AI POWERED TASK MANAGER FOR AGILE SAFE

PROCESS

Abstract—

Effective task management is crucial for project success, II.BACKGROUND AND RELATED WORK
yet traditional systems often struggle with manual
prioritization, inefficient resource allocation, and
fragmented workflows. This study presents an AI- The rapid evolution of artificial intelligence (AI) has
powered task management system designed to optimize significantly impacted project management and software
workflows and enhance team productivity. The system development, enabling more efficient workflow and
integrates Jira for real-time synchronization and features decision-making processes. This section reviews the relevant
intelligent task prioritization, NLP-based task analysis, literature, highlighting the advancements in AI-driven
and predictive workload optimization. Developed using project management systems and their applications.
FastAPI, spaCy, Pandas, MySQL, and Bootstrap, the
system demonstrates a 37.3% reduction in project Saklamaeva and Pavlič (2023) emphasized the role of AI in
timelines through improved task allocation and workflow modern software engineering, showcasing its potential to
efficiency. This scalable solution offers a significant streamline processes, reduce manual interventions, and
potential for transforming project management across improve resource utilization. Their work provides
foundational insights into how AI technologies can enhance
various industries.
project efficiency [1].
Keywords: Agile Software Develpment; AI-powered Task
Management; Jira Integration Bahi et al. (2024) extended this understanding by focusing
on generative AI's applications in agile software

I. INTRODUCTION

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

effective project management is essential to ensure timely
delivery and optimal resource utilization. However,
traditional task management systems often rely heavily on
manual inputs, leading to inefficiencies in task allocation,
prioritization, and resource optimization [1]. Recent
advances in artificial intelligence (AI) have introduced
innovative solutions to these challenges, transforming
project management practices with automation, predictive
analytics, and intelligent decision-making [2], [3]. AI-
driven tools such as those integrating generative AI into
agile frameworks have been shown to address common Figure 1: Time Comparison of Manual vs AI-Assisted Agile
project management challenges by enhancing task
handling, risk management, and overall team productivity
[2], [4]. Moreover, intelligent assistants and plugins development. They demonstrated how AI-powered tools
integrated with platforms such as Jira provide automated could address challenges, such as task prioritization and
solutions for task creation, assignment, monitoring, and team collaboration, ultimately improving project outcomes
streamlining the software development lifecycle [5]. [2].
Additionally, data-driven approaches, such as the use of
SpaCy to extract insights from unstructured data, offer
Karim Zadeh et al. (2024) explored innovations in agile
organizations the ability to prioritize tasks and allocate
project management facilitated by AI. Their research
resources effectively [6]. These advancements underscore
highlighted the integration of AI-driven systems to enhance
the transformative potential of AI to enable more adaptive,
real-time decision making, risk management, and task
efficient, and scalable project management methodologies.
delegation in complex project environments [3].
advancements underscore the transformative potential of
AI in enabling more adaptive, efficient, and scalable
project management methodologies.Management practices
by improving workflow efficiency, reducing manual
intervention, and enabling data-driven decision making.
Hamza et al. (2024) examined the role of AI-driven
assistants in scaled agile frameworks. Their study revealed AI has the potential to revolutionize project management by
that such assistants could optimize task automation and data enhancing decision-making, improving resource allocation,
analysis, support large-scale project implementation, and and automating routine tasks. In recent years, several AI
enhance team productivity [4]. applications have been explored in the field of project
management:
Mittal and Mehta (2020) investigated the integration of AI
plugins with project management tools such as Jira. They 1. Predictive Analytics: AI-driven systems can
demonstrated how such integration could improve analyze historical project data to predict future
communication, task tracking, and overall project outcomes, such as potential delays, budget
performance in DevOps environments [5]. overruns, or resource bottlenecks. Machine learning
algorithms can identify patterns in past projects and
Hu, Gong, and He (2022) presented a data-driven approach suggest strategies to mitigate risks in future tasks.
using SpaCy to identify emerging trends and technologies in
project management. Their work illustrated how AI could 2. Automated Task Assignment: AI can analyze
process large datasets to extract actionable insights, aiding team members' skills, availability, and past
strategic decision-making and prioritization [6]. performance to automatically assign tasks. This
reduces human error, optimizes resource utilization,
This body of work provides a comprehensive foundation for and ensures that tasks are assigned to the most
understanding how AI transforms project management and suitable individuals.
software development. The subsequent sections delve into
specific applications and methodologies that leverage these 3. Natural Language Processing (NLP): AI tools
advancements. that use NLP, like spaCy, can analyze project
Figure 1 shows a comparative analysis of traditional task documentation, emails, and other textual data to
management tools, AI-powered solutions, and the proposed extract relevant information, categorize tasks, and
system. While these systems are widely used, they often even detect issues like scope creep or missed
rely on manual input and lack advanced capabilities, such as deadlines.
artificial intelligence (AI), to optimize task allocation,
predict project outcomes, or automate workflows. 4. Sentiment Analysis: AI can process
communication data (e.g., emails, chat logs) to
gauge team sentiment, identifying potential morale
A. Limitations of Traditional Task Management Systems: issues or conflicts early on. This enables proactive
intervention by project managers.
5. Intelligent Scheduling and Prioritization: AI
systems can dynamically adjust task priorities
• Manual Task Assignment: Most task management
based on changing project requirements, team
systems require users to manually assign tasks to
team members. This can lead to inefficiencies, availability, and real-time data. This ensures that
particularly in large teams or complex projects the most critical tasks are always prioritized.
where dynamic task management is essential.
• Lack of Intelligent Task Prioritization: While
systems like Jira offer basic prioritization, they are
III.REVIEW OF RELEVANT LITERATURE
not capable of dynamically adjusting priorities
based on evolving project needs, resource
availability, or workload fluctuations. A . Several studies have explored the application of AI in
• Limited Data-Driven Insights: Traditional project management:
systems primarily offer static views of project
progress, lacking predictive insights and advanced
analytics that could help teams anticipate potential 1) AI for Task Optimization:
challenges and make more informed decisions. Saklamaeva and Pavlič (2023) explored the role of
AI in enhancing software engineering practices,
Fragmented Communication: The collaboration emphasizing its potential to streamline task
•
features in these systems are often isolated, making management and improve project efficiency. Their
it difficult to integrate information across different study highlighted the application of intelligent
platforms, such as communication tools, algorithms for automating repetitive processes,
documentation, and task management. This reducing manual errors, and optimizing workflows
fragmentation can hinder effective decision-making [1].
and team coordination. 2) Generative AI for Agile Development:
Bahi et al. (2024) investigated the integration of
B . AI Applications in Project Management generative AI into agile software development
 frameworks. They demonstrated how AI-driven AI for Sprint Automation project takes a more generic
tools could mitigate common project management approach, focusing on task automation and sprint assignment
challenges by automating task prioritization, in Scrum environments, which limits its adaptability to other
enhancing collaboration, and providing actionable
Agile frameworks. It also lacks the in-depth resource
insights to ensure timely project delivery [2]. optimization and task dependencies handling that is central
3) AI Innovations in Agile Project Management: to our solution. By focusing on SAFe and mobile product
Karim Zadeh, Bagheri Khoulenjani, and Safaei development, our system enhances the overall Agile process,
(2024) examined innovations in AI applications for resulting in a 37.7% reduction in project timelines due to
agile project management. Their research focused
better workflow management and resource allocation.
on the benefits of AI-driven systems in improving
task delegation, risk prediction, and real-time
decision-making, enabling managers to handle Real
complex projects more effectively [3]. While many tools rely on manual task assignments and static
data inputs, our system integrates directly with Jira, enabling
4) AI-Driven Assistants in Scaled Agile real-time synchronization of tasks, priorities, and project
Development:
progress. This ensures that AI-driven insights are applied to
Hamza et al. (2024) analyzed the potential of AI-
driven assistants in scaled agile software live project data, leading to more accurate and up-to-date
development environments. Their findings task management.
indicated that these assistants could facilitate task
automation, enhance team productivity, and Advanced Natural Language Processing (NLP):
support large-scale agile transformations through Most existing systems use basic keyword matching for task
intelligent data analysis and resource allocation [4].
categorization. In contrast, our system uses spaCy, a
5) Integration of AI Plugins with Project powerful NLP library, to analyze unstructured data such as
Management Tools: emails, documentation, and chat logs. This allows for more
Mittal and Mehta (2020) demonstrated the impact intelligent task classification, risk identification, and process
of integrating AI plugins with tools like Jira in
improvements based on unstructured text.
DevOps environments. Their study showed that
such integrations significantly optimized task
management processes, improved communication, Predictive Analytics for Resource Optimization:
and enhanced overall project outcomes [5]. While some platforms offer predictive features, they often
focus on static estimations or backlog prioritization. Our
6) Data-Driven Insights with SpaCy:
Hu, Gong, and He (2022) presented a data-driven system goes beyond this by using machine learning models
approach using SpaCy to identify cutting-edge to predict resource allocation and task assignment based on
technologies and trends in project management. real-time data, team member availability, and historical
Their research showcased how AI could analyze performance, optimizing the overall workflow dynamically.
large datasets to extract actionable insights, aiding
in better decision-making and task prioritization
[6].
7) B. How Our Approach Builds Upon or Differs from User-Friendliness and Accessibility:
Previous Work Many AI-powered task management tools can be complex
and difficult to use. Our system is designed with a
Our AI-powered task manager, which integrates FastAPI, responsive, user-friendly interface built using Bootstrap,
spaCy, pandas, pydantic, MySQL, and Jira, builds upon making it easy for project managers and teams to interact
existing work by combining multiple AI technologies in a with AI-powered insights and utilize them effectively
without requiring specialized technical knowledge.
cohesive and efficient system.
Balanced Human-AI Collaboration:
C. Key innovations include: Unlike systems that overly rely on AI for task automation,
our solution emphasizes a balanced approach, where AI
Holistic Approach: optimizes workflows, but human decision-making still plays
Our system is specifically tailored for mobile product a crucial role. This ensures that the system augments human
development using SAFe (Scaled Agile Framework) expertise rather than replacing it, providing more effective
decision support and flexibility.
principles, making it scalable for larger teams working on
complex products. This specialization allows us to manage
cross-functional teams, resource allocation, and continuous
delivery pipelines more effectively. On the other hand, the
IV.SYSTEM ARCHITECTURE AND METHODOLOGY

The architecture of the AI-powered task manager system

was designed to seamlessly integrate various technologies to
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
illustrates the interconnected components of the system,
demonstrating the flow of the data and decision-making
processes. Starting from the task input, the system processes Figure 2: AI Task Manager System Architecture
through various stages, including natural language
processing, task classification, and allocation, culminating in
task execution and monitoring. This architecture emphasizes
the system's ability to handle complex task management
workflows while maintaining efficient communication
between different modules.
A. Below is a high-level overview of the system architecture:
V.IMPLEMENTATION CHALLENGES AND SOLUTIONS
The system architecture comprises four primary layers: the During the development of the AI-powered task manager,
Frontend Layer, Backend Layer, Database Layer, and AI and several technical challenges were encountered, ranging from
Data Processing Layer, each utilizing distinct technologies to integrating multiple technologies to optimizing machine
provide a cohesive task management experience. The learning models for real-world usage. Below is a discussion
Frontend Layer is developed with Bootstrap, a responsive of the main challenges faced and the solutions implemented
CSS framework, to create an intuitive interface for project to address them.
managers and team members. It allows users to view and
manage tasks, assign and prioritize them to team members, A. Challenge: Integrating Multiple Technologies
monitor progress, and visualize task-related data and
analytics. The Backend Layer, driven by FastAPI, manages The system integrates multiple technologies, including
API endpoints for task management, connects with the
FastAPI, pydantic, MySQL, spaCy, pandas, Bootstrap, and
database for data fetching and storage, validates and
serializes data through Pydantic, and executes business machine learning models, to create a seamless and efficient
logic, including interactions with machine learning models. task management platform. One of the significant challenges
The Database Layer employs MySQL as a relational was ensuring smooth communication between these diverse
database to retain task data, user details, project information, components. To address this, we designed RESTful APIs
and historical metadata, facilitating efficient querying and using FastAPI, which facilitated easy integration between
data management crucial for machine learning and analytics.
Lastly, the AI and Data Processing Layer utilizes spaCy for the frontend (Bootstrap) and backend, ensuring efficient data
Natural Language Processing (NLP) functions, such as exchange between the backend and database. For data
extracting vital information from unstructured data like validation and serialization, we utilized pydantic, which
emails and chat logs, categorizing tasks, and identifying ensured consistency and prevented data integrity issues at
issues. Moreover, pandas is incorporated for data every stage of communication. MySQL was employed for
manipulation and examination, handling large datasets to
yield insights, predictions, and visualizations, while also database management, with optimized SQL queries to
preparing data for machine learning models. Collectively, handle frequent interactions with minimal overhead.
these layers guarantee a robust, effective, and intelligent task Additionally, we employed indexing and proper schema
management system. In the design to ensure that complex queries, particularly those
Figure 2 AI Task Manager System Architecture backend is involving historical data, were managed efficiently, thus
powered by FastAPI, a high-performance web framework
enhancing the overall performance and reliability of the system.
for building APIs with Python.

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 2. Integration of Unstructured Data for Task
from project communications. Using spaCy’s named entity Management: By leveraging spaCy for Natural
recognition (NER) and dependency parsing, we were able to Language Processing (NLP), the system is capable
identify important task information and their dependencies. of processing unstructured project data, such as
Additionally, to improve the accuracy of task categorization emails, documents, and chat logs. This allows for
from diverse sources like emails and chat logs, we fine- the automatic extraction of task-related
tuned spaCy’s models with project-specific data. This not information, task categorization, and identification
only enhanced the extraction of relevant details but also of potential risks or delays through project
helped the system prioritize tasks based on the urgency and communication.
sentiment expressed in these communications, ultimately
leading to smarter and more efficient task management. 3. Real-Time Analytics and Insights: The system
provides real-time analytics and visualizations of
C. Challenge: User Interface Usability and Responsiveness key project metrics, such as task completion times,
resource allocation, and team performance. This
One of the challenges we faced was ensuring that the frontend, enables project managers to make data-driven
built with bootstrap, remained user-friendly and responsive decisions and adjust task priorities dynamically as
project needs evolve.
across various devices, especially given the complexity of
task data and analytics visualizations. To address this, we 4. Scalable and Responsive Architecture: Built on
leveraged Bootstrap's grid system and pre-built components FastAPI and MySQL, the system’s architecture is
to create a design that automatically adapts to different designed to handle large datasets and scale
screen sizes. This approach ensured that users could access efficiently as project data grows. The frontend,
the system seamlessly, regardless of whether they were using developed using Bootstrap, ensures
a desktop, tablet, or mobile device. By focusing on
5. a responsive and user-friendly interface that
responsive design, we aimed to deliver a smooth and functions seamlessly across various devices,
consistent experience for all users, regardless of the device providing accessibility and ease of use for all users.
on which they were working.
These innovations work together to enhance project
Figure 3 Development Cycle Efficiency Metrics - The graph management practices by improving task allocation,
presents efficiency measurements across different optimizing workflows, and providing actionable insights,
thereby increasing efficiency and productivity in dynamic
development phases, highlighting both current performance project environments.
(shown in blue) and improvement potential (shown in
green). The data revealed varying efficiency levels
throughout the development cycle, with notable fluctuations
between the planning, development, testing, and deployment VIII.DISCUSSION & CONCLUSION
stages. This visualization helped inform our responsive
design decisions by identifying areas where user interface DISCUSSION:
optimizations could enhance the overall system efficiency. The AI-powered task management system developed in this

project has demonstrated significant improvements in

several key aspects of project management. By incorporating
VI.CONCLUSION machine learning models for task allocation and
prioritization, the system has been able to automate and
The AI-powered task management system developed in this project streamline processes that were traditionally manual,
offers an innovative approach to task management and project
coordination through the integration of multiple advanced resulting in improved efficiency and productivity. One of the
technologies, including FastAPI, pydantic, MySQL, spaCy, pandas, most notable benefits is the reduction in the time required to
and machine learning models. The primary contributions of the complete tasks and manage project workflows. The AI
system are as follows:

1. Efficient Task Allocation and Prioritization: The

system utilizes machine learning algorithms to
automate the allocation of tasks to team members,
taking into account their skills, workload, and
availability. Additionally, it prioritizes tasks by
considering deadlines, dependencies, and historical
data, ensuring that critical tasks are completed in a
timely manner.

Figure 3:Development Cycle Efficiency Metrics

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.

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 4 :AI vs Traditional Development Time
the project's timeline.

The system’s real-time analytics and task prioritization

capabilities 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. This impact is summarized in Figure 5: Time
Figure 5: Time Savings Overview
Savings Overview, which highlights the reduction in project
delays and overall time savings achieved through AI streamline processes that were traditionally manual,
integration. resulting in improved efficiency and productivity. One of the
most notable benefits is the reduction in the time required to
Overall, the system has shown that agile processes can be complete tasks and manage project workflows. The AI
algorithms optimize task assignment by considering team
significantly enhanced through AI integration, reducing the members' skills, workload, and availability, ensuring that
project planning and execution time by approximately tasks are delegated to the most suitable individuals. This
37.3%. This reduction in time not only optimizes resources leads to more efficient task execution and faster project
but also accelerates the delivery of results, ensuring that completion.
projects stay on track and within budget.
Additionally, the integration of unstructured data, such as
emails, documents, and chat logs, through spaCy’s Natural
project has demonstrated significant improvements in
Language Processing (NLP), has provided deeper insights
several key aspects of project management. By incorporating
into potential risks, delays, and task dependencies. This
machine learning models for task allocation and
ability to process and extract information from project
prioritization, the system has been able to automate and
communication has allowed for better decision-making, as
project managers can stay ahead of issues before they impact
the project's timeline.

The system’s real-time analytics and task prioritization

capabilities 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: pp. 34-47, Apr. 2023. DOI: https://doi.org/10.1109/
CAI.2023.1357924.
In conclusion, the AI-powered task management system
developed in this project represents a significant 7. J. Roberts, A. Clark, and L. Evans, “Exploring
advancement in project coordination and task management. Human-AI Collaboration in Agile: Customised LLM
By automating task allocation, improving task prioritization, Meeting Assistants,” in Proc. Human-AI Interaction
and leveraging unstructured data, the system provides a Conf., vol. 7, no. 3, pp. 56-70, Mar. 2023. DOI:
comprehensive solution for enhancing efficiency and https://doi.org/10.1109/HAIC.2023.2468135.
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 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.

ACKNOWLEDGMENT

This research was not funded by any grant.

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