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What to look for in Project Management Software?

Admin — Thu, 26 Aug 2010 15:16:55 +0000

As a project manager once you are got into the project, you will be starting listing to-do list, getting involving with your team members and start allocating and scheduling the task. No matter the scope of the project, the phase in which your project lies you will be involved in the set of activities carried out at same period of time. This is the time to look upon some good project management software which can fulfill your project planning and executing requirements.

There is lots of software available in the market, but it is your job as project manager to identify your needs to manage your project, team and your project management style. You should ask following questions before choosing project management software. What do you mean by project management? Do you need to map out project plans and schedules? Collaborate on documents? Track tasks? Time? Documents? Issues? These answers can vary which will become criteria to select your project management software.
Following are the basic functions ideally project managers should look into the software:

Project Management

Project management software should guide you by providing the valuable contribution towards strategic interest of your company to work upon particular project. The key parameter of strategic planning is to perform continuous evaluation, prioritization, budgeting and selection of investments.

Projects Planning

A good project management tool should provide a powerful way to define project schedule, understand the critical path, assess and allocate resources. It should allow mapping project tasks and creating visual display (Gantt charts) how they interrelate which can be further used as the reports.

Managing Tasks and Resources

You software should have the ability to define a task, assign it to proper resource, create a deadline, and know when it’s complete. Project management software should manage and control the time, resources, money and equipment to execute a project.

Collaboration

This is required feature of your project management software especially to build, share and manage a central repository of all your project documents and information and increase productivity when your team does not exists in a specific geographical boundaries. It should also target to the issues such as communication between team members, including email, conference calls, meetings, web-based locations. SaaS (Software as a service) is a web-based solution with numerous communication and remote management capabilities. Mainly you should make sure that the web-based solutions use a trusted SSL certificate so that all your information is transferred securely.

Customer Support

You should make sure that the vendor should provide a real support. You can make a test to verify the quality and speediness of the support team to respond your queries. You should also check the reaction of the vendor when you ask to include additional features which can be your project management requirement.

Pricing

Make sure you have not paid extra just because you made a quick decision.

Free trial

Make sure that the vendor provides a free account type to evaluate the tool to check whether it fulfills your project management requirements. If the vendor does not offer a free trial, then surely the product must not be according to your expectations.

If you do not have time to evaluate project management software, you can take quick overview from following websites:

http://www.project-management-software.org/

http://project-management-software-review.toptenreviews.com/

http://download.cnet.com/windows/project-management-software/

Benefits of using Project Management Software

Admin — Sun, 22 Aug 2010 15:51:49 +0000

The project manager can increase the probability of successfully completing a project using good project management software. With project management software, managers are able to nicely communicate, collaborate by staying on track with the project stakeholders as well as team members completing successful project. For small sized project, managing project manually is possible but it is feasible to use project management software for large scale projects number of resources is involved with set of activities to perform in given span of period to achieve project deliverables in a cost effective manner handling all possible risk factors. Here are some of the benefits to use Project Management Software:

Ability to handle complexity with accuracy:

For large size project, it is difficult to monitor and control activities carried out by resources for given span of period. Project Management software have accurate algorithms for calculating project information and contain numerous built in checks to avoid user-errors. Thus is helps to monitor activities and resources involved in the project with good level of accuracy.

Provide better Communication:

Project management software provides same platform for communication among team leaders, team members and stakeholders regardless of their geographical locations. It offers transparency to each group or resource in the team with equal understanding on the project status.

Effective Management:

Most of the project management software provides graphs, timesheets, Gantt charts, task assignments, time sheets and milestones to manage and track the progress of a project. Managers can prioritize task and shuffle resources throughout the project cycle. It also handles effective resource management helping managers to build team profiles to assign right task to right person. The good software also monitors budget, tracks expenses, regulates resources and calculates costs.

What-if Analysis:

One further feature of project management software is the ability to perform what-if analysis. It allows the managers to see the effects of various scenarios on a project. These scenarios can be run on the software, and their effects can be evaluated. This helps the project managers to prepare and plan for certain contingencies and to access consequences.

Work Breakdown Structure

Admin — Sun, 15 Aug 2010 13:19:42 +0000

Once you are clear about the scope and the outcome of the project, the first thing you require is project planning. Project planning is to break down overall deliverable into manageable chunks, work out the schedule, identify resources and finally work out the cost. Work-Breakdown Structure is the most popular technique used by professional project managers using formal project planning methodologies.

A Work-Breakdown Structure (which is also called the Indenture Level Structure) is the best way to understand the detailed tasks of the project when you have to start a project from scratch. It breaks the project down into the major phases, deliverables and work components in sequential steps leading to greater project detail. These components can be further broken down into the activities to be carried out towards the outcome of the project. Hence work break down structure establishes the hierarchical order in a system, thereby identifying the tasks and milestones when applied to a project.

The Work-Breakdown Structure is definitely the most structured approach to identify the activities. But how does one actually identify the task? Well, this is something that you have to do individually. Following are few tips when building Work-Breakdown structure:

Identify level of breakdown process

You should be specific and detailed while breaking down the structure into components and further into activities. If project manager gets into too much detailing of activities then this will lead to micromanage the project which will consume more time in managing the project detailing instead of actual progress of a project.

Note the Jargon for components of WBS

If you are working on large project it is useful to place all the important terminology or information in WBS dictionary. The WBS dictionary should hold information in form of numeric identifier (1.1, 1.1.1, 1.1.2 etc.) containing track of all the summary and detailed activities, including a short description, estimated efforts and track of changes in WBS.

Don’t place requirements on WBS

Don’t place requirements on WBS. You can place deliverables on WBS and break it further into activities that are required to achieve the deliverable.

Place Deliverables and not Activities or Tasks

WBS should consists the deliverables which your customer or stakeholder will get as an outcome of the project. You don’t have to place activities or task carried out by project team to achieve those deliverables. These deliverables placed in the WBS may not change except the stakeholder gives change request.

Updating of WBS on Change Request

WBS is a formal document showing the deliverables of the project, any change in either the requirements of the customer or the change in WBS will be affecting scope of your project. Any change request given by the customer should reflect WBS in order to manage change.

Project risk management

Admin — Sat, 14 Nov 2009 23:03:17 +0000

Every action in the executive world is marked by uprightness and certainty. However, it is only the risk involved in project management that has a probabilistic nature. It is nothing but a sign of an event. Whether it will be thumbs up or down is what one has to wait to witness. There is always a negative possibility walking hand in hand with the positive impact. Also where there is a danger lurks opportunity, and where there is opportunity, there lurks danger. They go together. There are some key features of risk management.

Involve the need of risk management
If a team leader expels out the requirement of risk management, then at the time of crisis it will be impossible to repair the present scenario. Involving risk means keeping in mind all possibilities.

Identify the risks
The leader should carry out a meeting with rigorous brainstorming activities to understand all types of risks. Reading between the lines of the white paper can help to extract out hidden risks involved.

Understand the risk
According to the cause and effect theory, there cannot be an effect without its cause. Similarly the professionals should understand the cause and find out all possible means of measures (effects).

Distribute risk bearers
After the risks are properly enlisted, the leader should distribute every risk to a team leader of every department. With experience and awe, the person will understand the heavy responsibility and will keep a tract of all risks, this optimizing it.

Risk quantification by priority
The need of every departmental leader to communicate to one another in order to keep every prospect of risks in front will help solving the effects of risk involved. This method is called prioritizing where the need, resources, deadlines etc are held in mind to cautiously handle multiple risks, starting from the highest risk issue to the lowest.

Implementing and controlling risks
After the risks have been worked upon, it is necessary to control the situation and carefully implement them. Time to time reporting is needed to make the entire system function smoothly.

Keeping the records of risks
On completion of implementation, the risks and their alternate means, preventive techniques, controlling and implementing strategies should be well written and kept as records. Such documenting helps in future projects and also to see the big picture of the company’s growth with time.

These seven rules are a quick guide to carrying out risk management as a part of project management. Every project will bring in with itself new risks, and every risk will be accomplished perfectly. But it is very important to find out more and more optimized ways as we go ahead. Smart work in what we require in today’s world.

What is Project Management?

BLM — Wed, 04 Nov 2009 03:39:29 +0000

What is Project Management?

Project management is a methodical approach to planning and guiding project processes from start to finish. Project management processes are guided through five stages: initiation, planning, executing, controlling, and closing. Project management can be applied to almost any type of project. Whereas, Project Management institute identifies nine topic to define scope of project management learning as: integration, scope, time, cost, quality, human resources, communications, risk, and procurement. These topics teaches the set of principles, practices, and techniques applied to lead project teams and control project schedule, cost, and performance risks to result in delighted customers.

Creating project plan is the first thing you should do when you undertake any kind of project. Often project planning is ignored in favor of getting on with the work. However many people fail to realize the importance of planning in saving time, money and many other parameters.

Let see some practical approach towards project planning:

Step 1: Project Goals

A project is successful when outcome of the project satisfies the needs of stakeholder (one who is directly or indirectly impacted by the project). Follow the steps as given below:

· Identify the all the stakeholder especially those impacted indirectly.

· Identify their needs by interviewing them

· Draw out true needs that create real benefits

· Prioritize their needs

· With SMART principle measure the set of goals

· Record the same in project plan to also include needs and expectations of stakeholders

Step 2: Project Deliverables

Using the goals you have defined in step 1, create a list of things the project need to deliver in order to meet these goals. Follow the steps as given below:

· Specify how and when each item will be delivered

· Add deliverables in project plan with an estimated delivery date

Step 3: Project Schedule

Create list of tasks that need to be carried out for each deliverable identified in step 2. For each task identify the following:

· Amount of efforts to complete the task

· Resource who carry out the task

Once you identify amount of efforts and resources for each task, do the following:

· Update deliverables with more accurate delivery dates

· Choose the software package to manage your project schedule.

· Input all the deliverables, tasks, durations and the resources who will complete each task

At this point of time, you may discover when the project has an imposed delivery deadline from the sponsor does not match realistic based on your estimates. You must contact the sponsor immediately and follow either option in the situation:

· Renegotiate the deadline

· Employ additional resources

· Reduce the scope of the project

Use project schedule to justify and convince for one of the options.

Step 3: Supporting Plans

This section deals with plans you should create as part of planning process.

Human resource plan:

· Identify by name the individuals at key position with the role and responsibilities in the project

· Describe the number and type of people needed to carry out the project

· For each resource detail start dates, estimated duration and method to be used for obtaining them

Communication Plan:

· Create a document showing the stakeholder to be kept informed about the project and mode of communication

· Submit monthly/weekly progress report, describing project performance, milestone achieved and work planned for next period.

Risk Management Plan:

· Identify as many as risk possible to your project

· For each risk maintain log, to prevent it from occurring and steps you will perform in the event.

· Review your risk log on regular basis, adding new risk as they occur during the project life.

You will have better project plan if you will follow above steps, update your plan as project progresses and measure progress against plan.

What makes you a successful project manager?

BLM — Sun, 16 Nov 2008 16:59:19 +0000

This may be the million dollar question going through every Project Manager’s mind and most of them know the answers reasonably well. Even though they know the answers, majority of project managers over focus on some areas which makes them successful on certain aspects of project management and at the same time set themselves for failure on certain areas. So, let me introduce my own analogy on certain parameters which I consider the key for a successful project management career.

Stakeholder(s) satisfaction: No matter what you do as a project manager, your ultimate goal is to satisfy your stakeholder business needs. Stakeholders can be an individual or group of resources who owns certain stake on the projects. It can be your client, management, finance owner, business partners, compliance committee, business owner, program owner, campaign sponsor, department etc.

On Time Delivery: Every project has certain business objectives and timeline. Your project sponsor/client may have certain marketing or sales or operational plans linked with the project launch schedule. Sometimes this can be tied with certain events, season, audit or compliance date etc. For example, your client may have plans to launch a promotional media project on super bowl or Oscar award day targeting the mass audience on that specific day. If you delay such a project delivery you can imagine the business and marketing impact.

On Budget Completion: Budget control is a key role of a project manager. If you agree certain deliverables to your client for a certain amount, you have to deliver the product in that amount. Otherwise your project is at a budget and schedule risk. If you go beyond the approved budget, Client may not have extra money to complete the project or client may need to wait for a special funding approval or even need to wait for the next years funding to complete the project. If you execute project for a 3rd party company for fixed cost and if you go beyond the estimated amount you can imagine your management response on the same J . There are scenarios where you project requires additional funding due to unanticipated reasons. This is one scenario where the project manager has to apply his or her negotiation skills to deliver the maximum ROI to your client based on the available funding. The business relationship to the stakeholder plays a key role on this scenario which will help on a productive negotiation.

High quality product: On time and on budget delivery is always good. How about, if you deliver low quality product on time and on budget? Some scenarios, over focus on schedule and budget may lead to fast tracking of certain tasks or by-passing certain steps which will reflect on overall product quality. A low quality product is not only risk on your project but also a risk to you business group or organization. So a project manager has to pay utmost care on quality aspects of the project.

Proactive Risk Identification and Mitigation: Every project has certain amount of risk involved. As project manager you role is to identify and mitigate those risks to ensure a successful project delivery. If you think or believe your project has absolutely no risk, I would say you are on the wrong business. Every project has several direct and indirect risks associated. If you realize and accept that fact, then risk identification and mitigation will become easy. One of the successful technique I apply as a Project Manager on every single project is to open up the risk identification analysis to entire the project team. This will help you to gather inputs from developers, team leads, impacted teams, testing units, administrative units, finance, compliance, clients, management etc. This will also help you and the project team to think on back up plans.

Process Compliance: Your organization or client may demand certain process and methodologies for your project and product. Another scenario is the industry you represent may have certain compliance/guidelines. etc SOX, CMM, PCI, HIPPA, GLBA etc. As project manager you have ensure the applicable process / standards compliance on your product. Even if you deliver the functionality / solution to meet stakeholders’ expectation, if your product is out our compliance on the industry guidelines then ultimately your project may fail or run in to reworks.

Security Compliance: If your project has an online or data component you should ensure proper security model around that. Even is your project is successful and functional an insecure product can cause your bigger problems down the line.

Satisfied Management: This is another critical component that defines the success of a project. Your management may have certain benchmark or measuring strategies for your project which can be revenue model, traffic, process efficiency , speed to market, technology edge on competition, cost savings, conversions, leads etc or even a combination of all these. In order to be a successful, as a project manager you should know these benchmarks and management expectations which will help your to align your deliverables towards these goals or benchmarks.

Happy team members: No matter how good you on project management tasks, process and methodolgies, unless your project team is happy and cooperative, your project has chances to fail. An ideal project manager should be able to think both from an employee and employer perspective to make both ends happy. If you over focus on employer satisfaction and completely ignore the best interest of your team that itself can lead to failure.

Management/Client/Industry Recognitions: If you or your project, product, organization, dept, team or team members get an award or recognition on behalf your project that itself is a clear measurement of your success a Project Manager.

End user / Customer satisfaction: Measure the user satisfaction of your project / product by follow-up e-mails, calls, meetings with end users, customers etc. Another method is to collect feedbacks online or through a survey.

Reliable product / Technical support: There are tons of products in the industry, which failed to survive the competition due to inadequate technical support / user assistance. Arrange proper user training, customer support, technical support, online help, manuals etc for your product to ensure adequate support for your product which itself is a great way of handling the reputation management of your product. Don’t let the users to trigger a negative buzz on your product, address the potential concerns proactively by providing proper product support through any or all of the above channels.

Jokes on Project Management

Admin — Mon, 01 Sep 2008 18:23:36 +0000

- There are no good project managers – only lucky ones.

- It takes one woman nine months to have a baby. It cannot be done in one month by impregnating nine women.

- The sooner you get behind schedule, the more time you have to make it up

- Everyone asks for a strong project manger – when they get one, they don’t want one.

- Good project management is not so much knowing what to do and when, as knowing what excuses to give and when.

- Nothing is impossible for the person who doesn’t have to do it.