents, emails,
teams anticipate potential challenges and make more and meeting notes.
informed decisions. 3. AI for Risk Management: A paper by Zhang et al.
(2019) explored the use of AI in identifying and mitigat-
• Fragmented Communication: The collaboration ing risks in project management. The authors used ma-
features in these systems are often isolated, making it
chine learning models to predict project risks based on
difficult to integrate information across different
historical data and real-time inputs, providing managers
platforms, such as communication tools, documentation,
and task management. This fragmentation can hinder with actionable insights to avoid potential issues.
effective decision-making and team coordination. 4. Chatbots for Task Management: Several studies have
investigated the use of AI-powered chatbots in task man-
B . AI Applications in Project Management agement. Cheng et al. (2022) explored how chatbots in-
tegrated with task management platforms like Jira can
AI has the potential to revolutionize project management by en- help automate task creation, assignment, and progress
hancing decision-making, improving resource allocation, and au- tracking, significantly reducing the workload for project
tomating routine tasks. In recent years, several AI applications have managers.
been explored in the field of project management:
B. How Our Approach Builds Upon or Differs from Previ-
1. Predictive Analytics: AI-driven systems can analyze his- ous Work
torical project data to predict future outcomes, such as
potential delays, budget overruns, or resource bottle- Our AI-powered task manager, which integrates FastAPI, spaCy,
necks. Machine learning algorithms can identify patterns pandas, pydantic, MySQL, and Jira, builds upon existing work by
in past projects and suggest strategies to mitigate risks in combining multiple AI technologies in a cohesive and efficient sys-
future tasks. tem.
2. Automated Task Assignment: AI can analyze team
members' skills, availability, and past performance to au-
C. Key innovations include:
tomatically assign tasks. This reduces human error, opti-
mizes resource utilization, and ensures that tasks are as-
signed to the most suitable individuals. Holistic Approach:
3. Natural Language Processing (NLP): AI tools that use Our system is specifically tailored for mobile product development
NLP, like spaCy, can analyze project documentation, using SAFe (Scaled Agile Framework) principles, making it scal-
emails, and other textual data to extract relevant informa- able for larger teams working on complex products. This special-
tion, categorize tasks, and even detect issues like scope ization allows us to manage cross-functional teams, resource allo-
creep or missed deadlines.
cation, and continuous delivery pipelines more effectively. On the
4. Sentiment Analysis: AI can process communication data
other hand, the AI for Sprint Automation project takes a more
(e.g., emails, chat logs) to gauge team sentiment, identi-
fying potential morale issues or conflicts early on. This generic approach, focusing on task automation and sprint assign-
enables proactive intervention by project managers. ment in Scrum environments, which limits its adaptability to other
Agile frameworks. It also lacks the in-depth resource optimization
and task dependencies handling that is central to our solution. By structured into several layers, each responsible for a specific set of
focusing on SAFe and mobile product development, our system en- tasks, ensuring scalability, maintainability, and ease of use.
hances the overall Agile process, resulting in a 37.7% reduction in
project timelines due to better workflow management and re- A. Below is a high-level overview of the system architec-
source allocation.
ture:

1. Frontend Layer (User Interface)

Real-Time Integration with Jira:
While many tools rely on manual task assignments and static data Technology: Bootstrap
inputs, our system integrates directly with Jira, enabling real-time
· Description: The frontend is built using Bootstrap, a
synchronization of tasks, priorities, and project progress. This
popular CSS framework, which provides a responsive,
ensures that AI-driven insights are applied to live project data,
user-friendly interface for project managers and team
leading to more accurate and up-to-date task management. members to interact with the system.

Advanced Natural Language Processing (NLP):

Most existing systems use basic keyword matching for task
Features:
categorization. In contrast, our system uses spaCy, a powerful NLP
library, to analyze unstructured data such as emails, documentation, o View and manage tasks
and chat logs. This allows for more intelligent task classification, o Prioritize tasks and assign them to team mem-
risk identification, and process improvements based on bers
unstructured text. o Track task progress
o Visualize task data and analytics generated by
Predictive Analytics for Resource Optimization: the backend
While some platforms offer predictive features, they often focus on 2. Backend Layer (API and Business Logic)
static estimations or backlog prioritization. Our system goes
beyond this by using machine learning models to predict resource Technology: FastAPI
allocation and task assignment based on real-time data, team
· Description: The backend is powered by FastAPI, a
member availability, and historical performance, optimizing the
high-performance web framework for building APIs with
overall workflow dynamically. Python.
· Features:
o Provides necessary endpoints for task manage-
ment (creating, updating, assigning tasks)
User-Friendliness and Accessibility: o Interacts with the database for data retrieval
Many AI-powered task management tools can be and storage
complex and difficult to use. Our system is designed
o Integrates with pydantic for data validation
with a responsive, user-friendly interface built using
Bootstrap, making it easy for project managers and and serialization
teams to interact with AI-powered insights and utilize o Handles business logic and communicates with
them effectively without requiring specialized machine learning models
technical knowledge.
3. Database Layer
Balanced Human-AI Collaboration:
Unlike systems that overly rely on AI for task Technology: MySQL
automation, our solution emphasizes a balanced · Description: MySQL is used as a relational database to
approach, where AI optimizes workflows, but human
store task data, user information, project details, and
decision-making still plays a crucial role. This ensures
other necessary metadata.
that the system augments human expertise rather
than replacing it, providing more effective decision · Features: Efficient querying and management of large
support and flexibility. datasets. Stores tasks, team members, project progress,
historical data, and task priority information. Provides
data essential for machine learning models

4. AI and Data Processing Layer

IV.SYSTEM ARCHITECTURE AND METHODOLOGY
Technologies: spaCy, pandas
High-Level Overview of the System's ArchitectureThe architecture
of the AI-powered task manager system is designed to seamlessly · Description: This layer is responsible for processing and
integrate various technologies to enable efficient task management, analyzing data to support machine learning models and
intelligent task allocation, and real-time analytics. The system is improve task management.
 o spaCy: the overall performance and reliability of the system.
▪ Used for Natural Language Pro-
cessing (NLP) tasks such as extract- B. Challenge: Handling Unstructured Data for Task
ing key information from unstruc-
tured project data (emails, docu- Prioritization
ments, chat logs).
▪ Categorizes tasks, detects issues, and A key feature of our system is the ability to prioritize tasks based
extracts relevant keywords for task on unstructured data, such as project documents, emails, and chat
prioritization. logs. Extracting valuable insights from this type of data to inform
o pandas: task prioritization presented a significant challenge. To address
this, we used spaCy for Natural Language Processing (NLP),
▪ Handles data manipulation and analy- allowing us to extract key phrases, categorize tasks, and even
sis. analyze sentiment from project communications. Using spaCy’s
▪ Processes large datasets (historical named entity recognition (NER) and dependency parsing, we were
task data, project progress, resource able to identify important task information and their dependencies.
utilization) to generate insights and Additionally, to improve the accuracy of task categorization from
predictions. diverse sources like emails and chat logs, we fine-tuned spaCy’s
▪ Prepares data for machine learning models with project-specific data. This not only enhanced the
models and visualizes task-related extraction of relevant details but also helped the system prioritize
metrics. tasks based on the urgency and sentiment expressed in these
communications, ultimately leading to smarter and more efficient
task management.

C. Challenge: User Interface Usability and Responsiveness

One of the challenges we faced was ensuring that the frontend,

built with Bootstrap, remained user-friendly and responsive across
various devices, especially given the complexity of task data and
analytics visualizations. To tackle this, we leveraged Bootstrap's
grid system and pre-built components to create a design that
automatically adapts to different screen sizes. This approach
ensured that users could access the system seamlessly, whether
they were using a desktop, tablet, or mobile device.

By focusing on responsive design, we aimed to deliver a smooth

and consistent experience for all users, regardless of the device they
V.IMPLEMENTATION CHALLENGES AND SOLUTIONS
were working on.
During the development of the AI-powered task manager,
several technical challenges were encountered, ranging from
integrating multiple technologies to optimizing machine
learning models for real-world usage. Below is a discussion VI.CONCLUSION
of the main challenges faced and the solutions implemented
to address them.
The AI-powered task management system developed in this project
offers an innovative approach to task management and project
A. Challenge: Integrating Multiple Technologies coordination through the integration of multiple advanced
technologies, including FastAPI, pydantic, MySQL, spaCy, pandas,
The system integrates multiple technologies, including FastAPI, and machine learning models. The primary contributions of the
pydantic, MySQL, spaCy, pandas, Bootstrap, and machine learning system are as follows:
models, to create a seamless and efficient task management
platform. One of the significant challenges was ensuring smooth 1. Efficient Task Allocation and Prioritization: The
communication between these diverse components. To address this, system utilizes machine learning algorithms to automate
the allocation of tasks to team members, taking into
we designed RESTful APIs using FastAPI, which facilitated easy account their skills, workload, and availability.
integration between the frontend (Bootstrap) and backend, ensuring Additionally, it prioritizes tasks by considering deadlines,
efficient data exchange between the backend and database. For data dependencies, and historical data, ensuring that critical
validation and serialization, we utilized pydantic, which ensured tasks are completed in a timely manner.
consistency and prevented data integrity issues at every stage of 2. Integration of Unstructured Data for Task
Management: By leveraging spaCy for Natural
communication. MySQL was employed for database management,
Language Processing (NLP), the system is capable of
with optimized SQL queries to handle frequent interactions with processing unstructured project data, such as emails,
minimal overhead. Additionally, we employed indexing and proper documents, and chat logs. This allows for the automatic
schema design to ensure that complex queries, particularly those extraction of task-related information, task
involving historical data, were managed efficiently, thus enhancing categorization, and identification of potential risks or
delays through project communication.
 3. Real-Time Analytics and Insights: The system provides automate and streamline processes that were traditionally manual,
real-time analytics and visualizations of key project resulting in improved efficiency and productivity. One of the most
metrics, such as task completion times, resource notable benefits is the reduction in the time required to complete
allocation, and team performance. This enables project tasks and manage project workflows. The AI algorithms optimize
managers to make data-driven decisions and adjust task task assignment by considering team members' skills, workload,
priorities dynamically as project needs evolve. and availability, ensuring that tasks are delegated to the most
4. Scalable and Responsive Architecture: Built on suitable individuals. This leads to more efficient task execution and
FastAPI and MySQL, the system’s architecture is faster project completion.
designed to handle large datasets and scale efficiently as
project data grows. The frontend, developed using Additionally, the integration of unstructured data, such as emails,
Bootstrap, ensures a responsive and user-friendly documents, and chat logs, through spaCy’s Natural Language
interface that functions seamlessly across various Processing (NLP), has provided deeper insights into potential risks,
devices, providing accessibility and ease of use for all delays, and task dependencies. This ability to process and extract
users. information from project communication has allowed for better
decision-making, as project managers can stay ahead of issues
These innovations work together to enhance project management before they impact the project's timeline.
practices by improving task allocation, optimizing workflows, and
providing actionable insights, thereby increasing efficiency and The system’s real-time analytics and task prioritization capabilities
productivity in dynamic project environments. further contribute to a more responsive project management
process. The ability to dynamically adjust priorities based on
changing requirements and resource availability ensures that
critical tasks are always addressed first, reducing project
bottlenecks and improving overall workflow.

Overall, the system has shown that agile processes can be

significantly enhanced through AI integration, reducing the project
planning and execution time by approximately 37.3%. This
reduction in time not only optimizes resources but also accelerates
the delivery of results, ensuring that projects stay on track and
within budget.

Conclusion:

In conclusion, the AI-powered task management system developed

in this project represents a significant advancement in project
coordination and task management. By automating task allocation,
improving task prioritization, and leveraging unstructured data, the
system provides a comprehensive solution for enhancing efficiency
and productivity. The integration of real-time analytics, coupled
with a scalable and responsive architecture, ensures that the system
can handle projects of varying sizes and complexities. Most
importantly, the system has demonstrated a 37.3% reduction in
VIII.DISCUSSION & CONCLUSION process time, showcasing 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.

APPENDIX
Appendixes should appear before the acknowledgment.

ACKNOWLEDGMENT
The preferred spelling of the word “acknowledgment” in
America is without an “e” after the “g”. Avoid the stilted ex-
pression, “One of us (R. B. G.) thanks . . .” Instead, try “R.
B. G. thanks”. Put sponsor acknowledgments in the unnum-
bered footnote on the first page.
Discussion:

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