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14.1 Introduction
In the previous unit, we dealt with project close-out, steps for closing the
project, project termination, and project follow-up. The unit discussed about
the project close-out activities including completing unfinished activities,
getting client acceptance of deliverables, updating and archiving
documentation, conducting post implementation audit, preparing final report,
releasing all resources, and organising the closing meeting. In this unit, we
will deal with the advantages of using project management software,
common features available in most of the project management software,
and illustration of project management software.
In the early days, project management software was used only on main
frame computers. The software had limited capability and was relatively less
user friendly. Its application was limited. With the growth of business, more
and more projects of varying complexity have come up for managing. This
forced the qualitative and quantitative growth of software. Gradually, more
and more features and functions were added into the software.
Today, we have a large number of PC-based project management software
packages available. These are more flexible to accommodate user
requirements, capable to handle increased functions and larger size projects
with speed and accuracy, and are available at a reasonable cost.
This unit also discusses the various aspects like the need for software, an
overview of common features available in most packages, how to get the
best of these, and general information about them.
Objectives:
State the advantages of using project management software.
Common Features Available In Most of the Project Management
Software.
Illustrate the implication of project management software.
o Labour cost: One of the many ways to specify labour cost is as,
Skilled worker – $ 2.0
Unskilled worker – $1.2
o Human resources available: All software requires periods and
amount of resources that are available for the project.
o Cost of construction materials: Materials needed for each task
and their estimated costs for the project may be as given below:
Table 14.2: Materials needed and Estimated cost is to
be Entered Against each Activity
Activity ID Activity Type of Materials Estimated Cost ($)
Description
001 A Wood 200
002 B Pipe 300
… … … …
00n N Flooring compound 500
S F S F
A B
[t]
(a) Finish to start: Activity B starts t units of time later than finish of
activity A.
S F S F
A B
[t]
(b) Start to start: Activity B starts t units of time later than start of
activity A.
S F S F
A B
[t]
(c) Finish-to-Finish: Activity B finishes t units later than the finish of
activity
S F S F
A B
[t]
(d) Start to Finish: Activity B finishes t units later than start of activity A.
S – Start, F – Finish
Activity
List example of some commercially used project management
software and their characteristics?
Graphics: For a project involving a large number of activities,
drawing a correct network, manually takes a lot of time and effort.
One of the important features of PM software is its ability to generate
a variety of charts including network diagram, activity-linked Gantt
chart, and Gantt chart quickly. Further, changes in base line plan are
quite easy.
Time analysis: If there is unlimited and flexible resource or if resource
can be outsourced, the network may be prepared at the earliest start
time of activities. In the real world, many projects are managed on this
basis.
PM packages carry out time analysis which includes calculation of early
start, early finish, late start, and late finish; free slack and total slack with
ease. Manually carrying out time analysis is tedious.
Resources scheduling: Resources scheduling problems are of two
types:
o Resource leveling where unlimited and flexible resources are
available
o Resource allocation problem where resources are limited
14.4 Illustration
Gantt Charts is a tool for examining and scheduling more complex
projects. It facilitates to plan tasks that need to be completed and provide a
basis for scheduling when these tasks will be carried out. When a project is
under way, Gantt Charts helps to monitor whether the project is on schedule
or not. If it is not, it helps to locate the corrective action which is required to
put it back on schedule. Now, let us illustrate how actually Gantt chart
works:
Consider the following illustration of some features of MS project on a
sample project:
A sample project is described by the following data depicted in table 14.3:
Table 14.3: Sample Project Data
Activity Duration Immediate Manpower Material Cost (`)
(Days) Precedence Required
A 2 - 2 100 (2 units, 200%)
B 4 A 4 50 (1 unit, 100%)
C 5 A 4 50 (1 unit, 100%)
D 6 A 4 150 (3 unit, 150%)
E 8 B,C 6 100 (2 unit, 100%)
F 2 D 4 200 (4 unit, 400%)
G 7 E,F 4 50 (1 unit, 100%)
H 8 D 4 50 (1 unit, 100%)
I 4 G,H 4 50 (1 unit, 100%)
ID Task Duration Early Start Early Finish Late Start Late Finish
Name
1 A 2 days 01-01-10 02-01-10 01-01-10 02-01-10
2 B 4 days 03-01-10 06-01-10 04-01-10 07-01-10
3 C 5 days 03-01-10 07-01-10 03-01-10 07-01-10
4 D 6 days 03-01-10 08-01-10 08-01-10 13-01-10
5 E 8 days 08-01-10 15-01-10 08-01-10 15-01-10
6 F 2 days 09-01-10 10-01-10 14-01-10 15-01-10
7 G 7 days 16-01-10 22-01-10 16-01-10 22-01-10
8 H 8 days 09-01-10 16-01-10 19-01-10 26-01-10
9 I 4 days 23-01-10 26-01-10 23-01-10 26-01-10
Fig. 14.2: Network Diagram
Source: Mishra Rajendra (2012), Project Management: Excel Books, New Delhi
1. With unlimited resources (14 men or more), the project will take 26 days
to complete.
2. With limited resources of 8 persons, the project duration would be 33
days.
3. We get early start, early finish, late start, late finish, and total slacks of
each activity.
4. Tracking chart and network diagram may be used to track the progress
of work.
Above are only a few application of MS project. Many more applications
including project tracking, what if analysis, and others can be done with the
help of the package.
Assumption:
(i) 7 day working for manpower
(ii) No constraint on manpower
With Unlimited Manpower:
a. Gantt Chart
Source: Mishra Rajendra (2012), Project Management: Excel Books, New Delhi
b. Time analysis
ID Task Duration Precedence Early Early Late Late Total
name (days) start finish start finish float
1 A 2 - 01-01-10 02-01-10 01-01-10 02-01-10 0
2 B 4 1 03-01-10 06-01-10 04-01-10 07-01-10 1
3 C 5 1 03-01-10 07-01-10 03-01-10 07-01-10 0
4 D 6 1 03-01-10 08-01-10 08-01-10 13-01-10 5
5 E 8 2,3 08-01-10 15-01-10 08-01-10 15-01-10 0
6 F 2 4 09-01-10 10-01-10 14-01-10 15-01-10 5
7 G 7 5,6 16-01-10 22-01-10 16-01-10 22-01-10 0
8 H 8 4 09-01-10 16-01-10 15-01-10 22-01-10 6
9 I 4 7,8 23-01-10 26-01-10 23-01-10 26-01-10 0
c. Resource graph
Fig. 14.3: Gantt Chart, Time Analysis, and Resource Graph with
Unlimited Manpower
Source: Mishra Rajendra (2012), Project Management: Excel Books, New Delhi
a. Gantt chart
Source: Mishra Rajendra (2012), Project Management: Excel Books, New Delhi
b. Time analysis
ID Task Duration Predecessors Early Early Late Late Total
Name Start Finish Start Finish Slack
1 A 2 days 01-01-10 02-01-10 01-01-10 02-01-10 0 days
2 B 4 days 1 06-01-10 06-01-10 03-01-10 09-01-10 3 days
3 C 5 days 1 05-01-10 07-01-10 03-01-10 09-01-10 2 days
4 D 6 days 1 07-01-10 12-01-10 03-01-10 12-01-10 0 days
5 E 8 days 2,3 15-01-10 20-01-10 08-01-10 22-01-10 2 days
6 F 2 days 4 21-01-10 22-01-10 13-01-10 22-01-10 0 days
7 G 7 days 5,6 23-01-10 29-01-10 23-01-10 29-01-10 0 days
8 H 8 days 4 22-01-10 28-01-10 13-01-10 29-01-10 1 day
9 I 4 days 7,8 30-01-10 02-02-10 30-01-10 02-02-10 0 days
c. Resource graph
Note: Dark Lines within the Gantt chart bars indicate the completion status of the activity. Here activities
A, B, and C are fully completed and activity D is partially complete
Note: Fully crossed boxes denote the completed tasks and half crossed denote the
partially completed tasks
Fig. 14.6: Network Showing the Work Progress
Source: Mishra Rajendra (2012), Project Management: Excel Books, New Delhi
Activity
Take any project of your choice. What are you trying to achieve with the
project? What need does it satisfy for your customer? Who exactly is
going to actually use the project deliverable(s) when it is finished? (That
is, who is your real customer?) What will distinguish your deliverables
from those already available to the customer?
14.5 Summary
Let us recapitulate the important concepts discussed in this unit:
Earlier, PM software was run on mainframe computers. Its capability
was limited, and it was relatively not easy to use. Its application level
was low.
Generally, more and more projects of varying sizes and complexities
emerged forcing the PM software to grow in quantity and quality.
Today, we have a large number of PC-based PM software packages
available. They are more flexible with improved capability and can
handle large size projects with speed and accuracy.
The unit has discussed many common features of available packages
which include data entry features, graphics, time analysis, resource
scheduling, output reports, updating, importing/exporting, project
monitoring, and tracking.
The unit gives guidelines to make the best use of software. Finally,
general information about software package has been presented.
14.6 Glossary
Filtering (editing): It is a feature of PM software that enables the user to
select only certain data that meet some specified criteria.
Importing/exporting: The process of bringing information into the PM
software from other applications such as word processing, spreadsheet, etc
is called importing. Similarly, sending information from PM software to other
applications is called exporting.
Sorting: It is a feature of PM software that enables the users to view the
information in a desired order (alphabetical order, ascending or descending
order, of value).
What-if analysis: What-if analysis evaluates the effect of change(s) in
project variable(s) (people, cost, change in scope, etc) on project objectives.
This analysis enables the project manager to take appropriate decisions.
14.8 Answers
Terminal Questions
1. Project management software enhances the speed, effort, and accuracy
of the project. It is also helpful in maintaining record and time efficiency.
For more details, refer to section 14.2.
2. There are some common features which are associated with all the
project management software like data entry, time analysis, maintaining
graphics, etc. For more details, refer to section 14.3.
3. Filtering enables the user to select only certain data that meet some
specified criteria; on the other hand, sorting allows the user to view the
information in a desired manner. Refer to section 14.3.
The challenge
Several years ago, AMS developed an internal project management system
called Project in a Box. Based on Lotus Notes, the homegrown system was
becoming inefficient and costly to operate, particularly because it was
designed as a standalone, non-collaborative product. When a new
consulting project was set up, a new instance of the database was created,
leading to a chaotic system with literally hundreds of separate databases.
Without any kind of centralised information sharing, it was difficult to use
information from one project on another project. The system also prevented
AMS’s managers from viewing companywide metrics, such as project
completion rates and whether projects were being completed on time and
on budget. AMS’s executives needed a system to allow them to have a
portfolio view of the health of the company’s projects in progress. A
collaborative project management system would allow AMS managers to:
The strategy
Many AMS project managers were already using Microsoft Project as a
desktop application, developing project plans and Work Breakdown
Structures (WBS) on their individual PCs. However, these individual
installations were not networked together and did not feed critical project
performance information to executives.
Therefore, in October 2002, when AMS began the vendor selection process
for a company-wide project management solution, Microsoft Project was the
natural choice, both because many internal users were already experienced
with the application’s scheduling and planning functionality and because
Microsoft offered the best price point.
In March 2003, AMS chose Microsoft as its project management software
vendor and began a pilot programme. In June 2003, AMS selected the
public sector product engineering group as the first department to begin the
pilot programme. AMS divided this initial pilot programme into four distinct
phases:
Phase 1: In early July, AMS installed Microsoft Project for and trained
15–20 project managers working on a common product line.
Phase 2: In late August, AMS expanded the installation to 170 people in
another product line within the same group.
Phase 3: In late September, AMS rolled out Project’s decision support
capabilities to ten executives, allowing them to mine data for reporting
purposes.
Phase 4: If the pilot is successful, AMS will expand the Project
programme to 4,000 users company wide in a staged rollout.
Lessons learnt
Overall, AMS’s Microsoft Project implementation went smoothly. AMS’s
managers attribute the project’s success to their careful planning and staged
pilot programme approach. AMS’s managers recommend that companies
considering similar implementations should not underestimate the change
management necessary to make Microsoft Project work effectively. Project
managers, especially those without PMI certifications, will often need to
undergo training on how to build effective WBS’s, how to plan and schedule
complex projects, and how to adjust WBS’s to changing project conditions.
References:
Clements/Gido, Effective Project Management, Publication: Thomson.
Gray, C. F/ and Larson, E. W. Project Management, Publication: Tata
McGraw Hill.
Lock, D. Project Management, Ninth Edition, Publication: Gower.
Nagarajan, K. Project Management, Third Edition, Publication: New Age
International.
Chandra, P. Projects-Planning, Selection, Financing, Implementation,
and Review, Sixth Edition, Publication: Tata McGraw Hill.
Rao, P.C.K. Project Management and Control, Publication: Sultan
Chand & Sons.
Desai, V. Project Management, Second Revised Edition, Publication:
Himalaya Publishing House.
E-References:
www.projectsmart.co.uk. retrieved on 14/02/2012
www.projectmanagement.com. retrieved on 15/02/2012
www.pmearth.com. retrieved on 15/02/2012