Project Management and Tools - Assignment Example

1 Introduction to Project Management and Tools In the current era of revolutionized information technology, organizations must align with the currenttechnology trends in order to stay in the league of competitive advantages. In order to respond to the issues, identification of resources is necessary. Project management triggers in the initial stages of any project. However, the project management process operates actively till the end of the project life cycle (Lock 2007). This is the area where project management and tools are efficient. Project management is defined, as “the integration of all aspects of a project in order to ensure that the proper knowledge and resources are available when and where needed, and above all to ensure that the expected outcome is produced in a timely, cost-effective manner” (Project Management. 2007). Previously, cost was too high for implementing software systems deployed on servers along with technical support. Currently, software project management is made possible by only double clocking an icon on the desktop of the workstations and a fully featured project management tools is in operational (, Project Management Software Helps You Minimize Your Business Risks - WORKetc ). Moreover, online project management tools have even enhanced the accessibility factor more convenient. Users just need to log in the system with credentials to access online project management tools along with sharing capability over the Internet. Furthermore, project management tools have incorporated features including customer relationship management, rich graphics, performance charts, Gantt charts and animated help modules (, Project Management Software Helps You Minimize Your Business Risks - WORKetc ) Project management is an essential skill that organizes the progress and its dependencies associated with the processes throughout the project life cycle. However, to automate and to give in-depth picture of these processes, project management tools are utilized. These tools facilitate organizations to achieve project in a timely manner. For instance, software houses must deliver systems in tentative timelines, project management tools breaks processes by a work breakdown structure and schedule each task individually. This provides a viable picture of a period against each task. 2 Project Management Tools Program Evaluation and Review Technique (PERT) is a well-known project management tool that is defined as “an event-oriented, project-network diagramming technique used for planning and scheduling” (Pert. 2001). PERT facilitates planning, scheduling and controlling factors that are applied within the project. Program Evaluation and Review Technique (PERT) was developed in 1950’s in the United States of America and its use has been extended to mainly develop or to evaluate nuclear missile projects. The nuclear missiles were designed to be launched from ocean surface with the aid of a mobile sub marine. The name of the missiles was Poluris Missile. Apart from its usage for planning and development, it is now used for research and development of projects. Moreover, it is also used to analyze and identify any lacking or issues in the project plan. One more method known as the Critical Path Method (CPM) is also widely used as it provides brief information related to planned stages of construction (Levy 2007). It is defined comprehensively as “a network analysis planning technique used especially in project management to identify the activities within a project that are critical for its success. In critical-path method, individual activities within a project and their duration are recorded in a diagram or flow chart. A critical path is plotted through the diagram, showing the sequence in which activities must be completed in order to complete the project in the shortest amount of time, incurring the least cost. Also known as critical-path analysis” (Critical-Path Method. 2007). The core purpose of this tool is to analyze the cost and time estimation of any particular project. CPM is implemented in projects, for instance, construction, where time and cost allocation is not easy to determine. However, the usage of this method is limited and is not suited for every project. One of the major components of CPM is called a critical path that is the longest path via the network that includes all the essential steps to complete the project on time without any delays for the project. For both of these techniques, there are certain factors in order to implement PERT and CPM. The factors are (, Project Management Tools & Techniques): Decomposition of project in to activities Identify the process in to activities or jobs Time estimation for each activity Define predecessors (order of all the activities) Drawing the project diagram or graph as shown in fig 1.1 Figure 1.1 However, any hindrance in the critical path will affect the whole project and may result in delay. Continuous monitoring is required for the critical path activities as compare to other activities associated with the project. 3 Advantages of Project Management Tools Project Management tools contributes many benefits for projects that are related to software development, industrial projects and much more. Some of the advantages against each tool are mentioned below. However, CPM is relevant for only constructions projects and does not possess any contribution to the software industry in terms of project management. Advantages of PERT in the context of software project development are (, Project Management Tools & Techniques): The presence of Program Evaluation and Review Technique (PEST) will force the manager to plan the project. The associations of tasks within the tasks are clearly visible in the project The critical paths of the project are identified comprehensively PERT also forces the manager to divert attention to the project. The manager can assign or allocate resources in a cheerful manner because PERT facilitates the demonstration of all the parallel activities. Overall, the manager can control and organize the software project in an efficient way. For instance, buying equipments related to the project, hiring employees, organizing space allocation in the organization’s premises. In addition, the activity time consists of critical path that starts from the beginning to the end along with the total time required will be significant than any other path. Furthermore, Microsoft project management tool provides many innovative features that manage projects efficiently. Dynamic scheduling enhances the impact on resources assigned to the project as well as on the overall project schedule (, Project Management Tools & Techniques). Moreover, Microsoft project management tool keeps the project manager informed by an interactive guidance to the project processes. The network diagrams and usage views provide comprehensive understanding of the project via the aid of efficient group information displays (, Project Management Tools & Techniques). The usage views include Gantt charts, which provide a detailed summary of every time along with its associations, milestones, dependencies etc. likewise, import and export facility from Microsoft project plan expands its usability factor , as the task list can be exported to Microsoft Excel and Microsoft Outlook (, Project Management Tools & Techniques). 4 Advanced Microsoft Project Management Tool 4.1 Microsoft Project Professional Microsoft project management tool is adequate for simple as well as complex projects. The tool contains dynamic features including scheduling and tracking of all activities in order to monitor the progress of the project at all times (, Project Management Tools & Techniques). Moreover, it can facilitate organizations to exchange information related to projects with employees via Internet or intranet. This enhances communication in an efficient way for updating information and progress related to the project. The tool also organizes all the resources in a proper way by constructing a working schedule (, Project Management Tools & Techniques). However, a working schedule organizes information related to the information provided. In addition, each individual stage is recognized as separate schedules, as these separate schedules can be updated by the stage schedules and the stage schedules can be updated by the work package schedules respectively making it the simplest procedure in technical terms (Harris). Features that are involved while configuring projects are (, Project Management Tools & Techniques): There are custom fields that are required to specify information or data. The ‘Views and Table’ options provides the precise information that is required. The ‘Filters and Groups’ option provides information that requires importance A network diagram enhances the experience and provides the demonstration of a network diagram also called as PERT chart. Some additional features of MS projects are Constraints, Dependencies, associations, Lag times, links, assignments, cost and workgroups. 4.2 SLIM Suit SLIM suit provides variety of software management tools for enhancing and organizing software development projects. The SLIM suit includes different categorized software tools including SLIM – Estimate, SLIM Master plan, SLIM metrics, SLIM data manager and SLIM control. ‘SLIM estimate’ provides predictability and effectiveness with complete control along with risk mitigation factors (, SLIMSuite6.0.pdf (application/pdf Object)). The objective is to eliminate the levels of risks to systems to an adequate level. The elements, which are involved for eliminating risks, are: Efficiency of recommended options Legislation and regulation Policies of organizations Impact of organization Dependability and safety The objective is in terms of recommended controls. The recommended controls must be implemented in order to secure systems the system development process for any possible potential threats and vulnerabilities. Some of the features of ‘SLIM Estimate’ are Intelligent View Technology, Smart Component Technology, Quick Start Wizards, Automatic Solutions Generator, Tailored Estimated based on Historic Data, Flexible Size Estimation with Spreadsheet Modeling Integration, Pre – built Industry Standard Lifecycle Templates, Industry Specific Knowledge basis, Ready and Enabled Interfacing to Microsoft and Web, Integrated Management Reporting, Dynamic Solution Profiling (, SLIMSuite6.0.pdf (application/pdf Object)). All these features contributed to a project’s success and delivery on time. Moreover, one more tools from the SLIM suite names as ‘SLIM Metrics’ is an efficient tool that utilizes historical data of all the projects (, SLIMSuite6.0.pdf (application/pdf Object)). Many organizations tends to repeat mistakes and do not consider utilizing the historical data that may eliminate the mistakes that were conducted previously. ‘SLIM Metrics’ captures the historic data of the relevant domain and apply it where appropriate to produce efficient results. Some of the features of this tool are, Historical Data Capture, Customizable Database, Robust and Efficient Data entry, ODBC compatible data format, Capability to process powerful queries, Support of multiple views, Industry Benchmarks, Tools supporting statistic analysis, Comparison of five datasets per chart, Special project identification, Project details can be acquired by point and click, Time saving features, Presentation of Quality outputs and Microsoft Office integration (, SLIMSuite6.0.pdf (application/pdf Object)). Furthermore, for reporting features, SLIM suite includes one more tool named as SLIM Control. This tool is capable to provide various reports related to the software development project. As documentation is an essential part of a typical software development projects, some of the features of this report includes Earned Value Measurement Reports, Adaptive Forecasting, Management Scoreboard Reporting, Embedded Variable Reporting, Custom defined metrics, Control bound ruler editor, Plan and forecast logs, Industry trend lines, Application programming interface (API),Import and Export features, Common user interface (, SLIMSuite6.0.pdf (application/pdf Object)). 5 Conclusion Apart from the tools mentioned in this report, there are many other tools with lots of features available. Moreover, online project management tools are now available as cloud computing provides software as a service that is accessible by an Internet connection. However, user credentials are required to gain access. The Program Evaluation and Review Technique (PERT) is used for planning and schedules the tasks and resources associated with the task and is recognized globally. However, Critical Path Method (CPM) is used for projects related to construction and civil projects. The contribution of these project management tools facilities software houses to develop software with efficiency and on time with low cost. Furthermore, Microsoft project is a universal tool that can be used with any nature of projects along with the integration of Microsoft Excel and Microsoft Outlook. In addition, SLIM suit also provides vast functionality features to manage projects. The main focus was delivering the project on time, reusability of previous data for eliminating previous mistakes and enhanced reporting capibilities. References LOCK, D., 2007. Project management Aldershot: Gower. Project Management. 2007. Bloomsbury Business Library - Business & Management Dictionary, , pp. 6018-6018. LEVY, S.J., 2007. Project management in construction New York: McGraw-Hill. HARRIS, P., PRINCE2 Planning & Control Using Microsoft Project - Updated for Microsoft Office Project 2007 Eastwood Harris. Pert. 2001. Encyclopedia of Operations Research & Management Science, , pp. 608-608. , Project Management Software Helps You Minimize Your Business Risks - WORKetc . Available: http://www.worketc.com/Small_Business_Management_Software/Project_Management_Software_Helps_You_Minimize_Your_Business_Risks [6/7/2011, 2011]. Standard risk definition Retrieved 6/7/2011, 2011, 2011, from http://www.businessdictionary.com/definition/standard-risk.html Critical-Path Method. 2007. Bloomsbury Business Library - Business & Management Dictionary, , pp. 2095-2095. , Project Management Tools & Techniques . Available: http://www.scribd.com/doc/8762951/Project-Management-Tools-Techniques [6/7/2011, 2011]. , SLIMSuite6.0.pdf (application/pdf Object) . Available: http://www.qsma.com/docs/SLIMSuite6.0.pdf [6/7/2011, 2011]. 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